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2006-0718 Council Mtg Packet
CITY OF ASHLAND Impo3ant:-Any,cihzen attending councl,meetings may speak on any demron the agenda unless;lt is the subject of a public heanng,which hasbeen closed The Public Forum is the time to speakon any'sutitect not- on+the,pnntedagenda If;you wishto speak,p,lease fill out the Speaker Request form=located near the entrance to the Councd,Chambers)�The chat]will i'recognize you and inform you as to the amount of ' time allottedto youj'The time granted will be°depentlent'to some extent on`.the nature Yof the item u der tis discussion the 56V&,people who wish toibe heard andlthe length of the agenda ��,, i, 5v # m AGENDA FOR THE REGULAR MEETING ASHLAND CITY COUNCIL July 18, 2006 Civic Center Council Chambers 1175 E. Main Street 6:00 p.m. Executive Session Labor Negotiations pursuant to ORS 192.660(2d) 6:45 p.m. Annual General Meeting for Hospital Board and City Council 7:00 p.m. Regular Meeting 1. CALL TO ORDER IL PLEDGE OF ALLEGIANCE III. ROLL CALL IV. APPROVAL OF MINUTES [5 minutes] 1. Regular Council meeting minutes of June 20, 2006 2. Continued Meeting minutes of June 21, 2006 3. Special Meeting minutes of June 28, 2006 V. SPECIAL PRESENTATIONS & AWARDS 1. Mayor's presentation of Master Municipal Clerk Academy Award to Barbara Christensen VI. CONSENT AGENDA [5 minutes] VfFF _&6—fid oy, 1. Minutes of Boards, Commissions, and Committees 2. Liquor License Application —Annual Approval of Renewals 3. Liquor License Application— Gorilla Bites 4. Liquor License Application — Irish Pub 5. Liquor License Application— New Albertson's, Inc. 6. Liquor License Application — Ploughman's 7. Approval of Public Contract Greater than $75,000—WTP Chemicals 8. Approval of Grant Distribution Greater than $75,000 VII. PUBLIC HEARINGS (Testimony limited to 5 minutes per speaker, unless it is the subject of a Land Use Appeal. All hearings must conclude by 9:00 p.m., be continued to a subsequent meeting, or be extended to 9:30 p.m. by a two-thirds vote of council (AMC §2.04.040)) C OUNC IL NIt F"l l\C,S :ARE BROADCAST LIVE O\ C:IIANNEL 9 VISIT THE fffl 7 OF AS111 WND'S WEB SITE AT WW'WW WW 1SHI.AND.OR.US VIII. PUBLIC FORUM Business from the audience not included on the agenda. (Total time allowed for Public Forum is 15 minutes. Speakers are limited to 5 minutes or less, depending on the number of individuals wishing to speak.) (15 minutes maximum] IX. UNFINISHED BUSINESS None X. NEW AND MISCELLANEOUS BUSINESS 1. Airport Master Plan Adoption /10 Minutes] 2. Approval of Sole-Source Procurement Greater than $75,000—Zenon Membrane Filters (10 Minutes] 3. Adoption of Findings for Planning Action 2006-282, land partition to create two parcels, located at 521 Fordyce Street[10 Minutes] 4. Adoption of Findings for Planning Action 2006-00366— Annexation, Comprehensive Plan and Zoning Map change, for approximately 8.43 acres located at the southern terminus of Jefferson Avenue, immediately north of the railroad tracks and west of Interstate 5 (10 Minutes] X1. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Reading in full of, "An Ordinance withdrawing an annexed area from Jackson County Fire District No. 5 (Cochran Annexation, 380 Clay Street)" 2. Reading by title only of, "An Ordinance Amending Chapter 2.50 of the Ashland Municipal Code relating to Rules of Procedure for Public Contracting" XII. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS 1. Request from Councilor Hartzell to discuss consideration of an Ordinance titled, "An Ordinance Adding a new section to Title 14, Chapter 4, restricting the addition of chemicals or substances to the drinking water" 2. Request from Councilor Hartzell to discuss railroad property cleanup XIII. ADJOURNMENT In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting,please contact the City Administrator's office at(541) 488-6002(TTY phone number 1-800-735- 2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting(28 CFR 35.102-35.104 ADA Title I). • 1 COUNCIL. MEETINGS ARE BROADCAST LIVE ON CIIANNF.L 9 VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.IJS .4SHLAND CITY COUNC/L MEETING JUNE 20. 2006 P.4 GE l pj8 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL June 20, 2006 Civic Center Council Chambers 1175E. Main Street CALL TO ORDER Council Chair Amarotico called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers. ROLL CALL Councilor Hartzell,Jackson, Silbiger and Chapman were present. Mayor Morrison was absent. APPROVAL OF MINUTES ' The minutes of the Regular Council Meeting of June 6, 2006 and Special Council Meeting of June 8, 2006 were approved as presented. SPECIAL PRESENTATIONS & AWARDS Retirement Plaques were presented to Mike Bianca and Russell Chadick. CONSENT AGENDA 1. Minutes of Boards, Commissions, and Committees. 2. Liquor License Application -The Jefferson State Pub. 3. Appointment to the Historic Commission. Councilor Jackson/Chapman m/s to approve Consent Agenda.Voice Vote: all AYES.Motion Passed. PUBLIC HEARINGS 1. Public hearing to Consider Appeal of Planning Action 2006-00282—Request for Land Partition to create two parcels for the property located at 521 Fordyce Street. Council Chair Amarotico read aloud the public hearing procedure for land use hearings. Public Hearing Open: 7:13 p.m. Abstentions. Conflicts,Ex Parte Contacts Councilor Chapman declared a site visit and stated he spoke with the son of the applicant prior to the meeting. Councilor Hartzell made a site visit at the same time as Councilor Chapman. Councilor Silbiger declared an ex parte contact with one of the applicants, who asked him a general question about the appeals process. Councilor Amarotico declared a potential conflict of interest. The applicant is a tenant in his building; however, he has had no discussion with her regarding this application. Staff Report Interim Community Development Director Bill Molnar explained the Planning Action involves a request for a land partition to divide one parcel into two properties, an exception to the Ashland Street Standards that would allow an 8 ft. separation between the driveways, and a Tree Removal Permit to remove two trees greater than 18" in diameter. Councilor Hartzell noted she and Councilor Chapman observed the distance between driveways during their site visit. They also noticed the existing driveway opened out into the curb cut, which is not included on the maps in the planning record. ASHLAND CITY COUNCIL MEETING JUNE 20. 2006 PAGE 2 of 8 Mr. Molnar stated Planning staff originally approved this project administratively; however, it was subsequently appealed to the Planning Commission Hearings Board.He explained it is general City policy to locate a driveway on the lower order street, which in this case is Old Willow, however during the Hearings Board meeting several neighbors expressed concern with the proposed installation of the driveway on Old Willow Lane. The Hearings Board ultimately approved the partition request,but denied the exception to the Street Standards and issued a condition for both properties to share the existing Fordyce Street access. The applicant has appealed the Hearings Board decision and the Planning Record includes why they believe it is best to access the property from Old Willow Lane. Mr. Molnar commented on the driveway aprons observed by the two councilors and explained there are several aprons less that 24 ft. apart because the subdivision was approved prior to the adoption of the City's Street Standards. Applicant Robert and Cynthia Monroe/562 Fairview Street/Explained they have appealed the Hearings Board decision because of their denial to grant access to the parcel from Old Willow Lane. Ms. Monroe expressed her concerns with the flag lot being used as a shared access and how this modification would affect the adjacent neighbors.She addressed the concerns raised by the neighbors and clarified the incorrect statements made at the hearing. Ms. Monroe stated the easement was an inefficient use of land,would need to be 12 ft. wide by 104 ft. long, and would result in additional impervious surface. She shared her concerns with the health of the two trees located next to the long driveway and noted this would require them to pave over the existing utility easement. The applicants explained the variance request conforms to the surrounding area and noted there are no shared drives along the street. Ms. Monroe stated they are concerned about safety just as much as the neighbors are and noted their grandson would be living on the back parcel. She commented on the current and future traffic volumes of Fordyce Street as compared to Old Willow and stated a shared driveway on Fordyce would be more dangerous. She stated Old Willow Lane is wider than Fordyce and addressed the neighbors concerns regarding the alley traffic. Ms. Monroe stated they own two to three times more road frontage than anyone else along Old Willow and feel they deserve to have a curb cut on that street. She commented on the parking situation and stated the neighbors would lose more parking spaces if they were only allowed the one access off Fordyce. She also stated they are splitting the lot to provide affordable housing for their son and his family,and stated their son is a contractor and will be building the home. Those Wishing to Provide Testimony Leona Miburg/1212 Old Willow Lane/Shared her concerns with the "bottleneck" condition and how she has to wait for other cars to pass in order to get through. She stated Old Willow Lane is hazardous for children and stated this street is designated to become a through street at some point, which will make it even busier. Mark Allen/1222 Old Willow Lane/Stated that he was one of the builders of the adjacent subdivision and shared some of the issues he encountered. He commented on the lack of parking and bottleneck issues and shared how the applicant had declined to join the homeowners association. He also asked that the applicant plant a replacement Willow Tree since they will be removing two. Scott Kurtz/831 Liberty Street/Spoke in opposition to the applicant's request and noted he was one of the original developers of the adjacent subdivision. He stated that Old Willow Lane is.narrow and only has parking on one side. He stated the curb cut requested by the applicant would compromise the original design and would reduce the number of parking spaces by at least one. He also stated the applicant's design has the garage located at the front of the property which is opposite from what they were encouraged to do.Mr.Kurtz ASHLAND CITY COUNCIL AIEETING JUNE 20. 2006 PAGE 3 of 8 voiced his support for both parcels utilizing the flag drive on the north side of the property and stated this has been used for two single-family structures in the past. Cleo Capo/1269 Old Willow Lane/Statement of opposition was read into the record by Council Chair Amarotico. Staff Response Staff clarified the street address is often determined by what makes sense for emergency response,and stated it would be more advantageous for the address of the new parcel to be on Old Willow,regardless of where the driveway is located. They also clarified the width of the existing driveway off Fordyce would have to be modified to a 12 ft.paved access. Mr. Molnar clarified both Old Willow and Fordyce were built with prior street standards. He stated Old Willow Lane at its 25 ft. width is very comparable to the current standards; however, Fordyce is not consistent due to the parking bays. Mr. Molnar commented on why the Hearings Board voted to overrule staff s decision. City Attorney Mike Franell clarified if Council concurs with staff's original decision to grant the variance, this would not set precedence because variances are project specific. Rebuttal The applicants commented on the issues raised by the neighbors. They disagreed with the "bottleneck" description and stated the situation on Old Willow is the same as most other streets in Ashland. They noted the grade issue and stated it would require a lot of engineering to get the drainage right. Regarding the parking, the applicants stated the neighbors have longer driveways, which provide parking for their guests and stated if they have to use the driveway off Fordyce parking along Old Willow will become worse. They stated they intent to build a nice home with curb appeal and voiced their opposition to having traffic on three sides of the parcel. The applicant clarified for Council they would agree to a condition that sets the garage further back on the property. Public Hearing Closed: 8:29 p.m. Council Deliberation Council discussed the applicant's request and support was voiced for granting the exception as originally approved by staff.Comments were made supporting the smaller driveway off Old Willow and statement was made that the original proposal was the best use of land. Councilor Hartzell/Chapman m/s to approve Planning Action 2006-00282 for a Land Partition,Tree Removal Permit and Exception to Street Standards with the attached conditions described in the staff report. DISCUSSION: Councilor Chapman questioned which staff conditions the motion refers to. Mr. Molnar suggested Council approve the initial conditions outlined in the staff report and not the additional conditions imposed by the Hearings Board referring to the shared Fordyce access. Councilor Hartzell/Chapman m/s to amend motion to read the conditions as listed in the staff packet, pages 12-15.DISCUSSION:Mr.Molnar clarified the conditions the Council wishes to include are listed on pages 13-15, but recommended deleting Conditions #5, #6, and #7 which refer to the shared driveway. Council Hartzell questioned whether they need to amend the motion again, or whether this discussion would sufficiently clarify. Councilor Hartzell/Chapman withdrew motion. ASHLAND CITY COUNCIL MEETING JUNE 20. 2006 PAGE 4 of 8 DISCUSSION (cont.): Councilor Hartzell clarified the conditions referred to in the original motion are on pages 13-15 of the planning record,with the elimination of Conditions#5,#6,#7 and#8. Councilor Jackson questioned if they should include a condition regarding the setback of the garage. Mr. Franell stated the Council could impose such a condition since the applicant indicated they would be willing to do so. Councilor Jackson/Amarotico m/s to amend motion to add a condition that requires the front of the house be no further away from Old Willow Lane than the front of the garage. DISCUSSION: Mr. Molnar clarified the standard setback for a garage is 20 ft. Councilor Jackson clarified this condition would require that at a minimum, the house and the garage would need to be flush. Councilor Chapman voiced his support for allowing the Planning Department and the applicant to come to an agreement on the design of the house.Voice Vote:Councilor Hartzell,Silbiger and Jackson,YES.Councilor Amarotico and Chapman, NO. Motion Passed 3-2. Roll Call Vote on Original Motion as amended: Councilor Hartzell, Silbiger, Jackson, Amarotico Chapman,YES. Motion Passed. 2. Public Hearing to Consider Request for a Variance to Allow Early Morning Operation of a Street Sweeper. Council Chair Amarotico noted the time constraints for the public hearing and suggested postponing this issue to a future meeting.Councilor Hartzell voiced her supporting for delaying the public hearing and shared her concerns regarding the noticing. She asked that staff further notify the public, including a notice in the City Source newsletter, and bring this back at a later time. City Attorney Mike Franell clarified staff would also publish the notice in the local newspaper. Councilor Chapman questioned if Council could address this as an exception instead of a variance request. City Administrator Martha Bennett stated staff would look into this option. PUBLIC FORUM Philip Lang/758 B Street/Commented on an ethics violation complaint he filed against the City Attorney, former Assistant City Attorney, Interim Community Development Director and a Senior Planner.He stated it is inappropriate for Mr.Franell to advise the Council since he is named in the charge and stated if the Council fails to investigate this complaint he will pursue other strategies. Ambuja Rosen/Commented on the need to protect all animals from cruel tethering. She requested a law be established to protect against tethering,and stated although dogs are the most likely species to be affected,all animals need to be protected. Gary Smith/137 A Street/Requested Council's permission to fly flags along Pioneer and Oak Streets in order to bring people towards the Railroad District.He presented the proposed flag design and noted various businesses in the Railroad District would pay for the flags. Mr. Smith was encouraged to contact Councilor Hartzell to discuss this issue further. Art Bullock/791 Glendower Street/Requested Council's permission to provide testimony. Council Chair Amarotico clarified Mr. Bullock was requesting to speak on an agenda item that's public hearing has been closed and stated.it would be a violation to allow any more testimony on that issue. City Attorney Mike Franell stated the Public Forum is for items not listed on the agenda.He noted the Nevada LID Findings are listed on tonight's agenda, however the 'public hearing is closed and no additional public testimony may be taken. ASHLAND CITY COUNCIL A1EET/.NO JUNE 20, 2006 PACE 5 of 8 ORDINANCES, RESOLUTIONS AND CONTRACTS 1. . Second Reading by title only of an ordinance titled,"An Ordinance levying taxes for the period of July 1, 2006 to and including June 30, 2007, such taxes in the sum of$9,797,262 upon all the real and personal property subject to assessment and levy within the coporate limits of the City of Ashland,Jackson County, Oregon." Administrative Services and Finance Director Lee Tuneberg stated this ordinance was discussed at the June 6, 2006 Council Meeting and has not changed since the first reading. Councilor Hartzell/Jackson m/s to approve Ordinance #2927. Roll Call Vote: Councilor Silbiger, Chapman,Amarotico,Jackson and Hartzell, YES. Motion Passed. UNFINISHED BUSINESS 1. Adoption of Finding Regarding the Formation of the Nevada Street LID. City Engineer Jim Olson explained on May 20,2006 the City received ajudgment and opinion regarding two legal actions that had been filed against the City by Art Bullock regarding the Nevada Street LID. The City filed a motion to dismiss the writ of review to award the contract to LTM Incorporated,and the motion was granted. The second case was a writ of review where Mr.Bullock alleged the City committed 49 separate errors in the formation of the assessment district and the computation of the assessments. Judge Schiveley ruled that nearly all of those alleged errors were either without merit or without attached remedy; however, two required adoption of findings. Mr. Olson explained the Court directed the Council to enter findings on how the boundary for the LID was established and to indicate why the Council decided to proceed with the formation of the LID despite stated conflicts of interest. The Court further directed the Council to adopt these findings and present them to the Court within 45 days from May 17,2006. Mr. Franell clarified the Findings are based upon a review of what was in the record. - Mr. Olson explained the LID assessment district was limited to those properties with frontages along Nevada Street and the properties within the Billings Ranch Subdivision, which was a requirement of the development's approval by the Planning Commission. He commented on why side streets were not included and stated the City's ordinance is clear that the assessment is limited to benefited properties.He noted the only recent assessment district that varied from the front footage assessment was the Tolman Creek LID, which was due to the streets classification as an arterial and the number of subdivisions required to be included in the assessment district. Mr.Olson commented on the stated conflict of interest by Public Works Director Paula Brown and noted that a declaration was made directly to the Council on September 7,2005.Aside from the declaration,Ms.Brown also regulated certain decisions regarding the formation of the assessment district and computation of the assessments to Mr. Olson as project manager and made very concerted efforts to eliminate any conflict of interest. Mr.Olson stated the benefit Ms. Brown received was the same as any other property owner would have received and stated she received no additional benefit from being a City employee or the Public Works Director. Council discussed modifying the language in Sections 3.2 and 4.2. Regarding Section 3.2, suggestion was made for the language to read, "Ms. Brown stated she took efforts to mitigate any conflict by relegating all decisions regarding the formation of the assessment boundary, the allocation of the assessment to each benefited property and other similar issue to Project Manager James Olson". Regarding Section 4.2, suggestion was made to amend language to read "Council further concluded that the establishment..." Comments were made expressing interest in making sure this type of situation does not arise again and ASHLAND CITY COUNCIL MEETING JUNE 20, 2006 PAGE 6 of 8 ensuring the Findings reflect what actually happened. Councilor Hartzell suggested amending the language in Section 4.2 to read, "Council further concluded that the conflict of interest as stated by Paula Brown has been mitigated by virtue of the fact she was part of a class..." Regarding Section 3.2, she stated it was Council's responsibility to delineate in the Findings which decisions the Public Works Director made and which ones were made by the Project Manager. She also suggested specific language be included in Section 3.3 to read Ms. Brown did receive benefit improvements that was constructed by the Billings Ranch Subdivision and also received a half assessment,however Council determined those benefits accrued to her would have been available to any citizen that owned that particular parcel. Councilor Jackson/Silbiger m/s to accept the Findings as presented with the amendments to Section 3.2,which added"stated she"and removed the word"all";and Section 4.2,which added"by virtue of her being a part of a class" and changed the word "conclude" to "concluded". DISCUSSION: Councilor Hartzell stated she thought they had also agreed to remove the phrase "and other similar issues" from Section 3.2. Councilor Jackson/Silbiger m/s to amend the motion to include the removal of"and other similar issues" from Section 3.2. DISCUSSION: Councilor Hartzell questioned if the motion included her suggestion for Section 3.3.Councilor Jackson stated she did not include this language in the Findings because she does not recall the Council reading those. Voice Vote: all AYES. Motion Passed. Voice Vote on original motion as amended: Councilor Jackson, Silbiger, Chapman and Amarotico, YES. Councilor Hartzell,NO. Motion Passed 4=1. Councilor JacksonfHartzell m/s to extend meeting until 10:30 p.m. Voice Vote: all AYES. Motion Passed. 2. Adoption of.Findings for Planning Action 2004-141 — Annexation and Zone Change for an approximately 10-acre parcel located on the east side of Clay Street, north of Ashland Street,at 380 Clay Street. Interim Community Development Director Bill Molnar explained the Council approved the annexation at the Public Hearing on March 21, 2006 and this is the adoption of the Council Findings. He noted the draft findings were prepared by the applicant's legal counsel and reviewed by staff. He explained the main issue involves Condition#28,which indicated a provision for a conservation easement for the wetlands and Poplar Tree grove. MK Molnar stated the City received a letter from the applicant's legal counsel listing their concerns with Condition#28 and he agrees that the duration and scope of the easement are unclear.He stated staff has drafted an optional Condition #28, which is included in the Council Communication. This option requires protection of the Poplar grove in accordance with the Tree Protection&Removal Plan and if there is any modification to that plan at a later date,the applicant or property owner would have to obtain a formal tree removal permit. In addition, if the applicant was approved to remove the trees and came back with a development proposal,that proposal would need to comply with the affordable housing guidelines as if it were part of the annexation today. Councilor Jackson commented that her intention when she made the original motion was to preserve the open space. City Attorney Mike Franell explained the legal problem associated with the condition and stated because the motion came after the public hearing had closed, the applicant did not have an opportunity to accept the condition and therefore the City cannot require this of them. Mr. Molnar stated staffs recommendation is to adopt the Findings with the optional Condition #28, which .4SHL.4ND CITY COUNCIL MEETING JUNE 10. 2006 PAGE 7 of 8 includes the provision for future development. Councilor Amarotico/Jackson m/s to allow Councilor Hartzell to abstain as she was not part of the original discussion. Voice Vote: all AYES.Motion Passed. Councilor Jackson/Amarotico m/s to adopt the Findings for Planning Action 2004-141 with the wording proposed by staff for Condition#28.Voice Vote: Councilor Jackson,Silbiger and Amarotico, YES. Councilor Chapman,NO.Motion Passed 3-1. 3. Purchase of Environmentally Preferred Power form BPA. Electric Director Dick Wanderscheid explained the City has been purchasing environmentally preferred power from Bonneville Power Administration since 2001.This equals roughly 5%of the City's power supply and the City pays for this with the conservation renewable discount.He noted the discount portion in the new contract has changed slightly in that the City could be pro-rated if there are more regional requests;however if this occurred the City could reduce the purchase amounts. Mr. Wanderscheid stated both staff and the Conservation Commission recommend the City continue to purchase one average megawatt of EPP from Bonneville Power Administration. Councilor Silbiger/Hartzell m/s to direct the City's Electric Department submit a pre-notice claim to BPA to purchase IaMW of EPP for the next three year rate period. Voice Vote: all AYES. Motion Passed. Council commented on the amount of time remaining and discussed continuing the meeting tomorrow. City Recorder Barbara Christensen clarified the Council Chambers were available from 12:00 p.m. to 2 p.m. tomorrow afternoon. 4. Reading by title only of, "A Resolution amending Resolution 2005-46". Housing Coordinator Brandon Goldman stated the proposed resolution revises Ashland's Affordable Housing Program and establishes what constitutes an affordable unit and which affordable units are eligible to receive deferrals on system development charges and engineering services fees. He stated the resolution is a comprehensive assessment of the program and ensures that households that benefit from the program are not overburdened by housing costs. Mr. Goldman explained the resolution establishes the housing cost for purchase price units are calculated by looking at the principle, interest, taxes and insurance is on a home and ensuring the monthly payment a household makes does not exceed 30%their monthly income.Additionally,the program establishes a 30-year minimum period for the units to remain affordable. The resolution establishes that units that are voluntary provided as affordable, and not triggered by land use requirements, be eligible for a waiver of engineering services and community development fees. The program also outlines affordable rent at the 80% and 60% income levels. In order to have a predictable calculation, staff is also proposing the interest rates used to calculate the purchase price be based on a 30-year fixed rate loan as established by the Oregon Bond Loan Rate Advantage Program.Mr.Goldman noted the resolution also includes a provision that allows the buyer to stay in a dwelling unit even if their income levels rise,and if they do sell the unit,they would not have to sell for less than the purchase price. Mr. Goldman stated the Housing Commission reviewed the resolution several times and staff feels it constitutes a comprehensive affordable housing program and requested Council's approval. Councilor Jackson/Hartzell m/s to approve Resolution#2006-13. Roll Call Vote:Councilor Amarotico, Hartzell,Jackson, Chapman and Silbiger, YES. Motion Passed. r ASHLAND CITY COUNCIL A4EETING .TUNE 20. 2006 PAGE 8 of 8 Councilor Hartzelt/Silbiger m/s to continue this meeting until noon tomorrow.DISCUSSION:Councilor Jackson stated she would not be available. Councilor Hartzell stated she is available from 12 p.m.- 1 p.m. Voice Vote: all AYES. Motion Passed. NEW AND MISCELLANEOUS BUSINESS 1. Procedures on selection of Council Position#1. Continued to June 21, 2006 meeting. 2. DEQ Presentation on Revised PM Standards. Continued to June 21, 2006 meeting. ORDINANCES, RESOLUTIONS AND CONTRACTS-continued. 1. Reading by title only of,"A Resolution amending the pay schedule for management and cofidential employees for fiscal year 2006-2007". Continued to June 21, 2006 meeting. 2. Reading by title only of, "A Resolution of the City of Ashland clarifying certain conditions of employment for management and confidential employees and making such conditions consistent with the Federal Fair Labor Standards Act by repealing Resolution No. 97-18". Continued to June 21, 2006 meeting. 3. Reading by title only of, "A Resolution supporting the request for Oregon Department of Transportation's transportation enhancement funds in the amount of $275,000 to be used to construct the Laurel Street sidewalk project". Continued to June 21, 2006 meeting. OTHER BUSINESS FROM COUNCIL MEMBERSIREPORTS FROM COUNCIL LIAISONS 1. Re-visit RVTD discussion (David Chapman). Continued to June 21, 2006 meeting. ADJOURNMENT Meeting was continued to Wednesday,June 21, 2006 at 12:00 p.m. Barbara Christensen, City Recorder Alex Amarotico, Council Chair 07T COUNCIL. CON77A'UED jWEETLNG JUNE 21, 2006 PAGE l qf3 MINUTES FOR THE CONTINUED MEETING ASHLAND CITY COUNCIL June 21, 2006 at 12:00 p.m. Civic Center Council Chambers 1175 E. Main Street CALL TO ORDER Council Chair Amarotico called the Continued Meeting to order at 12:00 p.m. in the Civic Center Council Chambers. Councilors Hartzell, Silbiger and Chapman were present. Mayor Morrison and Councilor Jackson were absent. UNFINISHED BUSINESS 1. Re-visit RVTD discussion (David Chapman). Management Analyst Ann Seltzer explained the Council previously voted to eliminate Route 5 and devote $290,000 to buying down the fare on Route 10. She noted the information contained in the packet materials and stated RVTD could get the fare for Route 10 down to$.75, which is within the City's$290,000 budget (assuming a 10% drop in ridership). The estimated cost for this option is $279,000. Ms. Seltzer stated Council's options are to: 1)retain Route 5 and subsidize fares at 50%,or 2)eliminate Route 5 and buy down the fare on Route 10 to$.75 and$1.50 for Valley Lift. In both options,RVTD would track ridership and bill the City quarterly. Council commented on the figures provided by RVTD and expressed concern that the numbers did not add up. City Administrator Martha Bennett clarified-the Valley Lift service is the expensive part of the subsidy and clarified if they lower the bus fare,the percentage of funds the City must pay for Valley Lift goes way up and puts the City out of budget. She stated if the Council wants to stay within the$290,000 budget,a$.75 fare is the lowest the City can afford. Ms.Seltzer commented on the transit services in Portland,Oregon and Sandy,Oregon.Ms.Bennett stated the Council could ask RVTD to look into whether they could charge for Valley Lift service if the bus service were free(similar to what is done in Portland), but cannot mandate them to do this. Council discussed the two options presented by staff. Ms. Seltzer clarified RVTD will not offer Valley Lift service outside the'/4-mile boundary. Suggestion was made to provide the additional funding left over from Option 2 to the Senior Center to assist the citizens RVTD will no longer be serving. Lisa Byrne/51 Garfield Street/Noted the transportation goals listed in the 2005-2007 Council Goals, the Comprehensive Plan and the Comprehensive Transportation Action Plan. She voiced concern with the diminished service, increased fares and loss of ridership; and shared her situation as a car-free citizen. Ms. Byrne suggested a possible tax on theatre ticket sales as a means to pay for public transportation. Nick Frost/224 3rd Street/Stated now may be the right time to consider establishing small scale bus service in Ashland. He stated this is what the people want and need and that the City cannot further isolate its elderly citizens. He suggested establishing a Valley Lift type service for seniors, and then evolving it into a small scale bus service for the rest of the City. Art Bullock/791 Glendower Street/Stated the solution is to stop asking questions, ask for the model,know the assumptions, and determine the tradeoffs. Mr. Bullock suggested subsidizing monthly bus passes and recommended a three-month solution, with minimal change, in order to buy time and determine a better way to address the transit issue. CITY COUNCIL CONTINUED,WEETING JUNE 21, 2006 PACE 2 o/'3 Mat Marr/31 Union Street/Voiced support for the formation of task forces, one to look at RVTD system- wide and another to identify Ashland's needs. He agreed that smaller vehicles would provide a more effective network within Ashland and suggested a possible withdrawal from the transit district if they are not able to meet Ashland's needs. He stated according to the numbers provided by RVTD, the City could maintain the current free service and Routes 5 and 10 for$134,000 for the next 90 days. Councilor Hartzell requested staff look at the current contract with RVTD and the contract with the transit district to determine the City's rights if Ashland needs to sever itself from the district. City Administrator Martha Bennett stated she does not believe the City could have a replacement option developed and through the public involvement process in 90 days. Edmund Chapman/113 Pine Street/Chairman of the Board for RVTD/Stated he was assured by his staff they have given the City all the information they have asked for, and the City's staff assured them they understood it.He stated the.City of Ashland could not easily withdraw from the transit district,however if this problem is not solved the district will disappear. Mr. Chapman suggested a joint session of the City Council and Transportation District to ensure the Council is provided the information they need. He stated they have many models and it should not be difficult to get the answers the Council needs. He added they could hold off on the Route 5 decision a little longer if needed. Mr. Chapman stated he would look into the City of Portland's transit system in regards to their free fare zone and share his findings with the Council. Council continued their discussion of the two options presented by staff. Ms.Bennett commented if Route 5 is eliminated,they might not be able to bring it back at a later date.Comment was made that the Council needs. more information before altering from their original decision. Council requested Staff: 1) ask RVTD to obtain a legal analysis as to whether they could charge a fare for Valley Lift service if the City subsidizes free fares, 2) ask RVTD to provide the actual operating costs of Routes 5 and 10,irrespective of fare revenue and ridership,3)ask RVTD whether they would charge the City this flat rate, and 4)determine the guidelines for staying apart of the district as outlined in the contract. ORDINANCES, RESOLUTIONS AND CONTRACTS-continued 1. Reading by title only of, "A Resolution supporting the request for Oregon Department of Transportation's transportation enhancement funds in the amount of $275,000 to be used to construct the Laurel Street sidewalk project." City Engineer City Olson explained the City is requesting funds for constructing sidewalks on Laurel Street from Hersey Street to Randy Street. The City has used these funds in the past and are currently using them to build the North Ashland Bike Path. One of the requirements is to have a Resolution of the Council in support, and once the grant is offered there will be a subsequent resolution accepting the funds. Mr. Olson clarified the City would have an 11%match of funds, which is $34,000. Art Bullock/791 Glendower Street/Stated he attempted to get information on this project and has been stopped. Mr. Bullock stated the scope and the crosswalk status has not been provided and asked this information be made available to him. Mr. Olson stated this would return to Council before construction begins, and at this point there is only a vague project outline. He added the information they have is available to the public. Councilor Silbiger/Hartzell m/s to approve Resolution#2006-14. Roll Call Vote: Councilor Hartzell, Amarotico, Silbiger and Chapman, YES.Motion passed. • CITY COUNCIL CONTINUED NE£TING JUNE 21, 1006 PAGE 3 o.0 NEW AND MISCELLANEOUS BUSINESS 1. Procedures on selection of Council Position#1. City Recorder Barbara Christensen explained that in the past, Council has determined the questions they wished to ask prior to beginning the interviews. Council requested 30 minutes prior to the interviews to discuss the interview questions and voting procedure. 2. DEQ Presentation on Revised PM Standards. Rescheduled to a future council meeting. ORDINANCES, RESOLUTIONS AND CONTRACTS-(Cont.) 1. Reading by title only of, "A Resolution amending the pay schedule for management and . cofidential employees for fiscal year 2006-2007' Rescheduled to a future council meeting. 2. Reading by title only of, "A Resolution of the City of Ashland clarifying certain conditions of employment for management and confidential employees and making,such conditions consistent with the Federal Fair Labor Standards Act by repealing Resolution No.97-18" Rescheduled to a future council meeting. ADJOURNMENT Meeting adjourned at 1:14 p.m. Barbara Christensen, City Recorder Alex Amarotico, Council Chair � 4 CITY COUNCIL SPECIAL MEETING JUNE 2S, 2006 PAGE I of 5 MINUTES FOR THE SPECIAL MEETING ASHLAND CITY COUNCIL June 28,2006 Civic Center Council Chambers 1175 E.Main Street CALL TO ORDER Mayor Morrison called the meeting to order at 5:20 p.m. in the Civic Center Council Chambers. ROLL CALL Councilors Amarotico, Hartzell, Silbiger and Chapman were present. Councilor Jackson was absent. CONSENT AGENDA 1. Contract Amendment for the FERC Part 12 Inspection Engineering Services for Hosler Dam. Councilor Amarotico/Silbiger m/s to approve Consent Agenda. Voice Vote: All AYES. Motion Passed. UNFINISHED BUSINESS 1. Reading by title only of,"A Resolution Amending the Pay Schedule for Management and Confidential Employees for Fiscal Year 2006-2007". Human Resource Director Tina Gray presented the staff report and explained staff s recommendation to increase the salaries of non-represented employees by 4%. Ms. Gray commented on the reasons behind this recommendation, including: 1) the CPI is on an upward trend, 2) two bargaining units are scheduled for a 4% adjustment and one other has received 7% since last July, 3) this would allow the City to offer competitive salaries for recruitment purposes, and 4) competitive wages assist with the retention and' development of existing employees,help to cultivate staff talents, and keep morale high. Ms. Gray clarified she was responsible for drafting the proposed resolution and noted the only change from the initially proposed resolution is a change to the elected officials' salary. She commented on bargaining and explained that Ashland tries to keep it's salaries within the average of cities with comparable populations. Council questioned the fiscal impact of the proposed resolution. Adminstrative Services and Finance Director Lee Tuneberg explained the 4% proposed increase would equal approximately $169,000. Council was directed to the appendix for a list of the employees who receive the administrative leave benefit. Ms. Gray explained this group does not have the benefit of collective bargaining and stated that time off was a major issue for these employees. She stated that due to their work load, they often are not able to take time off. Councilor Hartzell expressed her concern with these employees utilizing their administrative or vacation leave instead of sick leave and then cashing out their sick leave. Mr. Tuneberg explained the provision for these employees to have untaken leave paid off at 30%. The indirect impact is roughly $15,000 if all of these employees were to cash out their leave rather than take the time off. He explained many of these employees put in well over 40 hours a week but do not receive overtime pay and noted the need to recognise the hours the managers are putting in as compared to the hourly paid employees. Ms. Gray explained the desire to keep the non-represented employees up to par with the union employees' benefits and compensation. Mr. Tuneberg pointed out the accrual limitations for vacation and sick leave. . y CITY COUNCIL SPECIAL MEETING JUNE 38, 3006 PAGE2 of 5 Ms. Gray commented on Section 14.2 of the Resolution Clarifying Conditions for Management and Confidential Employees. Council expressed concern with the City Administrator having the authority to amend the salary schedule. Ms. Gray clarified the intent of this section was to clarify and capture the current practice. She stated this language provides the City Administrator authority to recognise outstanding work or employees who have taken on additional responsibilities. City Attorney Mike Franell stated the Council has the authority to set the salary schedule, however this section provides the City Administrator the ability to make adjustments on an individual basis. Council expressed concern with the authority shifting from the Council to the City Administrator and questioned whether this is a policy change. City Administrator Martha Bennett explained there are circumstances where it makes sense to adjust the salary to meet recruitment needs without having to return for Council approval. She stated she would not create a new schedule but may need to move someone up to the next step. She stated this is intended to deal with case by case situations and not whole scale revisions. Concern was expressed that the proposed resolution is not clear as to which situations this is intended to regulate and request was made for staff to return with alternate language options for Section 14.2. Ms. Bennett confirmed staff would bring back revised language of Section 14.2 in the Resolution Clarifying Certain Conditions of Employment for Management and Confidential Employees. Councilor Amarotico/Chapman m/s to approve Resolution #2006-15. Roll Call Vote: Councilor Amarotico, Silbiger and Chapman,YES. Councilor Hartzell, NO. Motion Passed 3-1. 2. Reading by title only of,"A Resolution of the City of Ashland Clarifying Certain Conditions of Employment for Management and Confidential Employees by Repealing Resolution No.2004- 23,which Repealed Resolution 2002-23." Councilor Amarotico/Silbiger m/s to approve Resolution #2006-16. DISCUSSION: Ms. Bennett clarified staff would return with revised language for Section 14.2 as requested. Roll Call Vote: Councilor Amarotico, Hartzell, Silbiger and Chapman,YES. Motion Passed 4-0. ORDINANCES,RESOLUTIONS AND CONTRACTS 1. Reading by title only of,"A Resolution Adopting a Supplemental Budget Establishing Appropriations Within the 2005-2006 Budget". Administrative Services and Finance Director Lee Tuneberg presented the staff report and explained the resolution would recognize interest revenue received in the Cemetery Trust Fund. Mr. Tuneberg clarified the interest earned in the Cemetery Fund is transferred back to the General Fund each year. Councilor Hartzell/Amarotico m/s to approve Resolution #2006-18. Roll Call Vote: Councilor Amarotico, Hartzell,Silbiger and Chapman,YES.Motion Passed 4-0. 2. Reading by title only of,"A Resolution Transferring Appropriations within the 2005-2006 Budget". Mr. Tuneberg explained the transfer of appropriations is needed in the Street and Telecommunications funds to adjust for changes in costs during the year that occurred after the 2005-2006 budget was adopted. Councilor Hartzell/Chapman m/s to approve Resolution #2006-17. Roll Call Vote: Councilor Amarotico, Hartzell,Silbiger and Chapman,YES.Motion Passed 4-0. b CITY COUNCIL SPECIAL AIEETLNG JUNE 28. 3006 PAGE 3 of 5 NEW 1. Bear Decision. City Attorney Mike Franell explained over the past few weeks a bear(or bears) have been sighted over 24 times. He stated recent sightings have been witnessed in broad daylight in heavily populated areas and stated the bear does not seem to be afraid of people. Mr. Franell noted the letter from Mr. Mike Jewett, which is included in the packet materials. He stated it is only a matter of time before there is a bad encounter with the bear and explained how staff is assembling an address list of houses in the vicinity of recent sightings and how staff will be sending out a notice explaining the situation, how citizens can reduce attractors and what to do if they encounter the bear. Mr. Franell noted the Council's options listed in the Council Communication. He requested they declare the bear a threat to human safety,per the definition in ORS 498.166, and provide direction as to how staff should proceed. Councilor Amarotico commented on Mr. Jewett's letter and questioned the claim of the bear no longer fearing humans. He voiced his support for public education and to look into where the City has placed its trash receptacles. Councilor Hartzell questioned the legal responsibility of the Oregon Department of Fish and Wildlife (ODFW) in this situation. Mr. Franell explained ODFW has advised the City unless the bear attacks someone or a pet, they cannot step in and remove the bear. ODFW feels the bear has become a nuisance and it does not have an appropriate weariness of humans; however, they do not support relocation in this instance. Mr. Franell noted the state statute has criteria on when a bear becomes a threat and stated the City has a responsibility to take appropriate steps. He explained the appropriate action could be to educate the citizens and eliminate the attractors, however this is a resource issue and staff needs direction from Council as to how much is appropriate to spend on this endeavor. Mr. Franell explained at least two different bears have been sighted. One bear was sighted eating a deer, however it is a small cinnamon colored bear that is most sighted and is the one that may end up causing the City problems. Councilor Amarotico noted he contacted Wildlife Images and was informed they would not be able to take the bear. Staff clarified they have not yet spoken with Wildlife Safari for possible relocation. JoAnne Eggers/221 Granite Street/Does not support a preemptive strike against the bear and voiced the need for citizens and visitors to be made aware of this situation. Art Bullock/791 Glendower Street/Recommended the City start with education on food attractors rather than targeting one bear that has shown no aggression toward humans or pets. Paul Kay/1234 Strawberry Lane/Shared his experience with bears near his property and stated we cannot ignore our responsibility for taking care of what attracts the bear. He commented on the practice of cleaning garbage bins to deter the bears and voiced his support for education. Mr. Franell requested Council provide direction on the allocation of resources and a basic outline of the plan they would like to have in place. Council discussed this issue and commented on public education, citizen and visitor awareness, the possibility of relocation, asking the Police Department to track the bear, and whether the bear has become a threat to human safety. Ms. Bennett summarized Council's discussion and clarified: 1) Staff will continue the public education effort on bear attractors and how to handle an encounter. . y CITY COUNCIL SPECIAL MEETING JUNE 26, 2006 PAGE 9 of 2) Staff will look into the possibility of relocating the bear and report back at the next Council Meeting. 3) In the short term, if the bear poses an actual physical risk to someone, it is acceptable to kill the bear. 4) In the long term, the City will continue to address public education and look into additional equipment(bear proof trash bins, etc.) Councilor Hartzell/Amarotico m/s to authorize staff to spend additional money for extra staff over the Fourth of July weekend to ensure safety and clean-up of garbage; to come back to Council with an appropriate budget for possible relocation of this particular bear and an education and awareness campaign; and further that the Mayor prepare and send a letter to the Oregon Department of Fish and Wildlife urging their involvement in this problem. Voice Vote: All AYES. Motion Passed 4-0. UNFINISHED BUSINESS (Cont.) 1. RVTD Discussion. Management Analyst Ann Seltzer presented the staff report and noted Council's previous decision to eliminate Route #5 and devote $290,000 to buying down the fare on Route #10 as low as possible. She noted the Council's actions following that decision, which included requesting additional information from RVTD and Council's request to pursue a lower fixed fare on Route #10 than the $.75 proposed by RVTD. Ms. Seltzer provided an explanation of the spreadsheet included in the packet materials and noted the meeting that took place on June 23 between RVTD and City staff, Mayor Morrison, and Councilors Silbiger and Chapman. Ms. Seltzer stated that reducing the fares to $.50 for fixed route service and $1.00 for Valley Lift Service is within the $290,000 budget, assuming ridership drops 20%, and requested Council's direction to prepare a contract with RVTD based on these rates. She noted the City would be billed quarterly for actual charges based on ridership and stated staff would be monitoring this closely. She stated the drop in ridership is the unknown element, however the proposed fare structure would cost the City $273,000 which leaves some funding left over in case the drop in ridership is not a full 20%. Madeline Hill/857 Mountain Meadows Drive/Spoke for Celia Moss and SkyLark Assisted Living. Ms. Hill commented on the 3/4-mile radius limitation of Valley Lift Service and requested a task force be formed to find a solution to this problem. Elizabeth Hallett/923 Plum Ridge Drive/Stated the families of Trinity Respite Care will be heavily impacted by not having the Valley Lift Services available to them and reminded the Council the need for this type of service will only increase in this community. Claire Collins/482 Lori Lane/Commented on the transportation system used in the City of Aspen, Colorado. She suggested pass systems at different fares for students and elderly citizens and the possible use of school buses for transit needs. Ms. Lane suggested the City implement its own bus program and voiced her support for the formation of a task force. Sasha Lithman/232 Grant Street/Noted his mother depends on the Valley Lift Services and requested clarification on the fare schedule being proposed. Council clarified the Valley Lift fare would be $1.00 each ride ($2.00 round trip) within Ashland, and $4.00 each way to Medford. Art Bullock/791 Glendower Street/Encouraged the Council to buy time on a three month basis in order for the whole community to receive the numbers and come to an informed decision on this issue. He stated Council's actions are an in the box decision and sets the stage to reverse the progress made over the CITYCOUNCILSPECIAL MEETING JUNE?8. 2006 PAGE 5 of 5 last 10 years. *Mr. Bullock's complete written testimony was submitted into the public record. Councilor Silbiger/Hartzell m/s to direct staff to prepare a one year enhanced service contract with RVTD for a fixed rate of$.50 and $1.00 for Valley Lift to be billed quarterly. DISCUSSION: City. Attorney Mike Franell clarified that state law preempts our local option and explained cities that have a population over 10,000 are not allowed to pursue withdrawal from the transportation district. Councilor Hartzell requested staff look into the City's rights under this transportation district and provide an update to the Council. Given the situation, she stated the City needs to be looking at all options. Council discussed whether the contract should be for a 6-month or 1-year term. Support was voiced for the one year term as long as the termination clause remained in the contract. Council shared their thoughts on the decision to eliminate of Route#5. Mayor Morrison stated the Council must make a decision on this issue; however they can begin to explore the other options and form a task force to bring in citizen input. Roll Call Vote: Councilor Hartzell, Silbiger and Chapman, YES. Councilor Amarotico, NO. Motion Passed 3-1. Ms. Seltzer commented on the discussions she has had with RVTD and noted RVTD's intent to place a payroll tax on the November ballot. Council continued to discuss their concerns with RVTD. It was questioned if the Council should submit a statement of concern to the Rogue Valley Council of Governments or the Metropolitan Planning Organization. Councilor Silbiger left the meeting at 8:00 p.m. Councilor Hartzell/Chapman m/s for Staff to work with the Mayor to draft a letter that describes what Council has done, requests that a task force be put together and make some suggestions on who Council believes is appropriate, including the E.R.T, and that it expresses their intent and interest to participate as active players. Motion passed 3-0. ADJOURNMENT Meeting adjourned at 8:05 p.m. April Lucas, Assistant to City Recorder John W. Morrison, Mayor Bicycle & Pedestrian Commission May 1811, 2006 Regular Minutes Roll Call Tracy Harding(absent) Arnold Bleicher Tom Marvin David Young(absent) Chair Dylan Robbins(absent) Vice Chair Julia Sommer Selene Aitken(late) Paul Rostykus Council Liaison: David Chapman Staff: Derek Severson,Assistant Planner Steve McLennan,Police Officer RVTD liaison: Paige West,RVTD/TDM Planner(absent) High school liaison: Vacant SOU liaison:Nathan Meyerson(absent) Call to Order Vice Chair Sommer called the meeting to order at 5:20 p.m. Approval of Minutes—April 20th. 2006 Marvin/Sommer m/s to approve the minutes of April.201h,2006 as presented. Voice vote: All AYES. Motion passed. New member Arnold Bleicher was introduced to the Commission. Public Forum Egon Dubois, Bicycle Safety Instructor for the Bicycle Transportation Alliance (BTA) expressed his concern over conflicts between bicycles and cars on A Street near the entrance to the Central Ashland Bikepath. He suggested that caution signs be placed to warn people of potential conflicts. In discussing the matter, Sommer suggested that someone should champion this issue. Bleicher noted that there was also a need for coordinated signage on the Greenway. Severson stated that he could follow up to verify signage possibilities relative to the alley between the A Street buildings and the Central Ashland Bikepath, and added that a lot would depend on whether this was public or private property. Rostykus and Bleicher indicated their willingness to work further to address signage issues. Budget Update Severson noted the expenditures to date and added that there was roughly $880 available in program funds. Chapman noted that he was working with the Traffic Safety Commission to distribute bicycle and skateboard helmets in the schools. He explained that Traffic Safety had expended all of their available funds on this program, that they were nearly out of helmets, and that there were two more schools that needed helmets. He requested that the remaining funds be made available for the purchase of helmets. Rostykus/Chapman m/s to authorize the expenditure of the remaining Program Funds to purchase bicycle helmets for distribution in local schools. Discussion: Members noted that a helmet purchase had recently been authorized using Bike Swap funds through the Parks Department, and it was clarified that the helmets purchased by Parks were for sale at cost through the Parks Department. Chapman explained that the request here was to distribute helmets at no cost to any students who needed them. He added that any remaining helmets could be provided to Parks for their distribution program. He concluded that he would review the few remaining helmets in stock, work with Keith Massie of the Traffic Safety Commission to determine the anticipated additional helmets needed, and that they would purchase through Helmets-R-Us. He stated that they would like authorization to spend up to the remaining funds available. Voice vote: All AYES. Motion passed. Chapman noted that helmet distribution would be occurring at Helman School and then later at Bellview. McLennan offered to contact the Tidings to see if they would be willing to provide some publicity. Rostykus stated 2006-0518 Bike&Ped minuses Page I of 4 that he would be willing to help with helmet distribution and fittings, depending on the time of the events at individual schools. Eagle Mill Road/Placement of Bicycle Friendly Community Sianaae Severson noted that Eagle Mill Road was a county road and not within the city's jurisdiction. Chapman added that the placement of the Bicycle Friendly Community sign on Eagle Mill was based on its being an entry to Ashland that was not a state highway and thus not restricted by state signage guidelines. Members suggested that signage could be better located either on Eagle Mill near the entry to the Bikepath or within the city at Oak and Nevada. Under discussion, Bleicher stated that he would be willing to act as liaison to the Jackson County Bicycle Advisory Commission to work on jurisdictional issues of this nature. Marvin expressed his concerns with the ever-increasing size of street signs used in Ashland and elsewhere. Status of Bicycle Friendly Community Application Severson noted that the city's Bicycle Friendly Community status had been renewed, as indicated in the e-mail he had forwarded to commissioners. SK8GARD Rack Installation Update Severson explained that he had intended to have this addressed by now, and would work with Public Works, the Street Department and the library to coordinate exact placement and installation as soon as possible. Election of Officers Severson pointed out that because Lacy had not been reappointed, the position of Secretary was now vacant. He added that Commissioners could also look at the positions of Chair and Vice Chair if they wished. Those present agreed that since not everyone was in attendance,this item should be postponed until next month. De-Briefing: Earth Day&Bike Swap Sommer recounted tabling at the Earth Day event. Dubois discussed the success of the Bike Swap, noting that it was extremely well attended and generated roughly $22,000 in proceeds in three hours. It was noted that roughly 15 percent of these funds would be retained to support bicycle safety and related programs. He discussed issues with the number of people selling parts and indicated that this could be better addressed next years, and added that vendor fees should be revisited as well. North Main Multi-Use Path(MARVIN) Marvin discussed the information and maps he had previously provided and presented his first draft of a proposal. He noted that this was a proposal that may take several months to finalize, and which he hoped would result in the City providing financial or tax incentives to purchase additional right-of-way for a multi-use path. He indicated that the Oregon Department of Transportation(ODOT) appeared supportive of his proposal. Severson pointed out that ODOT was likely looking for a jurisdictional exchange in which they would provide some initial improvements to the highway segment and then turn it over to the city's jurisdiction as they had done with Siskiyou Boulevard. Members requested maps of the roadway for consideration in preparing a formal proposal. Severson stated that he could likely provide a number of PDF maps of this segment of roadway, but that the output size he could produce was limited to 11x17. Severson noted that he was meeting with the Oregon Department of Transportation and Public Works and Engineering staff in late June to discuss the North Ashland Bikepath, and that he hoped to report back at the next meeting with further details about what this meeting was to address. He indicated that it was likely an initial informational meeting and that he believed it was specific to the section of bike path being provided in conjunction with the development of the Billings Ranch Subdivision. Update on Who Rides Where&Traffic Enforcement Severson noted that this item was originally requested by David Young, and added that Young had asked that it be held until he returned next month. Rostykus requested that a copy of the BTA legal book on cyclist's rights be made available for that discussion. 2006-0518 Bike&Ped minutes Page 2 m`4 Severson noted that the letter provided in the packet from an cyclist struck while riding downtown was related, in that it raised concern with city ordinance requirements that cyclists ride within five feet of the curb. Members suggested that working to align the ordinance with current state laws be addressed as part of next month's discussion. Discussion of Striping of Bikelanes&Paths Severson noted that this item was originally requested by David Young, and added that Young had asked that it be held until he returned next month. Car Free Day Severson noted that he had looked into the issue of having commercial activity at the event at Harding's request. He stated that in order to have sales occur, it would be necessary to make a formal request of the City Council for approval,similar to what is done for sidewalk sales. He added that this would need to include an assessment of what commercial and non-commercial activities would be occurring, and he suggested that the focus of the event should remain primarily celebratory and non-commercial. Sommer discussed the need to encourage employers to provide incentives for employee participation. Severson suggested that employers could provide employees living out of town with bus passes and flexible work-scheduling around the bus schedule to encourage them to be car free, with the added benefit of improving the downtown parking situation. Sommer suggested that someone needed to approach the larger employers, including the school district, OSF, the university, and the city, to discuss participation and employee incentives. She noted that she would like to see JPR underwriting to publicize the event, and discussed the fact that financial support from RVTD for event promotion is uncertain. Sommer pointed out that the YMCA would be participating, both with an informational booth and providing employee incentives not to drive. Sommer stated that the subcommittee meetings would continue to occur, and she added that she hoped they would become more frequent and better attended as the event approached. She also pointed out that the Varsity had expressed willingness to screen a new release bicycle/pedestrian themed movie in conjunction with the event. Powers&Duties of the Commission AND Discussion of Personal Goals and Individual Time Commitment Expectations Severson noted that both of these items were requested by Harding last month, and suggested that members may want to postpone the discussion until next month when she returned. Those present expressed concern that member attendance was impacting the ability to move forward with the work of the Commission. They suggested that it was important to clarify expectations and provide them to new members prior to their appointment. Severson noted that when this issue was previously discussed, the general consensus had been that members could be expected to attend all regular meetings, as well as subcommittees they had agreed to work on, and to contribute at least an hour of week in work outside of meetings. Members discussed whether a different meeting time would make attendance easier, but there was no consensus on a better time. Members also expressed the preference that the meeting agendas be handled in a "crisper, cleaner" manner. Members discussed their individual areas of interest. Rostykus noted that he would be out of town for Car Free Day this year, and stated that he would prefer to focus his energies on other interests, including Marvin's proposal for a multi-use path along North Main Street. He added that he would like to increase safety for children walking to school, and work to educate kids and parents, as well as drivers. He stated that he would like to promote everyday transportation alternatives to kids and parents in a pro-alternative rather than an anti-car manner. Sommer stated that her focus was on being car free. Marvin stated that North Main was his primary interest. Bleicher stated that he would like to work on issues relating to the Greenway and coordination between cities and the county. Aitken stated that her interests were in reducing car use through methods such as car-pooling. There was consensus of all present that the meetings should begin promptly at 5:15 p.m. and end promptly at 7:00 p.m. 2006-0518 Bike&Ped minutes Page 3 of Subcommittee&Liaison Reports None. New Business Members discussed concerns over businesses such as Rogue Federal Credit Union and the Grange Co-Op not providing adequate bicycle parking. Severson explained that new planning actions had to provide parking in relationship to their required motor vehicle parking. He added that in the downtown, there are no motor vehicle parking requirements and thus no requirements to provide bike parking. He continued that outside of the downtown, new developments must provide parking, however uses which were approved previous to the current parking requirements may still lack adequate bicycle facilities. He explained that in the past, commissioners who were concerned with bicycle parking for a specific business would contact the manager to make them aware that customers would like to see bicycle parking made available. He clarified that the city could not retroactively go in to a specific use and require additional facilities if the use was not increasing over it's original approval. Agenda Items for Next Month Members asked that much of the current agenda be carried over including an update on skateboard rack installation, a discussion of Car Free Day,personal goals and expectations, and that discussions of bike racks(specifically at the Grange),and signage be included. Adjournment The meeting was adjourned at 7:00 p.m - Upcoming Meetings: 5:15 P.M.Thursday,June 15 —Regular Meeting in the Siskiyou Room • i 2006-0518 Bike&Ped nunwes Page 4 of 4 CITY OF ASHLAND Minutes Conservation Commission 04/26106 These Minutes were approved by Conservation Commission at the May 31, 2006 Conservation Commission Meeting. April 26, 2005—7:00 pm Community Development Building 51 Winburn Way Ashland CALL TO ORDER Chairperson Amarotico called the meeting to order at 7:05 p.m. in the Community Development Building. ROLL CALL Attendees: Charles Bennett, Carol Carlson, Stuart Corns, Russ Chapman, Ross Finney, Jim Hartman, Joanne Krippaehne, and Paige Prewett. City Council Liaison: Alex Amarotico Staff Liaison: Dick Wariderscheid APPROVAL OF MINUTES Chairperson Amarotico asked for an approval of the March 22, 2006 minutes. Commissioner Prewett corrected the name spelling of Elizabeth Royte. Commissioner Finney made a motion to approve the minutes of March 22, 2006 and Commissioner Hartman seconded the motion. Voice vote: all Ayes. The motion passed with a unanimous vote. The minutes of the Conservation Commission Meeting of March 22, 2006 were approved. PUBLIC FORUM Chairperson Amarotico asked the Commission to introduce themselves to the guests present, Dave Wilkerson, Rise Buck, Katheryn Hauser and Huelz Gutcheon. Huelz Gutcheon spoke to the Commission regarding his goals of density bonus with zero net energy. At the next meeting he would like to present a micro course in zero net energy. He briefly explained to the Commission about density bonuses that could be tied to zero net energy homes. He believes education is a key factor in helping to establish these guidelines. The members discussed the idea of zero net energy in terms of homes, opportunities and asked to have the presentation put on the next agenda. Risa Buck thanked the Commission for their support and contribution of the upcoming SOU event, May 19, 2006 in the SOU arena beginning at 7:30pm featuring Elizabeth Royte the author of Garbage Landon the Secret Trail of Trash. Risa asked for input in developing comment cards for the guests of the event and CC Minutes 04 26 06 doc.doc Page 1 of 4 offered the Commissions flyers regarding the event. Commissioner Prewett asked the Commission to view a draft list that was being complied for different outlets for waste generated in the county. ASHLAND SANITARY & RECYCLING UPDATE: Commissioner Chapman report there were a couple hundred cars for their latex paint day and this Saturday is Chipper day. (April 29'") The Hazardous Waste is May 5'h and 6'". Mr. Wanderscheid reported to the Commission about a JCRP meeting in Medford that the DEQ attended regarding a planning grant for a permanent hazardous waste site in Jackson County. The members discussed ideas for recognition for Don Cordell and his contribution to disposal. OLD BUSINESS Sou event table Event begins at 7:30, Commission member Ross Finney and Mr. Wanderscheid will be at the table will need to be present by 7pm. LEED Certification The members discussed at length LEED Certification recommendations for new City buildings and other projects Commission Finney made a motion that the Conservation Commission recommend that the City Council require that all new City facilities be built to some level of LEED Standards. Commissioner Prewett seconded the motions. Commission Chapman discussed additional costs for LEED standards and the members discussed the technology and costs of LEED certifications. The members discussed various concerns about LEED certification including local sustainability, costs, different standards, good forest practices and using LEED standards without doing the certification process. Commissioner.Finney asked staff to contact and research other municipalities that have built LEED structures and get some input and report back to the Commission in June. Commissioner Prewett withdrew her second, and motion died for lack of a second. She felt that the Commission should set the bar high when considering taking the lead in sustainability and LEED standard buildings. Reconstruct subcommittees To be determined by new Commission. NEW BUSINESS Budget 690.74 The members discussed different ways to spend the remaining budget and asked that it be put on next month's agenda. CC Minutes 04 26 06 doc.doc Page 2of4 Commissioner Bennett made a motion to authorize spending up to$100.00 to get a replacement bag made by Ashland Sanitary. Motion seconded by Commissioner Krippaehne. Voice vote: all Ayes. The motion passed with a unanimous vote. Renewable Pioneer Name Change SUBCOMMITTEE REPORTS 1. Historic Conservation No report. 2. Education/Events No report. 3. Green Business No report. COMMISSION ITEMS NOT ON THE AGENDA The mayor issued 4 certificates honoring the work done by 4 of the Commissioners whose term will be ending tonight: Charles Bennett, Carol Carlson, Joanne Krippaehne, and Paige Prewett. Commissioner Prewett gave the Commission an update on the Renewable Pioneers and Mr. Wanderscheid reported on his discussion about a name change and how it was decided against changing the name. To date, Commissioner Prewett reported there have been 3,372 green tags sold largely made up of commercial sales. Also she reported a decrease in purchasing prices for commitments of 3 years or more years with minimum of 25 tags each year. Mr. Wanderscheid reported to the Commission about the application that was sent to apply for a Y2 million dollar grant for clean renewable energy bonds, hoping to put solar on the covered storage area at the Electric Department. The mayor issued 4 certificates honoring the work done by 4 of the Commissioners whose term will be ending tonight: Charles Bennett, Carol Carlson, Joanne Krippaehne, and Paige Prewett. Mr. Wanderscheid and Mr. Amarotico thanked them for all their contributions to the Commission during the past years and remarked it had been a pleasure serving with them. ANNOUNCEMENTS Next meeting date, May 315', 2006. ADJOURNMENT Meeting adjourned at 8:55 pm. CC Minutes 04 26 06 doc.doc Page 3 of 4' Respectfully submitted, Mary McClary, Assistant to Electric Department CC Minutes 04 26 06 doc.doc Page 4 of 4 CITY OF ASHLAND Minutes Conservation Commission 05131/06 These Minutes were approved by Conservation Commission at the June 28, 2006 Conservation Commission Meeting. May 31, 2005— 7:00 pm Community Development Building 51 Winburn Way Ashland CALL TO ORDER Chairperson Amarotico called the meeting to order at 7:00 p.m. in the Community Development Building. ROLL CALL Attendees: Risa Buck, Russ Chapman, Ross Finney, Lindsay Gerken, Kathryn Houser, and Melissa Schwisguth were present. Stuart Corns and Jim Hartman were absent. City Council Liaison: Alex Amarotico Staff Liaison: Robbin Pearce APPROVAL OF MINUTES Chairperson Amarotico asked for an approval of the April 26, 2006 minutes. Due to illness of the clerical support, Mary McClary, the minutes were not located and would therefore need to be approved at the next regular meeting. INTRODUCTION OF NEW MEMBERS The existing and new Committee members introduced themselves focusing on Sustainability and gave a brief introduction of themselves. Russ Chapman representing Ashland Sanitary has been with the Commission since its formation in 1995 and was also on the recycling task force in the early 1990's. Ross Finney works for a company that works for The Energy Trust of Oregon and primary works with large energy efficiency projects in the industrial sector. He attended graduate school at SOU in the Environmental Education Program, MBA program and Sustainable business. He started working with the Conservation Commission to put together the Ashland Green Business Program as part of his graduate school work. Huetz Gutcheon, a guest speaker, introduced himself and explained he studies about zero net energy homes: Melissa Schwisguth...works for Godiva Chocolate Company, is a perm culturist and writes a bi-weekly, weekly column on sustainability issues for the Ashland Daily Tidings. She is working with the Green Business Program and focusing on the Chambers Greeting Meetings and their awareness on conservation issues. Lindsey Gerken a free lance writer, received her masters at SOU and learned about the Commission through the Jackson County Sustainability network and is happy to be part of the Conservation. CC Minutes 05 31 06 doc.doc Page 1 of 4 Kathryn Houser has returned to living in Ashland after 19 years of living in Austin Texas where she served on a sister commission for 6-7 years and also has worked as an educator in all renewable energies including: green buildings, zero net energy projects, LEED certification, rain water collection, and organizes tours and workshops. Alex Amarotico, owner of Standing Stone Brewing Company and a member of the Ashland City Council, has always been a liaison to the Conservation Commission during his term as a Council member. Although his term will end in 6 months he plans to remain a part of the Conservation Community through his business and citizen input. Robbin Pearce represented the Conservation Department with expertise in Water conservation. She is currently part of a three-person team within the City under the direction of Dick Wanderscheid. There was also a guest student from Ashland High School. PUBLIC FORUM Commissioner Buck wondered if there was a way to invite any interested HS students to become more involved with the Commission. The Commission discussed the possibility of high school students attending or acting as a liaison to the Conversation Commission and the different ways that could be accomplished. ASHLAND SANITARY & RECYCLING UPDATE: Commissioner Chapman presented the results of the Ashland Sanitary Annual Phone Book Drive, with Talent Elementary School coming in first place. Total collected were 2,276 books, with Talent receiving a $400.00 first place prize and Walker Elementary receiving a $200.00 prize for second place. He also reported on an annual"Talent Enhancement"event where they filled up 5 boxes of brush, approx. 9,200 pounds that was converted to electricity. Commissioner Chapman brought with him the comment cards from the Garbage Land event at SOU last month. He separated them by people wishing to be contacted and others with suggestions or comments. The members discussed distributing a list that was put together by Paige Prewett(former Commission member)that had details where recycling takes place in the Rogue Valley. Zero Net Energy Presentation: Huelz Gutcheon did a presentation for the Commission regarding zero net energy. He emphasized a 20% density bonus incentive for all zero net energy homes and ideas for discussing his proposals. The members discussed affordable housing, zero net energy homes, density bonus incentives, homeless population and other related topics to Mr. Gutcheon's presentation. OLD BUSINESS Reconstruction of Subcommittees The members discussed the validity of the existing committees, the possibilities of different subcommittees and also not constructing subcommittees at this time. The members decided to retain Green Business, Education/Events and discussed developing new committees regarding Zero Net Energy, Ecology and Bio Diesel. Update on Garbage Land Talk Commissioner Chapman, Buck and Schwisguth volunteered to sort through the comment cards and report back to the commission the results. CC Minutes 05 31 06 doc.doc Page 2 of 4 Commissioner Buck and Houser volunteered for the Education/Event Committee. Commissioner Finney volunteered to communicate to the other members in regards to forming a Green Business Committee. Chairperson Amarotico remarked that there would be a possible two reports for the next meeting. Commissioner Buck wondered if it were possible to communicate more with the citizens regarding the public's input, welcoming them to the monthly meetings, useful information like the list of recycling in the Rogue Valley in terms of an article in the newspaper. NEW BUSINESS Budget 601.64 Commissioner Finney made a motion to grant an additional$500.00 out of their current budget to Ashland Sanitary to continue the florescent tube and bulb recycling program at the recycling depot and also the remaining$101.64 be available to the subcommittees to expend on outreach and promotional items related to Garbage Land presentation and the recycling list that was presented there up to 101.64 that's needs to be expended by the end of the June 2006. Voice vote: Commissioner Buck, Finney, Gerken, Houser and Schwisguth all voted for the motion. Commissioner Chapman obtained from voting on this motion. The motion passed with a unanimous vote. SUBCOMMITTEE REPORTS 1. Historic Conservation No report. 2. Education/Events No report. 3. Green Business No report. COMMISSION ITEMS NOT ON THE AGENDA ANNOUNCEMENTS Next meeting date, June 28, 2006. ADJOURNMENT Meeting adjourned at 9:00 pm. Respectfully submitted, Mary McClary, Assistant to Electric Department CC Minutes 05 31 06 doc.doc Page 3 of 4 1 �k k ` t / � { y.: CC Minutes 05 31 06 doc.doc Page 4 of 4 a � pri I 006- 5. Commu `ty Deve o ment, 1 mburn Way MEMBERS PRESENT: Ric and rock(Chair),Anthony Kerwin,Jim Lewis Dan Maymar,Joseph Vaile Members Absent: Frank Betlejewski,Diane White Staff Present: Keith Woodley,Nancy Slocum Non-Voting Members Present: Cate Hartzell I. CALL TO ORDER: Chair Brock called the meeting to order at 5:40 PM in the Siskiyou Room. IL APPROVAL OF MINUTES: Vaile/Brock m/s to approve the minutes of February 15ih as submitted. Motion passed unanimously. III. PUBLIC FORUM: None IV. ADJUSTMENTS TO THE AGENDA—Woodley added Commissioner Reappointments and the 2006/07 Budget Request to the agenda. V. OLD BUSINESS A. Commissioner Reappointments—Woodley announced that although Anthony Kerwin would be seeking reappointment to the commission, Frank Betlejewski would not. An ad was placed to fill the vacancy,but no one had applied. B. 2006/07 Budget Request—Woodley distributed a memo detailing this year's budget request.The proposed budget was submitted for$200,000.The itemization was as follows: 1. Funding for Chris Chambers' position(salary& benefits) $79,000 2. Contract renewal with Small Woodlands Services $70,000 3.Forest management activities on City-owned forest lands $30,000 4. CoA/USFS Joint Summer Fire Patrol in the Ashland Watershed $9,000 5. ODF Fire Patrol Assessment for City-owned forest&grazing lands $2,000 6. Public outreach support(including public meeting facilitation) $3,000 7. Commission training&education $1,000 8. Secretarial support, office supplies, etc. $6,000 TOTAL $200,000 Chris Chamber's position, if approved,would be funded via a raise in water rates. The original grant went a long way toward getting property owners in the interface area to treat for fire hazard reduction, however, future maintenance would need to be paid by property owners and would require someone to continually sell the benefits of fuel reduction. Woodley said community support for the position was imperative. Kerwin asked if it would be beneficial for members of the commission to attend the appropriate budget committee meeting. Hartzell said yes. Slocum would email the time and place of the budget meeting. Brock volunteered to write a letter of support. The commission discussed how the$30,000 forest management activities money might be utilized. Woodley said the money could be used for inventory and/or fuels reduction work. Brock's idea was to use the funds for noncommercial thinning in the Winbum Parcel. C. AFRCAT Update—Woodley was disappointed that there was no response from the Forest Service ASHLAND FOREST LANDS COMMISSION MEETING C-\DOCUME-1\shipletd\LOCALS-1\Temp\APR 11 06.doe Page I oft yet on the joint prescribed fire project. The FEIS had been delayed because of a recent court ruling. The Forest Service cannot move forward until a Red Tree Vole and mollusk inventory had been completed (scheduled for this summer). The FEIS is now scheduled for publication December 2006, comment period March and April 2006, the ROD by June 2007 with implementation in July 2007. Vaile suggested the Forest Service do some preliminary marking of units during this delay. Hartzell asked Brock to talk to Linda Duffy to determine what,;f any, work could be done on AFR while waiting for the additional survey and management requirements to be competed as required by the January 2006 court ruling. She suggested it would be a good community outreach project. She also suggested inviting scientists to contribute to research in the watershed. D. Monitoring Subcommittee Update—Brock reported that no additional meetings have taken place. He wondered if Main could inventory the lower watershed treated areas for vegetation (including invasive species), ground cover, down small wood, mortality and transcripts. Vaile/Maymar m/s to direct Main to initiate post treatment plot and transcript monitoring on the city-owned lower parcel to determine the effects of the 2004 restoration project. Motion passed unanimously. E. AFR City Council Study Session Agenda—Hartzell said that because the FACA issue was resolved, there was no need for the study session to be rescheduled. Woodley agreed and noted that in addition Linda Duffy did not see a need for a study session,but she had offered to answer any questions the commission or the AFRCATs might have. Hatzell asked Woodley, once he received a response from Brock, to send Council a memo on the status of the prescribed fire issue,the status of AFR and what work the City and/or the Forest Service could do in the meantime. F. Continued Discussion on MOU Draft—Brock and Kerwin were disappointed that their comments were not incorporated into Draft No. 2. Because Betlejewski was leaving the commission, Slocum would integrate any comments received before May I". There was disagreement as to whether Council would want to review the MOU before or after legal and Forest Service approval.No decision was made. G. Review Winbum Inventory Data and Prescriptions—Vaile noted that it would be helpful to discuss Main's overview and analysis of the Winburn Parcel on site. Brock said the ultimate goal was to come up with a plan of action based on Main's suggested prescriptions. Did the commission want to change any of the prescriptions? Commission set Saturday, April 29"as the date for a hike to the Winbum Parcel contingent upon Main's availability. VI. NEW BUSINESS A. Update Commission Glossary—Tabled. B. Noxious Vegetation Inventory—Slocum researched samples from other jurisdictions and will email them to Brock to review for future discussion. VII. OTHER VIII. ADJOURN: 7:13 PM Richard Brock, Chair Respectfully Submitted,Nancy Slocum, Clerk ASHLAND FOREST LANDS COMMISSION MEETING C:\DOCUME—IVahipletd\LOCALS—I\Temp\APR 11 06.dm Page 2 of 2 CITY OF -ASHLAND ASHLAND HISTORIC COMMISSION Minutes June 7, 2006 Community Development/Engineering Services Building— 51 Winburn Way— Siskiyou Room Historic Commissioners Present: Dale Shostrom, Keith Swink, Terry Skibby, Jay Leighton, Henry Baker, Rob Saladoff, Sam Whitford, Tom Giordano Absent Members: None Council Liaison: Vacant High School Liaison: None Appointed SOU Liaison: None Appointed Staff Present: Maria Harris, Senior Planner, Billie Boswell, Administration CALL TO ORDER— REGULAR MEETING At 7:05 pm, Chairman Dale Shostrom called the regular meeting to order. APPROVAL OF MINUTES Mr. Whitford made a motion to approve the minutes and it was seconded by Mr. Swink. The motion passed unanimously by the commissioners present. PUBLIC FORUM: No speakers PUBLIC HEARING Planning Action 2006-00875 520 Fairview Street Conditional Use Permit and Variance Stewart Ward Chairman Shostrom read the description of the project and verified there were no conflict of interest issues. Most of the Commissioners had visited the site. Mr. Ski bby had contact with the applicant who shared some pictures with him. Ms. Harris reviewed the application and said staff was recommending approval. Mr. Giordano asked if neighboring houses were sited closer to the front property line: Ms. Harris said yes,only lots zoned R-2 and R-3 were required to have the 20-foot front setback. The applicant, Stewart Ward, 520 Fairview Street, passed around colored elevation drawings showing how the expanded porch would be more compatible with the neighboring houses. Chairman Shostrom asked about the roof pitch on the porch. Mr. Saladoff was concerned about the mix of horizontal and vertical siding elements,the panels around the windows and the lack of railings around the porch to finish it off. Mr.Ward said a railing would crowd the porch. There being no further questions of the applicant and no one in the audience wanting to speak, the public meeting was closed. Mr. Giordano made a motion to recommend approval with the following recommendations: Ashland Historic Commission Minutes 629/2006 CITY OF -ASH LAN D • Resubmit plans showing revised design details to full Historic Commission prior to submittal of Building Permit. • Continuity of facade elevation detail should be carried around the building. • Move the right side of the porch two feet in from comer towards window. • Match porch roof pitch to house roof pitch and show s lope ratio on the plans. • Recommend not mixing horizontal and vertical siding—Historic homes would not have a mix of periods and styles and materials. • Decorative side panels on windows historically incompatible—recommend simple moldings compatible to the ranch style home. • Explore use of a porch railing. • Recommend a concrete (colored& scored)porch. Proposed stone on the base incompatible with a simple ranch house. • Details and materials for porch post wraps are not compatible with ranch style. The motion was seconded by Mr. Swink and approved unanimously. DISCUSSION ITEMS 665 A Street Pre-Application Review of Proposed Site Design Jerry Kenefick Mark Knox and Randy Robillard, representing the owner Jerry Kenefick, reviewed with the Historic Commission the changes that were made to the two-story mixed-use development per the Historic Commission's suggestions at a previous meeting. The Commissioner's approved of most of the changes with the following suggestions: • East elevation next to courtyard is shortchanged - a little underdeveloped, texture and materials are lacking • Accent residential entrance on east elevation • Windows in the two outside bays on A St. elevation - 1st& 2nd floor windows are the same, but it needs a hierarchy. 2nd floor windows look too commercial, ground floor needs to have more emphasis. • Main residential entrance on the east side needs pedestrian path connecting it to the public sidewalk on A St. • Use stucco on 2nd floor and eliminate horizontal siding • Consider darker value for exterior column value • Windows on the west side area all different - standardize • Carry transom across windows on the south elevation entrance • Identify utility locations and design/screening detail showing meters on the alley side of building • Bring color rendering • Bring detail on exterior light fixtures 160 Heiman Street Pre-Application Review of Proposed Site Design Siskiyou LLC Mark Knox and Mark McKecknie, and the owner James Batzer, reviewed with the Historic Commission the changes that were made to the three-story mixed-use development comprised of 7,841 square feet of general office and six residential condominiums. The Historic Commission had reviewed the initial design at a previous meeting and had made suggestions to make it more compatible with the neighborhood. The Commissioner's the changes and made the following suggestions: • Detail and articulation is great. Concerned about how compatible a 120-foot long building is with the surrounding area. How big will it really look? Ashland Historic Commission Minutes 2 6/29/2006 CITY OF ASHLAND • Bring plan view and streetscape view including project and surrounding area (to north and south and across the street). • Call out eave and peak heights on Heiman elevation • This side of street has historically been industrial buildings • There are a lot of small architectural elements that are not connected. The playfulness of the design is good but maybe it has been taken a bit too far. For example, there is no dominant material type and there are a variety of roof types. It needs continuity. • There are 3 distinct building sections from back, but not from front. Would like to see those distinctions in the Heiman Street elevation. • The eave line on the Heiman Street elevation on such a big building is too monotonous. It needs to be varied. • Would like to see a perspective drawing of buildings from the pedestrian's vantage point at street level. • Provide larger scale plans - 1/4" • Call out dimensions on elevations and site plans. OLD BUSINESS A. Review Board— Following is the month's schedule for the Review Board, which meets every Thursday from 3:00 to at least 3:30 p.m. in the Planning Department: June 8 1h Terry, Keith, Jay June 15 1 Terry, Tom, Sam June 22"— Terry, Jay, Tom June 29 Terry, Henry, Dale Jul 6'h Terry, Rob, Keith B. Project Assignments for Planning Actions — Chairman Shostrom asked that 96 North Main, the Shasta Building, be added to the list(No one was assigned). Mr. Swink stated that 249 Hillcrest had finalled and should be removed. Mr. Giordano and Mr. Baker offered to take over Mr. Crutcher's project, 145 East Main Street. Chairman Shostrom commented that he thought the DeBoer project on Granite Street was not being built as approved, particularly the brick columns and the stucco. PA#2000-120 485 "A" Street Steve Hoxmeier Shostrom PA#2004-026 81 Central Avenue Wes & Lucinda Vail Giordano PA#2004-102 832 "A" Street Ilene Rubenstein Saladoff PA#2004-110 150 Church St Robert M. Saladoff Whitford PA#2004-138 234 Vista St Sid & Karen DeBoer Saladoff PA#2004-154 180 Lithia Way Archerd & Dresner Leighton PA-#2004-160 685 A Street William Reeves Swink PL#2005-01043 70 Water Street Ashland Creek Holdings, LLC Lei hton PL#2005-01226 820 "C" Street (Randy& Helen Ellison Shostrom PL#2005-01674 11 First Street Ron Yamaoka Skibby PL#2005-02105 145 East Main St Urban Development Services/SERA Arch Giordano/Baker PL#2005-01307 125 Sherman Street Russ Dale Shostrom PL#2006-00057 247 Third Street Marc Valens & Anne Golden Saladoff PL#2003-2169 96 North Main Street Shasta Building NotAssi ned PA#2006-00441 160 Nob Hill (ARU-Dan Heller& Don Sever Whitford PA#2006-00453 175 North Main First Methodist Church Remodel Swink PA#2006-00875 520 Fairview Street Stewart Ward-Porch NotAssi ned Ashland Historic Commission Minutes 3 6/29/2006 CITY OF -ASHLAND C. National Historic Preservation Week—May 21-27, 2006-Follow-up The Commissioners discussed the outcome of the event. Mr. Skibby had 27 people show up for his tour. Mr. Saladoff had five. The archeological display was very well received. There were some problems getting the Cemetery Mausoleum opened for tours. Ms. Boswell will more closely monitor that event next year. D. City Design Review Process Memo to City Council — No Report E. "Design Criteria—247 Third Street' Memo to Planning Commission — No Report F. Lithia Springs National Register Nomination— No Report G. Multiple Properties Submission for National Register of Historic Places—Ms. Harris reported that no one showed up for the Reconnaissance.meeting. A presentation will be made to the Planning Commission Study Session. H. Single Family Residential Design Standards— No Report I. Co-Sponsorship with Conservation Commission for Fall Workshop— No Report NEW BUSINESS - None ITEMS NOT ON THE AGENDA A. Lithia Fountain RFP—Ms. Harris reported that two applications were received. Review of the applicants would be on June 15, 2006. A decision had been made to have the staff liaison (Ms. Harris) represent the Historic Commission to avoid any potential conflict of interest issues. B. Ms. Leighton advised the Historic Commission that a community meeting would be held at the A Street Market to review the revised plans for 247 Otis Street, Heiman Baths site. The proposal would include retaining a large lot to encompass most of the significant buildings such as the home and the spring house. C. Ms. Leighton said the dedication of the new art sculpture was scheduled for June 12, 2006. ANNOUNCEMENTS The next Historic Commission meeting will be on July 5, 2006 at 7:00 pm in the Siskiyou Room. ADJOURNMENT With a motion by Ms. Leighton and a second by Mr. Saladoff, it was the unanimous decision of the Commission to adjourn the meeting at 9:50 p.m. Ashland Histonc Commission Minutes 4 6/29/2006 CITY OF ASHLAND ASHLAND HOUSING COMMISSION MINUTES MAY 15,2006 CALL TO ORDER—Chair Faye Weisler called the meeting to order at 6:45 p.m. at the Community Development and Engineering Services Building. Commissioners Present SOU Liaison Faye Weisler,Chair Sunny Lindley,absent Bill Street Jennifer Henderson Council Liaison Carol Voisin Cate Hartzell,arrived at 7:00 p.m. Aaron Benjamin Commissioners Absent Alice Hardesty Staff Present Don Mackin Brandon Goldman,Housing Specialist Liz Peck Sue Yates, Executive Secretary APPROVAL OF MINUTES Street made a correction to the minutes of the April 17,2006 meeting. Under"New Business"amend the first sentence to read: "Goldman explained to the Commissioners that they are to look at the Condominium Conversion Ordinance and forward any recommended changes to the Planning Commission." Voisin/Street m/s to approve the amended minutes. The minutes were approved as amended. PUBLIC FORUM RON DEMELE,RVCDC, handed out a flyer that has been distributed to all the schools advertising affordable homeownership with RVCDC. He gave an update on the Siskiyou and Faith project. As with any project,there are always ups and downs,but overall the construction is progressing well. The project should be completed in the fall. Six more units are proposed for property located on Park and Siskiyou and RVCDC is moving ahead with that. OTHER BUSINESS FROM HOUSING COMMISSION MEMBERS Street announced that Melissa Mitchell Hooge,who has worked on Save Our Schools and Playgrounds(SOSP),is receiving this year's Ragland Volunteer of the Year Award prior to the City Council meeting on Tuesday, May 16, 2006 at 6:30 p.m. at the Council Chambers. He encouraged the Commissioners to attend. OLD BUSINESS Community Development Block Grants-Commission will discuss this item when they have a quorum. NEW BUSINESS Election of Chair and Vice Chair—Weisler opened the floor for nominations. She said that Hardesty,though not in attendance, said she would be happy to serve as Vice Chair. Voisin nominated Weisler for Chair and Hardesty for Vice Chair. Street seconded the motion and everyone voted favorably for the slate of officers. REPORTS AND UPDATES Subcommittee Reports Education—Street reported theWorkforce Housing Forum was attended by 35 to 40 people. They received good feedback from several participants. They are coming up with a list of 50 things we can do. Street is hopeful these kinds of events will trigger forward progress. Hartzell arrived at 7:00 p.m. Weisler welcomed Aaron Benjamin to his return on the Housing Commission. Benjamin expressed his delight at returning. Land Use—Goldman said the committee talked about condo conversions and land acquisitions. • Condominium Conversions-They are waiting for legal opinions from the City Attorney for how to proceed. The committee also talked about the potential of doing a tenant protection resolution establishing things like an eviction period. Hartzell said that is an alternative in case they get blocked trying to change the condo conversion ordinance. • Land Acquisition—Goldman reported they are having Diane Paulson working more aggressively on the next property on the list of potential properties to purchase. • Housing Trust Fund—Hartzell believes it is important to get this going. There is no money to buy the Clay Street property. The money comes initially from the Open Space Fund,but the Housing Commission has to reimburse that fund upon purchase of the property. The only money floating around right now is potential sale and use of the proceeds for the Strawberry Lane property. She'd hoped that when we got this influx of money from Strawberry Lane they could somehow finance the purchase of property in such a way that it would be similar to a revolving loan fund. Goldman said the memo to the Budget Committee did state that$111,000(plus)from the Strawberry Lane funds would be used to buy the property on the Clay Street Park in order to do five affordable housing units. That's not to say that the$100,000 that goes into that property could not be recaptured by selling that property to a non-profit that's doing affordable housing. Hartzell said she was thinking of the housing trust fund as an endowment. Hartzell said the idea of an entertainment tax has come up. She thinks there is a relationship between OSF and what is happening with housing. Goldman said the Finance Committee had talked about the potential taxes that are available to the City. A consultant could look at the complete array of funding sources to determine what proceeds could be collected($10,000 was requested in the Community Development budget this year for consulting services for housing). • Finance—Weisler said she would like to look at the Housing Trust Fund handbook again to see how feasible it is to start working on the platform. • Liaison Reports—Street met informally with the Amarotico's regarding various lands that the City owns that might be used for affordable housing. In particular,they discussed using some of the land at the golf course for affordable housing. The Amaroticos were receptive and positive about the idea and willing to look into it further. Their interest is in green affordable housing. Street also met with Don Robertson, Parks Director and Mayor John Morrison. They were interested in the idea,but very cautious about the process and felt it should be a very open process as there would be considerable opposition from both golfers and residents. He urged the Commissioners to drive by and look at the property. Benjamin was interested in knowing if there is a subcommittee consisting of Housing Commissioners and Planning Commissioners on the golf course item. It would seem to be an appropriate forum to discuss these types of projects. Has consideration been given to workforce housing on the Brammo Motors project(Jefferson Street)? Is the Housing Commission aware of all the upcoming projects that might be considered affordable housing projects? An agenda item will be included for the next meeting to discuss what criteria the Housing Commission will follow when they review a pre application. The Commissioners will be noticed if there is a review scheduled, with the ad hoc review committee meeting only in the event an applicant could not come to the full commission. Messaging Training Update Goldman said there was training by Grassroots PR attended by Henderson, Hartzell and Goldman. They provided public relations training on how to talk about affordable housing. They described what kind of terminology is most effective in - talking about affordable housing. The four statements they used were: 1)support of hard-working people,2)children deserving opportunities, 3)people needing opportunities to better their lives and 4)people need a safe place,decent place to live. Henderson said she learned that when writing a letter to the editor, be sure to use a senator's name in some way because the senator's offices"Google" letters to the editor containing their senator's name and they will read it. OLD BUSINESS Community Development Block Grants Henderson recused herself and left the room. Goldman said they have not received any comments during the 30 day comment period on the Action Plan. The Action Plan is unchanged from the last review by the Commission. ASHLAND HOUSING COMMISSION Z MINUTES MAY 15,2006 Voisin/Street m/s to approve the CDBG Action Plan. Voice Vote: The Action Plan was unanimously approved. Henderson re-joined the meeting at 7:55 p.m. COMMISSION COORDINATION Oregon Senate Interim Revenue Committee meeting—They will meet at the Medford City Council Chambers on May 17ih from 9-3 in order to take testimony from several valley housing agencies and individuals concerning the state of affordable housing in the Rogue Valley. Goldman said if the Commissioners speak, the issues of interest to the Senate Revenue Committee will be in the real estate transfer fee,document recording fee, lottery funds, kicker funds, and any state revenues. The Housing Alliance is asking for$100 million. Henderson suggested the Commissioners memorize the top four messages from Grassroots PR and use them if they are testifying before the Senate Revenue Committee. She will see where the Senators on the committee are from and let the Commissioners know. SDC Program Changes to Council on June 6t^,2006 Goldman said the Legal Dept.has completed their review. They are prepared to go to the Council on June 6ih for a review. Hartzell said it always makes a positive impression if the Commissioners are present. If members speak,even for a minute, she believes it is important to maintain some direct encouragement. Goldman sent a survey to all City employees concerning workforce housing. Of the 220 surveys sent out, 102 have been received. They also provided the hospital with a sample questionnaire to send out to all the hospital employees,however, it did not seem that well received. Hartzell is considering going to the hospital and handing out the surveys. Fair Housing Workshop—It will be held on June 26ih and Weisler will attend. Hartzell suggested if those holding a meeting want better attendance,then meetings should not be held on Monday mornings. Goldman said they are working with Fair Housing to do four trainings next year. They will include: Housing Advocates, Real Estate, Tenants,and Builders and Planners. JUNE 19T",2006 MEETING AGENDA ITEMS Lithia Lot Presentation/Discussion—Kendrick will be going to the Council possibly on July 18"with their final format. Condo Conversion Ordinancelrenant Protection Resolution Discussion—They will meet with the Legal Department and the Land Use Committee and then bring it back to the full Commission. Create a process for the pre application. Annexations—The next step is to form an ad hoc committee of two members of the Housing Commission and two members of the Planning Commission. ADJOURNMENT—The meeting was adjourned at 8:15 p.m. Respectfully submitted by, Susan Yates, Executive Secretary ASHLAND HOUSING COMMISSION 3 MINUTES MAY t5,2006 CITY OF ASHLAND ASHLAND PLANNING COMMISSION REGULAR MEETING MINUTES MAY 9,2006 CALL TO ORDER—Chair John Fields called the meeting to order at 7:05 p.m.at the Ashland Civic Center, 1175 E.Main Street,Ashland,OR. Commissioners Present: Council Liaison: John Fields,Chair Kate Jackson,Council Liaison,does not Michael Dawkins attend Planning Commission meetings in Olena Black order to avoid conflict of interest.) Allen Douma John Stromberg Staff Present: Pam Marsh Bill Molnar,Interim Planning Director Dave Dotterrer Sue Yates, Executive Secretary Mike Morris Tom Dimitre Absent Members: None ANNOUNCEMENTS Fields introduced and welcomed Tom Dimitre,newly appointed Planning Commissioner. The Downtown Plan forum was attended by about 200 people. The committee is recommending the Council budget money for the first phase. Black attended a Housing Commission meeting and reported they are drafting ordinances to put forward concerning conversion of apartments to condominiums. Molnar thought the Housing Commission had additional work to do before bringing it to the Planning Commission. The Planning Commission Retreat will be held on May 20". There will be no Study Session on May 23rd. Dawkins will chair the June Planning Commission meeting because Fields will be out of town. APPROVAL OF MINUTES&FINDINGS Black/Fields m/s to approve the minutes and findings of the April 11,Hearings Board meeting. Voice Vote: The minutes and findings were approved. Dottemer/Dawkins m/s to approve the minutes of the April 11,2006 Planning Commission meeting. Voice Vote: The minutes were unanimously approved. Black/Marsh m/s to approve the findings for PA2006-00366,Bramscher Motors,Jefferson Street. Voice Vote: The findings were unanimously approved. PUBLIC FORUM ART BULLOCK,791 Glendower, spoke about Development Access Streets—Part 2. He referenced ALLIO 18.80.020137. "All major means of access to a subdivision...shall be from existing streets fully improved to City standards..." He provided six conceptual examples. He felt it would be helpful if the City would adopt these types of standards so the Commission would not have as much difficulty making a decision involving access streets. Molnar noted that every situation is going to be a little different and the key word is"proportionality." Most of the developments in Ashland have paved access but they don't all have sidewalks. TYPE II PUBLIC HEARINGS PLANNING ACTION 2006.00284 REQUEST FOR CONDITIONAL USE PERMIT AND SITE REVIEW TO EXPAND THE USE OF THE PROPERTY LOCATED AT 631 CLAY ST.FOR A PRIVATE ELEMENTARY SCHOOL(WALDORF SCHOOL). THE SCHOOL IS GRADES K-8,AND IS PROJECTED AT FULL BUILD OUT TO INCLUDE TEN CLASSROOMS AND ACCOMMODATED UP TO 180 STUDENTS. THE PROPOSAL INCLUDES THE ADDITION OF FIVE BUILDINGS AND SITE IMPROVEMENTS INCLUDING PARKING AND LANDSCAPING INSTALLATION. A PHYSICAL CONSTRAINTS REVIEW PERMIT IS REQUESTED FOR A PEDESTRIAN CROSSING OF THE DRAINAGE,CEMETERY CREEK,AT THE NORTHWEST CORNER OF THE PROPERTY. APPLICANT: KULA OHANA Site Visits or Ex Parts Contacts—Dotterrer was not present for the first hearing,recused himself and stepped out of the room. Dimitre and Morris each had a site visit,reviewed all materials from the previous meeting,watched the streaming video and are prepared to participate. Dawkins had an additional site visit. STAFF REPORT Molnar said the issues included looking at a broader transportation analysis and some of the impacts based on the proposed layouts. A traffic analysis has been provided by the applicant with a more detailed plan showing how students will be dropped off. The revised plan in the packet shows a one-way system entering in front of the building with diagonal parking,one drop-off lane and a by-pass lane. There will be signage indicating the rear parking area is for staff only. They have identified some potential site improvements(raised pedestrian crossing, bays on each side of the street that could be marked for off-loading)when the City improves both sides of Clay Street. The study also identifies some traffic demand management strategies in order to reduce parking demand and traffic associated with a full build-out. The driveway exiting and entering the school zone at full build-out would operate at a level of service A,given the breaks in time of traffic. There has been no new information provided concerning the pedestrian access at the northwest corner of the property over to the City park land. Staff still feels strongly that such an access should be explored if final surveying shows there is ample area to construct an access(crossing over the creek). There are strong Transportation Plan policies specifically for pedestrian improvements that link neighborhoods and schools to recreation areas. Access to the park by way of the Stratford Apartments is unsafe along Clay Street until such time Clay Street can be improved(around 2009). Based on the last meeting,Harris had made some changes to some of the conditions. Molnar handed out a list of "Revised Conditions"with changes to Condition 8 and 9 and a suggested Condition 23 and 24. The changes are in bold. Marsh suggested a revision to Condition 23 that the applicants maximum contribution will be capped at$3,000, not$15,000. PUBLIC HEARING Tom Giordano,2635 Takelma Way,is the agent for the applicant. He clarified that there will be a total of ten classrooms. Also,the parking spaces on Clay were for parking, not exclusively for drop-offs. The parking bays would be designed to accommodate bikes on the street. STEVE SENDAR,707 Morton Street, said their ability to produce a public easement and still continue their good relationship with the neighbor is jeopardized by the need for public access. He is asking the Commission to approve this project for up to 180 students so that it is transferable to the school. ALEX GEORGEVITCH,Alex Georgevitch Consulting, 642 Faith Avenue,is an engineer and a neighbor. In doing traffic work,he tries to look at the worst case scenario. In looking at the adequacy of Clay Street, specifically at the intersections with the school and at the site,Clay Street operates adequately as a two-lane county road. Adding the 180 students will mean 232 vehicle trips per day. There is adequate capacity. With regard to site improvements,Georgevitch believes the angled parking makes it a more obvious one-way route and more pedestrian friendly. There is a by-pass lane allowing cars to leave the parking lot if the other lane is stacked. No parents or students will be allowed to use the parking area in the back of the building. ASHLAND PLANNING COMMISSION 2 REGULAR MEETING MAY 9,2006 MINUTES The most important part of the study is the recommendation of a Transportation Demand Management(TDM) program. It will reduce vehicle use and encourage all modes of travel to the school. The TDM program can result in significant impacts on site trip generation. There is an opportunity to cut the 232 vtpd in half with a successful TDM program. It is important with a TDM program to allow flexibility for the school so they can continually work with the student body and neighborhood to find the best solutions. LEXI DELGADO,2030 Wine Street,stated she is a former member of the Bike and Pedestrian Commission. When this issue came up with the school,she put together a survey of the school's families—where they live,what they were will do to(carpooling,walking,riding,etc.). They are continuing to gather data. They are working on a Safe Route to School program. She is working with RVTD. They are considering using the bus stop at Ashland and Clay and providing adult supervision to the school. Carpooling and busing are currently the best options. Delgado said that once they are doing a Safe Routes to School there is a guaranteed ten percent reduction in vehicular trips. Gerogevitch said the idea is to have many strategies and it would not be uncommon to see as much as a 50 percent reduction at a site. As the weather gets better,there seem to be fewer vehicle trips. Marsh asked if the discussion of TDM was included in the report,not because Georgevitch thinks it is important as a mitigation measure,but more because it is the right thing to do. Georgevitch affirmed. Delgado counted cars for five days. Georgevitch used those numbers in calculating his worst case analysis. There was further discussion with regard to peak drop-off times,queuing distance for the drop-oft,parking to talk, staggering school start and release times,using monitors, having a"legend"on the ground to direct vehicles, bicyclists and pedestrians,and use of pylons. Fields asked how the school use compares with the target use of the zone. Georgevitch believes in reality,the school will generate similar traffic to ten or 15 residential homes. Giordano added the school operates 34 weeks per year. Marsh noted that based on 180 students,the vehicle trips are much more(180 students x.42 vtpd)than ten houses. Molnar said trips are significantly more than the target use.However, the ordinance allows the Commission to make a finding for a Conditional Use when comparing the target use("...shall be considered in relationship to the target use...")concerning generation of traffic and affects on surrounding streets. The ordinance goes on to say"Increases in pedestrian,bicycle,and mass transit use are considered beneficial regardless of the capacity of the facility." In this case there is a facility that might link not only to the school,but the residential neighborhoods between Clay and Tolman. TIMOTHY RINGER,682 Glendale Avenue,said his residence backs the proposed project.He feels the traffic study is insufficient. There will be more cars creating more congestion. The travel lanes on Clay are narrow and he asked how delivery trucks going to the school have been addressed. He is concerned parents may find it too difficult to access the school on Clay and will park on the cul-de-sac on Glendale and children will find their way through properties to the back of the school. R.C.HEUBLEIN,678 Glendale Avenue,said he's had people jump his fence to get to the easement approach to the park from Glendale Avenue. What will occur if there is an easement coming off Clay and book-ending his property with another public access? He handed out photos showing what'is going on in the creek now and where the proposed easement and bridge are proposed. He has told the school they can have private access to the park by way of a corner of his property. He does not want public access to the park this way. Where are the plans for the bridge? This application is for a Physical Constraints Permit too. He keeps the riparian area cleaned up because people are using this area now by going through a break in a fenceline. He sees people on bikes with their dogs. The area is not illuminated. If a bridge is installed, is he going to have to tolerate a street light? Staff Response—Molnar said if Heublein refuses to grant access, the bridge would be built on park property. Construction of a fence within ten feet of the top of bank or channel would require a special review for a Physical Constraints Permit. Condition 9 refers to the bridge. Rebuttal—Georgevitch said the study considered delivery trucks. The higher the speed of the vehicles,the further apart the vehicles get. 'The capacity doesn't change. His analysis was based on 25 mph. The Clay/Ashland/Faith intersection is part of a larger corridor study. Concerning access to the school from the park(Glendale Street), that would take a person to the courtyard. ASHLAND PLANNING COMMISSION - 3 REGULAR MEETING MAY 9,2006 MINUTES Giordano said they are willing to make it a public access and willing to work with the Parks Department for a crossing. It would all be a part of the creek restoration. No bridge has been designed because they are not sure they are even going to need a bridge. If this action is approved and a public access is required,they will obtain a Physical and Environmental Constraints Permit COMMISSIONERS'DISCUSSION AND MOTION DawkinslDouma mis to approve PA2006.00284 with the revised Conditions. Add to Condition 9 that the applicant obtains any other applicable or appropriate state and federal permits. Don't tie the applicant to"bridge"but change to"appropriate crossing." Change Condition 23 from$15,000 to$3000 for the applicant's total maximum contribution. Dawkins has a problem with the public access to the park. He finds the apartment access convenient. He would be happy with the agreement the school has worked out with Heublein. Morris said he could live with a private easement. Douma agreed. Some of the commissioners were concerned with where the crossing would be located and how it would be done. Marsh cannot support the project without the easement and the public access. Fields said we want and need as many links as possible. The de facto path can be seen now. If we don't have the links,people three blocks away will jump in their car to get to the park. The park will be improved. There are always going to be transients. The fence will be moved ten feet away from the creekline,the creek restored and a fence will screen any view. The neighbor will have an open wetland that will never be built on and a door opening right onto a park anytime he wants. Our Transportation Plan is built on making connections. We want to encourage pedestrians. The vote was for the motion and modified conditions. Roll Call: Stromberg,Dawkins,Fields,Black,Douma,Morris, Marsh voted"yes"and Dimitre voted"no." Dolterrer rejoined the meeting. PLANNING ACTION 2006.00453 Request for Conditional Use Permit and Site Review approval to modify the existing church campus located at 175 N.Main St. by removing two additions and constructing a new narthex,administrative office,classroom wing and addition to Wesley Hall. The project proposed is in two phases and would include demolition of approximately 5,500 square feet of existing building and constructing approximately 7,100 square feet of new building. The application includes a Tree Removal Permit to remove four trees six inches diameter at breast height or greater in size. APPLICANT: First United Methodist Church of Ashland Site Visits and Ex Parte Contacts—Dotterrer disclosed that he is close personal friends with several members of the church. He has attended several of their men's group session. He believes he can be fair and impartial in the proceedings. Black had a site visit and spoke with Graham Lewis,Operations Manager of the church about a clarification of something on the drawings. They talked about websites and the location of the memorial area in front of Wesley Hall. She believes she can be impartial. Douma has had numerous site visits and has been on a Chamber of Commerce committee with Mr.Lewis and Douma said those contacts will not prejudice him. All the other Commissioners had site visits. STAFF REPORT Molnar reported the details of the project in the written staff report. The proposal consists of removing some additions that were constructed and re-constructing those areas with a new narthex,a new educational wing that will connect the church to Wesley Hall,an outdoor covered walkway colonnade system with a central plaza and an addition on the back of the sanctuary for a choir space and office space. There will be a net increase of approximately 1600 square feet. The proposal is in two phases. It is a request for a Conditional Use Permit. The target use for the property is low density multi-family zoning or approximately 25 to 35 residential units. Staff felt there was not really an increase in intensity. The ASHLAND PLANNING COMMISSION 4 REGULAR MEETING MAY 9,2006 MINUTES playground is moving closer to Bush Street(20 feet from the residential properties). This action was approved administratively and called up for a public hearing by the neighbors. The issues involve parking lot lighting, impacts of glare on adjoining property owners,use of the parking area after hours for disruptive activities. A Condition has been added,recommending that the current parking lot lighting be modified. Also,that the applicant provide some type of lighting to provide a surveillance function. Other issues raised concern activities allowed by the church but not monitored. It is not uncommon for churches in Ashland to use their spaces for community spaces. Looking at land use definitions for churches, especially definitions based on traffic generation,it is recognition that church campuses provide community space beyond serving the needs of the church. The applications involve a Site Review. The Historic Commission reviewed the application and recommended unanimous approval. They recommended a Condition that they work out some of the details of the design with respect to materials with the applicant as they work toward a building permit. The application also involves a Tree Removal Permit. There are currently 44 trees on the property. The request is to remove five of those trees primarily due to the location of the proposed footprint of the educational wing and a walkway access to the central plaza area and narthex entry. Comments from the Tree Commission are included in the packet. The applicant will talk about how the Tree Commission's design decision warrants removal of the trees. An e-mail from Bryan Holley dated May 9th was distributed to the Commission: Is there an ordinance that guides the Commission with regard to the impacts of the changes to the Conditional Use Permit as compared to going back to do a de nova CUP?Molnar said there is not. He's not sure when they amended the CUP ordinance about ten years ago that they ever anticipated existing legal non-conforming uses. Traffic and adverse impact are around 330 to 350 vtpd. Twenty-five to 35 homes is similar. There are similar issues as to the last action where the distribution of that traffic occurs at different times. The Commission can use their powers through Site Design and the CUP criteria to require amendments or other provisions. Marsh asked if the playground could be located in a side setback. Molnar said it could as long as any fencing or wall met the height requirements. As part of a Site Review or CUP,the Planning Commission can require increased setbacks or moving activities. PUBLIC HEARING Jac Nickels,821 Beach Street,project architect, introduced Lee Bowman,Co-chair of the Building Committee, 554 Mountain Meadows Drive and Graham Lewis,Facilities Manager,(address unknown). The church has an aging congregation and they are hoping to add new vitality and draw in younger families. They held a one day charrette inviting the congregation. They have tried to be good neighbors. The campus has been designed so the police can drive by and see the colonnade for any unwanted activity. The playground is much smaller than the existing playground. They have set it 20 feet back and depressed it about 2 %2 feet. They are disappointed they had to lose some trees. There were grade differences that were difficult for the tree's health. With regard to the median strip in the parking lot,they will increase the size of the median to encourage a wider tree canopy. They agree to regular maintenance of the landscaping. One of the trees mentioned by Mr. Foster(neighbor)was pruned by the City. Nickels said they will analyze all the lighting. They agree they need to have surveillance lighting or motion detectors to deter undesirable activity. They are willing to install parking lot lights that are dark sky lights. The parking for the Montessori School will stay the same. They will drop children off at the front and can drop them off in the rear as well. With regard to the CUP,Nickels sees very little change in intensity of use. Stromberg asked what measures they are taking to reduce the sound from the playground to the neighbors. Nickels said they will have a wood fence and they are looking at using other sound deadening materials. Lewis addressed the management of non-church activities. The ask groups to pay for maintenance,custodial and utilities. They do not try to make money from groups. On Saturday nights,groups are required to be out by 10 p.m. They do not currently have a contact person from the church if there is a problem,but they have been discussing having a person on-site. The pastor will be moving soon and the use of the parsonage is undetermined at this time. They will use the parsonage as their office during construction. ASHLAND PLANNING COMMISSION 5 REGULAR MEETING MAY 9,2006 MINUTES The smaller playground space will affect the number of children that will play outside at one time. The enrollment has decreased. There are from 55 and 60 children between pre-school up to kindergarten age. There are between 15 to 20 children on the playground at one time. Montessori's long-term plan is to not have kindergarten at this site during construction and then move to their site on Garfield. ROBIN FOSTER,63 Bush Street, said the back of their lot abuts the middle of the church parking lot. Five neighbors have joined to bring forth their concerns. They've seen successive waves of trustees at the church over the years and have seen some patterns of problems with the church. They have some fine trees that are on the church property but extend over their yard. The Fosters have had them professionally pruned and they are grateful for the trees. He submitted a letter dated May 9th,condensing the conditions(made part of record). He discussed Conditions 1 and 2 in his letter concerning the provision of regular maintenance and care of the all the landscaping and exercising sufficient monitoring and control over all activities at the church. Rlack/Marsh m/s and approved to continue the meeting until 10:30 p.m. HOLLY EAST,Executive Director of Peace House, 543 S.Mountain Avenue,provides free meals(Uncle Food's Diner)on Tuesday nights. Their participants are held to a standard of behavior on the premises. If they do not follow the rules,they will be removed. In the event a crime is committed,they rely on the services of the Ashland Police Dept. They have taken this action only one time since August of 2005 when she took charge. She would direct the neighbors to call the Police Dept. if there is a problem. They serve 100 plus people. She is concerned no neighborhood wants homeless,low-income people gathering nearby to obtain food. CARMEN&JON REINHARDT,159 North Main. Carmen said their main concerns are security and noise. She feels over the last 20 years have had to deal with these problems. Now is the perfect time to make some adjustments to see what can be done. It is not a secure situation. They've had people walking through their building. The cottage will be tom down with no fencing and unless that's taken care of,people will be going through their property more regularly.They have had their house broken into by a transient. The area is not secure and people wander around. There is no one at the church who will take responsibility. The other issue is the pre-school. They had a fence built and planted trees. It is like an amphitheater and the noise travels directly to their area. She would like to know how the wall will make a difference in the noise now that the proposed playground will be 16 feet from their property. Jon said the parsonage garage is between them and the playground. Once that is removed,he believes it is impossibility that a 2 '/z foot wall will absorb the playground noise. They were told that it was not the responsibility of the Police Dept. to monitor the premises. The playground noise goes on during the day at different times. HOWARD HEINER,784 Garden Way,lives by the Seventh Day Adventist Church. The church and he each have a responsibility. There have been problems. The church installed lighting in their parking lot that shines in his bedroom. The church has given him a key to the church so he could go over and turn the light off should they forget. He did the landscaping on his property to get the buffering he wanted. He can hear hymns being sung on Saturday. The kids play outside yelling and screaming. It's good to hear kids playing rather than demonizing them. The Seventh Day Adventist Church has a public program for the needy. He is proud of the church. He believes it is the purpose of the church to reach out to everyone. He moved in knowing a church would be his neighbor. Staff Response-Molnar believed it would be good to add a Condition to have a solid wood fence installed where the cottage is going to be removed. Rebuttal—Nickels gave the rebuttal. He called every neighbor on Bush Street and asked if they had any problems with the design. Mrs.Reinhardt said she did not have a problem. He talked with Mr.Foster and Ms.Nelson. They had a neighborhood meeting. • The landscaping will be maintained. If it is not,the City has a Code Compliance officer that can cite the church. • It will take a special effort for those attending Uncle Food's to get to the Reinhardt's area after the courtyard is built. • The Reinhardt's structure is on the church's property and houses the Reinhardt's air conditioning units. • They are willing to work on the playground noise and investigate materials for sound deadening fencing materials. • They will provide a well-lit parking lot with motion sensors and dark sky lights. ASHLAND PLANNING COMMISSION 6 REGULAR MEETING MAY 9,2006 MINUTES At 11:00 p.m.,Black'Dottemer Ms and approved to extend the meeting until this action is completed. COMMISSIONERS'DISCUSSION AND MOTION DotterrerlDimitre mis to add a Condition 21 that once all the construction is completed,the applicant is responsible for closing any gaps with a six foot fence ensuring there is not a way to move from the church property to the neighboring property(the Bush Street properties). DotterrerlBlack mis to amend the motion stating that wherever gaps are created from this applicant's actions that a six foot fence be placed where the gaps are located. Voice Vote: The vote was unanimous. Black proposed a Condition 22 that fencing around the playground be a minimum of 6 feet above ground level(grade)and an effort is being made to use a sound barrier material on the perimeter of the playground not facing the building (east/west/south perimeter). StrombergBlack Ms and approved to continue the meeting past 11 p.m. Molnar corrected Condition referring to the landscaped median. Delete the first sentence and replaced with"That the center parking lot landscaping median shall be enlarged to approximately seven to eight feet in width around the three proposed large shade trees." The rest of the Condition remains. Stromberg suggested a Condition 22 that on the property line there will be a six foot high wooden gap closing fence. There will be a buffer zone of landscaping of various materials that will come to the edge of the playground or perhaps stepped back a couple of feet and a 2'/:foot block wall where the playground is excavated plus a four foot high masonry or sound absorbing wall(approved by Staff)either on top of the 2'/z foot block wall or stepped back toward the neighbors.The wall can be a combination of block and wood.The height to be a minimum of 6'/2 feet above the floor level of the playground. The wall will be installed along the side that faces Bush Street and wrapped on the edge. Dotterrer questioned Condition 2. Molnar said the wording can be changed to say"That the Historic Commission's recommendations as identified in the meeting and documented on May 3,2006, and consistent with the Design Standards shall be followed" Stromberg suggested adding a requirement a church employee or official representative be present at all public events at the church. Douma suggested the church have someone that can be called in the event of a problem. Fields would like to see the parsonage remain residential. This was not part of the motion but the Commissioners strongly encouraged the church to keep the parsonage residential. MorrislDotterrer mis to approve PA2006.00453 with the revised Conditions 2 and 3 and added Conditions 21 (as voted on above)and 22(Stromberg's wording above). Roll Call: The vote was unanimous to approve. ADJOURNMENT—The meeting was adjourned at 11:20 p.m. Respectfully submitted by Susan Yates, Executive Secretary ASHLAND PLANNING COMMISSION 7 REGULAR MEETING MAY 9,2006 MINUTES CITY OF ASHLAND ASHLAND PLANNING COMMISSION HEARINGS BOARD MINUTES MAY 9,2006 CALL TO ORDER—Commissioner Dave Dotterrer called the meeting to order at 1:35 p.m. at the Ashland Civic Center, 1175 East Main Street,Ashland,OR. Commissioners Present: Council Liaison: Dave Dotterrer Kate Jackson,(Council Liaison does not attend John Stromberg Planning Commission meetings in order to Michael Dawkins avoid conflict of interest.) Staff Present: Absent Members: Derek Severson,Assistant Planner None Amy Anderson,Assistant Planner Sue Yates,Executive Secretary APPROVAL OF MINUTES AND FINDINGS—To be approved at tonight's meeting. TYPE I PLANNING ACTIONS PLANNING ACTION 2006.00451 REQUEST FOR A FINAL PLAN APPROVAL FOR A FIVE-LOT SUBDIVISION UNDER THE PERFORMANCE STANDARDS OPTIONS CHAPTER FOR THE PROPERTY LOCATED AT 1500 OREGON ST. THE APPLICATION INCLUDES A MODIFICATION OF THE OUTLINE PLAN APPROVAL FOR A TREE REMOVAL PERMIT TO REMOVE TWO TREES THAT WERE PREVIOUSLY IDENTIFIED TO BE PRESERVED. APPLICANT: MIRIAM TASSINARE 0 This action was approved. PLANNING ACTION 2006.00279 REQUEST FOR A CONDITIONAL USE PERMIT TO CONSTRUCT A 476 SQUARE FOOT ACCESSORY RESIDENTIAL UNIT FOR THE PROPERTY LOCATED AT 206 SLEEPY HOLLOW DR. APPLICANT: ROSEMARY D.DALTON This action was approved. PLANNING ACTION 2006.00608 REQUEST FOR A CONDITIONAL USE PERMIT AND SITE REVIEW APPROVAL TO CONVERT AN EXISTING 450 SQUARE FOOT STUDIO AT 415 E.HERSEY ST.INTO AN ACCESSORY RESIDENTIAL UNIT. APPLICANT: RAY MIKOTA This action was approved. PLANNING ACTION 2006-00441 REQUEST FOR A SITE REVIEW AND CONDITIONAL USE PERMIT FOR AN ACCESSORY RESIDENTIAL UNIT FOR THE PROPERTY LOCATED AT 160 NOB HILL. THE PROPOSED UNIT IS 460 SQUARE FEET IN SIZE,AND WOULD BE ATTACHED TO A NEW GARAGE ON THE SOUTHEASTERN PORTION OF THE PARCEL. APPLICANT: DAN HELLER&DON SEVER This action was approved. PLANNING ACTION 2006.00617 REQUEST FOR A CONDITIONAL USE PERMIT AND SITE REVIEW TO CONSTRUCT A 4,000 SQUARE FOOT STORAGE BUILDING FOR THE ASHLAND ARMORY FOR THE PROPERTY LOCATED AT 1420 E. MAIN ST. THE METAL STORAGE BUILDING WILL REPLACE THE EXISTING METAL SHIPPING CONTAINERS ON SITE. APPLICANT:STATE OF OREGON MILITARY DEPARTMENT This action was approved. TYPE II PLANNING ACTIONS PLANNING ACTION 2006.00456 REQUEST FOR LAND PARTITION TO DIVIDE THE EXISTING PROPERTY LOCATED AT 2235 ASHLAND ST. INTO TWO PARCELS WITH THE NORTHERN PARCEL ON YMCA WAY SERVING AS A PARKING LOT FOR THE ASHLAND FAMILY YMCA. THE PARKING IS LOCATED 278 FEET FROM THE FRONT DOOR OF THE YMCA AS MEASURED AS A PEDESTRIAN WALKING FROM THE PARKING LOT TO THE FRONT DOOR. AS A RESULT,A VARIANCE IS REQUESTED FOR LOCATING PARKING MORE THAN 200 FEET FROM MAIN ENTRANCE. APPLICANT:ASHLAND FAMILY YMCA Site Visits and Ex Parts Contacts -Site visits were made by all. STAFF REPORT Severson disclosed that Lisa Molnar, Executive Director for YMCA is married to Bill Molnar,the City's Interim Community Development Director. Bill has not been involved in this application and not present at this meeting. If any questions from Commissioners or audience members arise after this hearing,they should be directed to a planner other than Bill. Stromberg said the conflict of interest law also requires that there is a clear financial gain or loss that would occur to the person or spouse. What is the financial gain or loss? Severson said the spousal relationship implies there is a shared financial interest. This action is a request for a land partition to divide the existing property. The portion of the parking lot that is being split off is proposed to provide additional parking for the nearby YMCA. The proposed parking is located approximately 270 feet from the front door of the YMCA.When measured as a pedestrian walking from the parking lot to the front door,a Variance is required to allow off-street parking more than 200 feet from the main entrance. The Staff Report contains the details of the project and is included in the record. The partition will create 26 parking spaces for the bank and 13 spaces for patrons and staff of the YMCA. Staff believes the impact is minor. Ten spaces are already being used. Severson referred to 18.12.050 discussing"similar use." The Variance criteria appear to have been met. The applicants have noted there is a significant lessening of the impact of the use from a restaurant to a bank. Also,the Y gym addition approved in 2001 was based on the Institute of Traffic Engineer's(ITE)2nd Edition that required approximately 200 parking spaces. Under the most current ITE it would require an additional 45 parking spaces for the same use. Several City Staff have observed overflow parking in the area frequently filling all available off-street spaces,all on-street spaces,and even overflowing to the Albertson's parking lot. By partitioning,the bank and Y come nearer to meeting their current parking requirements. Benefits are greater than any adverse affect—The applicants are proposing to upgrade the parking lot landscaping and proposing to provide a pedestrian connection from Barclay Square to YMCA Way, a last link in a pedestrian path from Clay Street to Tolman Creek Road to the Albertson's parking lot. Circumstances or conditions have not been willfully or purposely self-imposed. The conversion of the adjacent parcel to a much less intense use with a lesser parking demand and the resultant availability in location of the proposed parking were beyond the control of the applicants. The current proposal represents the applicants attempt to find a balance between its increased parking demand and its neighbor's reduced parking demand. Staff has recommended approval with the added Conditions. PUBLIC HEARING MARK KNOX,320 E.Main Street,Suite 202,represents the YMCA. Knox reiterated the information in their findings. On Page 8 the Variance criteria has been addressed. JEANNE TAYLOR, Board Member,YMCA,1176 Highwood Drive,Ashland,urged the Commissioners to pass this application. The Y has over 7300 members and they really need the parking. JED MEESE,88 Granite Street,urged approval. In order to continue the Y services provided, it is important to provide adequate parking. ASHLAND PLANNING COMMISSION 2 HEARINGS BOARD MINUTES MAY 9,2006 SIDNEE DREYER,Premier West's legal counsel,Huycke, '!'Connor,Jarvis&Lohmon,LLP,823 Alder Creek Drive,Medford,97504, said this has been a cooperative application. PAUL HILL,975 Walker Avenue,believes this is a unique opportunity to benefit the City by improving traffic safety and reducing the number of people crossing Tolman Creek Road to get to their cars. It will benefit Premier West Bank and Y by getting their parking more in balance. The Variance is a win-win situation. LISA MOLNAR,155 Hillcrest, Director,YMCA,stated the Y is an incredible resource for the town. As schools continue to close and school days decrease and people feel increasingly disconnected,people are turning more and more to the Y for their programs and services. All of their programs are at a record high. More than a third of the community is members. They save the Ashland community tax dollars by providing essential programs.They have become one of the key community centers. They need parking for that. Currently, it is very unsafe for children to cross Tolman Creek Road to the Albertson's parking lot. Increased parking should increase safety. If they were building the building today, they would be required to have more parking. This is a win-win situation for everyone. ROBBIE HARFST,2230 Morada Lane,YMCA Board President,said the parking is critical to our continued service,to the community and to the members. He reiterated the points others had made. PETE HAAS,431 Courtney Street,said he and his wife want go on record as supporting the Variance. Staff Comments Severson responded to questions about Premier Bank having too much parking. There was no discussion at the time of their remodel because they only needed a building permit. There was no requirement for them to have a Site Review discussion. Rebuttal Knox said if a building or a use is non-conforming,the code does not address a site. One day the bank could revert back to a restaurant and then they will need more parking. The new ITE book talks specifically about YMCA's in suburban environment and the parking ratio has gone way up. There is clearly a distinction between racquet club/spa center versus child care, youth activities,exercise and all the other things the Y provides. Stromberg/Dawkins m/s to approve PA2006-00456 with the stipulation that we find in these particular circumstances that this private lot is equivalent to a public lot for the purposes of this decision.Roll Call: The motion carried unanimously. ADJOURNMENT—The meeting adjourned at 2:30 p.m. Respectfully submitted by, Susan Yates, Executive Secretary ASHLAND PLANNING COMMISSION 3 HEARINGS BOARD MINUTES MAY 9,2006 I CITY OF ASHLAND ASHLAND PLANNING COMMISSION HEARINGS BOARD MINUTES JUNE 13,2006 CALL TO ORDER—The meeting was called to order by Commissioner Dave Dotterrer at 1:30 p.m. at the Ashland Civic Center, 1175 E. Main Street,Ashland, OR. Commissioners Present: Council Liaison: Dave Dotterrer Kate Jackson,(Council Liaison does not attend John Stromberg Planning Commission meetings in order to avoid Michael Dawkins conflict of interest.) Staff Present: Absent Members: Derek Severson, Assistant Planner None Amy Anderson,Assistant Planner Sue Yates,Executive Secretary APPROVAL OF MINUTES AND FINDINGS Stromberg/Dotterrer m/s to approve the minutes of the May 9,2006 Hearings Board. Voice Vote: Approved. Dawkins/Stromberg m/s to approve the Findings for PA2006-00456,2235 Ashland Street,Ashland Family YMCA. Voice Vote: Approved. TYPE I PLANNING ACTIONS PLANNING ACTION 2006.00793 REQUEST FOR SITE REVIEW APPROVAL FOR PHASE I(BUILDINGS A&B,AND A GROUP OF MINI STORAGE BUILDINGS)OF A MIXED-USE DEVELOPMENT LOCATED UPON AN APPROXIMATELY SIX-ACRE PARCEL AT 550 MISTLETOE ROAD. THE APPLICATION IS A RE-REVIEW OF A 2004 PLANNING COMMISSION APPROVAL WHICH HAS SINCE EXPIRED. THE PROPOSAL INCLUDES REQUESTS FOR A TREE REMOVAL PERMIT AND A VARIANCE FROM THE MINIMUM REQUIRED NUMBER OF BICYCLE PARKING SPACES FOR THE MINI STORAGE PORTION OF THE PROJECT. APPLICANT: BURL BRIM Stromberg asked that the language be changed where applicable (for example on page 3 of the Findings, "Unlike other uses that do not have a lot of associated bicycle trips..." should read "Unlike other uses that have a lot of associated bicycle trips..."). This action was approved. PLANNING ACTION 2006-00875 REQUEST FOR A CONDITIONAL USE PERMIT TO MODIFY AN EXISTING NON-CONFORMING PORCH AND GARAGE AND A VARIANCE TO THE FRONT-YARD SETBACK REQUIREMENT FOR THE PROPERTY LOCATED AT 520 FAIRVIEW STREET. THE REQUIRED FRONT YARD SETBACK IS 20 FEET,AND THE APPLICATION PROPOSES TO CONSTRUCT AN OPEN FRONT PORCH TO WITHIN 15.75 FEET OF THE FRONT PROPERTY LINE. APPLICANT: STEWART WARD This action was approved. TYPE 11 PLANNING ACTIONS PLANNING ACTION 2006.00878 REQUEST FOR A TREE REMOVAL PERMIT TO REMOVE A 30-INCH PONDEROSA PINE TREE FROM THE PROPERTY LOCATED AT 1505 SISKIYOU BOULEVARD. THE TREE PROPOSED FOR REMOVAL IS LOCATED PARTIALLY WITHIN THE WALKER AVENUE RIGHT-OF-WAY. APPLICANT: STEVE MEISTER Site Visits and Ex Parte Contacts—Dawkins and Stromberg had a site visit. STAFF REPORT Severson explained the applicant has provided two arborists' reports identifying the tree as a hazard. The tree has a significant bend 45 feet above ground representing a significant structural defect in the tree along with a wound below it that could allow decay, further destabilizing the tree. Staff has recommended approval of this action. The Tree Commission has reviewed it and concurs with a recommendation that the applicant plant three Ponderosa Pines to mitigate as an off-site mitigation. The trees could be planted somewhere on City or Parks property within six months of the removal. PUBLIC HEARING STEVE MEISTER,870 Cypress Point Loop,agreed the tree has to come down. He is willing to go along with whatever the Commission decides. COMMISSIONERS'DISCUSSION AND MOTION The Commissioners discussed the fairness of requiring the applicant to replace three trees due to the loss of one tree. Dawkins noted the Ponderosa Pine is part of Ashland's ecosystem and that once there had been a stand of Ponderosa Pines where the Ashland Shopping Center now sits. He favored mitigating with three trees. Dotterrer felt replacing with one tree would be more appropriate. StromberglDotterrer mis to mitigate with two trees off-site. Roll Call: The motion carried unanimously. StromberglDawkins mis to approve PA2006.00878. Roll Call: The motion carried unanimously. ADJOURNMENT— The meeting was adjourned at 1:55 p.m. Respectfully submitted by Susan Yates,Executive Secretary ASHLAND PLANNING COMMISSION 2 HEARINGS BOARD JUNE 13,2006 MINUTES CITY OF ASHLAND ASHLAND PLANNING COMMISSION REGULAR MEETING MINUTES JUNE 13,2006 CALL TO ORDER—Vice Chair Michael Dawkins called the meeting to order at 7:05 p.m. at the Civic Center, 1175 E.Main Street, Ashland,OR. Commissioners Present: Council Liaison: Michael Dawkins Kate Jackson(Council Liaison,does not attend Mike Morris Planning Commission meetings in order to Olena Black avoid conflict of interest.) Tom Dimitre John Stromberg Staff Present: Pam Marsh Bill Molnar,Interim Planning Director Dave Dotterrer Maria Harris, Senior Planner Mike Morris Sue Yates, Executive Secretary Absent Members: John Fields PRESENTATION-Dawkins presented a certificate and gift of appreciation to Russ Chapman for his years of service and dedication while serving on the Planning Commission. APPROVAL OF MINUTES AND FINDINGS-Marsh/Dotterrer m/s to approve the ri nutes of the Regular Planning Commission meeting of May 9, 2006. Voice Vote: Approved. Stromberg read Condition 22 from the Methodist Church Findings to the Commissioners to make sure everyone understood what it meant. Change"design"to"designed" Molnar thought the Commission meant the applicant could go six feet straight up or they could terrace it so there will still be six and one-half feet of vertical change from the top to the level of the play area. Add the word"not"to Condition 21 -"Insure there is `not' a way to move..." Dotterrer/Marsh m/s to approve the Findings for PA2006-00453. Voice Vote: Approved. PUBLIC FORUM ART BULLOCK,791 Glendower,explained the Dolan case. The U. S. Supreme Court articulated a rough proportionality test. "No precise mathematical calculation is required but the city must make some form of individualized determination that the required dedication is related both in nature and extent to the impact of the proposed development." For example, if traffic or water is a problem,the Commission must mitigate that particular problem and it can't be used as an excuse to get something else. There must be a finding of damage to the public interest. There must be a clear nexus from the damage to the remedy. The remedy must be roughly proportional to the damage found. Anything else violates property rights under the United States Constitution, Bill of Rights,Fifth Amendment. Bullock said we need to protect public interest and we need to do it without violating private property rights. Marsh thought in the future it should be made clear that the Public Forum is not to be used for people who are making an indirect but very clear comment on an item that is on the agenda as opposed to a public comment unrelated to the agenda. BRENT THOMPSON,582 Allison Street,said there will be a meeting on Wednesday, June 14 1h at 1:30 p.m.before the Jackson County Board of Commissioners(Auditorium)to discuss the remand for the Clear Springs Destination Resort. He feels this proposal would offer Ashland nothing except traffic and water problems. The development is 255 acres and 110 houses. Stromberg said he planned to attend and would leave from the Siskiyou Room at 12:50 p.m. if anyone would like a ride. Molnar spoke to the County today. LUBA remanded the plan back to the County. The Board of Commissioners is going to evaluate eight issues of remand. The County ordinance allows for a plan to be good for three years and after three years it can be revoked. Molnar is looking at submitting comments from the City. JOANIE KELLER HAND,652 Faith Avenue and TOM KATSANTONES,1052 Paradise Lane submitted written comments concerning a flag drive and partition. Katsantones would like to have the Commission look at the flag lot interpretation handed down by the City Attorney and consider the options they have proposed with regard to the front property line. Molnar suggested Katsantones contact the Planning Department if they wish to pursue the interpretation of what the front yard is on a flag lot. TYPE II PLANNING ACTION PLANNING ACTION 2006.00078 REQUEST FOR AN OUTLINE PLAN APPROVAL UNDER THE PERFORMANCE STANDARDS OPTIONS CHAPTER 18.88 TO SUBDIVIDE THE PROPERTY INTO 20 LOTS INCLUDING 17 LOTS FOR NEW SINGLE-FAMILY HOMES,TWO LOTS FOR OPEN SPACE PURPOSES,AND ONE LOT TO CONTAIN THE EXISTING STRUCTURES ON THE SITE,FOR THE PROPERTY LOCATED AT 247 OTIS ST. AN EXCEPTION TO STREET STANDARDS IS REQUESTED TO ALLOW A MEANDERING SIDEWALK ALONG THE OTIS STREET FRONTAGE TO PRESERVE EXISTING MATURE TREES. SEVEN TREES ON SITE ARE PROPOSED FOR REMOVAL,AND A TREE REMOVAL PERMIT IS REQUIRED TO REMOVE TWO OF THOSE TREES, SIZED 18 INCHES DIAMETER AT BREAST HEIGHT OR GREATER,ON THE PROPERTY. APPLICANT: SAGE DEVELOPMENT,LLC Site Visits and Ex Parte Contacts—Morris had a site visit and saw a former planning commissioner but they did not discuss this action. He spoke to his neighbor, Randall Hopkins and they talked about Bullock's street improvement memo. The other Commissioners had a site visit. STAFF REPORT Harris said the revised proposal will be discussed at this meeting. The applicant is requesting to subdivide the parent parcel into 20 lots(Outline Plan)and an Exception to the Street Standard for the sidewalk on both Otis and Randy Streets. The revisions are outlined in the Staff Report. The issues brought forward from the March 14, 2006 meeting were as follows: 1. Hot Spring—Is there concurrence with the Commission that the springs is a natural feature? Is it significant and should it be preserved in open space, common area or unbuildable area?. 2. Laurel Street Sidewalk Improvements—The Local Improvement District is planned for the 2007-2008 year. It is partially funded by the LID. The Engineering Department is submitting a grant to fund the project. The grant would cover 90 percent of the project and an LID would not be used. A copy of a memo from the Beth Lori, Assistant City Attorney, was distributed to the Commissioners. Her memo said the Subdivision ordinance does not require that the applicant to sign in favor of the Laurel Street LID or pay any upfront costs. This does not mean the Planning Commission cannot look at necessary Laurel Street improvements as part of this subdivision. 3. Randy Street Sidewalk Improvements—Staff has suggested that a portion of the sidewalk be brought down to the curbside to preserve the existing home. (Condition 8) 4. Driveway Access to Lots 13 and 14—The current configuration shows a shared driveway that comes in front of Lot 13 and goes to Lot 14. It eliminates the front yard to Lot 13. Staff has suggested a different configuration (Condition 10) Black wondered about extending the sidewalk to Drager Street. Stromberg said there is no mention of the hot spring in the packet. However,a whole packet has been handed out tonight. He has not had a chance to study it. Harris said Staff has not an opportunity to look at the information either. Mohrar said with regard to the wetland mitigation,the Commission can ask the applicant to retain the wetlands as is and work the development around them. There are no local standards to guide in mitigation. It is reviewed under the State fill and removal permit process. The State is first looking to mitigate on-site. Once approved,there is a monitoring requirement. PUBLIC HEARING DEVIAN AGUIRRE,570 Clover Lane,reviewed the proposal using a PowerPoint presentation. They felt it was important to design the project in such a way so the spring box and pool house are joined together in perpetuity. The existing house and pool along with its water source will remain and are not a part of the development in the sense there will be no active construction on that parcel but some landscape maintenance. They agreed to a sidewalk along Randy and Otis Streets. They have not asked for any water rights from the well. ASHLAND PLANNING COMMISSION 2 REGULAR MEETING MINUTES JUNE 13,2006 CHRIS HEARN,515 East Main Street,the applicant's legal counsel, apologized for the materials coming in late. He submitted a letter from a water law expert, Steven Shropshire,Jordan Schrader,Attorney at Law in Portland responding to the idea of a conservation easement. The well is probably a natural feature of the project as a whole: It is part of the subdivision. They have tried to identify the well as a natural feature. They presented the idea of preserving the site with a conservation easement for the well and preserve the water source in perpetuity. In the future,the well could be parlayed into something to benefit the City such as re-opening a bath house or making use of the geothermal resource. KERRY KENCAIRN,545 A Street,Suite 3,said the Southern Oregon Land Conservancy discussed the possibility of a conservation easement and the Executive Director is investigating the possibility of preserving the hot spring. What are the responsibilities and rights of the beneficiaries of the conservation easement, asked Marsh. To what would they be entitled? Marsh said the owners of Lot 18 hold the right to the water. How would we move from having the water rights of Lot 18 to having the water rights as an asset of the subdivision? Heam said there are no documented water rights,though the conservation easement holder or property owner could apply for those rights. Marsh said to get control of the resource would require agreement from the future owner. The Conservancy would be protecting the water rights that belong to someone else. Marsh asked if the applicants would consider a Condition as follows: "At the point when Lot 18 is suggested to be redeveloped that control of the water rights be offered to the subdivision." The applicants responded that they are interested in protecting the resource in its current form. Black expressed a concern that the applicants do not have water rights to the well. Are they authorized to use the water? Aguirre said the Water Master has said it is not a problem to obtain a water right for the well source. She said there are two ditch swales(surface flow) flowing to the large wetland area but the large wetland area is fed by its own springs. The water rights are intact. No one really knows the source of some of the water on the property. KenCairn said to mitigate a wetland, one does not need to have a water right. It is transferring a wetland in place for a wetland in another place. The wetland exists on its own. Morns wondered if it would still be possible to use the geothermal if the hot spring has a conservation easement. Aguirre said they reserve the rights for the subdivision to use the geothermal. The well is between 750 and 1000 feet deep. It is yet to be determined if they can get enough heat to provide geothermal heat. It has been a documented well as far back as they can find. They have no proof it is a spring. It's always been called a hot well. Hearn said the well has been identified as a significant feature of the site. Therefore,it needs to be rendered unbuildable. Marsh asked if the applicant had an objection to Staff's recommendation for the driveway for Lot 14. Aguirre said she does not want to see the old piping disturbed. They don't want to risk damaging the resource. They will work with Staff to configure a driveway access. KenCaim said they agree to do curbside sidewalk on Randy. ANYA NEHER,524 Drager Street,said she was dismayed to learn there might be a development on the property. She believes the whole field is a significant natural resource. She urged the Commission to take more time to make their decision. STEVE ARMITAGE,205 Randy Street,said he has lived in his house across from the proposed development for 30 years and though he is neither for nor against the development but believes it meets all the applicable criteria. He feels the Commissioners have everything they need to make their decision. He would oppose returning the large structure to its original structure or to re-zone the property. DR.MARGARET STAHLER,1875 Hwy.99 North,#2,formerly lived at 537 Drager Street,said she objects to the density of the project. The ten houses across the street from where she used to live will have virtually no yard.Two of the proposed lots would fit into one lot across the street. The hydrology on the land is unique. It is mineral water and unlike other wetlands in the City. The wetlands on the north will not be used by the public. Wetlands are defined by soils, hydrology and plants,not by rainfall. Stabler is concerned with traffic. She noted that none of the tribes consulted about the land were local or Rogue Valley based. DAVID CHASMAR,468 N. Laurel Street,said he opposes the project as it stands. He believes just to have a geothermal vent in his own neighborhood is significant enough to deserve special status. Why did someone choose to hand dig a well unless they thought it was obvious the water source was as spring? They can't ignore the historic use of the site. He read from the Comprehensive Plan, Section 129, Historic Preservation—"Many...sites...are of historic interest... These resources represent a unique part of Ashland. The...protection and preservation of these resources is critical in maintaining Ashland's cultural integrity and attractiveness." He continued with Wetlands, Section 415—"Wetlands are among our most valuable natural ASHLAND PLANNING COMMISSION - 3 REGULAR MEETING MINUTES JUNE 13,2006 resources, yet are often...endangered. Wetlands have numerous valuable functions which justify their preservation economically,socially,and environmentally." This is not a good place to build houses that are shoe-homed into a site. LIJA APPLEBURY,704 Willow Street,read from a Water Resources Department guide stating all water is publicly owned with some exceptions. Land owners with water flowing past,through or under their property do not automatically have a right to use that water without a permit from the Department. CINDI DION,897 Hillview Drive, said now that there are further designations of wetlands,she is very concerned about the mitigation process of this significant natural feature. The building envelopes need to be moved off the wetlands. We don't need to dig up the wetlands and move them. The Commission needs to address the drainage of the sulfur springs—the drainage ditch runs over the curb into Randy Street. Even installing a curbside sidewalk along Randy will require filling a portion of the wetlands. Will there be mitigation? If so, she is opposed. How will the street trees grow in the wetland area? She believes the public should be aware of all the materials presented prior to the time of the public hearing. BRENT THOMPSON,502 Allison Street and LANCE BISACCIA,302 Cambridge,gave their time to Art Bullock. ART BULLOCK,791 Glendower,said there are significant documents that are not in the public record. He has not seen them nor had access to them. He objects based on the right to review and rebut. The conservation easement came up yesterday and this is all hypothetical. There is nothing in the documents about water rights. He requested that be remedied. He gave the Commissioners a handout that is an update to the document dated June 8,2006(Some Proposed Findings And Conclusions For Helman Springs Development)and went over each item with the Commission. The Commission needs to distinguish hot spring and cold spring. He does not agree it is an artesian well. The spring is a natural feature as is the water because of the high mineral content and because it is almost devoid of human contact. Bullock showed slides of the area between Lot 18 and the street. With regard to traffic affects, he said the code requires that all major means of access be improved. It doesn't require the developer to pay for it. It is important the developer pay their fair share under the rough proportionality principle. . Staff Response Molnar said the applicants have identified an additional wetland on the property next to the metal bath house building but have not discussed their plans for it. He said one option would be to include it in the conservation easement area. Marsh said the code defines unbuildable area as all areas outside building envelopes and within an open space. Open space is defined as a common area used for common use of the members of the homeowners' association. There can't be an unbuildable area unless it is within the common open space,correct? Molnar said he could not recall a time when Staff has encountered a natural feature(spring)that tends to move over time. In the past,open space that is under control of the homeowners' association has generally interacted passively or actively(a wooded area, a wetland, a grassed open space for play). He is not sure what the interaction of the homeowners' association would be with a well. Harris said in past actions,the natural resources were above ground and didn't move. This is largely an underground resource and appears in past years it might have been above ground or moved around. Molnar said, in other words,that it would have to be an open space that is a common area that is usually under the control of the homeowners' association. Based on public testimony, Black understands all water is publicly owned,the applicant needs a pemti[and the water feature (hot well)is a public amenity, not private. They don't have water rights and that seems like a significant change to the whole application because they want to mitigate something for which they don't have rights. Molnar said the water is public in that water is considered water of the State. Molnar said just today he came across a City of Ashland Geothermal Study from 1983. It talks about the Helman Baths site and springs(near the area identified)close to the surface level, but they don't talk about it spreading over the surface. The applicants have agreed this is a natural feature. In response to public testimony,Harris said the yard dimensions shown on the building envelopes on the site plans are the standard setbacks for this zoning district. The density of the parcel is 19.53 units and using the Conservation Density brings it up to 22 units. They are proposing 18. Rebuttal—Aguirre explained that yesterday they asked for a legal determination from the City regarding the existing feature. Molnar said the Legal Department has not yet put anything in writing. ASHLAND PLANNING COMMISSION 4 REGULAR MEETING MINUTES JUNE 13,2006 SCOTT ENGLISH, Northwest Biological,324 Terrace Street,noted the State will not accept mitigation if it doesn't meet their requirements. The source of the irrigation water comes from the Heiman Ditch and mineral springs on the property. ROBERT COFFIN,Senior Hydrologist,Cascade Earth Sciences,225 S.Holly Street,Medford,said the information provided to the Commission tonight is a preliminary assessment based on a site visit and review of a nearby well log. He concluded,based on this information,it is unlikely the real estate development at the surface will have a significant impact on the cool or hot springs. However,there is some potential for the springs to impact the development. The springs are there and they will continue be there. The springs may be a potential resource. With regard to the water quality,he doesn't have data, but just because a spring is hot,doesn't mean it has a particular mineral content. CHRIS HEARN said the applicants have proposed protecting the resource and still meet the family's legacy concern with a conservation easement. There would be no development on the source, there could be a potential for future use or development of the well itself for a bath house or geothermal,but that would be monitored by someone like the Southern Oregon Land Conservancy and the homeowners' association. Hearn explained that the applicant's concern is what the homeowners' association would do if it was a public resource. Stromberg wondered about having the wellhead on common open space, making the beneficiaries of the conservation easement the existing owners of Lot 18. The homeowners' association could do anything they want with it as long as it didn't infringe on the rights of the property owner. Hearn said there are liability concerns. Hearn said it would be acceptable to the applicant if the well was in a common area and just the owner had the easement right to use the water. Molnar asked what the applicants plan to do with the wetland on Lot 18. English said if the sidewalk is installed,and they want it done immediately, the wetland will have to be mitigated. If the sidewalk is not installed immediately,the wetland still exists. Part of it is on the City right-of-way. When there is a mitigated wetland it is protected by a deed restriction. That is the protective mechanism. The hot well would be considered Waters of the State. If there is no impact,there is no permit (mitigation)required. The water flows into the pool,it is not pumped. It overflows the pool into the storm drain and into Bear Creek. Coffin said you can take the heat from the water without even touching the water resource. Black/Dotterrer m/s to extend the meeting beyond 10.30 p.m. Voice Vote: Approved. COMMISSIONERS'DISCUSSION AND MOTION StromberglDotterrer mils to approve this application with the added Condition that the applicants incorporate the wellhead in an open space area with access to all members of the homeowners'association and that the homeowners'association give a conservation easement to the owners of Parcel 18 that allows them to have the existing uses that they currently enjoy. Stromberg thought the conservation would be considered in perpetuity. Morris asked if this is under ownership of the homeowners' association, who pays to maintain it and who is liable. It seems complicated to split the ownership yet the usage of it goes someplace else. If they find the source for geothermal, it seems more complicated,ambiguous and undefined. Molnar suggested the Commission look at the points provided in the letter from Shropshire. Stromberg thought Staff could work out the details. Molnar said not only would the Commission want the current property owner to have use of the well but also maintain the water resource. If the owners decided they didn't want to use it anymore,the homeowners' association could just cap it off. Stromberg said the goal is that the well is going to be permanently in some way beneficial to the entire homeowners' association while ensuring the existing rights of the owners of Parcel 18. Molnar said when they met with the applicants,they did not feel it was a good idea to write a conservation easement at the Commission level but try to find out what the Commission would want to be included in an easement and the City Attorney would write the final easement and it would be part of Final Plan. Final Plan is heard as a Type 1. Dawkins said when the easement is written,he would like to see the source go into common ownership,protecting and continuing the historic use. Molnar said a Condition could be added that before signature of a final survey plat, that the water rights are obtained. ASHLAND PLANNING COMMISSION 5 REGULAR MEETING MINUTES JUNE 13,2006 Marsh,with regard to the conservation easement, asked if this well or spring is a natural or existing feature. It has to be included in the Performance Standards. What is the natural or existing feature'? She does not feel it is connected to the bath house. She is comfortable defining the natural feature as that area around the spring box as the source of the resource. The feature is not the spring box but the resource that comes out of the spring box. The advantages of controlling that resource are geothermal energy and the actual water. If we give the water rights in perpetuity to Lot 18,the significant resource that is available at the spring box, there is no guarantee they will ever be available to the other 17 lots, yet those people are going to be responsible for a tiny plot of land with a box in the middle of it. Someone will have to mow it and trim around the well. What is the advantage to those living there unless they have,on the long term, some opportunity to actually acquire access to the resource? She suggested pairing the conservation easement with some sort of suggestion that at the time that Lot 18 is developed, that members of the actual development will have the opportunity to gain access to the resources that come from the spring box. . Stromberg said there may be some rights that the whole homeowners' association could use right away such as the geothermal. The homeowners would have to figure that out and prove that it did not take away the water used by the current owners of Lot 18. Marsh would like to ask the applicants to work out the language for a conservation easement with language that shows how members of the development can have potentially some opportunity to control the resource. Morris suggested adding to Condition 32 that if anything changes regarding the well,the homeowners have some input. The water shouldn't be the issue. The ordinance says open space cannot be modified except for recreation purposes. If the well area is designated as open space, is it legal to modify the well to put in a heat extraction system? Stromberg suggested that all the rights belong to the homeowners association except for the specific things that are currently enjoyed by the existing owners. Then the homeowners' association can figure out what to do with it as long as it doesn't impinge on the specific right that has been granted. Harris understood Stromberg to say that Condition 33 would state: That the applicant shall incorporate the wellhead in an open space area accessible to which all homeowners' association members have access and the homeowners' association give the conservation easement to the owners of Parcel 18 that allow current uses to continue in perpetuity. And that the wellhead not be in open space but when Lot 18 is developed the homeowners' association shall have use of the water resources from the spring at the wellhead. Marsh said without the possibility of water rights, she does not support making the homeowners responsible for a parcel of land that has nothing but a wellhead on it. If Stromberg agrees and we incorporate a long-term option of getting the water rights so having the responsibility for the well means something, she could agree. Stromberg is thinking there is a lot more water going through the system than is needed for the pool. For some reason,the current owners cool the water. The water rights could go to the homeowners' association and wejust extract from that the specific things the current owners are enjoying and want to continue enjoying in perpetuity. Harris is getting confused with"incorporate the wellhead in an open space area accessible to which all homeowners have access"as it is not the same as having water rights. She said everyone seems to be going in the direction that the homeowners' association should have water rights and Lot 18 should maintain what they have. Is there agreement on whether the wellhead should be physically located on a separate open space parcel? Stromberg affirmed. Marsh said the applicants have been very clear that they want to maintain all the water rights. Dimitre believes there is a lack of information. The Commission is not sure what the property owner will accept as a condition. He would like Staff to look at this and give the public a right to comment. He has concerns about the wetland mitigation. Wetlands are disappearing across the U.S. at a rapid rate. Black/Stromberg m/s to continue the meeting past 11:00 p.m. Voice Vote: Approved. Black said she is reluctant to accept the site plan and lot layout. There might be a better way to lay out the lots considering where the wetlands are located. ASHLAND PLANNING COMMISSION REGULAR MEETING MINUTES JUNE 13,2006 PP Marsh suggested Staff and the applicants re-work the conservation easement. Stromberg withdrew his motion. Marsh suggested a continuance. She likes the site plan, lot layout,alleys, minimization of the curb cuts and the pathways. DotterrerlMarsh We to continue this action in two weeks at the study session(June 27th)and have Staff and the applicant come back with a detailed description of what the conservation easement would entail or equivalent condition that would describe what the conservation easement would be. Dawkins re-opened the public hearing. He announced PA2006-00078 will be continued in two weeks on June 27,2006 at 7:00 p.m. at the Council Chambers, limiting the discussion to clarification of the conservation easement. Dawkins closed the public hearing. Roll Call: The vote was unanimous. ADJOURNMENT—The meeting was adjourned at 11:20 p.m. Respectfully submitted by Sue Yates, Executive Secretary ASHLAND PLANNING COMMISSION REGULAR MEETING MINUTES JUNE 13,2006 C I T Y OF ASHLAND ASHLAND PLANNING COMMISSION ASHLAND HOUSING COMMISSION JOINT STUDY SESSION JUNE 27,2006 CALL TO ORDER—Chair John Fields called the meeting to order at 9:00 p.m. at the Ashland Civic Center, 1175 East Main Street,Ashland,OR 95720. Planning Commissioners Present: Housing Commissioners Present: John Fields,Chair Faye Weisler, Chair Michael Dawkins Alice Hardesty Olena Black Bill Street Tom Dimitre Jennifer Henderson John Stromberg Liz Peck Pam Marsh Aaron Benjamin Dave Dotterrer Don Mackin, absent Mike Morris Carol Voisin, absent Kate Jackson,Council Liaison, absent Cate Hartzell,Council Liaison,present Staff Present: Bill Molnar,Interim Planning Director Brandon Goldman,Housing Specialist Sue Yates,Executive Secretary CONDOMINIUM CONVERSIONS Molnar said one of the Council's tentative goals this year was to have a net increase of 200 affordable units by the year 2010. He explained that the City's Housing Action Plan and Housing Needs Analysis concluded that Ashland needs more affordable rental housing,with a need to designate more land for apartments and consider restricting uses in certain zones to apartment. An issue has come up concerning the impact on the rental market through condominium conversions;that is,apartments or rentals converted to"for purchase"condominiums. Do we want to work toward a draft ordinance with a recommendation to the Council? We are required under Goal 10 to have rentals because we have to provide the housing needs based on different income levels. Ashland has seen a drastic change where the market isn't meeting the needs of the whole community. Goldman reviewed the information in the Commissioners'packets. The condominium conversion is surpassing the number of apartment units being constructed. He offered examples and statistics. He said the Council budgeted money to hire a consultant to do a rental needs analysis with some kind of yearly maintenance. It is structured to assess how much land is needed to accommodate different housing types that would typically apply to different income levels. The study should answer most of the questions asked tonight. Marsh encouraged the Housing Commission to draft an ordinance using language that actually asks for what we want. She read language from an ordinance from Palo Alto that we could use as a guide. Hardesty pointed out that a rental needs analysis will take awhile to complete. The Commissioners concluded that the Housing Land Use Committee and Staff will continue their work and write a draft ordinance addressing condominium conversions and bring it back to the Housing Commission and Planning Commission before sending it to the Council for their review and approval. Dawkins and Dotterrer expressed an interest in working with the Housing Land Use Committee. Molnar thought Staff could come up with some language pretty quickly. Next Step—Fields announced that anyone interested in working on this issue should meet outside this meeting and work out a date to meet. He suggested meeting in the mid-July. ADJOURNMENT—The meeting was adjourned at 9:15 p.m. Respectfully submitted by Susan Yates.Executive Secretary CITY OF ASHLAND ASHLAND PLANNING COMMISSION REGULAR MEETING(CONTINUED FROM JUNE 13,2006) MINUTES JUNE 27,2006 CALL TO ORDER-Chair John Fields called the meeting to order at 7:05 p.m. at the Ashland Civic Center, 1175 E. Main Street, Ashland, OR 97520. Commissioners Present: Council Liaison: John Fields,Chair Kate Jackson,Council Liaison(does not attend Michael Dawkins Planning Commission meetings in order to Olena Black avoid a conflict of interest) Tom Dimitre John Snomberg Staff Present: Pam Marsh Bill Molnar,Interim Planning Director Dave Dotterrer Maria Harris,Senior Planner Mike Morris Sue Yates,Executive Secretary Absent Members: None APPROVAL OF.FINDINGS—This item moved to the end of the agenda. TYPE II PUBLIC HEARING PLANNING ACTION 2006.00078 REQUEST FOR AN OUTLINE PLAN APPROVAL UNDER THE PERFORMANCE STANDARDS OPTIONS CHAPTER 18.88 TO SUBDIVIDE THE PROPERTY INTO 20 LOTS INCLUDING 17 LOTS FOR NEW SINGLE-FAMILY HOMES,TWO LOTS FOR OPEN SPACE PURPOSES,AND ONE LOT TO CONTAIN THE EXISTING STRUCTURES ON THE SITE,FOR THE PROPERTY LOCATED AT 247 OTIS ST. AN EXCEPTION TO STREET STANDARDS IS REQUESTED TO ALLOW A MEANDERING SIDEWALK ALONG THE OTIS STREET FRONTAGE TO PRESERVE EXISTING MATURE TREES. OWNERIAPPLICANT:SAGE DEVELOPMENT,LLC Site Visits and Ex Parte Contacts—Fields had a site visit and has read the minutes and viewed the video from the last meeting. Olena Black had a conversation with the Water Master who defined a spring as when water voluntarily comes to the surface. If it is pumped from underground, it is a well.A well log was required for well maintenance deepening or well drilling beginning in 1955, and was to be filed with the Water Master. The well log was done by the certified well driller. A ground water right is a requirement, with exceptions. A well for personal use is allowed to pump 1500 gallons per day without having to get a ground water right. There has to be some metering on the water resource well to determine the gallons per day. STAFF REPORT There have been two public hearings: March 14,2006 and June 13,2006. This action was continued from the June 13" meeting. The applicant has submitted a Condition 33 addressing all the issues the Planning Commission raised. Staff has reviewed and revised the Condition and believes the Planning Commission can approve it as revised if they wish to do so. The last sentence of revised Condition 33 refers to a maintenance agreement because the well becomes the responsibility of the homeowner's association. It is hard to project how much the costs will be for insurance or maintenance. Harris continued that under the modification, there would be a water feature fed by the natural spring on a common open space owned by the subdivision. She assumed if the water feature is not on Lot 18 and not owned by the homeowners' association and the land under it, it would be the maintenance responsibility of Lot 18. She said the conservation easement would say the water resource is protected in perpetuity and the well can't be destroyed or damaged. PUBLIC HEARING CHRIS HEARN,515 E.Main Street,said the water feature meets the criteria as an existing natural feature. The applicant does not have a problem with Condition 33. If the owner wants to cover it up,he knows of nothing that would prohibit them from doing so,but the owner wants to preserve it. This is Outline Plan,not Final Plan. They want what is in the best interest of the community. They want a wellspring on the common area to allow the competing interests of the generational owner to continue—the owner to have her swimming pool filled up as it has been for generations,as long as she is guaranteed that amount of water—and, for the homeowners' . association to enjoy the water resource to the greatest legal extent possible. DEVIAN AGUIRRE,970 Clover Lane,believes the maintenance Condition is appropriate and can be executable in this language. Aguirre said they would be metering the pool and exploring the geothermal,along with researching many other unanswered questions. Marsh wondered if the applicant would be willing to add something about giving the homeowners' association the first right of access to the full water resource, if and when Lot 18 is developed. Aguirre is willing to look at it. Stromberg asked how large the open space will be around the wellhead. Aguirre said the size is noted in their second submittal. There will be a landscape easement with some green space so it will feel like a congruent area It was noted the applicants will be bringing back more detailed information at Final Plan. LIJA APPLESURY,704 Willow, said she is more confused tonight than at the last meeting. KINDLER STOUT and A GENTLEMAN yielded their time to ART BULLOCK,791 Glendower. He passed around a handout and renewed his objection to the hearing. He noted six procedural errors as outlined in his submittal of June 22"d contained in the record. Tonight's handout lists new allegations of error beyond the first six. Assignment of Error 7: The Commissioners are looking at a negotiated condition of approval. No findings have been submitted concerning the water source. There is a conclusion without findings or logic(referred to Dolan v. Tigard). The burden of proof is on the applicant. Assignment of Error 8: He asked the Commission to make a finding that the water feature is existing and natural,but is also significant and therefore falls under 18.80.030.c. Assignment of Error 9: What does the word"enhance" mean? The significant natural feature needs to be protected. Assignment of Error 10: Under Outline Plan, we at least need to see lot lines.They in essence have a Lot 21 as a Condition but a plan without a Lot 21. Bullock referred to a separate document(part of tonight's handout)that is related to the traffic issue. CYNDI DION,697 Hillview Drive, said she is confused about whether the well is proposed to now again be part of homeowners' association owned property or is it still retained as part of Lot 18. Harris explained the applicant proposes putting the well on a parcel owned by the homeowners' association. There is no map or delineation. Dion favors a conservation easement on the well feature,but would also like to see the conservation easement continue over the poolside. It is not fully understood what is going on with the pool. With regard to Condition 15 in the Staff Report Addendum II,Dion said there is runoff from the pool that should be considered as part of this application. The runoff is currently being culverted into a 24 inch storm drain that eventually dumps hot water into Bear Creek. DEQ will be talking to the Public Works Department concerning their sewage treatment affluent being too hot for Bear Creek. There are many unanswered questions and more information is needed before establishing a conservation easement. DON RIST,260 Joy Drive,Talent,OR,said(in response to Dion's e-mail to the City dated June 14,2006)the pool bottom is concrete,not sandy. He submitted a letter for the record from the property owner confirming same. Rebuttal-Hearn asked the Commissioners to keep in mind this is Outline Plan. It would be expensive to come in with final specifications for Final Plan at Outline Plan. The well wouldn't meet any Dolan standards because the nexus is not there. Aguirre said they have struggled with the issues that are interpretations of the code. The natural resource should be protected through appropriate steps. FIELDS CLOSED THE PUBLIC HEARING. He said Bullock asked that the record remain open for an additional seven days. The public has seven days in which to respond and the applicant then has seven days beyond that to respond to new evidence. The public hearing is closed but the public record will remain open. Molnar said he discussed leaving the record open for seven days with the City Attorney, Mike Franell. He felt it would be best to honor Bullock's request(as indicated on the Citizen Speaker Request Form). The record will remain open for seven days for anyone to submit information based on the new evidence(Condition discussed tonight). The applicant will be allowed at least ASHLAND PLANNING COMMISSION 2 REGULAR MEETING(cont'd.from&13.06) MINUTES JUNE 27,2006 seven days to make arguments but cannot submit any new evidence. A new notice will be mailed stating the meeting will be on the July 11,2006 agenda and the Commission will be deliberating toward a decision. The July meeting can begin with deliberations. The applicants granted a 180 day extension(October 18,2006). Fields announced the Planning Commission will conclude their deliberations at 7:00 p.m. on July 11,2006 at the Council Chambers. The record is only open for seven days in response to any new information. APPROVAL OF FINDINGS PA2006-00284,631 Clay Street,Kula Ohana. Harris said there should be adjustments to Condition 9 because they might not build a bridge. The first sentence to read,"That any new creek crossing..."and the third sentence"That any new creek crossing..." And,the following sentence: "The appropriate crossing shall be located on the subject site `or a conveyance granted'..." This will give some Flexibility. Voice Vote: The Findings were approved as adjusted. PA2006-00278,31 North Mountain Avenue,Archerd&Dresner LLC. Voice Vote: The Findings were approved. PA2006-00454, 825-857 North Main Street, Jerry Toney and Urban Development Services, LLC. Voice Vote: The Findings were approved. OTHER Dottemer/Dawkins m/s to create a committee to review the Land Use Ordinance. Those appointed to the committee were: John Fields, Mike Morris, Kate Jackson and John Stromberg. Voice Vote: The committee and appointments were approved. ADJOURNMENT—The meeting was adjourned at 8:55 p.m. to the Joint Study Session with the Housing Commission. Respectfully submitted by Sue Yates,Executive Secretary ASHLAND PLANNING COMMISSION 3 REGULAR MEETING(cont'd.from 6-1306) MINUTES JUNE 27,2006 i ovoevvivievioviveievimviv.QVmivzvoisieieivivimeieivmmimem9viviemimvimmeivimeivivivivosivivimmmmeivivivivimmeivivimv�mvivivieieivieimemivmmv.viva 0 Ashland Traffic Safety Commission g Minutes April 2_7°_2_006 e 64, v,,�,v, ,vo<.e, eeeeeeoevge,���D Members Present: Keith Massie, Patti Busse, Doris Mannion, Colin Swales, Noal Preslar, Alan Bender, Staff Present: Jim Olson, Dawn Lamb, Tom Cook, Terry Doyle Members Absent: Pam Hammond, Jack Hardesty I. CALL TO ORDER— II. APPROVAL OF MINUTES: March 23rd, 2006 Minutes approved with corrections. III. ITEMS FOR DISCUSSION: A. PUBLIC FORUM ITEMS: B. REVIEW OF TRAFFIC REQUESTS / PROJECTS PENDING/ACTION REQUIRED 1. Election of Commission Vice Chair At present, Terry Doyle is the acting Vice Chair and it is now time for the Vice Chair to move to the position of Chair for the next year. A new Vice Chair needs to be elected. The Vice Chair will serve under the Chair for one year and then assume the duties of Chair the following year. Decision: Busse nominated Massie as the next Vice Chair. Doyle seconded the nomination and vote passed unanimously. 2. Church Street Update At last month's meeting, the Church Street neighborhood presented a list of actions they hoped to implement to help slow traffic on the street. Following is a response to the requested actions: 1. CROSSWALKS The neighborhood group has requested that crosswalks be installed on Church Street at High Street, Almond/Baum Streets and at Scenic Drive. It was further requested that the "faux brick"style of marking be utilized. As was discussed at the March TSC meeting, marking of crosswalks is an action which can have detrimental results if not installed properly. By law, every intersection constitutes a crosswalk whether it is marked or not; however, numerous studies have shown that to mark a crosswalk where one is not warranted can actually increase the likelihood of a pedestrian injury. Marking crosswalks unnecessarily or in locations where there are few pedestrians may lead motorists to disrespect the marking. A driver who passes over crosswalks marked at every intersection or a location that rarely has pedestrians may be conditioned to not expect pedestrians and thus tends to disregard the markings. This condition becomes inherently unsafe when the pedestrian knows that he has the right of way and automatically expects all motorists to acknowledge that right. When this condition is added to the fact the grade of upper Church Street is very steep and stopping distances are much greater, the crosswalk becomes even less safe. Most experts agree that on a busy street, marking a crosswalk alone is rarely an effective safety measure and in some cases may actually increase the pedestrian's crash risk. Other measures such as curb extensions or illumination should be considered before a crosswalk is marked. PROPOSED CITY ACTIONS' A. The intersection of High Street meets the warrants and conditions for a marked crosswalk in that there are sidewalks in place and a high pedestrian volume. The City can install continental style (ladder style) crosswalk markings at all four crossings at that intersection as soon as weather permits. The use of the"faux brick" markings would necessarily be installed by contract which would require a much longer time to arrange. The ladder style walk uses more of the retro- reflective material, is much brighter and more visible in both day and night conditions. C:\D000ME-1\shipletd\LOCALS-1\Temp\Apr 23 06 TSC.doc Page 1 of 7 B. The existence of sidewalks on a street helps to create a friendlier neighborhood feel and can be an important element in the traffic calming toolbox. The City is prepared to add the installation of sidewalks on one side of Church Street to our five year capital improvement plan. 2. SIGNAGE The neighborhood would like to install signs along the street in an effort to slow traffic. PROPOSED CITY ACTIONS Signs can be installed without permit under Section 18.96.030 "Exempted Signs" so long as the conditions outlined in subsection G, which state that the signs must not exceed two square feet in area with not more than two signs installed on any one parcel, are followed. The City can provide the wood stakes to mount the signs. 3. BLOCK PARTIES The neighborhood suggested that block parties be held on the street to help foster a feeling of unity and friendliness. PROPOSED CITY ACTIONS The City encourages the use of block parties and has developed a block party planning kit to help organize these events. 4. MAILING It was suggested that a mailing be sent to neighborhoods above Church Street regarding the need to drive slowly and safely on Church Street. PROPOSED CITY ACTIONS The City can assist in the preparation of an informational letter and will provide a one-time mailing of the letter to targeted neighborhoods above Church Street. 5. SPEED STUDIES The City will conduct before and after speed studies on Church Street. 6. OTHER ACTIONS Five additional supplemental actions were listed, many of which have potential and warrant further discussion. The use of LED embedded crosswalk lights, while a good idea, is very expensive ($30,000 to $50,000) and is not one in which the City could provide budget for. Publicity for neighborhood speeding concerns is an issue that we continually try to keep active. It is a difficult talk to reach all residents and in the past, we have used newspaper articles, the City website, utility billing inserts and City Source articles. Any assistance and suggestions from the neighborhood in getting the message to the public would be greatly appreciated. A police presence on the street whether in the form of a patrol car or radar reader board is always very effective and should be used whenever possible. Discussion: The crosswalk at High Street could be marked as soon as the paint crews are operating. The City doesn't have the ability to create the faux brick pattern and that will need to be done by a contractor. The ladder style could be done now if the neighborhood agrees to that style. Olson personally feels that the continental style crosswalk would be the most visible and reflective at night time. The brick style is darker with less reflectivity and may not be as safe. C:\DOCUME-l\shipletd\LOCALS-I\Temp\Apr23 06 TSC.doe Page 2 of 7 �ivi,vivimmmv�omvmivi i�isi ooe¢viviswvivi000vvmvwmmvimvmivvcrmmiovvimvoov.nvowivwimvvivvwivivovwiviessvivivimemivivivivivisia In answer to most of the requests: Signage is acceptable as long as the signs remain under 2 square feet in size and are placed on private property. The Block Party Packet from the City was included in the packet and sent to Nancy Seward for her review. Mailings to the residents in and around the area could be done, the City can help coordinate. Speed studies will be done before and after the implementation of the different calming measures. Embedded lights are very expensive. There is further coordination with installation and with power sources. City doesn't have the budget right now. Use of the Radar Reader Board can be coordinated through the police department. Bender sees the neighborhood as a test area and felt there would be more money to apply to the measures to see if they were beneficial to apply to other streets. Olson does have sidewalks planned for the rest of Church up to Scenic as a Capital Improvement Plan inclusion. Doyle also hoped to give the Church Street neighbors more leeway. The residents have come forward and put a lot of energy into researching and discussing what can be done. If we try something and it is ineffective then we have learned not to use that item again. He feels we need to make due effort to help this neighborhood after all their efforts. This neighborhood should be our test case for effective items. Lets keep exploring outside the standard toolbox for traffic calming. Massie agrees to make this an experiment. There are a lot of steep streets in the City experiencing similar problems. He would like to make sure we try many different almost everything that is here to see the outcome. Staff needs to keep track of the speed studies as each component is added and we can establish a step process to reach an effective baseline. This could be as telling as when we installed speed signs only to find that people were speeding more after they were installed. He has no strong feeling about the addition of the faux brick crosswalks. Busse commented that the faux brick is seen in more places but she doesn't feel they are as effective as the continental crosswalks. The faux brick in Central Point and in Talent is on a very flat surface not on an incline. If there is some cost savings and time savings, let the neighbors chose which they would prefer. Massie asked if the Church Street is a historic neighborhood. It is considered a historical neighborhood. Massie felt that if things were implemented, they should continue to support the feel of the neighborhood. There is a character to the area that needs to be considered. Massie liked the raised crosswalks used on Oak Street and felt they would fit in more with the character of the neighborhood. Olson commented that the raised crosswalks were $6,000 each at that time and that public construction costs have tripled since. This would be a costly installation for the neighborhood. Doyle asked if there was parking near the corners of Almond and Baum and, if so, could it be restricted to give more visibility to the intersections. Olson said there are no curbs at either intersection to mark as no parking. Nancy Seward 115 Church Street, appreciates the responsiveness and support of the Commission. She commented that the addition of the faux brick pattern came about because there was a scheduled installation of the pattern on Mountain Avenue by the developer. She feels personally that the continental style would be a stronger statement. There are a lot of people who would like to see something done soon. She asked if Almond and Baum would ever be improved; Olson said that the streets are too narrow to have curb and gutter or even sidewalk. There would only be a ribbon of pavement if it was ever done because it is considered an alley. There is no connectivity for crosswalks at Almond and Baum Streets to paint crosswalks too. Seward has been coordinating the wording for the signs and organizing a block party. Mailings to the neighborhood and the upper neighborhoods seem to be a little aggressive, it would be better to include wording in the utility billing stuffier. Seward will return to the residents with the crosswalk considerations and create some wording for the utility billing stuffier and the signs. John Williams, Church Street, had been investigating LED lights for crosswalks, a new technology. The imbedded lights do take more work and costs. He received quotes on some of the LED lights for C:\DOCUME—l\shipletdNLOCALS-1\Temp\Apr23 06 TSC.doc Page 3 of 7 oommvivveommvmmiv000ioioioioeiotiovcivioioivivivioioieivivivioieioivivioicvimvmmmiovmwmioieioivieimevivioiviviviemivimmeeivivivmoivioioivioivivivicvei�a Olson. The new LED lights affix to the asphalt and are solar powered. They are on for 10 minutes then automatically turn off. They can also be motion activated or pedestrian actuated. Busse was concerned that the lights would be damaged by snow plows or large trucks. Williams feels they would be as strong as the reflectors, but does see how they could become broken easily. They are not as invasive as the imbedded lights. Olson was intrigued with the LED lights. He did caution that the neighborhood needs to consider where they get the most effect for their dollars. Williams was also looking into solar crosswalk lights that are mounted pedestals which light up when activated to shine across the crosswalk. They are mounted into concrete in the ground. Williams will get a quote from the company to forward to Olson. Swales commented that these are common in Europe. They are very effective because they light up the pedestrian as they are crossing. Massie mentioned that lights may be eligible under the ACTS Minigrant. The Commission could consider these for the next application. Williams felt that the lights would be a great contribution for their cost. Mellisa Hoagie, 271 High Street, thanked the Commission for their support. She is aware of the large number of pedestrians in the area that are accessing the downtown area and Briscoe School and would like to see a safer neighborhood. The continental style crosswalks seem much more visible and preferable. Grants and neighborhood participation need to be researched to offset the costs of the traffic calming items. She suggested installing the pedestrian poles at Almond and Baum in lieu of a crosswalk. Busse mentioned seeing a cut out of a little green crossing guard holding a red pole that was at one of the Medford schools that was highly visible and portable. Seward remembered seeing something similar and was willing to contact the Medford schools for more information. Olson is willing to have staff include the project in the City Source, have the crosswalk installed at High and Church Streets and to do the mailings for the neighborhood. Seward wants to make the article about the area reference that it is a test area with a positive overtone. Decision: Doyle moved to direct staff to install all four crosswalk legs at Church and High Streets in the continental style of painting. Seconded by Mannion and passed unanimously. 3. Garfield Street Parking The parking demand near the north campus of SOU has long been a problem as student parking competes with property owner parking on City streets. Bridge Street, Avery Street, Garfield Street and California Street all experience overflow student parking demands during the winter months. Garfield Street between Iowa Street and Siskiyou Boulevard has a high parking demand and yet has a parking prohibition on the.west side of the street. Under current street standards Garfield Street is wide enough to support parking on both sides of the street and the Public Works Department would like to explore the possibility of re-instating parking there. BACKGROUND Garfield Street between Iowa and Siskiyou Boulevard is 32 feet wide with parking prohibited on the west side of the street. During school hours the parking in the east side of the street is fully utilized. A search of the City street records failed to provide the traffic regulation which established the parking prohibition, however, it has been in place for many years. It is possible that the prohibition may have originated from a request from property owners as an attempt to relieve parking congestion. A recent problem has come to light with the changing of parking enforcement. Now that parking patrol and enforcement has been turned over to Diamond Parking, enforcement of parking zones and times outside of the Central Business District is nearly non-existent. As more and more people realize that parking laws will not be enforced, disregard for parking prohibitions and time limits is becoming more C:\DOCUME-l\shipletd\LOCALS-1\Temp\Apr23 06 TSC.doc Page 4 of 7 R'O/O/OM/O/O%/O�O�v�O//O/O M.0/O/O/O/O/4/O/O/O/O/O/O/O/O/O/O/b/O/O/O/O/O/O/Oi0/O/O/O/I/O/I/O/O/O/O/O/O.OiOiv/4i0%O%/OnfiO/O/O/O/00/O/O/O/O/0O/O/O/O/�/O/Oi0/O/O/6N./O/O/O/O/Oi0/p common place. Even though the parking prohibition is clearly marked on Garfield Street, with signs spaced every 200 feet, many are still parking on the west side. On one recent visit, a total of 19 vehicles were parked on the west side. The most recent traffic volume on Garfield Street (01/14/2002) indicates that 672 vehicles per day travel that section of the street. The northerly section, which is the same width and has parking on both sides of the street, has a volume of 818 vehicles per day. Under the 1999 Street Standards Handbook, Garfield Street would be classified as a neighborhood residential street. The standard allows parking on both sides of the street with a width of 25 to 28 feet. At 32 feet wide, Garfield Street surpasses the standard by at least four feet. CONCLUSION AND RECOMMENDATION Unless there is a strong neighborhood desire to maintain the parking prohibition, staff can see no reason to continue to prohibit the parking prohibition on the west side of the street. Parking could be reinstated with the exception of approximately 45 feet south of Iowa;Street and 55 feet (measured from the back of sidewalk) north of Siskiyou Boulevard. Discussion: Parking in the University District is a continuing problem for the residential streets. The street standard does meet having parking on both sides. Staff recommends removing the parking restrictions, but leave restrictions near the Siskiyou Boulevard intersection. Consider extending the parking restriction back 60 feet.from the intersection of Garfield and Siskiyou to accommodate maneuvers. Staff would like to hear input from the neighborhood. Busse asked where the request originated from and Olson said the request was internal from the street department. Massie asked what the width of the parking space would be; 24 feet according to Olson, and would at if the setback of 25 feet from intersection was adequate with the angle of the turn. Could more space be given to accommodate turning room for cornering; Olson would prefer at least a 55 foot prohibition. Jesse Longhurst, 280 Garfield, addressed the Commission. The neighborhood residents that he spoke to are in favor of the parking restriction being lifted for more parking, but primarily supported the parking to slow traffic on the road to protect the children. The street has no sidewalks, which puts pedestrians and vehicles together on the road. There has been a traffic increase with new developments. The speed of the cars is a concern for the families with children. With cars parked on both sides it creates a traffic calming element. Longhurst asked if there was a timeline for of when the sidewalks will be added to the street. Olson is optimistic that the sidewalks will be installed in the next year to two years. Tom Benoit, 270 Garfield, in favor of having the other side of the street having parking to narrow the travel lanes. Benoit would like to hear more about the sidewalk project. As a whole the neighborhood has many more children so he is in favor of slowing traffic. Karen Hodge, 335 Garfield, lives on the street and has no children, but does have a dog and would like to feel safer. She is not sure that having parking on both sides is good idea. The intersection near the Boulevard would become congested. There is also a quality of life issue for her because she does not like the idea of cars being parked in front of her house. The road is very narrow and she is concerned at how sidewalks will be fit in. The road will now be busier with more people trying to park here. She is not hugely opposed to the extra parking, but does not want to see the street turned into a parking lot. Olson said that the enforcement of this area for the parking restriction is very sporadic. Illegal parking is already happening. Busse commented that the residents could visit the engineering office to discuss the planned sidewalk inclusion to see where the rights-of-way exist. Swales used to live near the campus and the traffic can be overwhelming and dense. With parking on both sides the road will C:\DOCUME-l\shipletd\LOCALS-1\Temp\Apr23 06 TSC.doc Page 5 of 7 occz-smmvvs>aoeococovivon.�ececmmv�oommooccccivovumencmmocviovrvmviovcoimvim�vc�oocacvvvvvvvvcv000rnonvn become very narrow, perhaps to narrow for cars to pass. Doyle questioned if all day parking or time limits should be established. Olson reiterated that with no enforcement that parking will not follow the set limits. Mannion agreed with Olson. Massie suggested that the neighbors be sent a letter making them aware of the restriction being lifted. The residents should be made aware that if parking becomes a problem with encroachment on their driveways, they need to get in touch with the engineering department or the commission. Olson agreed that it would be a benefit to some yellow curb areas to allow cars to queue for passing. Some open spaces could be created at the driveways. Bender asked why Garfield would be considered and not Bridge Street. This is the widest of the streets in this area. Olson is bringing streets up to standard as they are addressed. Officer Cook commented that parking violations are a lower priority under moving violations and are often addressed during slow times. Areas that are indicated as yellow curb or as signed are easier to enforce. Hodge's vehicle has already been hit while parked on the street because of the narrowness and congestion. Benoit supports the addition of the yellow curbs to protect the driveway entrances. The street won't be so completely packed and there will be room to pull out of the way for larger cars. Longhurst also supported the idea of including the yellow areas, it seems to make sense. Decision: Massie moved to accept staff recommendation to reinstate parking on both sides of Garfield Street with the exception of approximately 45 feet south of Iowa Street and 55 feet north of Siskiyou Boulevard, and mark yellow spaces at staff's discretion along driveways to accommodate maneuvering. Doyle seconded the motion. Motion passes unanimously. 4. Bike & Pedestrian Concerns No members attended the meeting this month. C. Follow-Up on Previous Actions — No discussion. D. Traffic Safety Education 1. Design & Control for Older Drivers, May 8 & 9, OSU 2. Safety Countermeasures, May 31-June 2, OSU E. Development Review: 1. Planning Commission Agenda 2. Hearings Board Agenda F. Capital Projects Update: No discussion. G. Other: 1. Council Consideration of R/R Crossing Closures — Council elected to turn down the offer from ODOT Rail because of the lack of time to complete any studies on the impacts. 2. Miscellaneous Communications 3. Diamond Parking — Olson will contact Lee Tuneberg regarding the contract for amendments and additions. 4. South 1-5 Interchange — work will begin with engineering. Complex traffic studies will be done during the engineering phase. This project is still a few years out. Massie wondered if a study had ever been conducted that showed a comparison of how much faster driving a car through town was then going to Exit 14 and bypassing town. IV. Adjourned 8:50 PM C:\DOCUME-I\shipletd\LOCALS-1\Temp\Apr23 06 TSC.doc Page 6 of 7 .vao,eooive000000�mveom mvovmmvoi<ar.m 000000ieorovmmccooticc;�.nccvuvvuceuccvmmmctavemvvvemeev sv.�mo�ovivn CITY OF ASHLAND Council Communication Liquor License Application Meeting Date: July 18,2006 Primary Staff Contact: Barbara Christensen Department: .City Recorder 488-5307 christeb(tashland.or.us Approval: Martha Bennett _ /jam Time Estimate: Consent Agenda Statement: 1 Annual approval of renewals on liquor licenses as requested by Oregon Liquor Control Commission. Background: There are approximately 100 applications that will need to be renewed between August and September 2006. Each application will have been reviewed to prove that they meet the city ordinance requirements for business licenses, registered as a restaurant, and filed for city's food and beverage tax, if applicable. The following is a list of businesses that will be renewing their liquor licenses: ] 7-Eleven Store Agave Albertson's Food Store Alex's Rest. Allyson's Amuse Rest. Apple Cellar American Trails Ashland Mobile Art Attack Theater Ashland Arco Ashland Bakery & Cafe Ashland Creek Inn Ashland Food Coop Ashland Springs Hotel Ashland Hills Shell Ashland Springs Inn Ashland Wine Cellar Azteca Rest. Beasy's on the Creek Beau Club Bi-Mart Brother's Rest. Black Sheep Bob's Golf Shop Chateaulin Rest. Chun's Palace Chevron Food Mart Cozmic Pizza Cucina Biazzi Creekside Pizza Cucina Biazzi Deep's Indian Cuisine Dragonfly Double Deuce Gaming Elks Lodge Global Pantry New Golden Dynasty Greenleaf Rest. Great American Pizza Hong Kong Bar House of Thai Helena Darling Catering 11 Giardino Jefferson State Pub Katwok La Casa Del Pueblo Liquid Assets Wine Bar Lela's Bakery Lithia Fountain Lithia Springs Inn Los Gordos Louie's Bar& Grill Lumpy's Saloon Miguel's Family Mexican Macaroni's Rest. McCall House Mihama Teriyaki Minute Market#5 Minutes Market#6 Monet Morning Glory Munchies NW Pizza O'Ryans Pub Oak Tree NW Omar's Oregon Cabaret OSF Panda Garden Pangea Pasta Piatti Pipon's Cocina Y Cantina PC Market Peerless Rest. Pilaf Plaza Inn & Suites Ploughman's Rite Aid Safeway Senor Sams Shop N Kart SOU Standing Stone Tabu Thai Pepper Three Rivers Cuisine Verdant Water Street Cafe Wild Goose Cafe Wiley's World Pasta Winchester Inn Xochipill, Inc Council Options: Approve or disapprove annual Liquor License renewal applications. Staff Recommendation: Endorse the renewal applications with the following recommendation: "The city has determined that the location of this business complies with the city's land use requirements and that the applicant has a business license and has registered as a restaurant, if applicable. The city council recommends that the OLCC now proceed in the matter. " Potential Motions: Motion to approve or disapprove annual Liquor License renewal applications with recommendation. Attachments: None 2 I CITY OF ASHLAND Council Communication Liquor License Application Meeting Date: July 28,2006 Primary Staff Contact: Barbara Christensen Department: City Recorder 488-5307 christeb nashland.or.us Approval: Mart ha Benn Estimated time: Consent Agenda Statement: Liquor License Application from Fred Marken dba Grilla Bites at 47 n Main Street. Background: Application for liquor license is for a new business. The City has determined that the license application review by the city is set forth in AMC Chapter 6.32 which requires that a determination be made to determine if the applicant complies with the city's land use, business license and restaurant registration requirements (AMC Chapter 6.32). In May 1999, the council decided it would make the above recommendation on all liquor license applications. Council Options: Approve or disapprove Liquor License application. Staff Recommendation: Endorse the application with the following: The city has determined that the location of this business complies with the city's land use requirements and that the applicant has a business license and has registered as a restaurant, if applicable. The city council recommends that the OLCC proceed with processing of this application. Potential Motions: Motion to approve Liquor License application. Attachments: None CITY OF ASHLAND Council Communication Liquor License Application /( , Meeting Date: July 18,2006 Primary Staff Contact: Barbara Christensen Department: City Recorder A 488-5307 christeWashland.or.us Approval: Martha BenneH'/ Estimated time: Consent Agenda Statement: Liquor License Application from Kooba Group, LLC dba O'Ryan's Irish Pub at 137 East Main Street. Background: Application for liquor license is for a change in ownership. The City has determined that the license application review by the city is set forth in AMC Chapter 6.32 which requires that a determination be made to determine if the applicant complies with the city's land use, business license and restaurant registration requirements (AMC Chapter 6.32). In May 1999, the council decided it would make the above recommendation on all liquor license applications. Council Options: Approve or disapprove Liquor License application. Staff Recommendation: Endorse the application with the following: The city has determined that the location of this business complies with the city's land use requirements and that the applicant has a business license and has registered as a restaurant, if applicable. The city council recommends that the OLCC proceed with processing of this application. Potential Motions: Motion to approve Liquor License application. Attachments: None CITY OF ASHLAND Council Communication Liquor License Application Meeting Date: July 18,2006 Primary Staff Coma : Barbara Christensen Department: City Recorder 488-5307 christeb(rpashland.orms Approval: Martha Bennett e101-- Estimated time: Consent Agenda Statement: Liquor License Application from New Albertson's Inc at 2301 Ashland Street. Background: Application for liquor license is for a change in ownership. The City has determined that the license application review by the city is set forth in AMC Chapter 6.32 which requires that a determination be made to determine if the applicant complies with the city's land use, business license and restaurant registration requirements (AMC Chapter 6.32). In May 1999, the council decided it would make the above recommendation on all liquor license applications. Council Options: Approve or disapprove Liquor License application. Staff Recommendation: Endorse the application with the following: The city has determined that the location of this business complies with the city's land use requirements and that the applicant has a business license and has registered as a restaurant, if applicable. The city council recommends that the OLCC proceed with processing of this application. Potential Motions: Motion to approve Liquor License application. Attachments: None Ir, I CITY OF ASHLAND Council Communication Liquor License Application Meeting Date: July 18,2006 Primary Staff Contact:Barbara Christensen Department: City Recorder 488-5307 christeb(iDashland.or.us Approval: Martha Benneft/rl Estimated time: Consent Agenda Statement: Liquor License Application from Gary Smith dba Ploughman's at 137 A Street. Background: Application for liquor license is for a new business. The City has determined that the license application review by the city is set forth in AMC Chapter 6.32 which requires that a determination be made to determine if the applicant complies with the city's land use, business license and restaurant registration requirements (AMC Chapter 6.32). In May 1999, the council decided it would make the above recommendation on all liquor license applications. Council Options: Approve or disapprove Liquor License application. Staff Recommendation: Endorse the application with the following: The city has determined that the location of this business complies with the city's land use requirements and that the applicant has a business license and has registered as a restaurant, if applicable. The city council recommends that the OLCC proceed with processing of this application. Potential Motions: Motion to approve Liquor License application. Attachments: None �r, CITY OF ASHLAND Council Communication Approval of Public Contract Greater than $75,000 —WTP CHEMICALS Meeting Date: July 18, 2006 Primary Staff Contact: Paula Brown Department: Public Works E-mail: brownp(a)ashland. r.us Contributing Departments: Finance-Purchasing Secondary Staff Contact: Daryl McVey Approval: Martha Bennett ,y�� E-mail: mcveyd(a).ashland.or.us Estimated Time: Consent Agenda V- Sourcing Method: Under the Ashland Municipal Code, if there are no exemptions or special circumstances, a formal competitive selection process is required to enter into a public contract for goods and services greater than $50,000. A Competitive Sealed Bid (Invitation to Bid) is the sourcing method for this public contract. Statement: This action is to request approval from the City Council, as the Local Contract Review Board, to enter into"three" public contracts resulting from a single Invitation to Bid for Chemicals used at the Water Treatment Plant. The"three" individual contracts are structured to be eligible one additional year's extension. Therefore, the contract with Rhodia has the potential of being approximately $83,486.88 for a two year period. The contract with Brenntag has the potential of being $74,854.00 for a two year period.And, since the contract with Univar resulted from the same Invitation to Bid it is also being included for clarification purposes. RHODIA Description Annual Estimated Cost Potential Cost wl One Yr Extension Chemical#1 Rhodia Aluminum Sulfate $41,743.44 $83,486.88 BRENNTAG Chemical#2 Cytec Superfloc C-573 Flocculant 15,210.00 30,420.00 Chemical#4 Soda Ash,Dense,Free Flowing 22,217.00 44,434.00 UNIVAR Chemical#3 Sytec Superfloc N-300 LMW Flocculant 3,612.56 7,225.12 Total Estimated Cost 82 783.00 165 566.00 Background: The City of Ashland, Water Treatment Plant, requires chemicals that will enable the water filtration system to meet and/or exceed all of the current Federal and State Drinking Water Regulations as promulgated under the authority of the Environmental Protection Agency(EPA) and the Oregon Department of Health Services (ODHS). �r, The goal is to retain and secure specific prices for chemicals used at the Water Treatment Plant. The contract(s) will be issued for the annual usage period-July through June—with the option to renew each contract for one additional year. The Invitation to Bid was sent to five (5) potential suppliers and four(4) suppliers responded to the bid. Related City Policies: AMC Chapter 2.50.060 (2) The Purchasing Agent is authorized to recommend that the Local Contract Review Board approve or disapprove contract awards in excess of$75,000, or to change orders or amendments to contracts of more than $75,000. Council Options: Local Contract Review Board can approve the award of the public contracts or decline to approve the award of the public contracts. Staff Recommendation: Staff recommends that the Public Contract for Chemical#1 be awarded to Rhodia, Chemicals#2 and#4 be awarded to Brenntag, and Chemical#3 be awarded to Univar. Potential Motions: Local Contract Review Board moves to award the Public Contracts for Water Treatment Plant Chemicals. Attachments: Bid Tabulation �r, c T N 'O in al O O C O N U p O • 110 d 7 O N C U r � O O O ci > m Q O U 117 O .) 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R L Il M Co tp U).' y L O O U 7 •� 41 0) 'C CT N LU O (n cM U UUZFLZ U 0M U) � CITY OF -ASHLAND Council Communication Airport Master Plan Adoption Meeting Date: July 18, 2006 Primary Staff Contact: Paula Brown, Public Work��.(s� Department: Public Works Director Contributing Departments: Planning E-mail: paula @ashland.or.us Approval: Martha Bennett 1 Secondary Staff Contact: Dawn Lamb,Admin Asst E-mail: lambd @ashland.or.us Estimated Time: 10 Minutes Statement: The Federal Aviation Administration requires publicly owned municipal airports to keep a current master plan to define current, short term and long term needs of the airport. The master plan draft was distributed to Council for review at the March 7, 2006 regular Council meeting. The Master Plan was approved in entirety by the Federal Aviation Administration on March 14, 2006. Background: The Ashland Municipal Airport last completed and Council adopted the master plan in 1992. The Federal Aviation Administration bases grant funding upon the capital improvement list identified within the adopted master plan. It is recommended that airports update their existing master plan every ten years to identify future maintenance items and growth pattems. Growth and minimal development allowed for the current master plan to extend past the ten year period. The adoption of the master plan contains a public process involving stakeholders and local residents. Adoption of the Airport Master Plan is a two step process of FAA approval followed by local Council adoption. The Oregon Department of Aviation (ODA)offered Ashland to be a part of a mufti-City program for master plan updates. The project was funded by the FAA at 90%and cost the City$5,000 over a two year period. The FAA granted funds directly to the ODA for program execution. The City's contract is with the ODA. Century West Engineering was selected through an open process and contracted by the ODA to update three master plans including the Ashland Municipal Airport Master Plan. Century West worked with staff from the Public Works, Planning,Airport Commission and the public to review the master plan. Two public meetings were held during the process and the Airport Commission gave vital input into the priorities of the airport's future. Sky Research hosted one public open house on September 16,2004 which included the Airport Commission, Planning Commissioners, interested public and Century West for review of the master plan. A preferred altemative was presented at the second open house on November 2nd, 2004. Final changes were incorporated and further reviews continued in the fall of 2005 during regularly scheduled Airport Commission meetings involving Century West and Planning Staff. Final documents were prepared and forwarded to the FAA for approval in March 2006. Related City Policies: Master plan use by the City ensures compliance and directs staff in the future of growth and maintenance of Ashland. The process of completing master plans typically involves a public, Council and staff involvement. The guidance offered by master plans establishes a future goal and financial management. Council Options: Council may adopt the Master Plan to finalize the project and to and comply with FAA regulations for the future of the Ashland Airport. If Council chooses not to adopt the master plan future state and federal funding at the airport could be in jeopardy. G:\pub-wrks\admin\PB Council\Airport\CC Airport ALP Final Adoption Jul i 806.doc Staff Recommendation: ` Staff recommends Council adopt the Airport Master Plan. Potential Motions: Council moves to adopt the 2005 Airport Master Plan. Attachments: FAA Acceptance Letter of the Ashland Municipal Airport Layout Plan(ALP) G:\pub-wrks\admin\PB Counci]\Airpon\CC Airport ALP Final Adoption Jul]806.doc U.S. Department Seattle Airports District Office of Transportation 1601 Lind Avenue,S.W.,Ste 250 Renton,Washington 980554056 Federal Aviation Administration March 14, 2006 Ms. Dawn Lamb Public Works Dept. City of Ashland 20 E. Main St. Ashland,' OR 97520-1814 Dear Ms. Lamb: The Ashland Municipal Airport Layout Plan (ALP), prepared by Century West Engineering, and bearing the signature of Jim Olson, is approved and the master plan is accepted. A signed copy of the approved ALP is enclosed. An aeronautical study(no.2005-ANM-509-NRA)was conducted on the proposed development to determine its effect on the safe and efficient utilization of the navigable airspace by aircraft. If applicable, the aeronautical study also evaluated existing and proposed instrument flight procedures and navigational aids associated with the airport and the subject approved plans. This ALP approval considers only the safety, utility, and efficiency of the airport,and it is conditioned on acknowledgement that any development on airport property requiring Federal environmental approval must receive such written approval from FAA prior to commencement of the subject development. This ALP approval is also conditioned on acceptance of the plan under local land use laws. We encourage appropriate agencies to adopt land use and height restrictive zoning based on the plan since action toward this end is a prerequisite of the Airport Improvement Program (AIP). Approval of the plan does not indicate that the United States will participate in the cost of any development proposed. When airport construction, alteration, or deactivation is undertaken, such action requires notification and review in accordance with the provisions of Part 77 and Part 157 of the Federal Aviation Regulations. Please attach this letter to the Airport Layout Plan and retain it in the airport files for future use under the Airport Improvement Program. We wish you great success in your plans for the development of the airport. Sincerely, J. Wade Bryant Manager, Seattle Airports District Office Enclosure cc: Bob Hidley,Oregon Dept. of Aviation Sarah Lucas,Oregon Dept. of Aviation David Miller, Century West Engineering SEA-600:J WBryant:dm 1:x2652:3/14/06 FILE:Site:Ashland, OR:ALP www.faa.gov/arp/anm �t I r � n d ' u �:�.`s,�':.//l� ,• ' � i� " � '�'.. �S-.,re _��v°j ,�if i`\�...,•`t7`\F1 �C �:c ■ Ashland Municipal Airport Airport Layout Plan Update 2004-2025 Prepared for City of Ashland CITY OF ASHLAND Prepared by David M. Miller, AICP Century West Engineering 6650 SW Redwood Lane, Suite 300 Portland, Oregon 97224 Tel. (503) 419-2130 Fax (503) 639-2710 www.centurywest.com In Association With Aron Faegre & Associates Portland, Oregon Gazeley & Associates Corvallis, Oregon I ' CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report TABLE OF CONTENTS CHAPTER ONE INTRODUCTION ........................................................................................1.1 OVERVIEW................................................................................................................................... 1-2 PUBLICINVOLVEMENT............................................................................................................ 1-3 SUMMARY OF ALP REPORT FINDINGS/CURRENT CONDITIONS .................................... 14 SUMMARY OF ALP REPORT RECOMMENDATIONS............................................................ 1-5 CHAPTER TWO INVENTORY OF EXISTING CONDITIONS .........................................2-1 INTRODUCTION ..........................................................................................................................2-1 AIRPORTLOCALE.......................................................................................................................2-2 CLIMATE.......................................................................................................................................2-2 GEOGRAPHY/GEOLOGY............................................................................................................2-2 AirportHistory............................................................................................................................ 2-3 AIRFIELDFACILITIES ................................................................................................................2-5 Runway&Taxiways.................................................................................................................... 2-8 AircraftApron............................................................................................. ...............................2-9 AirfieldPavement Condition.....................................................................................................2-10 LANDSIDEFACILITIES ............................................................................................................2-12 Hangarsand Airport Buil dings.................................................................................................2-12 AirportLighting.........................................................................................................................2-13 AIRSPACE AND NAVIGATIONAL AIDS................................................................................2-14 AIRPORT SUPPORT FACILITIES/SERVICES.........................................................................2-16 AircraftFuel.............................................................................................................................. 2-16 Surface Access and Vehicle Parking.........................................................................................2-17 Fencing...................................................................................................................................... 2-17 Utilities......................................................................................................................................2-17 LAND USE PLANNING AND ZONING.................................................................................... 2-18 AIRPORT SERVICE AREA........................................................................................................2-18 CHAPTER THREE AVIATION ACTIVITY FORECASTS...................................................3-1 INTRODUCTION...........................................................................................................................3-1 Economy......................................................................................................................................3-1 Population...................................................................................................................................3-2 RecentHistoric Activity...............................................................................................................3-3 REVIEW OF EXISTING FORECASTS........................................................................................3-7 1990 Airport Master Plan(AMP)................................................................................................ 3-7 Oregon Aviation System Plan(OASP)........................................................................................3-8 FAA Terminal Area Forecasts(TAF).......................................................................................... 3-9 UpdatedForecasts.......................................................................................................................3-9 Air Traffic Distribution/Design Aircraft....................................................................................3-10 CHAPTER FOUR AIRPORT FACILITY REQUIREMENTS .............................................4-1 INTRODUCTION...........................................................................................................................4-1 1990-2010 Airport Master Plan Overview..................................................................................4-1 AIRPORT PLANNING OVERVIEW............................................................................................4-3 LandUtil ization...........................................................................................................................4-5 Odober 2005 i II Century West Engineering ♦Aron Faegre&Associates ♦ Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report IL, Airspace.......................................................................................................................................4-7 Instrument Approach Capabilities..............................................................................................4-7 AirportDesign Stamdards...........................................................................................................4-9 RunwaySafety Area(RSA)........................................................................................................4-14 Runway Object Free Area (OFA)..............................................................................................4-15 ObstacleFree Zone(OFZ)........................................................................................................4-16 Taxiway/Taxilane Safety Area................................................................................................... 4-16 Taxiway/Taxilane Object Free Area..........................................................................................4-17 Building Restriction Line(BRL)................................................................................................4-17 Runway Protection Zones(RPZ)............................:..................................................................4-17 Aircraft Parking Line(APL)......................................................................................................4-18 Runway-Parallel Taxiway Separation.......................................................................................4-19 FARPART 77 SURFACES..........................................................................................................4-19 ApproachSurfaces.................................................................................:...................................4-21 PrimarySurface.........................................................................................................................4-22 TransitionalSurface..................................................................................................................4-22 HorizontalSurface.....................................................................................................................4-22 ConicalSurface.........................................................................................................................4-23 AIRSIDE REQUIREMENTS.......................................................................................................4-23 Runways.....................................................................................................................................4-23 RunwayOrientation.,.................................................................................................................4-23 RunwayLength..........................................................................................................................4-24 AirfieldPavement......................................................................................................................4-26 AirfieldCapacity.......................................................................................................................4-28 Taxiways.................................:..................................................................................................4-29 Airfield Instrumentation, Lighting and Marking.......................................................................4-29 On-Field Weather Data.............................................................................................................4-30 LANDSIDEFACILITIES ............................................................................................................4-30 Hangars.....................................................................................................................................4-30 Aircraft Parking and Tiedown Apron........................................................................................4-32 AirCargo Aircraft Parking.......................................................................................................4-33 HelicopterParking....................................................................................................................4.35 FBOFacil ities...........................................................................................................................4-35 Surface Access Requirements....................................................................................................4-36 SUPPORTFACELITIES...............................................................................................................4-36 AviationFuel Storage................................................................................................................4-36 AirportUtil ities.........................................................................................................................4-37 Security......................................................................................................................................4-39 FACILITY REQUIREMENTS SUMMARY...............................................................................4-39 CHAPTER FIVE AIRPORT DEVELOPMENT ALTERNATIVES ....................................5-1 INTRODUCTION...........................................................................................................................5-1 SITE SPECIFIC DEVELOPMENT ASSUMPTIONS...................................................................5-1 PRELIMINARY ALTERNATIVE CONCEPTS ...........................................................................5-2 AlternativeI................................................................................................................................5-3 Alternative2................................................................................................................................5-5 PREFERREDALTERNATIVE..................................................................................................... 5-8 AIRPORT LAYOUT PLAN DRAWINGS ....................................................................................5-9 October 2005 J Century West Engineering ♦Aron Faegre&Associates♦ Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report Ii., AirportLayout Plan..................................................................................................................... 5-9 AirspacePlan............................................................................................................................ 5-11 Airport Land Use Plan with 2009 Noise Contours....................................................................5-12 CHAPTER SIX FINANCIAL MANAGEMENT AND DEVELOPMENT PROGRAM..........6-1 AIRPORT DEVELOPMENT SCHEDULE AND COST ESTIMATES........................................6-2 Short-Term Projects....................................................................................................................6-6 Long-Term Projects..................................................................................................................... 6-7 FINANCING OF DEVELOPMENT PROGRAM.........................................................................6-6 FederalGrants............................................................................................................................ 6-9 StateFunding............................................................................................................................... 6-9 Financing the Local Share of Capital Improvements................................................................6-10 CHAPTER SEVEN ENVIRONMENTAL CHECKLIST..........................................................7-1 INTRODUCTION...........................................................................................................................7-1 NOISEEVALUATION.................................................................................................................. 7-5 Noise Modeling and Contour Criteria......................................................................................... 7-7 Noise and Land-Use Compatibility Criteria............................................................................... 7-8 OTHER ENVIRONMENTAL CONSIDERATIONS .................................................................. 7-10 LIST OF TABLES Table2-1 Airport Data.....................................................................................................................2-5 Table 2-2 Runway&Taxiway Data................................................................................................2-9 Table2-3 Aircraft Apron Dat a.......................................................................................................2-10 Table 2.4 Summary of Airfield Pavement Condit ion....................................................................2-11 Table2-5 Airport Buildings...........................................................................................................2-13 Table2-6 Airport Lighting............................................................................................................ 2-14 Table 2-7 Navigational Aids and Related Items............................................................................2-15 Table 2-8 Airspace/Instrument Routes/Local Obstructions...........................................................2-16 Table 2-9 Public Use Airports in Vicinity.....................................................................................2-19 Table3-1 2004 Based Aircraft.........................................................................................................3-3 Table 3-2 Summary of ODA Activity Counts.................................................................................3-4 Table 3-3 Summary of Historical Aviation Activity.......................................................................3-6 Table 3-4 Existing Aviation Forecasts.............................................................................................3-9 Table 3-5 Updated Forecasts.........................................................................................................3-12 Table 4-1 Summary of 1990-2010 Airport Master Pl an..................................................................4-2 Table 4-2 Airport Land Use Configuration.....................................................................................4-6 Table 4-3 Typical Aircraft&Design Categories...........................................................................4-10 Table 4-4 Airport Design Standards Summary...............................................................................4-12 Table 4-5 Runway 12/30 Conformance with FAA Design Standards............................................4-13 Table4-6 FAR Part 77 ...................................................................................................................4-21 Table 4-7 FAA-Recommended Runway Lengths................................. Table 4-8 Summary of Recommended Airfield Pavement Maintenance.......................................4-27 Table 4-9 Apron and Hangar Facility Requirements Summary.....................................................4-34 Table 4-10 Facility Requirements Summary....................................................................................4-40 Table 6-1 20-Year Capital Improvement Program 2005 to 2025.....................................................6-4 Table 7-1 Summary of Land Use and Zoning in Vicinity of Airport...............................................7-3 w October 2005 � l Century West Engineering ♦Aron Faegre&Associates ♦Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report Table 7-2 Land-Use Compatibility with DNL......................................................................................9 Table 7-3 Environmental Checklist....................................................................................................14 LIST OF FIGURES Figure 2-1 Airport Site Map and Existing Facilities..........................................................................2-6 Figure 2-2 Terminal Area Facilities......................................................................:............................2-7 Figure 3-1 Summary of ODA Activity Counts.................................................................................. 3-5 Figure 3-2 Summary of ODA Activity Counts&TAF Data.............................................................3-6 Figure 3-3,Reference: ODA RENS Counts& 1990 Master Plan Forecast ....................................... 3-8 Figure 3-4 Updated Based Aircraft Forecast...................................................................................3-13 Figure 3-5 Updated Aircraft Operations Forecast...........................................................................3-13 Figure 4-1 BII separation clearance...................................................................................................4-4 Figure 4-2 FAR Part 77 Diagram....................................................................................................4-20 Figure5-1 Alternative 1.....................................................................................................................5-6 Figure5-2 Alternative 2.....................................................................................................................5-7 LIST OF DRAWINGS DrawingI Cover Sheet....................................................................................................................5-13 Drawing 2 Airport Layout Plan....................................................................................................... 5-14 Drawing3 Airport Airspace Plan....................................................................................................5-15 Drawing 4 Airport Land Use Plan...................................................................................................5-16 I October 2005 iv Century West Engineering Aron Faegre&Associates Gazeley&Associates Ashland Municipal Airport Airport Layout Plan Report Chapter One Introduction CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report CHAPTER ONE INTRODUCTION The City of Ashland, in cooperation with the Oregon Department of Aviation (ODA), is updating the Airport Layout Plan (ALP) Report for Ashland Municipal Airport — Sumner Parker Field (S03). The purpose of the study is to define the current, short-term and long-term needs of the airport. The 2004-2025 Airport Layout Plan Report will replace the Ashland Municipal Airport Master Plan completed in 1993.1 Prior master plan recommendations will be reviewed and revised as necessary, to reflect current conditions and any changes in activity, utilization, or facility development that may affect future demand for aviation facilities. -Funding for the ALP project was provided through a Federal Aviation Administration (FAA) Airport Improvement Program grant (90 %) with a local match (10 %) provided by the City of Ashland. Overall project coordination was provided by the Oregon Department of Aviation through administration of an FAA multiple airport layout plan grant. The preparation of this document may have been supported, in part, through the Airport Improvement Program financial assistance from the Federal Aviation Administration as provided under Title 49, United States Code, section 47104. The contents do not necessarily reflect the a icial views or policy of the FAA. Acceptance of this report by the FAA does not in any way constitute a commitment on the part of the United States to participate in any development depicted therein nor does it indicate that the proposed development is - environmentally acceptable with appropriate public laws. . . i 'Ashland Municipal Airport Master Plan 1990-2010,SFC Engineering(1993). N October 2005 1-1 Introduction i Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report OVERVIEW Ashland Municipal Airport is located in southern Jackson County and is included in the "Core System of Airports" in the Oregon Aviation Plan (OAP).2 Core system airports are defined as having "a significant role in the statewide aviation system." The Airport is included in the "Community General Aviation Airport" category (Category 4) based on its current functional role. Community airports typically accommodate a wide range of general aviation users and local business activities. Local airport activity includes business and general aviation users and visitors to Ashland and the surrounding area. Community airports are significant components in the statewide transportation system and often generate both direct (employment, etc.) and indirect economic benefits for the local community or region. Commercial-related aviation businesses, such as fixed base operators, aerial applicators and aircraft maintenance shops create employment and provide vital services within a large geographic area. For smaller communities without commercial air service, general aviation airports provide additional options for business and personal travel. The availability of a safe, well-maintained general aviation airport is often a key factor in a business decision to locate in, or serve a small community. The Airport is included in the National Plan of Integrated Airport Systems (NPIAS), administered by the FAA. NPIAS airports are eligible for federal funding of improvements through FAA programs such as the current Airport Improvement Program (AIP). The FAA ' requires that all NPIAS airports periodically update their airport plans to maintain effective long- term planning. This project will enable the Airport to meet the FAA's requirement to maintain an up-to-date plan. The Airport provides convenient general aviation and business aviation access to this area, with the nearest commercial air service about 20 minutes away in Medford. It is noted that Ashland is often fog-free when other airports in the Rogue Valley are fogged in. As a result, Ashland provides a reliable weather alternate for a variety of business and general aviation aircraft, including the numerous small package and express carrier(FedEx, UPS, etc.) flights that operate at Rogue Valley International-Medford Airport daily with single and twin-engine turboprop aircraft. 'Oregon Aviation Plan(Dye Management/Century West),©Oregon Department of Transportation 2000. October 2005 1-2 Introduction i. l Century West Engineering ♦Aron Faegre &Associates ♦ Gazeley&Associates C I T Y OF - Ashland Municipal Airport ASHLAND Airport Layout Plan Report OW InA The primary objective of the Airport Layout Plan Report is to identify current and future facility needs and the improvements necessary to maintain a safe 'and efficient airport that is economically,environmentally, and socially sustainable. The Airport Layout Plan Report will: • Examine previous recommendations and development alternatives as appropriate to meet the current and projected airport facility needs; • Determine current and future activity and facility requirements; • Update the airport layout plan, airspace plan, and land-use plan for the airport and its surrounding areas; and • Schedule priorities of improvements and estimate development costs for the 20-year planning period. PUBLIC INVOLVEMENT The public involvement element of the planning process provided opportunities for all interested individuals, organizations, or groups to participate in the project. A list of stakeholders was developed for the project, which included airport users, local citizens, businesses, and local, state and federal government agencies, and community leaders. At the project kickoff, a Joint Planning Conference (JPC) was held for agencies and organizations with a specific interest or responsibility (land use, environmental, natural resources, transportation, etc.) associated with the airport or its vicinity. The purpose of the JPC was to identify any concerns or issues, which needed to be addressed as part of this airport layout plan update. The JPC provided valuable information used in formulating the plan. The City's Airport Commission served in the role of Planning Advisory Committee (PAC) to assist the Consultant and City staff in developing the updated plan. The Commission reviewed. and commented on draft work products and provided local knowledge and expertise to the planning process. PAC meetings and additional coordination meetings were held at key points during the study in conjunction with public informational meetings. Following completion of preliminary work products, the Draft ALP Report was prepared to present the culmination of the entire work effort, reflecting the input provided by all participants in the planning process. Following a period of review, all public and agency comments received were integrated into the Final Airport Layout Plan Report and drawing set. October 2005 1-3 Introduction II Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report SUMMARY OF ALP REPORT FINDINGS/CURRENT CONDITIONS 1. Ashland Municipal Airport — Sumner Parker Field is owned and operated by the City of Ashland, Oregon. 2. The Airport is categorized as a "Community General Aviation Airport" in the 2000 Oregon Aviation Plan and is included in Oregon's core system of airports, which denotes its significance in Oregon's aviation system. 3. The Airport is included in the National Plan of Integrated Airport System (NPIAS), making it eligible for federal funding through the Federal Aviation Administration (FAA). 4. The Airport has a single paved and lighted runway (3,603 feet by 75 feet) with a full- length parallel taxiway on its east side. The Runway 30 threshold is displaced 190 feet. 5. The airfield facilities are generally designed to meet FAA Airport Design Group (ADG)I standards associated with small fixed wing aircraft. However, some facilities (runway width,pavement strength,etc.) are designed to accommodate larger aircraft. 6. Runway 12/30 has a pavement strength rating of 15,000 pounds for aircraft with single wheel landing gear configurations. 7. Airfield lighting currently includes medium intensity runway edge'lights(MIRE)and runway threshold lights, visual approach slope indicators (VASI) on Runways 12 and 30, runway end identifier lights (REIL) on Runway 30, and the airport beacon. 8. Landside facilities (aircraft parking apron, hangars, etc.) are located on the east side of the runway. 9. The most recent air traffic data provided by ODA (Acoustical Counting Program) is for 2003, which estimated 20,878 annual operations at the airport. The airport had 83 based aircraft listed on the most recent FAA TAF Based Aircraft Data(2001). 10. The Airport operates under day and night visual flight rules (VFR) and does not currently have instrument approach capabilities. 11. Aviation fuel (AVGAS, Jet A) and aircraft maintenance services are available at the airport. 6A October 2005 1-4 Introduction Century West Engineering ♦Aron Faegre&Associates ♦ Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report SUMMARY OF ALP REPORT RECOMMENDATIONS The recommendations of previous planning efforts were examined and revalidated or modified as appropriate based on current considerations, FAA-approved activity forecasts and current FAA design standards: 1. A regular periodic schedule of pavement maintenance (vegetation control, crack filling, slurry seals, patching, etc.) should be conducted on airfield pavements to maximize the useful life and optimize life cycle maintenance expenditures. Continued participation in the Pavement Maintenance and Management Program (PMMP), currently administered by the Oregon Department of Aviation (ODA), is recommended. 2. Current and future design standards for Runway 12/30 are based on FAA airport reference code (ARC) B-I(small aircraft). 3. Runway 12/30 is recommended for pavement rehabilitation early in the current planning period. The north section of the main apron and other hangar taxiways and taxilanes will also require pavement rehabilitation during the current twenty year planning period. 4. The existing north hangar area should be expanded, as needed, to accommodate future demand for T-hangars and conventional hangars. Additional taxilane connections and site preparation will be required to accommodate new hangars as they are developed. 5. Expansion of the main apron is recommended to provide additional aircraft storage capacity for locally-based and itinerant aircraft. The landside area adjacent to north end of the main apron is recommended to be reserved for development of larger conventional hangars for business related use. 6. A new access taxiway is recommended to be extended through the north hangar area; additional hangar taxilanes are recommended to serve new hangar rows. 7. Additional vehicle access and parking is recommended to serve future aviation and related development to be located at the north end of the main apron. The access road will extend from the existing north airport access road. 8. Fencing should be added along the airport boundary to limit unauthorized human, animal and vehicle access to the airfield. In addition, fencing and electronic (keypad October 2005 1-5 Introduction Century West Engineering ♦Aron Faegre&Associates ♦Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report combination) gates should be provided to limit access to existing and new apron and hangar areas. 9. Installation of a SuperUnicomTM system or similar system, which combines weather conditions and pilot advisories (favored runway, etc.), is recommended to improve safety for pilots operating at the airport. 10. The City of Ashland and Jackson County should ensure that airport overlay zoning reflects the updated boundaries of the FAR Part 77 airspace surfaces defined in this plan and complies fully with Oregon state law (ORS Ch. 836.600-630). The ordinance language and mapping developed and maintained by the land use jurisdictions should be consistent to ensure overall compatibility. 11. The City of Ashland and Jackson County should ensure through their comprehensive planning that development of rural lands in the vicinity of the airport is compatible with airport activities. Maintaining the Agricultural or Manufacturing zoning in the areas surrounding the airport provides effective land use compatibility with airport operations. Development of new residential areas, or increasing the densities of existing rural residential areas within the boundaries of the protected airspace surfaces of the airport should be discouraged to ensure the long-term viability of the airport as an important transportation facility within the region. 12. The City of Ashland should continue to require that applicants for all leases or development proposals involving construction of structures on the airport demonstrate compatibility with the airport's protected airspace surfaces. The applicant should be required to provide all documentation necessary for the sponsor to obtain "no objection" finding by FAA resulting from the review of FAA Form 7460-1 — Notice of Proposed Construction or Alteration, prior to approval of ground leases. Any proposal that receives an objection by FAA should not be approved without first addressing FAA concerns. 13. Local (City or County) planning and building officials should require that applicants for all proposed development within the boundaries of the airport overlay zone (as defined by the updated Airport Airspace Plan) demonstrate a finding of "no objection" by FAA resulting from review of proposed development (FAA Form 7460-1) prior to approval of building permits, plats,binding site plans,etc. 14. It is recommended that any proposed changes in land use or zoning within the boundaries of the airport overlay zone be coordinated with the Oregon Department of Aviation(ODA) to ensure consistency with Oregon airport land use guidelines. October 2005 1-6 Introduction Century West Engineering ♦Aron Faegre&Associates ♦ Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report IiWi►, 15. The City of Ashland should adopt the Airport Layout Plan Report and drawings in a timely manner to guide airport activities. The City of Ashland and Jackson County should also adopt the Airport Layout Plan Report and drawings for incorporation into local/county comprehensive and transportation planning. 16. The City of Ashland should continue coordination with FAA to evaluate proposed uses for approximately 9 acres of airport property located near the northeast corner of the airport, on the north side of the north airport access road. If aviation-related development does not prove feasible, the City may wish to request that FAA release the restrictions on the property, which could permit selling the land with proceeds invested in the airport. 17. An updated obstruction survey should be performed to verify location and heights of obstructions in the vicinity of the runway, particularly within the FAR Part 77 primary, approach and transitional surfaces. 18. The City of Ashland should initiate the recommended improvements and major maintenance items in a timely manner, requesting funding assistance under FAA and other federal or state funding programs for all eligible capital improvements. October 2005 1-7 Introduction Century West Engineering Aron Faegre&Associates Gazeley&Associates Ashland Municipal Airport Airport Layout Plan Report Chapter Two Inventory of Existing Conditions u ' CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report CHAPTER TWO INVENTORY OF EXISTING CONDITIONS INTRODUCTION This chapter documents existing conditions at the airport. Existing airfield facilities were examined during on-site inspections to update facility inventory data collected in prior planning efforts. Updated socioeconomic data will be included in Chapter Three (Forecasts of Aviation Activity). As noted earlier, this Airport Layout Plan Report updates the 1992 Airport Master Plan. As an update of the master plan, this document uses previous information when still relevant, to the greatest extent possible. Both documents were authored primarily by David Miller, AICP. In addition, data from a variety of sources are used in this evaluation: • Ashland Municipal Airport Master Plan(SFC Engineering, October 1992) • Ashland Municipal Airport -Master Plan 1980/2000(Wadell Engineering, Dec. 1982) • Ashland Municipal Airport Pavement Evaluation Maintenance-Management Program(Pavement Consultants,Inc.,2003) • Ashland Municipal Airport—Economic Impact Study (SOSC, 1997) • Oregon Continuous Aviation System Plan—Volume I: Inventory and Forecasts; Volume III: Recommended Development Plan (AirTech, 1997) • Oregon Aviation Plan(Dye Management Group/Century West,©2000) • FAA Airport Master Record Form(5010-1) • Klamath Falls Sectional Aeronautical Chart;IFR Enroute Low Altitude(L-2) Chart (US DOT Federal Aviation Administration National Charting Office) • Local land use planning documents, zoning ordinances and mapping. w October 2005 2-1 Inventory Century West Engineering 1 Aron Faegre&Associates ♦Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report I:. AIRPORT LOCALE Ashland is located in Southwestern Oregon, approximately 250 miles south of Portland and 12 miles north of the Oregon-California border. Ashland Municipal Airport is located on approximately 94 acres, 3 miles northeast of downtown Ashland. Access to the airport is provided by Dead Indian Memorial Road, which connects to East Main Street. U.S. Interstate 5 is located one-half mile west of the airport, with access provided via Greensprings Highway. CLIMATE Weather conditions play an important role in the planning and development of the airport. Temperature and wind direction directly affect runway length and alignment; cloud coverage and precipitation affect visibility and are primary determinants for navigational aids and lighting. Weather conditions in the Rogue River Valley, because of the protection it receives from its mountainous surroundings, are generally characterized by warm, dry summers and cool, moist winters. Annual precipitation averages roughly 20 inches; however, the mountains protect Ashland from much of the maritime influence of the coastal regions. Occasionally, ground fog will occur in the area,particularly during morning hours in the winter and spring. The average temperature during the winter months is in the mid-40-degree Fahrenheit range, with occasional snows. The summer weather in the area is typically warm with average temperatures in the mid-70- to mid-80-degree range, although temperatures in the 90- to 100-degree range are not uncommon. Most summer rainfall in the area is generally related to thunderstorm activity. GEOGRAPHY/GEOLOGY Terrain in the vicinity of the airport is characterized by sloping valley lands surrounded by rising mountainous terrain. Ashland is situated in the Klamath Mountains on the west side of Bear Creek, a tributary of the Rogue River. Ashland is located at the southern end of the Rogue River Valley, which is an irregularly shaped basin extending south from Sam's Valley to the Klamath Falls Junction area, about five miles southeast of Ashland. The valley extends to the north approximately 15 miles. Emigrant Creek borders the airport near the northeast corner; Neil Creek runs along the western edge of the airport. Ashland Municipal Airport is surrounded by mountainous terrain (west, east and south) rising up to approximately 2,600 feet above mean sea level (MSL) within two miles, and up to 7,600 feet MSL within five miles of the airport. Airport elevation is 1,885 feet MSL. rr October 2005 2-2 Inventory Century West Engineering Aron Faegre&Associates ♦ Gazeley&Associates A CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report Ir, Bodies of granite rock are relatively common in Southwestern Oregon (a large deposit lies southeast of Ashland). The Jackson County Comprehensive Plan indicates that, to varying degrees, the following metallic minerals are present in the county: gold, silver, uranium, chromite, copper, lead, zinc, tungsten, molybdenum, nickel, platinum, mercury, manganese, and cobalt. Likewise, the Comprehensive Plan identifies coal, oil shale, asbestos, clay, peat,pumice, silica, limestone, and aggregate as nonmetallic minerals present in the county. The soils in the Rogue River Valley area belong to the Xerult family — freely drained Ultisols in areas of Mediterranean-type climate, as is the case in the valley. Many of the valley soils are well-suited to agriculture, and the agricultural acres support the production of fruits, hay, grains, and dairy crops. AIRPORT HISTORY The history of aviation in Ashland is well established, dating back to the early 1920s. Several airfields were utilized in the Ashland area during the early years of aviation. In the late 1940s, an airstrip developed by Sumner Parker, a local pilot, was leased to the City of Ashland for use as a public airport. The Sumner Parker site was located approximately three miles from downtown Ashland and was found to be well suited for aircraft operations. The City continued to lease the property and make improvements to the airfield into the 1960s. In 1963, based on growing community support, the City began to evaluate future development needs of the airport. After establishing an airport committee,a feasibility study was conducted to determine the best location for the local airport. The Sumner Parker Field site was found to be the most feasible, and the City Council authorized negotiations for purchase of the property surrounding the airstrip. Federal approval of the site was received in 1964, and acquisition of the property was completed shortly thereafter. The airport was renamed Ashland Municipal Airport—Sumner Parker Field. A number of major airport improvements have occurred at Ashland Municipal Airport since it became a publicly owned facility. In 1968, the runway was paved and lighted; an aircraft parking apron was constructed, and an airport administrative building was constructed. Since the initial development, the runway has been widened to 75 feet, a 190-foot displaced threshold was added to Runway 30, and the parallel taxiway was extended 660 feet to the end of Runway 12. Other improvements include extension of the Runway 12 overrun(safety area);expanded apron and tie- down areas; improvements to vehicle parking and access roadways; construction of maintenance facility; and various landscaping projects. October 2005 2-3 Inventory II Century West Engineering ♦Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report Improvements made at the airport since the 1992 master plan include: • Replacement of the aviation fuel storage tanks and dispensing system to meet DEQ/EPA regulations. • Construction of new hangars • Hangar taxilane&taxiway construction (1995) • Apron construction (north extension - 1995) • Construction of Airport Road • Sky Research Hangar site development, vehicle access road,etc. (2003) • Hangar site preparation (excavation &retaining wall for one new 14-unit T-hangar) • T-Hangar Construction(2004)— 14 unit enclosed T-hangar • North Hangar Taxilane (approximately 480 x 25 feet) • Pavement maintenance and rehabilitation projects • Projects completed in 2004 or 2005 using a 2004 FAA AIP grant: 1. Replacement of existing low-intensity runway edge lighting (LIRL) with medium-intensity (MIRL) 2. Main Apron(center section) reconstruction and new aircraft wash rack 3. Main Apron (southern sections)overlay 4. Parallel taxiway reflectors 5. New airport electrical building 6. New airport rotating beacon Ashland Municipal Airport is managed by the City of Ashland's Department of Public Works. A nine-member appointed airport commission oversees the operation of the airport. Robert Skinner, Skinner Aviation, the airport's Fixed Base Operator (FBO), is responsible for administering tie-down and hangar rents, fuel flowage fees, freight operations, etc., through an operating agreement with the City. The operating agreement is subject to periodic review and competitive bidding. The City also provides'community police and fire protection,planning and zoning,parks and recreation programs,hospital services, and utilities. October 2005 2-4 Inventory Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report AIRFIELD FACILITIES Historically, Ashland Municipal Airport has served a variety of general aviation users, including business, commercial, government and recreational aviation. Figure 2-1 provides location and site maps of the airport. Figure 2-2 provides a detail of existing terminal area facilities at the airport. Table 2-1 summarizes airport data. TABLE 2-1:AIRPORT DATA Airport Name/Designation Ashland Municipal Airport(S03) Airport Owner City of Ashland Date Established 1940's National Plan of Integrated Airport Systems(NPIAS)General Aviation Airport Category FAA Airport Reference Code: B-I (small aircraft) Oregon Aviation System Designation: Community General Aviation Air ort(Category 4 Airport Acreage Approximately 94 Acres(held in fee) Airport Coordinates N 42 011.42' W 1220 39.64' Airport Elevation 1885 feet Mean Sea Level(MSL) Airport Traffic Pattern Left Traffic-2,900 feet above mean sea level Configuration/Altitude uration/Altitude MSL( ) N October 2005 2-5 Inventory Century West Engineering Aron Foegre&Associates Gazeley 8 Associates v.'it Y � ��1«i�i�? r i�' n :" i� � � I I I (� I - I V•�y 1 , �"I'q%.Jf � . . ,'err .� ! ' ' II �,� �11'® fplfi �.+• r^ +� f t„s� �, ' �{F#Y`�jma �•4i��i�F'�r�, 7 � 1 >> �,. ^i ' I�i T� r,�T'l�\ ��.R' 1 �e ., r., � 111 ��_. ��� hFe'`�� �{ �r i \e � '' ) ` ' f Y '} � ,\"�.q r/ `\ �•, �� 1 .yam �k� �c.�e��rt'�:� � .�1 I I.' r .I� _ r I k •l `. y„_ �^ / 1y' \ � C -i)13 �)3 >� 't .'.'>�J � 4 a 4�k ♦ �J,r ip zz - 4 tt as L� r r l 4 t l r • t'"4 � ` r '. ` y. . illy \ - � .. ,,. • ry1� / 1. 1 11 t 13 �Ys 1. JE >l , � . NMI i. �.r��1�r.,.,� ��'t��i.�rat • -� a I 4 N a� 1 ws k W r �►'.' � Y t»II 1 . . AMON ! SL Oki LLA un 06 CL CY) am ad uj LU LU ►s � l o r 'CTCI�. + \ "� + ✓ .� ' i'� \ y11� ,mss T fY I , a cl�p 1• f F�'.�� I, I����� I ✓l f /Jt � • • ! j `, /� I ^ �'� 111(t\ ��l x • `� t rY o © © o © 0000eee El C I T Y OF Ashland Municipal Airport ASHLAND Airport Layout Flan Report I.:, Runway & Taxiways Ashland Municipal has a single 3,603-foot by 75-foot paved and lighted runway. Runway 12/30 is oriented on a 120/300 degree (magnetic) alignment. The threshold of Runway 30 is displaced 190 feet to provide increased obstruction clearance for landing aircraft over trees, structures and vehicles traveling on Dead Indian Memorial Road. The runway has a published weight beating capacity of 15,000 pounds for aircraft with single wheel land gear configurations. The effective gradient of Runway 12/30 is 1.1 percent. Runway 12/30 has an asphaltic concrete (AC) surface, basic markings, and medium-intensity runway edge lighting (MIRL). The runway is served by a full-length east side parallel taxiway/taxilane with six connecting exit taxiways. A 2,850-foot section of parallel taxiway extends from the north end of the aircraft apron to the end of Runway 12. The parallel taxiway is 30 feet wide with a 162.5-foot runway separation. An aircraft holding area is located at the north end of the parallel taxiway, adjacent to the Runway 12 threshold. The southern end of the runway is served by a taxilane located along the outer edge of the aircraft apron. This section of taxilane has a slightly reduced runway separation of 150 feet. None of the taxiways are equipped with edge lighting, but reflective edge markers were recently added to the parallel taxiway. Aircraft hold lines are painted on all taxiway connections to Runway 12/30 and are located 125 feet from the runway centerline. This distance corresponds to the outer edges of a 250-foot wide runway obstacle free zone (OFZ) and object free area (OFA) for small aircraft. The parallel taxiway and exit taxiways have yellow centerline striping. Table 2-2 summarizes existing runway and taxiway facilities. During a recent site inventory, Runway 12/30 was observed to be generally in good condition, having recently been sealcoated and repainted. According to available data, the most recent asphalt overlay on the runway was applied in 1984. October 2005 2-8 Inventory I � Century West Engineering Aron Faegre &Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report TABLE 2-2: RUNWAY& TAXIWAY DATA Runway Dimensions 3,603 x 75 feet; 190-foot displaced threshold(Rwy 30) Effective Gradient 1.11% Runway Bearing N 380 42'50"W Surface/Condition Asphalt/Good'("Based on 2002 inspection,prior to most recentsealcoat) Weight Bearing Capacity 15,000 pounds—Single Wheel Landing Gear Marking Basic(visual) Medium Intensity Runway Edge Lighting(MIRL) (dusk-dawn automatic switch); Lighting VASI(Rwy 12&30)-Variable approach angles(Rwy 12:3.5-degrees; Rwy 30: 4.0-degrees)(dusk-dawn automatic switch); REIL(Rwy 30) (pilot activated) Signage Location&Directional Signs Wind Coverage All Weather: Estimated 95%at 12 mph; 99.5%at 15 mph. Rogue Valley Int'I- Medford Airport data. Source: NOAA; 101,163 observations(1948-1978) Taxiways _ Approximately 2,850 x 30 feet with(3)90-degree exit/connecting taxiways Parallel Taxiway (162.5-foot runway separation). Asphalt surface;centerline stripes;aircraft hold lines at each runway connection. . . Approximately 1,100 feet(width varies)with (3)90-degree exit/connecting Parallel Taxilane taxiways(150-foot runway separation). Asphalt surface;centerline stripes; aircraft hold lines at each runway connection. Hangar Taxiway(north) Approximately 570 x 25 feet. Extends from north(east)end of aircraft apron to T-hangars. Hangar Taxiway(south) Approximately 595 x 25 feet(width varies). Extends from aircraft'apron to hangars. Aircraft Apron Ashland Municipal has a single large aircraft apron located near the end of Runway 30, which supports aircraft fueling, tiedowns, hangars and occasional cargo/express aircraft parking and ground operations. The apron is approximately 1,500 feet long and varies between 150 and 230 feet deep. The majority of the apron is configured with light aircraft tiedowns. There are currently 72 light aircraft tie-down positions on the apron; 2 parking positions for larger aircraft are located adjacent to north side of the aircraft fuel area. October 2005 2-9 Inventory it Century West Engineering ♦Aron Faegre&Associates ♦ Gazeley&Associates C I T Y OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report The aircraft fuel area is located just north of the fixed base operator (FBO) maintenance hangar. Several hangars and related buildings are located along the rear (east) edge of the main apron including the FBO office and maintenance hangar, the Sky Research hangar, and an older T- hangar located at the south end of the apron. Itinerant aircraft parking is located on the apron adjacent to the FBO office and the vehicle parking lot. During a site inventory conducted prior to the summer 2004 rehabilitation project, the aprons were observed to range from very good (north end)to very poor condition (center section), which generally corresponds to the age of the four sections. The southern and center sections of the main apron were rehabilitated in 2004 and are now in excellent condition. The pavements in the poorest condition were reconstructed while others had asphalt overlays applied. An aircraft wash facility was also added adjacent to the aircraft apron and FBO maintenance hangar. The wash facility is designed to capture wash water and pipe it to an existing sanitary sewer line. Table 2- 3 summarizes existing aircraft apron facilities. TABLE 2-3:AIRCRAFT APRON DATA Area Dimensions and Use Main Apron(south section) Approximately 365 x 270'(10,950 square yards) Aircraft parking;hangar frontage. Asphalt Concrete Main Apron(south-center section) Approximately 370 x 230'(9,455 square yards) Aircraft parkln . Asphalt Concrete Main Apron(north-center section) Approximately 360 x 230'(9,200 square yards) Light aircraft tiedowns,aircraft fueling. Asphalt Concrete Main Apron(north section) Approximately 325 x 140'(5,055 square yards) Light aircraft tiedowns. Asphalt Concrete Aircraft Wash Area Approximately 50 x 40'(222 square yards) Aircraft washing. Asphalt Concrete Airfield Pavement Condition As part of the Oregon Aviation System Plan, the Oregon Department of Aviation manages a program of pavement evaluation and maintenance for Oregon's general aviation airports. This evaluation provides standardized pavement condition index (PCI) ratings, pavement features and current conditions. Through the use of MicroPAVER computer software, current pavement condition ratings are entered into the system with the specifics of each pavement section. The program is able to predict the future condition of the pavements if no action is taken (i.e. rate of deterioration) while also identifying the recommended measures needed to extend the useful life of the pavement section. October 2005 2-10 Inventory � I Century West Engineering ♦Aron Faegre&Associates ♦ Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report Table 2-4 summarizes airfield pavement conditions for Ashland based on the most recent inspection conducted in November, 2002 3 The branch report contained in the pavement study indicates that Ashland currently has more 748,000 square feet (SF) of airfield pavement, which equals approximately 1 l acres of surface area. TABLE 2-4: SUMMARY OFAIRFIELD PAVEMENT CONDITION (NOVEMBER 2002) Pavement Section Design/Age PCI l;olicit tion Rating Runway 12130 north 650-foot section 1"AC(1884);2"AC(1983);8"Aggregate Base(1983) 65 Good Runway 12/30 1"AC(1984);2"AC(1977);BST(1967);4.5"Aggregate 63 Good Base(1967);3"Aggregate Subbase(1967) 38'(south Poor 190' Parallel Taxiway(north section) 2"AC(1984); 8"Aggregate Base(1984) 64 Good Parallel Taxiway(centersection 2"AC w/Fabric(1989); 2"AC(1974);4"Aggregate Base - - ) 1974;4"Aggregate Subbase 1974 86 Excellent Exit Taxiways 2"AC(age varies); 8-9"Aggregate Base(typ.) 36-59 Poor to Good T-Hangar Access Taxiway(north) 4'AC(1995);7"Crushed Aggregate Base(1995) 72 Very Good Hangar Taxilanes(south) 3"AC(1995);6"Crushed Aggregate Base(1995) 64 Good T-Hangar Taxilanes 4.5"AC(1988);no base - 64 Good Main Apron(southern section) 2"AC(2004);2"AC(1983); 8"Aggregate Base(1983) 59, Good' Main Apron(soufhcenter section) 2-AC(2004);2"AC(1983); BST(1968);9"Aggregate 49' Fair' . , Base 1968 Mein Apron(north-center section) 2"AC(2004);2"AC(1983); BST(1967);4.5"Aggregate to' Failed' - I Base 1967•3"Aggreciate Subbase 1967 'Main Apron(north section) 3"AC(1995);3"Crushed Aggregate Base(1995) 95 Excellent 1. The Pavement Condition Index (PCI) scale ranges from 0 to 100, with seven general condition categories ranging from "failed" to "excellent" For additional details, see Oregon Aviation System Plan Pavement Evaluation/Maintenance . _ Management Program for Ashland Municipal Airport PCI ratings made prior to 2004 pavement rehabilitation projects, current (2005) ratings for these pavements would be expected to range from 95 to 100(Excellent). 3 Pavement Evaluation/Maintenance Management Program,Ashland Municipal Airport(2003) NI October 2005 2-11 Inventory il - Century West Engineering ♦Aron Faegre&Associates ♦ Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report In the 2002 inspection, Ashland's airfield pavements ranged from "failed" to "excellent," although the average rating of all airfield pavements was 58, which corresponds to "good" condition. Among the airfield pavements rated "poor" or worse include the north-center section of the main apron (failed) and the south end of Runway 30 (poor), both of which have since been fully rehabilitated. The following excerpt from 2002 pavement study summarizes the findings: "The primary distresses observed during the inspection were weathering/raveling, block cracking, longitudinal and transverse cracking, alligator cracking, patching, depressions, rutting, and oil spillage." The condition of the airfield pavements observed during site visits performed as part of the Airport Layout Plan Update (Winter 2004) were generally consistent with the most recent formal pavement evaluation conducted in November 2002. Updated PCI inspections are normally conducted on three-year intervals; the next inspection for Ashland would likely be conducted in 2005 or 2006 and will reflect significant improvements in overall pavement condition made since the 2002 inspection. LANDSIDE FACILITIES Hangars and Airport Buildings Aircraft hangars on the airport consist of standard T-hangars and conventional hangars. Conventional hangars include the FBO maintenance hangar, the Sky Research hangar/office, the Civil Air Patrol hangar, and an Oregon State Police hangar, and a single conventional hangar adjacent to the north T-hangar. Construction on a new 14-unit T-hangar was completed in late 2004 in the north hangar area, following extensive site preparation (excavation and retaining wall construction). The FBO building houses office space, a pilot waiting area, a small meeting room and restrooms. The Sky Research building, constructed in 2003, combines hangar and office space for the airport-based business. Existing airport buildings are summarized in Table 2-5. October 2005 2-12 Inventory Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report TABLE 2-5:AIRPORT BUILDINGS Building Existing Use T-Hangar(14-units)(north hangars) Aircraft Storage - Conventional Hangar(11-units) (south end of apron) Aircraft Storage T-Hangar(10-units)(north hangars) Aircraft Storage T-Hangar(10-units)(north hangars) Aircraft Storage Multiple Conventional Hangar(6-units) Aircraft Storage "CAP"Conventional Hangar Aircraft Storage,Civil Air Patrol Operations Conventional Hangar(near south end of apron) Aircraft Storage Conventional Hangar(near south end of apron) Aircraft Storage Conventional Hangar(near south end of apron) Aircraft Storage FBO Building FBO,Restrooms,Office, Pilot/Passenger Areas Conventional Hangar(FBO Maintenance Hangar) Aircraft Maintenance Sky Research Conventional Hangar/Office Commercial Use;Aircraft Storage OSP Conventional Hangar Aircraft Storage Airport Electrical Building Airport Lighting Systems Airport Lighting Ashland Municipal accommodates day and night operations in visual flight rules (VFR) conditions. The airport beacon, lighted wind sock, runway lights, and visual guidance indicators (VGI) on Runway 12/30 operate on dusk-dawn automatic switches. A new airport beacon was installed in 2005, northeast of the FBO building on the east side of the runway. The segmented circle and wind cone are located near the mid-point of the runway on its east side. Runway 12/30 has medium intensity runway lighting (MIRL) with visual approach slope indicators(VASI) on both ends. The MIRL system was installed in 2005 to replace the previous low intensity edge lighting system. Threshold lighting is located at both runway ends and on the displaced threshold for Runway 30. Runway 30 is equipped with runway end identifier lights (REIL), which are two sequenced strobe lights that mark the end of the runway. Overhead lighting is available in the terminal area, fueling area, and adjacent to most aircraft hangars. Table 2-6 summarizes existing airport lighting at Ashland Municipal Airport. N October 2005 2-13 Inventory Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report TABLE 2-6:AIRPORT LIGHTING Component Type Condition r ' Runway 12/30 Medium Intensity Runway Edge Lighting(MIRL);Threshold Excellent Lights Taxiway Lighting No Edge Lighting;Edge Reflectors on Parallel Taxiway Excellent . . Lighted Airfield Signage Location&Directional Signs Good Runway Approach Lighting REIL(Rwy 30) Good Visual Guidance Indicators VASI(Rwy 12&30) Good Airport Lighting Airport Rotating Beacon Excellent Fair Lighted Wind Cone AIRSPACE AND NAVIGATIONAL AIDS Ashland Municipal Airport has no electronic navigational aids or published instrument approaches and operates exclusively under visual flight rules(VFR) conditions. As noted above, the runway is equipped with visual landing aids at both runway ends. The airspace surfaces for the runway are based on visual approach capabilities for small aircraft.° Ashland Municipal is located within an area of Class E airspace with a floor 700 feet above the ground surface. Class E airspace has no mandatory radio communications during VFR conditions. An area of Class E airspace that extends from the surface upward is located approximately 2 miles west of Ashland. This section of airspace is intended to protect instrument procedures at Rogue Valley International-Medford Airport. The Rogue Valley VORTAC is located approximately 20.7 miles northwest of the airport on the 128-degree radial. Several low- and high-altitude enroute airways connecting to VORTACs in Medford, Klamath Falls, and Fort Jones are located in the vicinity of the airport. However, the minimum enroute altitudes for these airways prevent potential conflicts with local airport flight activity. Table 2-7 summarizes existing navigational aids and related items. °FAR Part 77. Utility aircraft weighing less than 12,500 pounds. October 2005 2-14 Inventory ll Century West Engineering ♦Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report TABLE 2-7: NAVIGATIONAL AIDS AND RELATED ITEMS Type Facilities None on Site Electronic Navigational Aids Nearby Facilities: Rogue Valley(OED)VORTAC(20.7 nm NW) 113.6 MHz Medford MEF Nondirectional Beacon 15 nm NW 356 LHz Instrument Approaches I None Weather Observation None Communication Unicom/Common Traffic Advisory Frequency(CTAF)(122.8 MHz) The 1994 airspace plan identified large areas of terrain penetration within the horizontal and conical surfaces, particularly to the north, east, and south of the airport. A city survey identified 36 trees as obstructions, primarily along the northwest corner of the airport. Updated survey data will be incorporated into the airspace plan,if available. Local airport traffic pattern altitude is 1,100 feet above ground level (AGL) with standard left traffic. Ashland is located in an area of Class E airspace with floor 700 feet above ground level, although there are no mandatory radio communication requirements during visual flight rules (VFR) conditions. Table 2-8 summarizes notable obstructions, special airspace designations and IFR routes in the vicinity of Ashland Municipal, as identified on the Mamath Falls Sectional Aeronautical Chart. Local airport operations and flight activity is not affected by the noted airspace or obstructions located in the vicinity of the airport. October 2005 2-15 Inventory Century West Engineering Aron Faegre&Associates Gazeley&Associates , CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report OWL TABLE 2-8:AIRSPACE/INSTRUMENT ROUTES/LOCAL OBSTRUCTIONS Airspace Item Description Location 4 nautical miles west. Extends from Low Altitude Enroute Victor 287—8,000 feet mean sea level Rogue Valley VORTAC on a 138-degree Airway minimum enroute altitude(MEA) course to GRENA intersection(with Fort . . Jones VORTAC 022-degree radial). Low Altitude Enroute Victor 122—9,000 feet mean sea level 12 nautical miles north. Connects Rogue Airway minimum enroute altitude(MEA) Valley and Klamath Falls VORTAC on a - 098-278 degree course. Class E Airspace Associated with low altitude federal Directly over airport,extends northward to ` airways 700 feet above ground level Medford. Class E Airspace(SFC) Associated with Rogue Valley Southern section begins 2 nautical miles International-Medford Airport at surface. west of Ashland. ` Tower 2430'MSL(310 feet AGL) Radio Tower 1.5 miles southeast ` - Tower 2015' MSL Radio Tower (under construction;AGL elevation unknown) 4 miles northwest Tower 4685'MSL(265 feet AGL-under 8 miles southeast construction Overhead Power Line Major Transmission Lines Within 2 miles(east&west) AIRPORT SUPPORT FACILITIES/SERVICES Aircraft Fuel Ashland Municipal Airport has both aviation gasoline (AVGAS) and jet fuel available for sale. The airport has two aboveground fuel storage tanks (10,000 and 12,000 gallons) that meet all current Oregon DEQ and EPA regulations for spill detection and containment. The aboveground storage tanks were installed to replace older underground tanks. The tanks and fueling facilities are located in the north-center section of the main apron. The 10,000-gallon tank is divided into two 5,000-gallon sections for jet fuel (Jet A) and 80/87 aviation gasoline (AVGAS). 80/87 fuel service is no longer maintained. The FBO indicates that the tank may be modified in the future to expand jet fuel capacity, if demand increases; it would also be possible to use that section of the tank to increase 100LL AVGAS capacity. The second tank has a capacity of 12,000-gallons of 100LL AVGAS. The tanks are owned by the City of Ashland. The airport FBO, Skinner Aviation also maintains two mobile fuel trucks (one jet fuel, one 100LL) with a capacity of approximately 1,200-gallons each. October 2005 2-16 Inventory ii Century West Engineering ♦Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report Surface Access and Vehicle Parking _ Vehicle access to the airport is provided via Dead Indian Memorial Road, which connects directly to East Main Street/Greensprings Highway. The primary airport access road serves the terminal area and landside facilities on the east side of the runway. A narrow access road extends from the northeast comer of the vehicle parking lot to serve the Sky Research hangar and other . development located adjacent to the main apron. Airport Road, located north of the terminal area, also connects to Dead Indian Memorial Road and provides access to aviation development areas and an adjacent residence. No other public access exists elsewhere on the airport. Designated vehicle parking areas are located adjacent to the FBO building and individual hangars on the airport. The recently constructed Sky Research building contains both aircraft hangar space and office space. As a commercial business, vehicle parking and access requirements differ from hangars used primarily for aircraft storage. In 2002, the City of Ashland adopted the Oregon Department of Aviation's (ODA) minimum standards for commercial aeronautical activities established for state-owned category IV airports. The minimum standards provide consistency in fees and practices for commercial aviation operations based on the airport's role as a community general aviation airport. Fencing Fencing at the airport consists of newer sections of chain link along the airport's eastern boundary (adjacent to Dead Indian Memorial Road) and in the terminal area. Other areas of the airport perimeter are fenced with three or four strand wire fencing. Utilities The developed areas of the airport have water, sanitary sewer, electrical and telephone service. Water and sewer service is provided by the City of Ashland; electrical service is"provided by Ashland Electric. A 6-inch water line serves the airport, with connection to a line located along Dead Indian Memorial Road. A 600-volt buried electrical line is located adjacent to the airport access road with service extensions provided to individual buildings. The airport storm drainage system includes an underground collection system located along airfield facilities that is routed to storm drain outfall into the adjacent drainage arm of Neil Creek. Public telephone and restrooms are located in the airport FBO building. October 2005 2-17 Inventory li j Century West Engineering ♦Aron Faegre&Associates ♦Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report LAND USE PLANNING AND ZONING The City of Ashland Comprehensive Plan provides land use guidance for the areas located within the city limits and urban growth boundary. The airport is located within city limits and is subject to city land use and zoning requirements. The lands located west and south of the airport are located within city boundaries, while areas located south and east are located outside city boundaries and are subject to Jackson County regulation. The lands contained within airport boundaries and two adjacent areas (a triangular shaped area located beyond the north end of the runway and the residential property located immediately east of the runway) are designated "Airport"on the City of Ashland Comprehensive Plan Map. The airport is currently zoned Employment District (E-1). The E-1 district "is designed to provide for a variety of uses such as office, retail, or manufacturing in an aesthetic environment and having a minimal impact on surrounding uses." E-1 zoning has been in place at the airport for many years, although no specific references to airport activities are found in the description of permitted, special permitted or conditional uses (Chapter 18.40.020-040). Airport overlay zoning is maintained by both the City of Ashland and Jackson County. (City of Ashland A-l; Jackson County (AA) Airport Approach (AA) and (AC) Airport Concern. As part of the airport layout plan update, the City and Jackson County should ensure that overlay zoning is updated to be consistent with both current airport planning and Oregon state land use requirements. The airport is surrounded by county zoned rural residential and exclusive farm use zones (north, west and east); city commercial zoning(west) and a large area of city residential zoning(R-1-10) immediately south. Chapter Seven (Environmental Checklist & Land Use) provides a more detailed discussion of surrounding land uses and zoning, including Oregon and FAA land use compatibility guidelines. AIRPORT SERVICE AREA The airport service area refers to the area surrounding an airport that is directly affected by the activities at that airport. Normally a 30 or 60-minute surface travel time is used to approximate the boundaries of a service area. Table 2-9 lists the public airports within a 30 nautical mile radius of Ashland. Despite their relatively close proximity to Ashland, the surface travel times to these airports varies greatly depending on the surface route available. Rogue Valley International-Medford Airport, located approximately 15 miles from Ashland accommodates a full range of commercial and business aviation users. Ashland Municipal Airport is categorized October 2005 2-18 Inventory Century West Engineering ♦Aron Faegre&Associates ♦Gazeley&Associates C I T Y OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report as a Community General Aviation (GA) airport in the Oregon Aviation System, which means the airport accommodates a variety of general aviation and local business activities. TABLE 2-9: PUBLIC USE AIRPORTS IN VICINITY (WITHIN 30 NAUTICAL MILES) Runway Lighted Fuel Airport Location Dimension feet Surface Runway? Available? Rogue Valley 8,800 x 150 International-Medford 15 NM northwest Asphalt Yes Yes Airport (primary rwy) - - Klamath Falls 10,301 x 150 International 30 NM east rima Asphalt Yes Yes Pinehurst State 13 NM southeast 2,800 x 30 Asphalt No No Siskiyou County 26 NM southeast 7,484 x 150 Asphalt Yes Yes Montague-Yreka 28 NM southeast 3,350 x 60 Asphalt Yes Yes rJl October 2005 2-19 Inventory � I Century West Engineering Aron Faegre&Associates Gazeley&Associates Ashland Municipal Airport Airport Layout Plan Report Chapter Three Aviation Activity Forecasts CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report CHAPTER THREE AVIATION ACTIVITY FORECASTS INTRODUCTION The purpose of this chapter is to prepare updated forecasts of aviation activity for the twenty-year planning period addressed in the Airport Layout Plan Update (2004-2024). The updated forecasts will provide the basis for estimating future facility needs at Ashland Municipal Airport. The scope of work for this project suggests use of the most recent Oregon Aviation System Plan (OASP)5 forecasts (1994-2018), with revision as required, to reflect current conditions. Airport master plan forecasts (1992-2012) are also available that reflect more airport-specific detail than is provided in statewide aviation forecasts. These forecasts, combined with the Federal Aviation Administration (FAA) Terminal Area Forecasts (TAF) will be compared with actual activity data to determine their applicability for use in this planning update. Once the relevance of existing forecasts is determined, a judgment can then be made regarding their use in developing updated projections for the current twenty-year planning period. Economy The economy of Ashland and Jackson County is relatively diversified, with elements such as tourism, manufacturing, agriculture, and government providing a unique balance in Southern Oregon. In recent years, unemployment rates within the Medford-Ashland area have been slightly lower than the statewide average. The Oregon Shakespeare Festival is a major component in the local and regional economy, attracting more than 100,000 visitors to Ashland each year. It has been estimated that the festival contributes roughly $50 million to the local economy in the form of direct and indirect employment, food, lodging, and other consumer spending. Southern Oregon University, a four-year public college, is located in Ashland with approximately 5,300 full-time and part-time students. Agriculture in the Rogue Valley consists ` 5 Oregon Continuous Aviation System Plan,Volume I Inventory and Forecasts(1997,AirTech). 'Ashland Municipal Airport Master Plan 1999-2010(SFC Engineering, 1992) October 2005 3-1 Forecasts � I i Century West Engineering ♦Aron Faegre&Associates ♦ Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report of a variety of crops, fruit orchards and vineyards. The economic outlook for Jackson County is strong, with future employment growth expected to outpace Oregon's employment growth rate through 2012.7 The use of private aircraft for personal and business transportation is a key element in Ashland's economy. With commercial air service available nearby in Medford, Ashland Municipal Airport accommodates general aviation aircraft used by local residents, businesses and visitors. In its role as a community general aviation airport, Ashland Municipal is an important component in the local,regional and statewide transportation system. Population r Population growth within Ashland and Jackson County has been moderate in recent years and that trend is expected to continue in the future. Ashland's population in 2004 was estimated at 20,590, while Jackson County's population was estimated at 191,200.8 Between the 1990 and 2000 census, the population of Ashland increased by 20 percent, which equals an average annual increase of 1.85 percent. During the same period, Jackson County population increased by nearly 24 percent, which equals an average annual increase of 2.2 percent. The population estimates for 2004 indicate continued growth, although at a slower annual rate(approximately 1.34 percent)for both Ashland and Jackson County since 2000. Long-term population forecasts for Jackson County continue to reflect modest-to-moderate growth. The Oregon Office of Economic Analysis projects Jackson County population will increase 39 percent by 2025 and 63 percent by 2040. These long-term forecasts equate to average annual growth rates of approximately 1.23 percent. The expectation of continued population growth for the community suggests that demand for aviation services at Ashland Municipal Airport will also increase during the current planning period at rates roughly comparable to other socioeconomic indicators. 'Oregon Employment Department Region 8 Economic Profile s Portland State University Center for Population Studies(July 1,2004) r+l October 2005 3-2 Forecasts li Century West Engineering ♦Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report I ., Recent Historic Activity Based Aircraft The current number of based aircraft at Ashland Municipal Airport is estimated at 89.9 This total appears to be consistent with hangar and aircraft parking capacity added at the airport since the last master plan was completed. Table 3-1 summarizes based aircraft at Ashland Municipal Airport in 2004. TABLE 3-1:2004 BASED AIRCRAFT ASHLAND MUNICIPAL AIRPORT Aircraft Type 2004(Estimate) Single Engine Piston 79 Multi-Engine Pistonrrurbine 5 Ultralights 3 - - Helicopters 2 Total gg Source: FAA 5010/rAF Data Several hangar construction projects have occurred at the airport in recent years that have increased hangar capacity and appear to be closely tied to the increase in based aircraft. The 1990 airport master plan projected a sharp increase in based aircraft early in the planning period (in response to planned hangar construction)followed by moderate growth through the remainder of the planning period. It appears that the initial surge occurred as expected, although subsequent growth has tapered off. The current estimate of 89 based aircraft falls between the 1995 and 2000 forecasts and equates to an annual average growth rate of 1.86 percent versus the 3.2 percent annual forecast rate between 1990 and 2000. It is also recognized that Ashland Municipal Airport has a limited land base and site development constraints (terrain, adjacent creeks, etc.) that limit expansion potential. Since the airport has a relatively limited amount of developable land available for landside facilities (aircraft parking and hangars), the desired mix of hangar types (business use, aircraft storage, etc.) is expected to 9 FAA 5010 Airport Record Form. October 2005 3-3 Forecasts Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report WA affect activity levels. However, any number of changes in local conditions could stimulate based aircraft numbers well beyond historic trends. For this reason, it is important that the airport plan include a facility development program that can quickly respond to market demand. Aviation activity forecasts created in the early 1990s commonly projected annual growth in excess of 2 to 3 percent. However, within Oregon and nationally, annual growth in the range of 0.5 to 1.5 percent are now common. The FAA's long-term forecasts project a very conservative increase the number of aircraft in the U.S. general aviation fleet. The FAA 2001-2015 TAF projects that total airport operations within the Northwest Mountain Region will increase 17.5 percent by 2015, which is an annual average increase of approximately 1.08 percent. Aircraft Operations Aircraft operations estimates for Ashland Municipal Airport are available for seven separate years between 1981 and 2003, through the Oregon Department of Aviation's automated acoustical (RENS) activity counting program. In the absence of air traffic control tower records, RENS counts generally provide the most reliable estimates of activity for uncontrolled airports. The RENS program uses a counting device that is triggered by specific noise level (aircraft engine noise) normally associated with an aircraft takeoff. Four seasonal on-site data samples are normally collected over a twelve-month period (October to October) for use in creating statistically derived estimates of operations. Table 3-2 summarizes the RENS activity counts conducted for Ashland Municipal since 1981. In the period since the last master plan was completed, five separate RENS counts have been conducted. Three of the five counts (1992, 1997 and 1998)were significantly lower (22 to 33 percent) than the 1990 base year air traffic estimate of 19,400 operations. Two counts (1995 and 2003) were slightly higher(4.4 and 7.6 percent)than the 1990 estimate. TABLE 3-2: SUMMARY OF ODA ACTIVITY COUNTS ASHLAND MUNICIPAL AIRPORT - - 1981 1986 1992 1995 1997 1998 2003 Annual Operations 16,460 15,436 13,110 20,208 15,195 14,753 20,878 Net Increase or Decrease -6.2% -15.1% +54.1% -24.8% -2.9% +41.5% Over Prior Count Source: Oregon Department of Aviation,RENS acoustical counts. 64 October 2005 3-4 Forecasts Ij Century West Engineering Aron Foegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report AN Figure 3-1 depicts the range of BENS counts at Ashland Municipal Airport since 1981. Although there is considerable fluctuation between individual counts, a modest upward trend is visible within the range of counts. Figure 3-2 depicts the RENS counts in relation to historic operations estimates from FAA TAR The older TAF data is difficult to verify, although the recent TAF data appears to be comparable to the periodic RENS counts, particularly the most . recent count completed in October 2003. Table 3-3 compares based aircraft and operations data, which yields an activity ratio which is useful in gauging trends. For the purposes of estimating current air traffic activity, the 2003 RENS count of 20,878 operations is considered to provide a reasonable indicator of current activity. As indicated by the data, aircraft utilization levels reflect fluctuations similar to operations levels. By comparison, based aircraft levels have remained relatively stable, with a modest upward trend over the last 10 to 15 years. FIGURE 3-1: SUMMARY OF ODA ACTIVITY COUNTS ASHLAND MUNICIPAL AIRPORT 30,000 _ c _ 22,500 _ iu Q. m 15,000 ---- --- C a 7,500 - 0 1981 1986 1992 1995 1997 1998 2003 ♦ REVS Counts ------Linear(REVS Counts) October 2005 3-5 Forecasts Century West Engineering ♦Aron Faegre&Associates ♦Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report FIGURE 3-2: SUMMARY OF ODA ACTIVITY COUNTS & TAF DATA ASHLAND MUNICIPAL AIRPORT 60,000 w 45,000 -- - 0 a p 30,000 – m C C 15,000 0 1976 1981 1986 1991 1996 2001 - - —FAA TAF Data ♦ RENSCount TABLE 3-3: SUMMARY OF HISTORICAL AVIATION ACTIVITY ASHLAND MUNICIPAL AIRPORT Year Aircraft O Operations Per Data Aerations Based Aircraft Based Aircraft Source 1981 16,460 71 232 1,2. - - 1986 15,436 53 291 1,2 - 1992 13,100 82 160 1,2 - 1995 20,208 83 244 1,2 1997 15,195 83 183 1,2 1998 14,753 83 178 1,2 2003 20,878 89 234 .1,2 IF 7-Period Mean 16,576 78 213 - Data Sources/Notes: 1. ODA FENS Aircraft Activity Counter Program 2. FAA TAF Data(BASED AIRCRAFT) ~I October 2005 3-6 Forecasts li _ Century West Engineering ♦Aron Faegre&Associates Gazeley&Associates CITY O F Ashland Municipal Airport ASHLAND Airport Layout Plan Report REVIEW OF EXISTING FORECASTS The existing aviation forecasts for Ashland Municipal Airport are summarized below and in Table 3-4. 1990 Airport Master Plan (AMP) The 1990 master plan forecasts projected based aircraft to increase from 70 to 112 (+60%) by 2010, which equals an annual average growth of 2.38 percent. As noted earlier, the master plan forecasts projected faster growth in based aircraft early in planning period (4.2% AAR: 1990- 1995), followed by moderate growth of (1.78 % AAR: 1995-2010). The current estimate of 89 based aircraft is 15 aircraft below the master plan forecast for 2005. This reflects actual growth of approximately 1.86 percent per year over the 13-year period. Aircraft operations were projected to increase by 59 percent, from 19,400 in 1990 to 30,800 in 2010. This equals an annual average growth of 2.34 percent. The most recent activity count (20,878) conducted in 2002-2003 is approximately 21 to 27 percent lower than the master plan forecasts for 2000 and 2005. As indicated in Figure 3-3, the recent RENS activity counts have consistently fallen below the 1990 master plan operations forecasts, although a modest upward trend is evident. The 1990 master plan forecasts assumed annual population growth to be approximately I to 2 percent within the airport's service area. Current population forecasts also reflect modest growth, which indicates that the underlying assumptions related to population growth used in the 1990 forecasts have not changed significantly in recent years. October 2005 3-7 Forecasts J Century West Engineering Aron Faegre&Associates Gazeley&Associates C I T Y OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report FIGURE 3-3: ODA RENS COUNTS, TAF, 1990 MASTER PLAN FORECAST ASHLAND MUNICIPAL AIRPORT 40,000 30,000 — -- a o 0 20,000 i - - - --------- ------------ p c D ¢c 10,000 0 1990 1995 2000 2005 2010 A RENS Count — — 1990 Master plan Fcst. ------ TAF Oregon Aviation System Plan (OASP) The 1997 OASP forecasts reflect growth in based aircraft and aircraft operations that are relatively consistent with the 1990 master plan forecasts. Overall, based aircraft and operations at Ashland Municipal Airport were both forecast to increase by 35 percent between 1994 and 2014, which equals an annual average growth of 1.5 percent. Between 1994 and 2014, based aircraft were projected to increase from 72 to 97 and aircraft operations were projected to increase from 20,000 to 26,940. The 2000 Oregon Aviation Plan updated the 1997 forecasts by extrapolating previously defined growth rates out to 2018. For 2018, based aircraft were projected to increase to 103, with aircraft operations increasing to 28,537. The 2004 OASP forecasts of based aircraft(84) and operations (23,330) are within 11 percent of current activity estimates (2003-2004). However, it is interesting to note that the current based aircraft levels are running ahead of forecast, while operations are below forecast levels. The OASP forecasts reflected an aircraft utilization level (277-280 operations per based aircraft) well above historic levels at Ashland. Lower levels of aircraft utilization are evident in the historic activity counts conducted at the airport in recent years. It appears reasonable that this sustained shift should be reflected in updated forecasts. October 2005 3-8 Forecasts li Century West Engineering Aron Faegre&Associates ♦ Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report FAA Terminal Area Forecasts (TAF) The Federal Aviation Administration (FAA) maintains forecasts for Ashland Municipal Airport in the TAF. The TAF projects an increase in based aircraft from 89 (2003 base year estimate) to 106 in 2020. This reflects an increase of 19 percent, which translates into an average annual growth rate of 1.03 percent. The TAF projects aircraft operations to increase from 20,683 (2003) to 23,002 in 2020. The increase of about 11 percent translates into an average annual growth rate of 0.63 percent over the twenty-year period. The slower growth projected for aircraft operations compared is also reflected in a gradually declining utilization ratio. It appears that the TAF accurately reflects current activity levels; based on the low rates of growth used in the forecasts, the TAF provides a reasonable baseline projection of future activity. TABLE 3-4: EXISTING AVIATION FORECASTS Source 1994/95 1999100 2004/05 2009/10 2014115 2018 2020 Based Aircraft - - 2003 Estimate:89 1990 Airport Master Plan 86 96 104 112 (2.38%AAR) -- 1997/2000 OASP (1.5%AAR) 72 78 84 90 97 103 -- TAF(1.03%AAR.2003-2020) 83 91 95 100 103 106 Aircraft Operations 2003 Estimate:20,878 1990 Airport Master Plan (2 34%AAR) 24,000 26,500 28,569 30,800 . . -- -- -- _ 199712000 OASP 1.5%AAR) 20,000 21,670 23,330 25,070 26,940 28,537 -- ' - - TAF(0.63 AAR:2003-2020) 1 15,436 1 22,689 1 20,956 21,638 1 22,320 1 22,729 23,002 • Nate:Adjacent forecast years(i.e., 1994 OASP and 1995 airport master plan)have combined in this table for convenient comparison. Updated Forecasts Based on the review of existing forecasts, an updated forecast of based aircraft and aircraft operations was developed to reflect airport development potential and the long-term growth expectations for the community and region. The updated forecasts are summarized in Table 3-5. The FAA TAF forecast is also provided for comparison. The updated forecasts are depicted in Figures 3-4 and 3-5. October 2005 3-9 Forecasts I Century West Engineering ♦Aron Faegre&Associates ♦Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report ' The updated (ALP 2004) forecast of based aircraft ranges from the current 89 aircraft to 125 in 2024. The net increase of 36 aircraft (+40.5%) equates to an average annual growth rate of 1.71 percent. A significant factor in the based aircraft forecasts is the current construction of a new 14-unit T-hangar. The city estimates that approximately 6 to 8 aircraft will be coming to Ashland from other airports; the balance of new hangar spaces are expected to be filled by existing based aircraft that will relocate from other hangars or the aircraft parking apron. Based on the historic waiting list for hangar space, it is expected that any vacancies created in older hangars will be quickly filled. As a result, the 5-year forecast (2009) reflects a sharp increase (15.7%; 3.0% annual average rate: 2004-2009) in based aircraft, with subsequent growth averaging about 1.3 percent annually through the twenty-year planning period. The current composition of the based aircraft fleet is expected to remain relatively consistent, with growth in all aircraft types anticipated. The 2003 estimate of 20,878 operations and 89 based aircraft results in a ratio of 235 operations per based aircraft. An updated forecast of aircraft operations was developed by applying this level of aircraft utilization to the updated based aircraft forecast. For this projection, aircraft utilization is maintained at 235 operations per based aircraft. As indicated in the historic data, aircraft utilization ratios at Ashland have fluctuated widely in recent years. However, for the purposes of projecting future demand, this ratio appears to represent a level of activity that can be sustained through the current planning period as the airport develops its limited land base. The stable ratio reflects a balance between current and recent utilization levels and also reflects the airport's ability to maintain a strong user base through the planning period. Aircraft operations are forecast to increase from 20,878 to 29,375 operations by 2024, which equals an average annual increase of 1.72 percent. However, as with the based aircraft forecast, aircraft operations are expected to respond to the current hangar construction, with subsequent growth averaging about 1.3 percent annually through the twenty-year planning period. Air Traffic Distribution/Design Aircraft The 1990 master plan forecasts assumed local operations accounted for 15 percent of total airport activity and itinerant operations (GA, air taxi, etc.) accounted for 85 percent during the planning period. Local operations include flights that begin and end at the airport(i.e., aircraft within the traffic pattern (touch and go), aircraft operating near the airport, etc.). Other available forecasts for Ashland Municipal Airport reflect similar levels of local aircraft operations (GASP 17%; FAA TAF 10%). In the absence of significant volumes of flight training activity, local operations typically account for relatively low percentage of overall activity. For the purposes of updating the forecasts, the 15% local/itinerant split used in the previous master plan will be maintained for the current planning period. October 2005 3-10 Forecasts I � Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report Ir, The 1992 airport master plan identified a turboprop aircraft, such as the Beechcraft 90 and 100 series King Air, as the critical aircraft for Ashland Municipal Airport. These aircraft are included in Airplane Design Group I and Approach Category B (B-I). The B-I category also includes many light twin-engine piston aircraft. By FAA definition, the "design aircraft" must have a minimum of 500 itinerant annual operations, which at Ashland, is met by a combination of locally based and itinerant aircraft. The airport accommodates larger aircraft (ADG Il) on an occasional basis, but at a level well below the FAA's threshold for use as design aircraft. Available runway (length) limits operations by larger turboprops and business jets on warmer days and would generally require significant reductions in operating weights (reduced passenger or fuel loads). The physical site limitations associated with Ashland Municipal Airport are the primary factors that limit activity by larger aircraft. Occasional use of the airport by package carrier aircraft, many of which are included in ADG II, is expected to continue during the planning period. These carriers typically operate single and multi-engine turboprop aircraft (i.e., Beech 99, Cessna Caravan,etc.). Based on historic aircraft activity distributions reported through the REM program, design aircraft operations at Ashland generally account for about 6 percent of total airport operations. For planning purposes, it is assumed that this level of activity will continue during the current planning period. H October 2005 3-11 Forecasts j Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report IL, TABLE 3-5: UPDATED FORECASTS ASHLAND MUNICIPAL AIRPORT Base Year 2009 2014 2019 2024 2004 2004 ALP Forecast (Preferred) Based Aircraft - - Single Engine 79 91 96 103 110 Multi Engine Pistonrrurbine 5 6 6 7 8 " Helicopter 2 3 3 4 4 Other(ultralights,etc.) 3 3 4 3 3 Total 89 103 109 117 125 Aircraft Operations Local(15%) 3,130 3,630 3,840 4,125 4,400 Itinerant(85%) 17,748 20,575 21,775 23,370 24,975 Total 20,878 24,205 25,615 1 27,495 29,375 Average Operations per Based 235 Aircraft 235 235 235 235 Operations by Critical Aircraft _ 1,250 1,450 1,540 1,650 1,760 0-1(piston4urbine twin) FAA TAF Based Aircraft Single Engine 79 84 87 91 92 Multi Engine 5 _6 7 8 9 - - Jet 0 0 0 0 0 . . Helicopter 2 2 2 2 2 Other 3 3 3 3 .3 Total 89 95 99 104 106' Aircraft Operations Local 2,156 2,156 1 2,156 2,156 2,156 Itinerant 18,527 19,345 20,027 20,709 20,846 - Total 20,683 21,501 22,183 22,865 23,002 Average Operations per Based Aircraft 232 226 224 220 217 2020 TAF W October 2005 3-12 Forecasts Century West Engineering Aron Faegre&Associates Gazeley&Associates C I T Y OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report F&FOA FIGURE 3-4: UPDATED BASED AIRCRAFT FORECAST ASHLAND MUNICIPAL AIRPORT 150 125 CU 100 CU I m 75 50 1990 1995 2000 2004 2009 2014 2019 2024 — 1990AMP•.=---•OASP- - - -TAF o Actual 2004ALP FIGURE 3-5: UPDATED AIRCRAFT OPERATIONS FORECAST ASHLAND MUNICIPAL AIRPORT 35,000 30,000 _ g 25,000 On 20,000 - r '�♦ - - dc�' 15,000 ' ♦ __...__ 10,000 5,000 1990 1995 2000 2004 2009 2014 2019 2024 1990 AMP---- ---OASP- - - -TAF 2004 ALP a Actual October 2005 3-13 Forecasts I Century West Engineering Aron Faegre&Associates Gazeley&Associates Ashland Municipal Airport Airport Layout Plan Report Chapter Four Airport Facility Requirements CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report CHAPTER FOUR AIRPORT FACILITY REQUIREMENTS INTRODUCTION This chapter uses the results of the inventory and forecast conducted in Chapters Two and Three, as well as established planning criteria, to determine the airside and landside facility requirements through the current twenty-year planning period. Airside facilities include runways, taxiways, navigational aids and lighting systems. Landside facilities include hangars, fixed base operator (FBO) facilities, aircraft parking apron, aircraft fueling, automobile parking, utilities and surface access. The facility requirements evaluation is used to identify the adequacy or inadequacy of existing airport facilities and identify what new facilities may be needed during the planning period based on forecast demand. Options for providing these facilities will be evaluated in Chapter Five to determine the most cost effective and efficient means for implementation. 1990-2010 Airport Master Plan Overview The previous Airport Master Plan to recommended a variety of facility improvements at Ashland Municipal Airport which are summarized in Table 4-1. The previously recommended facility improvements which have not been implemented will be revalidated, modified or eliminated based on the updated facility needs assessment and FAA guidelines. The majority of facility improvements completed during the last ten years have closely followed the recommendations of the 1992 master plan; the implementation of projects has been adjusted to respond to market demand and funding availability. In addition to the projects previously recommended, a new aircraft wash pad was constructed as part of the 2004 apron rehabilitation project. 10 Ashland Municipal Airport Master Plan(SFC Engineering,October 1992) . E�1 October 2005 4-1 Facility Requirements Century West Engineering ♦Aron Faegre 8 Associates ♦ Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report WIN TABLE 4-1: SUMMARY OF 1990-2010 AIRPORT MASTER PLAN RECOMMENDED PROJECTS AND CURRENT STATUS Completed Projects Yes/No Yes' Develop new hangar and apron NW of main apron 'Phase I apron expansion) Yes Relocate residential access road Yes Realign north han gar access taxiway Yes' Construct new hangars 'new hangars constructed in north&south areas Yes Provide lease areas to accommodate aircraft storage and business-oriented actK Yes' Airport security fencing 'east and south boundary) Yes Remove underground fuel tanks(replace with aboveground tanks Develop west tiedown area;provide pedestrian access(footbridge)over Neil Creek to adjacent No areas No Locate designated helicopter landing area on new apron No Provide non recision instrument approach Yes' Upgrade LIRL runway edge lighting to MIRL '2004 project) Yes Maintain FED develomentlexpansion reserve Yes' Improve airport circulation roadways 'access to Sky Research hangar) Yes' North T-Han ar Taxilanes one T-han ar taxilane constructed - • No Acquire avi ation easements for Enlarged Rwy 12&30 RPZ No Realign roadway located within Rwy 12 RPZ to provide obstruction clearance No Land Acquisition(Runway 12 approach surface Yes Maintain airfield pavements Yes Lower/Remove trees within Rwy 30 approach No Taxiway edge lighting MITL) (*ed a reflectors installed on parallel taxiway in 2004 No PAR Rwy. 12&30 No Terminal/F80 Building Expansion No' Runway Overly 'small section at Rwy 30 end was rehabilitated as part of 2004 apron ro ect No Parallel Taxiway Overly Yes' Main A ron Overly '2004 ET&t—south and center sections Yes' Utility Extension to hangars 'water, electrical extended to new hangar areas . d October 2005 4-2 Facility Requirements II Century West Engineering Aron Faegre&Associates Gazeley 8 Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report AIRPORT PLANNING OVERVIEW A review of the 1992 Airport Layout Plan (ALP) recommendations and current FAA design standards identifies some minor changes affecting the planning criteria previously used at Ashland Municipal Airport. The 1992 ALP recommended design standards based on Airplane r - Design Group (ADG) I and Aircraft Approach Category B (Airport Reference Code: B-1). The design aircraft was identified as King Air BE100 turboprop (existing and future) aircraft, which represented a typical smaller business turboprop weighing less than 12,500 pounds. Runway 12/30 was planned as a utility (visual) runway, which would also support development of a nonprecision instrument approach with visual final approach segments. The existing and future runway protection zone dimensions were 250 x 450 x 1000 feet. According to FAA planning guidelines "the RPZ dimension for a particular runway end is a function of the type of aircraft and approach visibility minimum associated with that runway end." Based on current FAA standards, the previously recommended RPZ dimensions are recommended for "Facilities Expected to Serve Small Aircraft Exclusively." Under the FAA's airport planning guidelines a "small airplane".is defined as "an airplane of 12,500 pounds or less maximum certificated takeoff weight." Under Part 77, utility runways are "constructed for and intended to be used by propeller driven aircraft of 12,500 pounds maximum gross weight and less." At a length of 3,603 feet, Runway 12/30 is able to accommodate a relatively large percentage of the small aircraft fleet, as defined by the FAA's runway length model (see Airside Requirements section for detailed discussion regarding runway length requirements). Considering the airport's physical site limitations and the anticipated use of the runway use of ADG I (small) design standards appears to be appropriate. ADG I (small) differs from ADO I in a few areas including object free area, aircraft parking line, and parallel taxiway separation•dimensions. The option of upgrading facilities to accommodate a wider range of business aircraft is something that most small airports consider during the master planning process. Many turboprops and business jet aircraft are included in ADG II. The dimensional standards associated with ADG II are generally larger than the corresponding ADG I standards. For purposes of evaluating the feasibility of expansion, several of the more demanding ADG II design standards were applied to the existing runway-taxiway system (depicted in Figure 4-1). In particular, accommodating a B-11 runway-parallel taxiway separation (240 feet) would require that nearly the entire main apron be relocated to provide adequate clearances. 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MIN// / / // t< y « t r . 1 I t + t 7 1r- \lhlrly 1^ J CL li ♦ ;f h - r 1 -., 1 .r-y ��- •. `awl +.. ,•{�'-.�1 -, ._ _ W. I.n.Vy - 1 1 � 1. �ti� ,fit f' l+^`✓.: :. h�.\ \I t� � • - �1 .��i _ w Q — o2q - it t, s - 'Y � n.. � ' 1 •- {, � � �:� tip' t-I"�I; )� 'li � � '� .. ■ j K ti � ! 1. _ 'f •S - �'4. 'Vt4'�' �'I r � , T y .'.. .� .1v • 1 ..� ti..44 y a, C i J J1 • I ��ia n � � 1 {_ �' ��nq�`I� 1 _[ V i _ • �` , :, / .' � i C.:i � J �` �I �� -. .. ... �y \ Vii_ -•.•- ` i - AA . 4, ,J �. Cf a I " � o x • t C J T Y OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report PREFERRED ALTERNATIVE Based on their review of the options presented, the City of Ashland Airport Commission and staff supported a preferred alternative that contained the following elements: • The landside (apron and hangar) development depicted in preliminary alternative 1, with specific modifications to accommodate a combination of hangar types and sizes. The rows of hangars will be aligned parallel to the runway to minimize site preparation necessary to accommodate hangars in the lower section of the development area. General grading will be required on the lower sections of the landside area and more extensive excavation will be required in the upper sections of the development area; • Extend taxiway access into the north hangar area, connecting to the existing taxiway system; taxilanes will be developed to provide access to individual hangar rows; an aircraft holding area would be developed adjacent to the main access taxiway to address potential congestion as the volume of taxiing activity increases within the north hangar area; • Extend the main apron in phases in its current dimensional (width) configuration based on demand for aircraft parking and large hangar development; development of future.air cargo parking positions is recommended.for the north end of the apron; • The hangar lease area located along the future section of the main apron is reserved for large conventional hangars and business-related tenants; • The hangar row and taxilane configuration reflects the physical limitations of the site; hangar rows are planned for specific types of hangars (i.e., one-sided box hangar, T- hangar, etc.), although specific building dimensions can be determined (with adequate taxiway/taxilane object free area clearance)based on tenant needs. Vehicle access and parking for the north hangar area and expanded main apron will be extended from the north airport access road; • Based on market opportunities, develop the northeast portion of the airport (located on the north side of the north airport access road) in aviation-related use. Due to sloping terrain and the location of a main airport access road,providing aircraft access to this area is not currently considered practical. However, since the airport land base is relatively limited, overcoming these constraints may become more feasible over time as readily- developable areas are exhausted. The FAA has also indicated that if a benefit to civil aviation can be demonstrated, the City could sell the land (if released by FAA) if the October 2005 5-8 Airport Development Alternatives Century West Engineering ♦Aron Faegre&Associates ♦ Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report proceeds were reinvested in the airport. This issue will be addressed through future coordination between the City and FAA. • Expand south end of the main apron for ultralight and small aircraft parking, based on demand; and • Maintain ARC B-I(small aircraft) airport design standards and utility runway designation for airspace planning purposes. Based on all comments provided, the input was incorporated into the airport layout plan drawing. The preliminary conceptual development options presented in this chapter illustrate the progressive process of alternatives evaluation and do not necessarily reflect the final preferred configuration of facilities depicted on the airport layout plan that resulted from the overall review process. Additional detail has been added to the ALP drawing for future aircraft apron, hangar and access road configurations. The draft set of airport layout plan drawings is presented at the end of this chapter. AIRPORT LAYOUT PLAN DRAWINGS The options that were considered for the long-term development of Ashland Municipal Airport were described in the Alternatives section of this chapter. This evaluation resulted in the selection of a preferred alternative. The preferred alternative has been incorporated into the airport layout plan drawings, which are summarized in this section. The set of airport plans, which is referred to in aggregate as the "Airport Layout Plan" (ALP) has been prepared in accordance with FAA guidelines. The drawings illustrate existing conditions, recommended changes in airfield facilities, existing and recommended property ownership, land use, and obstruction removal. The ALP set is presented at the end of this chapter: • Drawing I—Cover Sheet • Drawing 2—Airport Layout Plan • Drawing 3—FAR Part 77 Airspace Plan • Drawing 4—Airport Land Use Plan with 2009 Noise Contours Airport Layout Plan The Airport Layout Plan (ALP) presents the existing and ultimate airport layout and depicts the improvements that are recommended to enable the airport to meet forecast aviation demand. Airport vicinity and location maps, and data blocks for the overall airport and the runway are presented on the ALP. A declared distances table, legend of symbols and line types, and ho October 2005 5-9 Airport Development Alternatives Century West Engineering ♦Aron Faegre&Associates ♦Gazeley&Associates C I T Y OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report WE, building/facility table (with corresponding numbers depicted on the airport layout plan drawing) are also provided. The improvements depicted on the ALP reflect all major airfield developments recommended in the twenty-year planning period. Decisions made by the City regarding the actual scheduling of projects will be based on specific demand and the availability of funding. Long-term development reserves are also identified on the ALP to accommodate potential demand that could exceed current expectations or could occur beyond the current twenty-year planning period. The major items depicted on the ALP are summarized below: • The existing runway and parallel taxiway are maintained; • Expansion of the main apron (north section)is divided into three phases to accommodate variable demand for parking and landside lease development; • Continued development of the north hangar area including new taxiway extension, development of hangar rows, and new hangar taxilanes; • Development of access road and vehicle parking to serve the new north landside development area; • Minor expansion of the main apron (south end) to accommodate light aircraft and ultralight parking; • Infill development of aircraft hangars within existing landside areas with taxiway access or apron frontage; • An "Aviation-Related Development" area is depicted near the northeast corner of the airport. This area (approximately 9 acres) is physically separated by an existing access road and has several physical site limitations that prevent aircraft access. Note 4 on the drawing indicates that future development of this area will be coordinated,with FAA and that sale of the property is one option that may be considered. Projects such as maintenance or reconstruction of airfield pavements, which are not depicted on the ALP, are described in the Capital Improvements Program,in Chapter Six. ►.r October 2005 5-10 Airport Development Alternatives I ,I Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report Airspace Plan The FAR Part 77 Airspace Plan for Ashland Municipal Airport was developed based on Federal Aviation Regulations (FAR) Part 77, Objects Affecting Navigable Airspace. The Airspace Plan provides the plan view of the airspace surfaces, profile views of the runway approach surfaces, and a detailed plan view of the runway approach surfaces. This information is intended to define and protect the airspace surfaces from encroachment due to incompatible land uses, which could adversely affect safe airport operations. By comparing the elevations of the airspace surfaces with the surrounding terrain, an evaluation of potential obstructions to navigable airspace was conducted. The airspace surfaces depicted for Ashland Municipal Airport reflect the ALP-recommended (ultimate) runway length of 3,603 feet for Runway 12/30. Based on the current and planned use of B-I (small aircraft) design standards, Runway 12/30 will be designed for use by aircraft weighing 12,500 pounds and less, which places it in the "utility" category under FAR Part 77. Both runway ends are planned based on visual approach capabilities. As noted in the facility requirements analysis, this airspace configuration is also compatible with development of a non- precision instrument approach with a circling procedure that is authorized for daytime use only. A 5,000-foot horizontal surface radius is used for each runway end to protect future visual approach capabilities. Large areas of terrain penetration are identified within the horizontal surface and conical surface north, south and southeast of the runway. No terrain obstructions are identified within the runway approaches, primary surface or transitional surfaces. However, numerous trees are located near the runway, many of which appear to penetrate the primary and transitional surfaces, particularly near the Runway 12 end. A private road located near the end of Runway 12 creates an obstruction to the standard FAR Part 77 20:1 approach surface. Use of a Type B Obstacle Clearance Approach (OCA) is recommended for the visual runway end, consistent with the guidelines contained in FAA AC 150/5300-13 (appendix 2). The OCA 20:1 slope begins at the runway threshold,rather than 200 feet beyond the runway, which provides adequate obstruction clearance for landing aircraft.- ' The obstruction table depicted on the drawing lists 41 items, most of which were listed on the 1992 airspace plan. Although some tree removal has been conducted,the consultant was not able to clearly determine which of the listed items were removed or lowered. It is recommended that the City perform an updated obstruction survey to document the location and elevation of all items within the boundaries of the runway approach,primary and transitional surfaces. October 2005 5-11 Airport Development Alternatives I I Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report Cl The approach surface plan and profile drawing provides additional detail for the .runway approaches and the runway protection zones. The profile view depicts existing and future 20:1 approach surfaces, in addition to the 20:1 OCA for Runway 12. Airport Land Use Plan with 2009 Noise Contours The Airport Land Use Plan for Ashland Municipal Airport depicts existing zoning in the immediate vicinity of the airport. The area surrounding the airport is predominately zoned agricultural, although areas of rural residential zoning are located in the vicinity of the airport (primarily east, west and south), within one to two miles. Noise exposure contours based on the 2009 forecasts of aircraft activity are depicted on the Land Use Plan. The noise contours were created using the FAA's Integrated Noise Model (INM). Data from activity forecasts and aircraft fleet mix are combined with common flight tracks and runway use to create a general indication of airport-generated noise exposure. The noise contours are plotted in 5 DNL increments starting at 55 DNL. The size and shape of the contours is consistent with the airport's runway utilization and aircraft traffic. Although limited areas of residential development exist in the vicinity of the airport, sparse development patterns appear to have prevented significant levels of aircraft noise exposure to more densely populated areas. Local planning authorities should discourage land use patterns that would increase population densities in the vicinity of the airport, particularly beneath the runway approach surfaces. See Chapter Seven for a detailed description of the noise analysis. It is recommended that the City of Ashland and Jackson County update airport overlay zoning to reflect the boundaries of the FAR Part 77 airspace surfaces, consistent with the updated airport layout plan. 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' 1 �y / \ ♦ . b •. \\�?� i ��� // R +� >� !%f 't� to > us � �x ... ad's; '•;Yy ' .i a W LL n j. / d. z 0 4 Z w 9 3< � ¢ w w z o to ¢ V z n OS U U L� z a a o 120 ° a ¢ °a �w R a za G o�" G � u z w o -oo O° r` ri z' p a z3 z ¢ gi Q ti t7 — o- ° S7 r� O Z o o� owa Z "�� 8 8 8 °o „ o a �i yy yy y y 3 @ o �o°4xw 0 § S 9 2 S �y < Z y Y T O ° w > rL Z rGw <jrc ria Z ,u e1 V zo v O 2 Z $ ° ° ,°-^ ° ° ° ° z N 01 r°^ x z� too r J 0 o O Yz Li 0< o O 2` i OO O °W o 0 At 0 F3 pi 2 R z z LL 6 o o i E i u ° 0 0 $ ° °u y ° i Ashland Municipal Airport Airport Layout Plan Report Chapter Six Financial Management and Development Program CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report CHAPTER SIX FINANCIAL MANAGEMENT AND DEVELOPMENT PROGRAM The analyses conducted in the previous chapters have evaluated airport development need based on forecast activity and the associated facility requirements. One of the most important elements of the master planning process is the application of basic economic, financial and management rationale so that the feasibility of the implementation can be assured. The amount of local and outside funding(state, federal,etc.) that will be available during the current twenty-year planning cannot be guaranteed. In cases when the overall capital needs of an airport exceed available funding,projects will be deferred until funding can be obtained. In this situation, it is particularly important to establish and maintain priorities so that completion of the most essential improvements is assured. Historically, the primary source of funding for major capital projects at the airport has been federal aviation trust fund monies with local matching funds provided by the City. Hangar construction, which has not been eligible for FAA funding in the past, has been funded locally by the City (T-hangars) and private tenants (conventional hangars). Utility improvements at the airport are also not typically eligible for FAA funding and have been locally funded. The maintenance of airfield pavements ranges from very minor items such as crack filling to fog seals or patching. Minor pavement maintenance items such as crackfilling are not included in the capital improvement program, but will need to be undertaken by the City on an annual or semi- annual basis. The Pavement Management Program (PMP) managed by the Oregon Department of Aviation (ODA) provides funding assistance for airfield pavement maintenance on established multi-year cycles. This program is intended to preserve and maintain existing airfield pavements in order to maximize their useful lives and the economic value of the pavement. As noted earlier, several short-term pavement maintenance projects are identified for Ashland Municipal Airport in the current PMP,which will require local matching funds. r+l October 2005 6-1 Financial Management and Development Program Century West Engineering Aron Faegre&Associates Gazeley&Associates C I T Y OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report AIRPORT DEVELOPMENT SCHEDULE AND COST ESTIMATES The analyses presented in Chapters Four and Five, described the airport's overall development needs for the next twenty years. Estimates of project costs were developed for each project based on 2005 dollars. A 30 percent contingency overhead for engineering, administration, and unforeseen circumstances has been included in the estimated component and total costs. In future years, as the plan is carried out, these cost estimates can continue to assist management by adjusting the 2005-based figures for subsequent inflation. This may be accomplished by converting the interim change in the United States Consumer Price Index (USCPI) into a multiplier ratio through the following formula: X = y I Where: . . X=USCPI in any given future year Y=Change Ratio I=Current Index(USCPI) USCPI 193.3 (1982-1984=100) March 2005 Multiplying the change ratio (Y) times any 2005-based cost figures presented in this study will yield the adjusted dollar amounts appropriate in any future year evaluation. The following sections outline the recommended development program and funding assumptions. The scheduling has been prepared according to the facility requirements determined earlier. The projected staging of development projects is based upon anticipated needs and investment priorities. Actual activity levels may vary from projected levels; therefore, the staging of development in this section should be viewed as a general guide. When activity does vary from projected levels, implementation of development projects should occur when demand warrants, rather than according to the estimated staging presented in this chapter. In addition to major development projects, the airport will require regular facility maintenance. N October 2005 6-2 Financial Management and Development Program Century West Engineering Aron Faegre&Associates ♦Gazeley&Associates. CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report FELS A summary of development costs during the twenty-year capital improvement plan is presented in Table 6-1. The twenty-year CIP is divided between short-term and long-term projects. The table provides a listing of the major capital projects included in the twenty-year CIP, including each project's eligibility for FAA funding. The FAA will not generally participate in vehicle parking, utilities, building renovations or projects associated with non-aviation developments. Some changes in funding levels and project eligibility were included in the current Airport Improvement Program (AIP) legislation (extends through FY 2007). FAA funding levels have been increased from 90 percent to 95 percent, although the FAA indicates that a return to the previous 90 percent funding level may occur in future bills. Therefore, for planning purposes, FAA-eligible projects beyond 2007 are estimated based on a 90 percent level of FAA funding. The general aviation entitlement funding level is established up to $150,000 per year, with a maximum rollover of four years. Projects such as hangar construction or fuel systems, which have not traditionally been eligible for funding, are currently eligible, although the FAA indicates that this category of project would be funded only if there were no other project needs at a particular airport. Based on the overall facility needs and anticipated levels of federal funding, it has been assumed that hangar construction will not rely on FAA funds. The short-term phase of the capital improvement program includes the highest priority projects recommended during the first five years. Long-term projects are expected to occur beyond the next five years, although changes in demand or other conditions could accelerate or slow demand for some improvements. As with most airports, pavement related improvements represent the largest portion of CIP needs at Ashland Municipal Airport during the current planning period. A 2004 AIP project replaced the runway edge lighting system and rehabilitated the majority of the main apron in 2004 and 2005. October 2005 6-3 Financial Management and Development Program Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report A ., TABLE 6-1: 20-YEAR CAPITAL IMPROVEMENT PROGRAM 2005 TO 2025 Project oey. Unit Unit$ Cost` Eligible Local Short Term Projects Years 1-5 - 2005-2006 Runway 12130-Mill&Overlay,Visual Mkgs 30,025 SY $18.00 $540,450 $513,428 $27,023 Slurry Seal Main Apron(existing-north section) 9,400 SY $3.60 $33,840 $32,148 $1,692 - Slurry Seal North Hangar Taxiwaylraxilanes 12,000 SY $3.60 $43,200 $41,040 $2,160 rt5dllitotat..1(�9liE:.;t.,��'+` `n,� /�f'.��_2.n. 7...._mx":' •i�tK'�a.,,. . . .... ;,�tisa ..,.-::. 1 .,.�- fr'Frr. � $30;875: 2007 Slurry Seal South Hangar Taxilanes 4P 0 SY $3.60 $14,400 $13,680 $720 Construct North Hangar Area Main Taxiway(70045) 2,700 SY $40.00 $108,000 $102P6001 $5,400 Construct North Hangar Area Taxilanes(2) 2,400 SY $40.00 $96,000 $91,2001 $4,800 2006 Su erUnicom 1 LS $45,000 $45,000 $40,500 $4,500 Obstruction Survey&Tree Removal 1 LS $15,000 $15,000 $13,500 $1,500 _ Parallel Taxiway-Overlay 15 300 SV $12.00 $183,600 $165,240 $18,360 2009 Terminal Area Fencing&Electronic Vehicle Gale(T- Hangar access) 200 LF $18.00 $11,100 $9,990 $1,110 Construct North Apron Access Road&Parking 3,800 SY $30.00 $114,000 $102,600 $11,400 North Hangar Area Fencing(w/2 elect.vehicle gates) 1,900 LF $18.00 S49.200 $44,280 $4,920 Main Apron Expansion-Phase 1 (north area) 4,400 SY $40.00 $176,000 $158,400 $17,600 _ _ 4 4 �'. 4• . .K> R yt'e�•,tn n1 " ';,!i. .'�'` 'r. ru .:F' :k'«`_dpi +' r116}' L•b.Y �`f•". .- Total Short Term Projects 1 $1,429,790 $1,328,W61 $101,18 October 2005 6-4 Financial Management and Development Program Century West Engineering Aron Faegre&Associates Gazeley&Associates C I T Y OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report TABLE 6-1 (CONTINUED):20-YEAR CAPITAL IMPROVEMENT PROGRAM 2005 TO 2025 Project Qty. Unit Unit$ Total Cost' FAA Eligible Local - , Long Term Projects Years 6-20 Sluny Seal Main Apron(existing-south section 2010 15,900 SY $3.60 $57,240 $51,516 $5,724 Slurry Seal Main Apron(existing-center section 2010 7,200 SY $3.60 $25,920 $23,328 $2,592 Slurry Seal Main Apron(existing-north section 2011 9,400 SY $3.60 1 $33,840 $30.456 $3,384 Slurry Seal Runway 12/30,Visual Mks 2011 30,025 SY $3.60 $108,090 $97,281 $10,809 Sluny Seal North(existing)Hangar Taxilanes 2011 12,000 SY $3.60 $43,200 $38,880 $4,320 r Security Overhead Lighting(pole mounted flood lights) 10 ea $5,000 $50,000 $45,000 $5,000 North Hangar Area Site Preparation(upper section 50,000 CY $8.00 $400,000 $360,060 $40,000 North Non-Aviation Development Area Site Preparation/Excavation 10,000 CY $8.00 $80,000 $0 $80,000 North Development Area-Water Extensions 1,500 LF $55.00 $82,500 $0 $82,500 North Development Area- Sanita Sewer Extensions 1,500 LF $50.00 $75,000 $o $75,000 North Hangar Area Taxilane access upper hangar row 1,900 SY $40.00 1 $76,000 $68,400 $7,600 Terminal Area Access Road and Vehicle Pk q.Overlay 3,200 1 SY $12.00 ' $38,400 $34,560 $3,840 FBO Building Renovation 1,200 1 SF $40.00 $48,000 $0 -$48,000 PAP]-Rwy 12&30 2 ea $60,000 $120,000 $108,000 $12,000 ' - Main Apron new-phase 1 SlurrV Seal 2012 4,400 SY $3.60 $15,840 $14,256 $1,584 North new Hangar Taxilanes Slurry Seal 2012 5 100 SY $3.60 $18,360 $16.524 $1,836 Slurry Seal South Hangar Taxilanes 2013 4,000 SY $3.60 $14,400 $12,960 $1,440 Slurry Seal Parallel Taxiway 2013 15,300 SY $3.60 $55,080 $49,572 $5,508 Main Apron Expansion-Phase 2 3,600 SY $40.00 $144,000 $129,600 $14,400 Ai ort Fencing west side of airport) 5,200 LF $18.00 $93,600 $84,240 $9,360 Main Apron Expansion south end 3,000 SY $40.00 $120,000 $108,000 $12,000 Airport Fencing northeast side of airport) 2,300 LF $18.00 $41,400 $37,260 $4,140 Main Apron new-phase 2 Sluny Seal 2015 3,600 SY $3.60 $12,960 $11,664 $1,296 - - Oveday North(existing)Hangar Taxilanes 2015 12,000 SY $12.00 $144,000 $129,600 $14,400 Overlay Main Apron(existing-north section 2015 9,400 SY $12.00 $112,800 $101,520 $11,280 Sluny Seal Main Apron(existing-south section 2016 15,900 SY $3.60 $57,240 $51,516 $5,724 Slurry Seal Main Apron(existing-center section 2016 7,200 SY $3.60 $25,920 $23,328 $2,592 Oveda South Hangar Taxilanes 2017 4,000 SY $12.00 $48,000 $43,200 $4,800 Slurry Seal Runway 12/30,Visual Mks 2017 30,025 SY $3.60 $108,090 $97,281 $10,809 - - North new Hangar Taxilanes Slurry Seal 2018 7,000 SY $3.60 $25,200 $22,680 $2,520 Obstruction Survey&Tree Removal 1 LS $15,000 $15,000 $13,500 $1,500 REIL Rw 12 1 - ea $25,000 $25,000 $22,500 $2,500 North Ai!port Access Road Overlay 3,300 SY $12.00 $39,600 $35.640 $3,960 Main Apron new-phase 1 Slurry Seal 2018 4,400 SY $3.60 $15,840 $14,256 $1,584 Slurry Seal Parallel Taxiway 2019 15,300 SY $3.60 $55,060 $49,572 $5,508 Slurry Seal Main Apron(existing-north section 2020 9,400 SY $3.60 $33,840 $30,456 $3,384 Main Apron Expansion-Phase 3 3,600 SY $40.00 $144,000 $129,600 $14,400 �J Main Apron new-phase 2 Slurry Seal 2021 3,600 SY $3.60 $12,960 $11,664 $1,296 N October 2005 6-5 Financial Management and Development Program Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report _ Slurry Seal North(existing)Hangar Taxilanes 2021 12,000 SY $3.60 $43,200 $38,680 $4,320 Slurry Seal Main Apron(existing-south section 2022 15,900 SY $3.60 $57,240 $51,516 $5,724 Slurry Seal Main Apron(existing-center section 2022 7,200 SY $3.60 $25,920 $23,328 $2,592 Slurry Seal Runway 12/30,Visual Was 2023 3-0,02-5 SY $3.60 $108,090 $97,281 $10,809 Slurry Seal South Hangar Taxilanes 2023 4,000 SY $3.60 $14,400 $12,960 $1,440 Main Apron new-phase 1 Slurry Seal 2024 4,400 SY $3.60 $15,840 $14,256 $1,584 North new Hangar Taxilanes Slurry Seal 2024 7,000 SY $3.60 $25,200 $22,680 $2,520 Slurry Seal Main Apron(existing-north section 2025 9,400 SY $3.60 $33,840 $30,456 $3,384 Slurry Seal Parallel Taxiwa 2025 15,300 SY $3.60 $55,080 $49,572 $5,508 North Residential Access Road Realignment 400 LF $30.00 $12,000 $10,800 $1,200 Main Apron new-phase 3 Slurry Seal 2025 3,600 SY $3.60 $12,960 $11,664 $1,296 Total Lorig Term Projects $3,020,170 $2,461,203 $558,967 TOTAL SHORT&LONG TERM PROJECTS $4,449,960 $3,789,809 $660,152 Project costs include 30%engineering and contingency. Dates listed for specific projects are general estimates intended to assist In long-term capital planning-actual dates will vary depending on funding and facility needs. Short-Term Projects The majority of short-term projects at Ashland Municipal Airport are pavement-related items. The pavement surface courses on both Runway 12/30 and the parallel taxiway are now more than 20 years old and will require rehabilitation early in the planning period. A small section of the runway (at the Runway 30 end) was resurfaced as part of the 2004 apron rehabilitation project. New pavement markings will be required on both the runway and taxiway once they are resurfaced. Several slurry seal projects are also recommended for existing pavements in the short-term period: • North section of the main apron; • North hangar area taxiways/taxilanes; • South hangar area taxilanes. Recommended new construction items include the extension of a taxiway to serve the north hangar area. The new taxiway will extend approximately 700 feet from the existing taxiway located near the north corner of the Sky Research hangar, continuing to the northeast before turning southeast and connecting to the taxiway located adjacent to the north T-hangars. Two f.l , October 2005 6-6 Financial Management and Development Program Century West Engineering 4/Aron Faegre&Associates♦ Gazeley&Associates C I T Y OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report 1L, additional stub taxilanes are recommended initially to serve a new T-hangar site. A third stub taxilane is planned for later in the planning period to serve the upper-most row of hangars in the new development area. The planned hangar configuration accommodates two lower rows of T- hangars and an upper row of conventional hangars or executive hangars built partially into the slope. Based on the steepness of the terrain in the upper portion of the hillside, it is anticipated that some hangars may be designed to provide vehicle parking and public access on the upper level, with the hangar floor designed to access the adjacent taxiway at a lower elevation. These mixed-use hangars would be particularly well suited for small businesses that require both aircraft storage and operational space. Additional sites for small/medium conventional hangars area located adjacent to the existing northern most T-hangar and in the row behind the Sky Research hangar. The timing of development for new hangars on the airport will be dependent on market demand and the timing of other necessary improvements (surface access, site preparation, taxiway access, etc.). Minor site preparation (grading, etc.) will be required for the initial development (lower section) of the north hangar area. More substantial site preparation, including excavation, will be required to develop the upper portions of the hangar area. Due to the anticipated costs of site preparation, the staging of development will utilize the more readily developable areas first, before proceeding with developing the upper hangar areas when market demand is sufficient to justify the investment in site preparation. The first phase of expansion of the main apron and the associated surface access improvements are included as short-term projects. However, the precise timing of the apron expansion may be affected by actual demand for larger business related conventional hangars. It is anticipated that the lease area located immediately adjacent to the main apron will accommodate 4 to 6 large conventional hangars. An access road extension and new vehicle parking areas will be developed behind the hangar lease lots to provide adequate public access and vehicle parking. All public access to the new landside developments located along the northern end of the main apron and in the north hangar area will be served from the existing north airport access road. The City has indicated that acquiring a SuperUnicomTM, or similar system for the airport is considered a high priority improvement to provide basic local weather conditions and pilot advisories. Long-Term Projects The recommended long-term projects at Ashland Municipal Airport include the following: • Airfield pavement preservation, resurfacing and reconstruction. This includes periodic slurry seals for all airfield pavements on a six-year cycle. Asphalt overlays will be October 2005 6-7 Financial Management and Development Program _ Century West Engineering ♦Aron Faegre&Associates ♦Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report required for any existing pavements not rehabilitated in the short-term period. These include the existing north and south hangar taxilanes/taxiways and the north section of the main apron. • Site preparation, including excavation of upper portion of north hangar area (approximately 50,000 cubic yards). • New pavement construction associated with airside and landside facilities (Main Apron North Expansion Phases 2 and 3; and South End Expansion based on demand; taxiway/taxilane extensions). • Relocation of the segmented circle in conjunction with north end apron expansion. • Building construction (hangars,FBO hangar,etc.). • Airport security fencing (northeast, west property line; terminal area; north hangar area) and electronic vehicle gates. • Asphalt overlays on north and south airport access roads and vehicle parking areas. • Precision approach slope indicators (PAPI) to replace existing VASI on Runways 12 and 30; runway end identifier lights (REIL)on Runway 12. • Realignment of an on-airport section of the existing residential access road to accommodate Phase 3 expansion of main apron. Pavement related projects listed in the CIP are listed in relative priority based on a general timeline. The actual timing for these projects may need to be periodically adjusted based on the City's need to accelerate or defer projects based on a variety of considerations. The specific years listed are intended to provide a general guide for project planning and illustrate the repetitive nature and substantial investment required in maintaining airfield pavements. Ea October 2005 6-8 Financial Management and Development Program _; Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report FINANCING OF DEVELOPMENT PROGRAM Federal Grants A primary source of potential funding identified in this plan is the Federal Airport Improvement Program (AIP). As proposed, approximately 85 percent of the airport's 20-year CIP will be eligible for federal funding. Funds from this program are derived from the Aviation Trust Fund, which is the depository for all federal aviation taxes collected on such items as airline tickets, aviation fuel, lubricants, tires, aircraft registrations, and other aviation-related fees. These funds are distributed under appropriations set by Congress to all airports in the United States that have certified eligibility. The funds are distributed through grants administered by the Federal Aviation Administration (FAA). Under current FAA guidelines, the City receives 95 percent participation on eligible projects. Ashland Municipal Airport is eligible under the Airport Improvement Program (AIP) to receive discretionary grants and general aviation entitlement grants. Under the current authorization, the airport may receive up to$150,000 per year in the GA entitlement grants. The future availability of the GA non-primary entitlement funding is dependent on congressional reauthorization and may change during the planning period. However, based on current legislation,these grants have become a very significant source of FAA funding for general aviation airports. Airports may combine up to four years of GA entitlement funding for projects. As noted earlier, a return to the previous 90 percent level may occur in the next federal funding bill. For planning purposes, FAA-eligible projects beyond 2007 in the CIP are estimated based on a 90 percent level of FAA funding. Discretionary grants are also available to fund larger projects that require additional funding. The constraints of AIP funding availability will dictate in large part, the actual schedule for completing airport improvement projects through the planning period. As a result, some projects included in the twenty-year CIP may be deferred beyond the twenty-year time frame. State Funding The Oregon Department of Aviation (ODA) manages a pavement maintenance funding program to enable regularly-scheduled investment in airfield pavements. The program funds pavement maintenance and associated improvements (crack filling, repair, sealcoats, etc.), which have not traditionally been eligible for FAA funding. The PMP may also be expanded to include pavement overlays. ODA also provides limited funding assistance through its Financial October 2005 6-9 Financial Management and Development Program Century West Engineering ♦Aron Faegre&Associates ♦ Gazeley&Associates C I T Y OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report Assistance to Municipalities (FAM) grant program. FAM grants are available for amounts up to $25,000 per year, with varying levels of local match required. Financing the Local Share of Capital Improvements As currently defined, the locally funded portion of the CIP is approximately 15 percent. For local airport sponsors, one of the most challenging aspects of financial planning is generating enough revenue to match available state or federal grants for large projects. As noted earlier, FAA AIP grants usually represent the single largest source of funding for major capital projects. As currently defined, the local share for projects included in the twenty year planning period is estimated to be just under$650,000, which includes the local 5%match for AIP-funded projects, utility extensions and some non-aviation related site preparation. Hangar construction has not been included in the CIP; hangars at the airport have historically been funded both by the City and through private tenants. Recent changes in AIP legislation allow some FAA funding to be used for hangar construction, however, this type of development is considered to be a much lower priority than airfield improvement projects. The FAA has indicated that they would consider a funding request only in cases where there were no other higher priority project needs outstanding. Since the projected twenty-year cost of improving and maintaining airport facilities exceeds current AIP funding levels, it appears unlikely that the City could justify a request for FAA funding for hangar construction any time in the near future. October 2005 6-10 Financial Management and Development Program IJ Century West Engineering Aron Faegre&Associates Gazeley&Associates Ashland Municipal Airport Airport Layout Plan Report Chapter Seven Environmental Checklist CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report CHAPTER SEVEN ENVIRONMENTAL CHECKLIST INTRODUCTION The purpose of the Environmental Checklist is to identify any physical, social and environmental conditions of record which may affect the ability to undertake future improvements at Ashland Municipal Airport - Sumner Parker Field. In comparison to an Environmental Assessment (EA) or Environmental Impact Statement (EIS), the project scope for this review is limited, and focuses on gathering and summarizing information of record from the applicable local, state and federal sources pertaining to the existing conditions of the subject site and its environs. The scope of the review research does not involve extensive professional interpretation of the information, in-depth analyses, or the more comprehensive follow-up correspondence and inquiries with affected agencies and persons that is normally associated with an EA or EIS. All research activities, including correspondence, data collection and documentation, proceeded under the provisions of FAA Order 5050.4A, The Airport Environmental Handbook, which is intended to implement the requirements of Sections 1505.1 and 1507.3 of the National Environmental Policy Act (NEPA). This report briefly addresses each potential impact category identified by Order 5050AA as to be investigated under the EIS or EA processes, and is comprised of a narrative and table summarizing the consultant's findings under each investigation heading or potential impact category. In instances where a particular potential environmental impact type does not appear to exist or apply to the subject project, the table is noted accordingly, and little or no discussion appears in the narrative section of the report. Included below is a brief summary of the impact categories in which potentially significant impacts were identified, or appear to be possible, and where notable ecological or social conditions appear pertinent to the future development of this facility. As discussed in Chapter Two of this report, the airport is located in southwestern Jackson County, three miles northeast of downtown Ashland, but within the Ashland Urban Growth Boundary and City limits. The Urban Growth Boundary (UGB) encompasses some additional properties adjacent to the airport which are not within the City limits; more specifically, a single- family residence immediately east of the airstrip, zoned Jackson County Rural Residential, 5 acre October 2005 7-1 Environmental Checklist _ Century West Engineering ♦Aron Faegre&Associates ♦Gazeley&Associates /� C I T Y OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report minimum (RR-5); an extensive area northeast of the end of Runway 12, also zoned Jackson County.RR-5; and Jackson County rural residential and commercial lands immediately west and south of the airport (zoning RR-5 and Commercial General, CG). In addition, a small area of RR-5, and an area of Exclusive Farm Use (EFU) Zoning, also occur within the UGB, southwesterly of the end of Runway 30, across Dead Indian Memorial Road, and immediately east of the airfield,northeast of the fore-mentioned dwelling, respectively. The airport site is zoned City of Ashland Employment District (E-1). The E-1 district "is designed to provide for a variety of uses such as office, retail, or manufacturing in an aesthetic environment and having a minimal impact on surrounding uses" E-1 zoning has been in place at the airport for many years, although no specific references to airport activities are found in the description of permitted, special permitted occonditional uses (Chapter 18.40.020-040). The consultant recommends that the City develop airport-friendly zoning for the property, consistent with ORS Chapter 836.610 and related requirements of the State of Oregon. This could be accomplished through either amendment of the existing,E-I Zone description, to permit aviation and related development and activities outright, or through the creation of a new airport zone. Since the State has effectively frozen periodic review requirements through at least 2007, the City should pursue this change through a legislative zoning code and map amendment as soon as possible. Creation of a new airport zone, in particular, would bring the City's zoning map and code into more substantial compliance with the Ashland Comprehensive Plan, which currently provides a distinct"Airport"designation for the subject and select abutting urbanizable lands. Land uses surrounding the Ashland Municipal Airport - Sumner Parker Field are predominantly riparian corridors; rural and resource related, single family dwellings; commercial, and limited industrial uses. .A mini-storage facility is located just southwest of the airport. The airport is bordered on the north by Emigrant Creek, on the south and west by Neil Creek, while the two converge immediately northwest of airport property, about 350 feet off the end of Runway 12, to form Bear Creek. Dead Indian Memorial Road, which connects to Airport Road, also links with Greensprings Highway 66 for accessing Interstate 5, and with East Main Street for downtown access. - - Chapter Two notes a tower which encroaches upon critical airspaces as located approximately 1.5 miles southeast of the site, and major overhead power transmission lines within two miles east and west of the airstrip also create hazards to safe aviation operations. The landing threshold for Runway 30 is displaced 190 feet to provide increased clearance over obstructions located within the runway approach. No other land use compatibility issues are of concern. i October 2005 7-2 Environmental Checklist I � Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport -ASHLAND Airport Layout Plan Report The nearest solid waste disposal /transfer site is located approximately 5 miles from the airfield. Aside from the riparian condors associated with the creeks, no known bird attractants are located nearby. Land uses and zoning abutting the airport are described in Table 7-1. TABLE 7-1: SUMMARY OF LAND USE AND ZONING IN VICINITY OF AIRPORT Land Use Zoning Airport Site: City of Ashland Employment District(E-1) North: Agriculture, Jackson County Rural Residential, 5 Acre Minimum(RR-5), Exclusive Farm Use(EFU) Resource related dwellings EFU South: Dead Indian Memorial Road, Rural Residential and EFU,Jackson County Rural Residential, 1 Acre Minimum(RR-00) Resource Related Dwellings, Limited Industrial Uses SW Jackson County Commercial General CG East., Emigrant Creek Agriculture, EFU, RR-5 Resource related dwellings ° West., Bear Creek(NW) Neil Creek - . Single-family residences RR-5, E-1 Agriculture, EFU Oregon Revised Statutes (ORS) Chapter 836.600 through 836.630 addresses the appropriate zoning and protection of Oregon's airports and their surroundings. Under the statute, height restrictive zoning and, to some extent, use-restrictive zoning, are indicated as necessary components affecting land uses in the immediate vicinity of a public airport. An Airport Overlay Zone, which protects necessary airspaces and limits incompatible uses in proximity to an airfield, is the primary means of ensuring the compatibility of surrounding land uses with operations of a general aviation airstrip. Both the City of Ashland and Jackson County have airport overlay language in their respective land use documents; however, neither jurisdiction illustrates the overlays on their zoning maps, as provided in the case of the City of Ashland by staff planners, and, in the case of the County, as viewed on the official Jackson County website. Following completion of the airport layout plan update, the City and Jackson County should ensure that overlay zoning mapping is updated to be consistent with both current airport planning and Oregon state land use requirements. October 2005 7-3 Environmental Checklist Century West Engineering ♦Aron Faegre&Associates ♦ Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report In addition to ensuring quality and cohesive mapping of all of the areas affected by the required Airport Overlay and related safety zones in both the City and County jurisdictions, the existing respective City and County overlay code sections and other applicable zoning and transportation plan languages must also be reviewed and amended to ensure full compliance with ORS Chapter 836. Among the provisions of this statute are the following (Please note: This is not intended to be a comprehensive summation of this legislation. Additional requirements may apply to this site under the cited or related statutes): OAR 660-13-160(1) Requires jurisdictions to update Plan, land use regulations at Periodic Review to conform with provisions of this statute, or at next update of Transportation System Plan, per OAR 660-12-0015(4) and OAR 660-12-0045(2)(c)&(d). If more than one local government is affected by the Airport Safety Overlay (see below), a Coordinated Work Program for all jurisdictions is required, concurrent with timing of Periodic Review (or TSP update)for the jurisdiction having the most land area devoted to the airport use(s). An Inter- Governmental Agreement is one potential mechanism for complying with the requirement for a "coordinated work program" between concerned jurisdictions under this section. As owners of the facility and the jurisdiction with the most land area devoted to the airport, the City of Ashland should initiate these discussions. (8) Adopt map delineating Safety Zones, compatibility zones, and existing noise impact boundaries identified by OAR 340-35. See also OAR 660-13-0070(1) and Exhibits I & 2 to Division 13. Beyond ensuring applicable mapping depicts required safety zones, etc., consistent with the above,jurisdictions must ensure corresponding code language is also compliant. This Airport Layout Plan Update Report will provide the information and graphics for incorporating into the City and County zoning data and mapping files in order to establish compliance with the requirement for mapping "noise impact boundaries." Additional analyses, safety and compatibility zone designations and mapping may likely be necessary to establish full conformity with this section. OAR 660-13-0070(2): Review future development in Airport Safety Overlay for compliance with maximum height limitations. As stated, the consultant recommends that the County and City adopt and enforce height limitations, and other Airport Safety Overlay zoning implementation language, or where already existing, ensure that this is consistent with this and other applicable state laws and federal regulations. In addition to Airport Hazard Overlay requirements described above, OAR 660-13-0040(1)-(3) also requires that jurisdictions adopt a map of existing and planned airport improvements. The consultant recommends that a general review be performed of all County and City Ordinance and Comprehensive Plan language and mapping pertaining to the subject airport and its d October 2005 7-4 Environmental Checklist I � Century West Engineering ♦Aron Faegre&Associates ♦ Gazeley&Associates r C I T Y OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report immediate environs, to compare those with the requirements of ORS Chapter 836.600-630 for airport compatibility. Any amendments to the City's and County's codes, Plans and or maps necessary in order to demonstrate compliance should be affected. It is further recommended that this Airport Layout Plan be adopted as part of the Transportation Elements of the respective City of Ashland and Jackson County Comprehensive Plans. Ashland Municipal Airport - Sumner Parker Field has historically been utilized for business, commercial, government, and recreation purposes. Improvements will accrue positive social and socio-economic impacts through the creation of jobs and enhancement of the performance of the facility. Increased safety and security are among the key expected benefits of the preferred alternative. It is noted that, although the prior Airport Master Plan recommended perimeter fencing be established, this has not yet been completely achieved. Existing perimeter fencing should be augmented or replaced as necessary to establish airport security fencing for the site's entire perimeter, to protect neighbors, wildlife, and airport operations from undue conflicts. NOISE EVALUATION Noise is sometimes defined as unwanted sound. However, sound is measurable, whereas noise is subjective. The relationship between measurable sound and human irritation is the key to understanding aircraft noise impact. A rating scale has been devised to relate sound to the sensitivity of the human ear. The A-weighted decibel scale (dBA) is measured on a "log" scale, by which is meant that for each increase in sound energy level by a factor of 10, there is a designated increase of 1 dBA. This system of measurement is used because the human ear functions over such an enormous range of sound energy impacts. At a psychological level, there is a rule of thumb that the human ear often "hears" an increase of 10 decibels as equivalent to a "doubling"of sound. The challenge to evaluating noise impact lies in determining what amount and what kind of sound constitutes noise. The vast majority of people exposed to aircraft noise are not in danger of direct physical harm. However, much research on the effects of noise has led to several generally accepted conclusions: • The effects of sound are cumulative; therefore, the duration of exposure must be included in any evaluation of noise. • Noise can interfere with outdoor activities and other communication. • Noise can disturb sleep, TV/radio listening, and relaxation. October 2005 7-5 Environmental Checklist I � Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Pion Report • When community noise' levels have reached sufficient intensity, community wide ' objection to the noise will likely occur. Research has also found that individual responses to noise are difficult to predict15. Some people are annoyed by perceptible noise events, while others show little concern over the most disruptive events. However, it is possible to predict the responses of large groups of people—i.e. communities. Consequently, community response, not individual response, has emerged as the prime index of aircraft noise measurement. On the basis of the findings described above, a methodology has been devised to relate measurable sound from a variety of sources to community response. It has been termed "Day- Night Average Sound Level" (DNL)and has been adopted by the U. S. Environmental Protection Agency (EPA), the Department of Housing and Urban Development'(HUD), and the Federal Aviation Administration (FAA) for use in evaluating noise impacts. In a general sense, it is the yearly average of aircraft-created noise for a specific location (i.e., runway), but includes a calculation penalty for each night flight. The basic unit in the computation of DNL is the sound exposure level (SEL). An SEL is computed by mathematically summing the dBA level for each second during which a noise event occurs. For example, the noise level of an aircraft [night be recorded as it approaches, passes overhead, and then departs. The recorded noise level of each second of the noise event is then added logarithmically to compute the SEL. To provide a penalty for nighttime flights (considered to be between 10 PM and 7 AM), 10 dBA is added to each nighttime dBA measurement, second by second. Due to the mathematics of logarithms, this calculation penalty is equivalent to 10-day flights for each night flight 16. A DNL level is approximately equal to the average dBA level during a 24-hour period with a weighing for nighttime noise events. The main advantage of DNL is that it provides a common measure for a variety of different noise environments. The same DNL level can describe an area with very few high noise events as well as an area with many low level events. 15 Beranek,Leo,Noise and Vibration Control,McGraw-Hill, 1971,pages ix-x. 16 Where Leq("Equivalent Sound Level")is the same measure as DNL without the night penalty incorporated, this can be shown through the mathematical relationship of: . Lega= l0log(N,x l01sF*u10j ) Leq„= 10 log(N,x 10"EL+10)/10) ) 86,400 86,400 If SEL equals the same measured sound exposure level for each computation,and if Na= 10 daytime flights, and N"= 1 night-time flight,then use of a calculator shows that for any SEL.value inserted,Lege=Leq.. October 2005 7-6 Environmental Checklist I . Century West Engineering ♦Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report C.\ Noise Modeling and Contour Criteria DNL levels are typically depicted as contours. Contours are an interpolation of noise levels drawn to connect all points of a constant level, which are derived from information processed by the FAA-approved computer noise model. They appear similar to topographical contours and are superimposed on a map of the airport and its surrounding area. It is this map of noise levels drawn about an airport, which is used to predict community response to the noise from aircraft using that airport. DNL mapping is best used for comparative purposes,rather than for providing absolute values. That is, valid comparisons can be made between scenarios as long as consistent assumptions and basic data are used for all calculations. It should be noted that a line drawn on a map by a computer does not imply that a particular noise condition exists on one side of the line and not on the other. These calculations can only be used for comparing average noise impacts, not precisely defining them relative to a specific location at a specific time. 2009 Airport Noise Contours The noise contours depicted on the Airport Land Use Plan drawing in Chapter Five are plotted in 5 DNL increments starting at 55 DNL based on the 2009 forecast activity levels. The size and shape of the contours is consistent with the airport's runway utilization and overall volume of aircraft traffic. Runway 30 is the primary landing and departure runway, which results in contours extending beyond the end of Runway 12 over a longer distance, reflecting the flatter climb profiles of aircraft takeoff. In general, it appears that there are no significant land use compatibility conflicts within the areas defined by the noise contours. Although limited areas of residential development exist, the sparse development patterns in the vicinity of the airport appear to have prevented significant levels of aircraft noise exposure to densely populated areas. Local planning authorities should discourage land use patterns that would increase population densities in the vicinity of the airport,particularly beneath the runway approach surfaces. The 2009 55 DNL noise contour extends approximately 3,500 feet beyond the end of Runway 12 and approximately 1,800 feet beyond the end of Runway 30. The areas located beyond the runway ends are predominantly agricultural and sparsely populated lands. The area immediately north of the runway is developed in vineyards and other agricultural uses; the area immediately south of the runway contains sparsely developed commercial and residential land uses and agricultural lands. Limited areas of residential development exist along the sides of the runway, within 300 to 600 feet. Portions of these areas appear to be located within the 60 or 65 DNL contours. Portions of the 2009 60 and 65 DNL contours extend beyond airport property beyond both " runway ends and along the sides of the runway and the relatively narrow airport property area. FRO October 2005 7-7 Environmental Checklist :J Century West Engineering ♦Aron Faegre&Associates♦ Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report Imo, At the Runway 12 end,the 60 DNL contour extends approximately 1,000 feet beyond the runway end over an unpopulated agricultural area. At the Runway 30 end, the 60 DNL extends approximately 300 feet beyond the runway, mostly within airport property. The 65 DNL contour ends within about 200 feet of each runway end, although areas of 65 DNL appear to extend over adjacent properties, some of which currently accommodate low-density residential use. An off- airport mini storage development located within 200 feet (southwest) of the end of Runway 30 appears to be partially located within the 60 and 65 DNL contours. The 2009 70 and 75 DNL noise contours appear to be contained within airport property Residential development within the 65 DNL and higher noise contour is not recommended and should be discouraged. The sparsely developed land uses in the vicinity of the airport suggest that noise compatibility will not be a significant issue during the planning period. However, since perceived noise impacts are not limited to areas with significant levels of noise, care should be taken by local land use authorities to avoid creating potential long-term land use incompatibilities in the vicinity of the airport by permitting development of incompatible land uses such as residential subdivisions within areas of moderate or higher noise exposure. Under federal guidelines, all land uses, including residential, are considered compatible with noise exposure levels of 65 DNL and lower. Airport management should actively encourage local and transient pilots to avoid direct overflights of residential areas through wherever possible. Noise and Land-Use Compatibility Criteria Federal regulatory agencies of government have adopted standards and suggested guidelines relating DNL to compatible land uses. Most of the noise and land-use compatibility guidelines strongly support the concept that significant annoyance from aircraft noise levels does not occur outside a 65 DNL noise contour. Federal agencies supporting this concept include the Environmental Protection Agency, Department of Housing and Urban Development, and the Federal Aviation Administration. Part 150, Airport Noise Compatibility Planning, of the Federal Aviation Regulations, provides guidance for land-use compatibility around airports. Table 7-2 presents these guidelines. Compatibility or non-compatibility of land use is determined by comparing the noise contours with existing and potential land uses. All types of land uses are compatible in areas below 65 DNL. Generally, residential and some public uses are not compatible within the 65-70 DNL, and above. As noted in Table 7-2,. some degree of noise level reduction (NLR) from outdoor to indoor environments may be required for specific land uses located within higher-level noise contours. Land uses such as commercial, manufacturing, some recreational uses, and agriculture are compatible within 65-70 DNL contours. October 2005 7-8 Environmental Checklist Century West Engineering Aron Faegre&Associates Gozeley&Associates C I T Y OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report TABLE 7-2: LAND-USE COMPATIBILITY WITH DNL Yearly Day-Night Average Sound Level(DNL) In Decibels Land Use Below Over 65 6565=70 7070=75 7575=80 8080=85 85 Residential Residential,other than mobile homes " &transient lodgings.............................................. Y N(1) N(1) N N N Mobile Home Parks............................................... Y N N N N N Transient Lodgings............................................... Y N(1) N(1) N(1) N N Public Use - _ Schools............................................. ................... Y N(1) N(1) N N N Hospitals and Nursing Homes. ............................. Y 25 30 N N N _ Churches,Auditoriums,and Concert Halls.......... Y 25 30 N N N Governmental Services......................................... Y Y 25 30 N N Transportation....................................................... Y Y Y(2) Y(3) Y(4) Y(4) Parking.................................................................. Y Y Y(2) Y(3) Y(4) N Commercial Use Offices, Business and Professional....................... Y Y 25 30 N N Wholesale and Retail—Building Materials, Hardware and Farm Equipment............................................................. Y Y Y(2) Y(3) Y(4) N Retail Trade--General........................................... Y Y 25' 30 N N Utilities.................................................................. Y Y Y(2) Y(3) Y(4) N Communication..................................................... y Y 25 30 N N Manufacturina and Production Manufacturing General......................................... Y Y Y(2) Y(3) Y(4) N Photographic and Optical...................................... Y Y 25 30 N N Agriculture(except livestock)and Forestry.............................................................. .. Y Y(6) Y(7) Y(8) Y(8) Y(8) Livestock Farming and Breeding........................... Y Y(6) Y(7) N N N Mining and Fishing,Resource Production andExtraction....................................................... Y Y Y Y Y Y Recreational Outdoor Sports Arenas, Spectator Sports............. Y Y(5) Y(5) N N N Outdoor Music Shells,Amphitheaters................... Y N N N N N Nature Exhibits and Zoos...................................... Y Y N N N N Amusements, Parks, Resorts and Camps............ Y - Y Y N N N Golf Courses, Riding Stables and Water Recreation.................................................. Y Y 25 30 N N Y(Yes) Land-use and related structures compatible without restrictions. N(No) Land-use and related structures are not compatible and should be prohibited. NLR Noise Level Reduction(outdoor to indoor)to be achieved through incorporation of noise attenuation into design and construction of the structure. 25,30 or 35 Land uses and structures generally compatible; measures to achieve NLR or 25,30, or 35 dB must be incorporated into design and construction of the structure. NOTES: . ANN October 2005 7-9 Environmental Checklist � I Century West Engineering ♦Aron Faegre&Associates♦ Gazeley&Associates C J T Y OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report 1. Where the community determines that residential uses must be allowed,measures to achieve outdoor to indoor . - Noise Levels Reduction(NLR)of at least 25dB and 30dB should be incorporated into building codes and be considered in individual approvals. Normal residential construction can be expected to provide a NLR of 20 dB;thus, . . the reduction requirements are often stated as 5, 10,or 15 dB over standard construction and normally assume mechanical ventilation and closed windows year-round. However,the use of NLR criteria will not eliminate outdoor noise problems. 2. Measures to achieve NLR of 25 dB must be incorporated into the design and construction of portions of these buildings where the public is received,office areas,noise sensitive areas,or where the normal noise level is low. 3. Measures to achieve NLR of 30 dB must be incorporated into the design and construction of portions of these buildings where the public is received,office areas,noise sensitive areas,or where the normal noise level is low. 4. Measures to achieve NLR of 35 dB must be incorporated into the design and construction of portions of these buildings where the public is received office areas,noise sensitive areas,or where the normal noise level is low. 5. Land-use compatible,provided special sound reinforcement systems are installed. . . 6. Residential buildings require an NLR of 25. 7. Residential buildings require an NLR of 30. B. Residential buildings not permitted. SOURCE: Federal Aviation Regulations, Part 150,Airport Noise Compatlblllty Planning,dated January 18, 1985. OTHER ENVIRONMENTAL CONSIDERATIONS A summary of the environmental checklist items and preliminary findings is presented in Table 7-3, at the end of the chapter. Information from the Oregon Department of Environmental Quality web page indicates that air quality in the area is officially rated as "good" (see appendices). No significant increase over existing levels of air and/or surface traffic is anticipated under the Preferred Alternative. No adverse impact is anticipated in regard to air quality. Water quality impacts are always a concern with any construction project, and especially when considering uses and sites where potentially hazardous materials, such as aviation fuel, fire retardants, de-icing agents, and/or agricultural chemicals are involved. The Oregon Department of Environmental Quality (DEQ) routinely recommends for airport projects that, at a minimum, investigations be performed which document past agricultural spraying practices, aviation fuel storage facilities, and other potential sources for adverse water quality impacts associated with past, present and potential future activities at the site. Agricultural and/or forestry-related chemical operators and airport sponsors must ensure that wash down, collection, treatment and storage areas and devices comply with Oregon Administrative Rule 340-109 and all applicable environmental standards. In this case, there are the concerns that customarily are associated with petroleum fueling areas and activities, and specific interest in ensuring the quality of any water which is permitted to enter any of the creeks in the area. If any wastewater is currently being distributed to a septic drain field, Oregon Administrative Rule (OAR) 340-044 may apply, and may require an October 2005 7-10 Environmental Checklist II Century West Engineering ♦Aron Faegre&Associates ♦ Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report Underground Injection Control (UIC) permit from DEQ. In addition to the requirement for securing wastewater permits for washing, maintenance, or deicing areas, the sponsor must secure a National Discharge Elimination System (NPDES) Permit for any project affecting one acre or more of land, and keep current NPDES permits on hand for discharging any storm water runoff. The airport's existing storm water drainage includes an underground collection system which ultimately routes filtered storm water through a branch of Neil Creek. During construction, adherence to the applicable local, state, and federal regulations and standards; observance of DEQ's "Best Management Practices for Storm Water Discharges Associated with Construction Activities" (2000); and compliance with the guidelines of FAA Advisory Circular 150/5370-10, are all advised to further protect against adverse water quality impacts. As of April 15, 2001, the Oregon State Historic Preservation Office, SHPO,requires considerable documentation be provided by any party inquiring about the existence of significant cultural resources in a given location. The new procedure requires such information as architectural classification, window and roof types of all structures within the study area; if they may be considered as a resource; dates of any alterations; and "Significance Statements" for all types of resources. SHPO has provided specific forms, "Section 106 (of the National Historic Preservation Act) Documentation Forms" and "Section 106 Level of Effect Forms", for use in making such a request. This level of investigation surpasses the scope of this ALP Update Report. During preliminary stages of this study process, the consultant forwarded a letter to the Confederated Tribes of Rogue Indians. No response was received as of this writing. A City planning official indicated no historic sites were located on the airport property. If any historic or cultural resources are discovered during construction, the sponsor will be responsible for immediately notifying SHPO, the Tribes, and the other appropriate authorities. Work would be required to be halted until the physical extent and relative cultural significance of the resource(s)could be identified,and a protection plan developed and implemented, if warranted. No response to mailings concerning this project was received by Oregon Department of Fish and Wildlife (ODFW). Protection of surface waters from adverse impacts of development, including but not limited to silting and sedimentation, and obtaining a comprehensive inventory of the storage of hazardous waste materials on-site, to protect against surface water contamination, typically list as the primary concerns discussed by ODFW in a setting such as the subject. The consultant recommends that a comprehensive inventory of hazardous wastes handled, stored or otherwise periodically or otherwise present be provided to ODFW and DEQ for their information. October 2005 7-11 Environmental Checklist .__ Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report �1fa, A search of the database of the Oregon Natural Heritage Information Center revealed salamanders, toads and frogs which are species of concern to either the State of Oregon or Federal government, and which may occur in the project vicinity. Among other notable species which may occur in the area are: the Northern Spotted Owl, Strix occidentalis caurina, listed as Threatened; Lewis's Woodpecker, Melanerpes lewis, a species of concern to the state and US; Cohn and Chinook Salmon, winter and summer run Steelhead Trout; three different species of bats; the Northwestern Pond Turtle, Emys marmorata marmorata, which is a species of concern; three snakes; a snail, a thistle, and various other forms of flora which are considered "sensitive- critical" by the State of Oregon. Please see the attached database report for more information concerning these substantial numbers of plants and animals which could potentially be affected by the preferred alternative. In addition to the above, the US Department of Interior's Fish and Wildlife Service (USFWS) lists one bird and one fish species as "Threatened" Species which may be affected by an airport improvement project at this location. The Bald Eagle, or Haliaeetus leucocephalus, and the Coho Salmon, South Oregon / Northern Californian Coast, Oncorhynchus kisutch, are reported within proximity to the project site. In addition, one invertebrate, the Vernal Pool Fairy Shrimp, Branchinecta lynci, is another Threatened species listed as possibly occurring in the vicinity. An Endangered plant, Gentner Mission Bells,Fritallaria gentneri,is also listed by USFWS. USFWS also brings to the sponsor's attention numerous species of concern suspected of inhabiting the environs around and including this airport site, including seven species of bats; seven additional species of birds; amphibians and reptiles discussed above and inventoried by the Oregon Natural Heritage Database; as well as the Pacific Lamprey, Lampetra tridentata, the Coastal Cutthroat Trout, Oncorhynchus clarki clarki; a bumblebee, a grasshopper, and three species of plants. Species of concern are described by the USFWS as "Taxa whose conservation status is of concern to the Service, but for which further information is still needed." The USFWS correspondence states a Biological Assessment is required for "construction projects (or other undertakings having similar physical impacts) which are major Federal actions significantly affecting the quality of the human environment as defined in the National Environmental Policy Act(NEPA) (42 U.S.C. 4332 (2) (c)). For projects other than major construction activities," the USFWS' correspondence continues, "the Service suggests that a biological evaluation similar to the Biological Assessment be prepared to determine whether they may affect listed and proposed species." Consistent with the above, a biological evaluation appears warranted in this instance, to protect the sponsor against liability associated with potential impacts upon these and/or other sensitive species. October 2005 7-12 Environmental Checklist II ' Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report According to a review of the US Fish and Wildlife Service's National Wetlands Inventory (NWI), wetlands in the immediate area of the facility which are most likely to warrant protection from adverse impacts of the preferred alternative are limited to Emigrant Creek, Neil Creek, and Bear Creek. These are Riverine (related to rivers, creeks, or streams) wetlands with some Palustrine ("fresh open water") resources associated with them. As a safe harbor approach, it is generally recommended that development maintain a minimum of thirty to fifty foot setback from wetlands of these types, if feasible. Development activities which would impact a wetland resource by filling or removing greater than fifty cubic yards of materials must be preceded by any necessary permit(s) from the Oregon Division of State Lands (DSL) and/or US Army Corps of Engineers (ACOE), as applicable. 100 year floodplains associated with the neighboring creeks affect the extreme northerly and the entire westerly and southwesterly portions of the airport property. Any development in the floodpWn must comply with applicable City of Ashland Flood Plain Management ordinance requirements, and finished floors of any structures must be a minimum of one foot above the established base flood elevation. Terminal area development has thus far occurred outside of the mapped floodplain. Soils on the site are Medford silty clay loam, Central point sandy loam, and Carney clay. Because no federal lands are proposed to be committed or otherwise involved in the Preferred Alternative, the Farmland Protection Policy Act (FPPA) does not apply to this proposal, and no further analysis under this impact category is necessary to demonstrate compliance with NEPA. No conversion of farm land is contemplated under the preferred alternative. Silt fences, runoff diversion tactics, and storm water detention are commonly implemented in similar construction projects, and should be utilized for any project on the airport in order to minimize adverse impacts of development related activities. FAA Advisory Circular 150/5370- 10 provides additional measures which are advised to be implemented to minimize adverse impacts of airport construction activities. In addition, DEQ's 2000 publication "Best Management Practices for Storm Water Discharges Associated with Construction Activities" should be followed during all phases of the project. Please see the above-related discussion regarding water quality impacts. October 2005 7-13 Environmental Checklist II Century West Engineering Aron Faegre&Associates Gazeley&Associates C J T Y OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report TABLE 7-3:ASHLAND MUNICIPAL Potential AIRPORT-SUMNER PARKER FIELD Impact ENVIRONMENTAL CHECKLIST Furthered? Category Needed? Existing Conditions/Comments Noise No significant areas of population within 65 or above NO noise contours. Local governments must adopt and Map Airport Overlay Zoning,planned improvements,ensure consistency of Compatible zoning provisions with State law. Future uses in the YES Land Use vicinity must have the burden of demonstrating compatibility with aviation and compliance with ORS Ch.836"600-630. Expected to be positive,as is typical with airport Social/Socio- projects. Economic YES Area is in attainment for air quality;no change in current Air Quality conditions is anticipated. NO Any wastewater distributed to a septic drain field may require application for an Underground Injection Control (UIC)permit from DEQ. DEQ requires surface storm water runoff be contained,treated,prior to discharge to any natural drainage system,water body. NPDES Permit;maintaining maximum physical separation Water Quality between construction and sensitive waterways,adherence to FAA Advisory Circular 150/5370-10 required. YES Document to DEQ,ODWF any chemicals stored on site. For fuel or agricultural chemical storage and handling, see Water Quality section of this Environmental Checklist,observe compliance with DEQ requirements. Surface water quality is of concern. Special Land No parks,recreation areas,or refuge areas per Uses,DOT Act this section affected. NO Section 4(n [d October 2005 7-14 Environmental Checklist it -,-, Century West Engineering Aron Faegre&Associates Gazeley&Associates C I T Y OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report Ir, TABLE 7-3: ASHLAND MUNICIPAL Potential AIRPORT- SUMNER PARKER FIELD Further Action Impact ENVIRONMENTAL CHECKLIST Category Needed? Existing Conditions/Comments Historic, Records no longer provided by SHPO. Halt construction Architectural, if resources discovered,notify identified tribes,SHPO of Archaeological, all development plans. POSSIBLE and Cultural Resources ODFW concerned primarily with water quality impacts . . Biotic as they relate to the three nearby creeks. See Communities Construction Impacts,Water Quality sections of YES Environmental Checklist narrative. Several Threatened,Endangered,and Species of Concern Endangered and were identified as occurring in vicinity. A Biological Threatened Evaluation is recommended. Please see narrative. . YES Species According to National Wetlands Inventory Maps Wetlands produced by the USFWS,Neil,Emigrant,and Bear POSSIBLE Creeks are the only jurisdictional wetlands likely to warrant protection. Avoidance,where feasible,of development activities in Floodplain flood plain is advised. Where unavoidable,comply with YES local and federal permitting and construction requirements. Shoreline Not Applicable to this facility. NO Management Coastal Barriers Also Not Applicable. NO Wild and Scenic Not Applicable. - NO Rivers Public airport improvement projects on private lands are Farmland exempt from Farmland Protection Policy Act(FPPA). NO Energy Supply No adverse impacts anticipated. and Natural NO Resources 64 October 2005 7-15 Environmental Checklist ji __-, Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report 1�, TABLE 7-3:ASHLAND MUNICIPAL Potential AIRPORT- SUMNER PARKER FIELD Further Action Impact ENVIRONMENTAL CHECKLIST Category Needed? Existing Conditions/Comments Light Emissions No hazards reported by local planners or operators,upon and Glare inquiry. No analysis of existing light emissions which POSSIBLE might pose potential hazards to aviation performed. Creeks,other surface and ground water systems must be _ considered and protected from contamination during the Solid Waste handling of waste materials. Development under the YES Impacts Preferred Alternative would not considerably increase production of waste at the facility,except during construction phase. Temporary impacts will accrue during construction phase. Of particular concern is any runoff which might Construction make its way to Neil,Emigrant,or Bear Creeks via the Impacts Neil Creek tributary,surface or groundwater Flow,or YES _other means. Adherence to the provisions of FAA Advisory Circular 150/5370-10 should preclude foreseeable adverse impacts. October 2005 7-16 Environmental Checklist it __; Century West Engineering Aron Faegre&Associates Gazeley&Associates Ashland Municipal Airport Airport Layout Plan Report GLOSSARY OF AVIATION TERMS Glossary of Aviation Terms ■ The fallowing glossary of aviation terms was compiled and edited by David Miller,A/CP far use in aviation planning projects. Accelerate Stop Distance Available(ASDA)—The length of the takeoff run available plus the length of a stopway,when available. Agricultural Aviation—The use of fixed-wing or rotor-wing aircraft in the aerial application of agricultural products (i.e., fertilizers,pesticides,etc.). Air Cargo-All commercial air express and air freight with the exception of airmail and parcel post. Air Carrier/Airline ! All regularly scheduled airline activity performed by airlines certificated in accordance with Federal Aviation Regulations (FAR Part 121). Air Taxi - Operations of aircraft "for hire" for specific trips, commonly referred to an aircraft available for charter(FAR Part 135). Aircraft Approach Category - A grouping of aircraft based how fast they come in for landing. As a rule of thumb, slower approach speeds mean smaller airport dimensions and faster speeds mean larger dimensions from runway widths to the separation between runways and taxiways. The aircraft approach categories are: Category A-Speed less than 91 knots; Category B- Speed 91 knots or more but less than 121 knots Category C-Speed 121 knots or more but less than 141 knots Category D-Speed 141 knots or more but less than 166 knots Category E-Speed 166 knots or more Aircraft Operation - A landing or takeoff is one operation. An aircraft that takes off and then lands creates two aircraft operations. Aircraft Owners and Pilots Association (AOPA)—International aviation organization. Airplane Design Group -A grouping of airplanes based on wingspan. As with Approach Category, the wider the wingspan, the bigger the aircraft is, the more room it takes tip for operating on an airport. The Airplane Design Groups are: Group I: Up to, but not including 49 feet Group H: 49 feet up to, but not including 79 feet Group III: 79 feet up to, but not including 118 feet Group IV: 118 feet up to,but not including 171 feet Group V: 171 feet up to,but not including 214 feet Group VI: 214 feet up to,but not including 262 feet GLOSSARY OF AVIATION TERMS Page 2 Airport - A landing area regularly used by aircraft for receiving or discharging passengers or cargo, including heliports and seaplane bases. Airport Improvement Program (AIP) - The funding program administered by the Federal Aviation Administration (FAA) with user fees which are dedicated to improvement of the national airport system. This program currently provides 95% of funding for eligible airport improvement projects. The local sponsor of the project(i.e., airport owner)provides the remaining 5%known as the"match." Airport Layout Plan (ALP) - The FAA approved drawing which shows the existing and anticipated layout of an airport for the next 20 years or so. An ALP is prepared using FAA design standards. Airport Reference Code (ARC) - An FAA airport coding system. The system looks at the types of aircraft which use an airport most often and then based upon the characteristics of those airplanes (approach speed and wing span), assigns a code. The code is then used to determine how the airport is designed and what design standards are used. An airport designed for a Piper Cub(an aircraft in the A-I approach/design group) would take less room than a Boeing 747 (an aircraft in the D-V approach/design group). Airport Reference Point (ARP) — The approximate mid-point of an airfield that is designated as the official airport location. Airports District Office (ADO) - The 'local" office of the FAA that coordinates planning and construction projects. Staff in the ADO is typically assigned to a particular state, i.e., Oregon, Idaho, or Washington. The ADO for Oregon,Washington and Idaho is located in Renton, Washington. Airspace - The area above the ground in which aircraft travel. It is divided into corridors, routes, and restricted zones for the control and safety of traffic. Alternate Airport — An airport that is available for landing when the intended airport becomes unavailable. Required for instrument flight planning in the event that weather conditions at destination airport fall below approach minimums(cloud ceiling or visibility). Annual Service Volume(ASV) -An estimate of how many airplanes and airport can handle based upon the number and types of runways, the aircraft mix (big vs. small, etc), and the weather conditions. Annual service volume is one of the bench marks used to determine when an airport is getting so busy that a new runway or taxiway are needed. Approach End of Runway - The end of the runway a pilot tries to land - could be thought of as the "landing end" of the runway. Which end a pilot uses depends upon the winds. Pilots almost always try and land into the wind and will line up on the runway that best aligns with the wind. Approach Surface - Also FAR Part 77 Approach or Obstacle Clearance Approach - An imaginary (invisible) surface which rises off the ends of a runway which must be kept clear to provide airspace for an airplane to land or take off in. The size of the approach surface will vary depending upon how big and how fast the airplanes are, and whether or not the runway has an instrument approach for landing in bad weather. GLOSSARY OF AVIATION TERMS Page 3 Apron - An area on an airport designated for the parking, loading, fueling, or servicing of aircraft (also referred to as tarmac and ramp). ARFF - Aircraft Rescue and Fire Fighting, i.e., an on airport response required for certificated commercial service airports(see FAR Part 139). Automated Surface Observation System (ASOS) and Automated Weather Observation System (AWOS) — Automated observation systems providing continuous on-site weather data, designed to a . , support aviation activities and weather forecasting. AVGAS-Gasoline used in airplanes with piston engines. Avigation Easement - A form of limited property right purchase that establishes legal land use control prohibiting incompatible development of areas required for airports or airport-related purposes. Based Aircraft - Aircraft stationed at an airport on an annual basis. Used as a measure of activity at an airport. i Capacity - A measure of the maximum number of aircraft operations that can be accommodated on the runways of an airport in an hour. Ceiling—The height above the ground or water to base of the lowest cloud layers covering more than 50 percent of the sky. Charter - Operations of aircraft "for hire" for specific trips, commonly referred to an aircraft available for charter. Circle to Land or Circling Approach—An instrument approach procedure that allows pilots to "circle" the airfield to land on any authorized runway once visual contact with the runway environment is established and maintained throughout the procedure. Common Traffic Advisory Frequency (CTAF) — A frequency used by pilots to communicate and obtain airport advisories at an uncontrolled airport. Conical Surface - One of the "FAR Part 77 "Imaginary" Surfaces. The conical surface extends outward and upward from the edge of the horizontal surface at a slope of 20:1 to a horizontal distance of 4,000 feet. Critical Aircraft-Aircraft which controls one or more design items based on wingspan, approach speed and/or maximum certificated take off weight. The same aircraft may not be critical to all design items. Crosswind - When used concerning wind conditions, the word means a wind not parallel to the runway or the path of an aircraft. Sometimes used in reference to a runway as in "runway 7125 is the crosswind runway" meaning that it is not the runway normally used for the prevailing wind condition. Decision Height (DH) — For precision instrument approaches, the height (typically in feet or meters above runway end touchdown zone elevation) at which a decision to land or execute a missed approach must be made by the pilot. GLOSSARY OF AVIATION TERMS Page 4 Displaced Threshold — A runway threshold (landing point) that is located at a point other than the runway end. Usually provided to mitigate close-in obstructions to runway approaches for landing aircraft. DNL-Day-night sound levels, a method of measuring noise exposure. Enplanements - Domestic, territorial, and international revenue passengers who board an aircraft in the states in scheduled and non-scheduled service of aircraft in intrastate, interstate, and foreign commerce and includes intransit passengers (passengers on board international flights that transit an airport in the US for non-traffic purposes). Entitlements - Distribution of Airport Improvement Plan (AIP) funds from the Airport &Airways Trust Fund to commercial service airport sponsors based on enplanements or cargo landed weights. Also, Non-Primary General Aviation Entitlements now incorporated in AIP funding for general aviation airports. Federal Aviation Administration (FAA) - The FAA is the branch of the U.S. Department of Transportation that is responsible for the development of airports and air navigation systems. FAR Part 77 - Federal Aviation Regulations which establish standards for determining obstruction in navigable airspace. FAR stands for Federal Aviation Regulations, Part 77 refers to the section in the regulations, i.e., #77. FAR Part 77 is commonly used to refer to imaginary surfaces, the primary, transitional, horizontal, conical, and approach surfaces. These surfaces vary with the size and type of airport. FAR Part 139 - Federal Aviation Regulations which establish standards for airports with scheduled passenger commercial air service. Airports accommodating scheduled passenger service with aircraft more than 9 passenger seats must be certified as a "Part 139" airport. Airports that are not certified under Part 139 may accommodate scheduled commercial passenger service with aircraft having 9 passenger seats or less. Final Approach Fix(FAF)—The fix(location)from which the final instrument approach to an airport is executed; also identifies beginning of final approach segment. Final Approach Point(FAP)—For nonprecision instrument approaches,the point at which an aircraft is established inbound for the approach and where the final descent may begin. Fixed Base Operator (FBO) - An individual or company located at an airport providing aviation services. Sometimes further defined as a "full service" FBO or a limited service. Full service FBOs typically provide a broad range of services (flight instruction, aircraft rental, charter, fueling, repair, etc) where a limited service FBO provides only one or two services (such as fueling, flight instruction or repair). Fixed Wing - A plane with one or more "fixed wings," as opposed to a helicopter that utilizes a rotary wing. GLOSSARY OF AVIATION TERMS Page 5 Flight Service Station (FSS) - An office where a pilot can call (on the ground or in the air) to get weather and airport information. Flight plans are also filed with the FSS. General Aviation (GA) - All civil (non-military) aviation operations other than scheduled air services and non-scheduled air transport operations for hire. Glide Slope(GS)—For precision instrument approaches, such as an instrument landing system(ILS),the . component that provides electronic vertical guidance to aircraft. Visual guidance indicators(VGI)define a glide slope (glide path) through a series of colored lights that are visible to pilots when approaching a runway end for landing. Global Positioning System (GPS) - GPS is a system of navigating which uses satellites to establish the location and altitude of an aircraft. The FAA recently embraced GPS as a system with potential for application in traveling from point A to point B as well as for use in making landing approaches. Height Above Airport (HAA) — The height of the published minimum descent altitude (MDA) above the published airport elevation. This is normally published in conjunction with circling minimums. High Intensity Runway Lights (HIRL) - High intensity (i.e., very bright) lights are used on instrument runways where landings are made in foggy weather. The bright runway lights help pilots to see the runway when visibility is poor. Hold/Holding Procedure — A defined maneuver in controlled airspace that allows aircraft to circle above a fixed point (often over a navigational aid or GPS waypoint) and altitude while awaiting further ' clearance from air traffic control. Home Built Aircraft-An aircraft built by an amateur; not an FAA Certified factory built aircraft. Horizontal Surface - One of the FAR Part 77 Imaginary (invisible) Surfaces. The horizontal surface is an imaginary flat surface 150 feet above the established airport elevation. Its perimeter is constructed by swinging arcs (circles) with a radius of 5,000 feet for all runways designated as utility or general; and 10,000 feet for all other runways from the center of each end of the primary surface and connecting the adjacent arc by straight lines. The resulting shape looks like a football stadium. It could also be described as a rectangle with half circles on each end with the runway in the middle. Initial Approach Point of Fix (IAP/IAF) — For instrument approaches, a designated point where an aircraft may begin the approach procedure. Instrument Flight Rules (IFR) -IFR refers to the set of rules pilots must follow when they are flying in bad weather. Pilots are required to follow these rules when operating in controlled airspace with visibility (ability to see in front of themselves) of less than three miles and/or ceiling (a layer of clouds) lower than 1,000 feet. Instrument Landing System (ILS)- An ILS is a system used to guide a plane in for a landing in bad weather. Sometimes referred to as a precision instrument approach, it is in designed to provide an exact approach path for alignment and descent of aircraft. Generally consists of a localizer, glide slope, outer marker, middle marker, and approach lights. This type of precision instrument system is being replaced by Microwave Landing Systems (MLS). GLOSSARY OF AVIATION TERMS Page 6 Instrument Meteorological Conditions (IMC) - Meteorological conditions expressed in terms of visibility, distance from clouds, and ceiling less than minima specified for visual meteorological conditions. Instrument Runway-A runway equipped with systems to help a pilot land in bad weather. Itinerant Operation - All aircraft operations at an airport other than local, i.e.,flights that come in from another airport. Jet Fuel—Highly refined grade of kerosene used by turbine engine aircraft. Landing Area-That part of the movement area intended for the landing and takeoff of aircraft. Landing Distance Available (LDA) — The length of runway which is available and suitable for the ground run of an airplane landing. Left Traffic—a tern used to describe which side of a runway the airport traffic pattern is located. Left - traffic indicates that the runway will be to the pilot's left when in the traffic pattern. Left traffic is standard unless otherwise noted in facility directories at a particular airport. Large Aircraft-An aircraft that weighs more than 12,500 lbs. Local Area Augmentation System (LAAS) — GPS-based instrument approach that utilizes ground- based systems to augment satellite coverage to provide vertical (glideslope) and horizontal (course) guidance. LAAS approaches have the technical capabilities to provide approach minimums comparable to a Category I and II instrument landing system (ILS). The FAA indicates that a LAAS system can support approaches to multiple runways and potentially multiple airports within a range of approximately 30 nautical miles. Local Operation-Aircraft operation in the traffic pattern or within sight of the tower, or aircraft known to be departing or arriving from flight in local practice areas, or aircraft executing practice instrument approaches at the airport. Localizer — For precision instrument approaches, such as an instrument landing system (ILS), the component that provides electronic lateral guidance to aircraft. LORAN C-A navigation system using land based radio signals which allows a person to tell where they are and how fast they are moving,but not how high you are off the ground. (See GPS) Magnetic Declination — also called magnetic variation, is the angle between magnetic north and true north. Declination is considered positive east of true north and negative when west. Magnetic declination changes over time and with location. Runway end numbers, which reflect the magnetic heading/alignment(within 5 degrees+/-),occasionally require change due to declination. MALSR - Medium-intensity Approach Lighting System with Runway alignment indicator lights. An airport lighting facility which provides visual guidance to landing aircraft. GLOSSARY OF AVIATION TERMS Page 7 r - Medevac - Fixed wing or rotor-wing aircraft used to transport critical medical patients. These aircraft are equipped to provide life support during transport. Medium Intensity Runway Lights (MIRL) - Runway lights which are not as intense as HIRLs (high intensity runway lights). Typical at medium and smaller airports which do not have sophisticated instrument landing systems. Microwave Landing System (MLS) - An instrument landing system operating in the microwave spectrum, which provides lateral and vertical guidance to aircraft with compatible equipment. It was touted as the replacement for the ILS but never achieved this status. Minimum Descent Altitude(MDA)—The lowest altitude in a nonprecision instrument approach that an aircraft may descend without establishing visual contact with the runway or airport environment. Minimums-Weather condition requirements established for a particular operation or type of operation. Missed Approach — A maneuver conducted by a pilot when an instrument approach cannot be r completed to a landing. Missed Approach Point (MAP) —The defined location in an nonprecision instrument approach where the procedure must be terminated if the pilot has not visually established the runway or airport environment. Movement Area - The runways, taxiways and other areas of the airport used for taxiing, takeoff and landing of aircraft, i.e., for aircraft movement. MSL-Elevation above Mean Sea Level. National Plan of Integrated Airport Systems (NPIAS). The NPIAS is the federal airport classification system that includes public use airports that meet specific eligibility and activity criteria. A "NPIAS designation"is required for an airport to be eligible to receive FAA funding for airport projects. Navigational Aid (Navaid) - Any visual or electronic device that helps a pilot navigate. Can be for use to land at an airport or for traveling from point A to point B. Nondirectional Beacon (NDB)-Non-Directional Beacon which transmits a signal on which a pilot may "home"using equipment installed in the aircraft. Non-Precision Instrument(NPI) Approach- A non-precision instrument approach provides horizontal (course)guidance to pilots for landing. NPI approaches often involve a series of"step down" sequences where aircraft descend in increments (based on terrain clearance), rather than following a continuous glide path. The pilot is responsible for maintaining altitude control between approach segments since no "vertical" guidance is provided Obstruction - An object (tree, house, road, phone pole, etc) that penetrates an imaginary surface described in FAR Part 77. GLOSSARY OF AVIATION TERMS Page 8 Obstruction Chart (OC) - A chart that depicts surveyed obstructions that penetrate an FAR Part 77 imaginary surface surrounding an airport. OC charts are developed by the National Ocean Service (NOS) based on a comprehensive survey that provides detailed location (latitude/longitude coordinates) and elevation data in addition to critical airfield data. Passenger Facility Charge (PFC) — A user fee charged by public agencies controlling a commercial service airport can charge enplaning passengers a fee facility charge. Public agencies must apply to the FAA and meet certain requirements in order to impose a PFC. Precision Approach Path Indicator (PAPI) - A system of lights located by the approach end of a runway that provides visual approach slope guidance to aircraft during approach to landing. The lights typically show green if a pilot is on the correct flight path,and turn red of a pilot is too low. Precision Instrument Runway (PIR) - A runway served by a "precision" instrument approach landing system. The precision landing systems allows property equipped airplanes and trained pilots to land in bad weather. Precision Instrument Approach-A precision instrument approach is a system which helps guide pilots in for a landing in thick fog and provides "precise" guidance as opposed to a non-precision approach that is less precise. Primary Runway - That runway which provides the best wind coverage, etc., and receives the most usage at the airport. Primary Surface-One of the FAR Part 77 Imaginary Surfaces,the primary surface is centered on top of the runway and extends 200 feet beyond each end. The width is from 250'to 1,000'wide depending upon the type of airplanes using the runway. Procedure Turn(PT)-A maneuver in which a turn is made away from a designated track followed by a turn in an opposite direction to permit an aircraft to intercept the track in the opposite direction (usually inbound).. Relocated Threshold — A runway threshold (takeoff and landing point) that is located at a point other than the runway end. Usually provided to mitigate nonstandard runway safety area (RSA) dimensions beyond the end of a runway. Rotorcraft-A helicopter. Runway End Identifier Lights(REILs) -These are distinctive flashing lights that help a pilot identify the runway. Runway Object Free Area (OFA) — A defined area surrounding a runway that should be free of any obstructions that could in interfere with aircraft operations. The dimensions for the OFA increase for runways accommodating larger or faster aircraft. Runway Protection Zone(RPZ) -An area off the end of the runway that is intended to be clear in case an aircraft lands short of the runway. The size is small for airports serving only small airplanes and gets e GLOSSARY OF AVIATION TERMS Page 9 bigger for airports serving large airplanes. The RPZ used to be known as a clear zone — which was a good descriptive term because you wanted to keep it clear. Runway Safety Area (RSA) — A prepared ground area surrounding a runway that is intended to accommodate inadvertent aircraft passage without causing damage. The dimensions for the RSA increase for runways accommodating larger or faster aircraft. Segmented Circle - A system of visual indicators designed to show a pilot in the air the direction of the traffic pattern at that airport. Small Aircraft-An aircraft that weighs less than 12,500 lbs. Straight-In Approach—An instrument approach that directs aircraft to a specific runway end. T-Hangar-An aircraft storage hangar that resembles the shape of a "T." Takeoff Distance Available (TODA) — the length of the takeoff run available plus the length of clearway, if available. Takeoff Run Available (TORA) — the length of runway available and suitable for the ground run of aircraft when taking off. Threshold—The beginning of that portion of a runway that is useable for landing. Tiedown-A place where an aircraft is parked and "tied down." Surface can be grass,gravel or paved. Traffic Pattern-The flow of traffic that is prescribed for aircraft landing, taxiing,or taking off from an airport. Transitional Surfaces - One of the FAR Part 77 Imaginary Surfaces, the transitional surface extend outward and upward at right angles to the runway centerline and the extended runway centerline at a slope of 7:1 from the sides of the primary surface and from the sides of the approach surfaces. Transport Airport - An airport designed and constructed to serve large commercial airliners. Portland International and SEATAC are good examples of transport airports. Utility Airport - An airport designed and constructed to serve small planes. Aurora State Airport in Oregon,Nampa Airport in Idaho,or Arlington Airport in Washington are examples of utility airports. Vertical Navigation (VNAV) — vertical navigation descent data or descent path, typically associated with published GPS instrument approaches. The use of any VNAV approach technique requires operator approval,certified VNAV-capable avionics,and flight crew training. Visual Approach Slope Indicator(VASI) -A system of lights located by the approach end of a runway which provides visual approach slope guidance to aircraft during approach to landing. The lights typically show some combination of green and white if a pilot-is on the correct flight path,and turn red of a pilot is too low. GLOSSARY OF AVIATION TERMS Page 10 Visual Flight Rules (VFR) - Rules that govern the procedures to conducting flight under visual conditions. The term is also used in the US to indicate weather conditions that are equal to or greater than minimum VFR requirements. In addition, it is used by pilots and controllers to indicate type of flight plan. Visual Guidance Indicator (VGI) — Equipment designed to provide visual guidance for pilots for landing through the use of different color light beams. Visual Approach Slope Indicators (VASI) and Precision Approach Path Indicators(PAPI)defined above are examples. Waypoint— A specified geographical location used to define an area navigation route or the flight path of an aircraft employing area navigation. Wide Area Augmentation System (WAAS) — GPS-based instrument approach that can provide both vertical (glideslope) and horizontal (course) guidance. WAAS-GPS approaches have the technical capabilities to provide approach minimums nearly comparable to a Category I instrument landing system (IIS). Wind Rose-A diagram indicating the prevalence of winds from various directions in relation to existing or proposed runway alignments. Ashland Municipal Airport Airport Layout Plan Report APPENDIX FAA Airport Design Printouts ASHLAND MUNICIPAL AIRPORT AIRPORT AND RUNWAY DATA Airport elevation . . . . . . . . . . . . . . . . . . . . . . . . 1885 feet Mean daily maximum temperature of the hottest month . . . . . . . 85.00 F. Maximum difference in runway centerline elevation . . . . . . . . 40 feet Length of haul for airplanes of more than 60,000 pounds . . . . . 500 miles Wet and slippery runways RUNWAY LENGTHS RECOMMENDED FOR AIRPORT DESIGN Small airplanes with approach speeds of less than 30 knots . . . 360 feet Small airplanes with approach speeds of less than 50 knots 950 feet Small airplanes with less than 10 passenger seats 75 percent of these small airplanes . . . . . . . . . . . . . 3090 feet 95 percent of these small airplanes . . . . . . . . . . . 3700 feet 100 percent of these small airplanes . . . . . . . . . . 4320 feet Small airplanes with 10 or more passenger seats . . . . . . . . 4550 feet Large airplanes of 60,000 pounds or less 75 percent of these large airplanes at 60 percent useful load 5500 feet 75 percent of these large airplanes at 90 percent useful load 7000 feet 100 percent of these large airplanes at 60 percent useful load 6170 feet 100 percent of these large airplanes at 90 percent useful load 8980 feet Airplanes of more than 60,000 pounds . . . . . . . . Approximately 5670 feet REFERENCE: Chapter 2 of AC 150/5325-4A, Runway Length Requirements r • for Airport Design, no Changes included. i . ASHLAND MUNICIPAL AIRPORT AIRPORT DESIGN AIRPLANE AND AIRPORT DATA Aircraft Approach Category B Airplane Design Group I (Small Airplanes Exclusively) Airplane wingspan . . . . . . . . . . . . . . . . . . . . . 48.99 feet Primary runway end approach visibility minimums are visual exclusively Other runway end approach visibility minimums are visual exclusively Airplane undercarriage width (1.15 x main gear track) . . . 14.95 feet RUNWAY AND TAXIWAY WIDTH AND CLEARANCE STANDARD DIMENSIONS Airplane Group/ARC Runway centerline to parallel runway centerline simultaneous operations when wake turbulence is not treated as a factor: VFR operations with no intervening taxiway . . . . . . . . . . 700 feet VFR operations with one intervening taxiway . . . . . . . . . 700 feet VFR operations with two intervening taxiways . . . . . . . . . 700 feet IFR approach and departure with approach to near threshold 2500 feet less - 100 ft for each 500 ft of threshold stagger to a minimum of 1000 feet. Runway centerline to parallel runway centerline simultaneous operations when wake turbulence is treated as a factor: VFR operations . . . . . . . . . . . . . . . . . . . . . . . . 2500 feet IFR departures . . . . . . . . . . . . . . . . . . . . . . . . 2500 feet � - IFR approach and departure with approach to near threshold 2500 feet IFR approach and departure with approach to far threshold 2500 feet plus 100 feet for each 500 feet of threshold stagger. IFR approaches . . . . . . . . . . . . . . . . . . . . . . . . 3400 feet Runway centerline to parallel taxiway/taxilane centerline . 149.5 150 feet Runway centerline to edge of aircraft parking . . . . . . . 125.0 125 feet Runway width . . . . . . . . . . . . . . . . . . . . . . . . 60 feet _ Runway shoulder width . . . . . . . . . . . . . . . . . . . . . 10 feet Runway blast pad width . . . . . . . . . . . . . . . . . . . . . 80 feet Runway blast pad length . . . . . . . . . . . . . . . . . . . . . 60 feet Runway safety area width . . . . . . . . . . . . . . . . . . . . 120 feet Runway safety area length beyond each runway end or stopway end, whichever is greater . . . . . . . . . . . . . 240 feet _ Runway object free area width . . . . . . . . . . . . . . . . . . 250 feet Runway object free area length beyond each runway end or stopway end, whichever is greater . . . . . . . . . . . . . 240 feet Clearway width . . . . . . . . . . . . . . . . . . . . . . . . . 500 feet - - Stopway width . . . . . . . . . . . . . . . . . . . . . . . . . . 60 feet Obstacle free zone (OFZ) : Runway OFZ width . . . . . . . . . . . . . . . . . . . . . . . 250 feet Runway OFZ length beyond each runway end . . . . . . . . . . . 200 feet Inner-approach OFZ width . . . . . . . . . . . . . . 250 feet Inner-approach OFZ length beyond approach light system . . . . 200 feet Inner-approach OFZ slope from 200 feet beyond threshold . . . 50:1 ` ' Inner-transitional OFZ slope . . . . . . . . . . . . . . . . . 0:1 Runway protection zone at the primary runway end: Width 200 feet from runway end . . . . . . . . . . . . . . . 250 feet width 1200 feet from runway end . . . . . . . . . . . . . . . 450 feet Length . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1000 feet Runway protection zone at other runway end: Width 200 feet from runway end . . . . . . . . . . . . . . . 250 feet Width 1200 feet from runway end . . . . . . . . . . . . . . . 450 feet Length . . . . . . . . . . . . . . . . . . . . . . . . . . 1000 feet Departure runway protection zone: Width 200 feet from the far end of TORA . . . . . . . . . . . 250 feet Width 1200 feet from the far end of TORA . . . . . . . . . . 450 feet Length . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1000 feet . . Threshold surface at primary runway end: Distance out from threshold to start of surface . . . . . . . 0 feet Width of surface at start of trapezoidal section . . . . . . . 250 feet - - Width of surface at end of trapezoidal section . . . . . . . . 700 feet Length of trapezoidal section . . . . . . . . . . . . . . . . 2250 feet Length of rectangular section . . . . . . . . . . . . . . . . 2750 feet Slope of surface . . . . . . . . . . . . . . . . . . . . . . . 20:1 Threshold surface at other runway end: Distance out from threshold to start of surface . . . . . . . 0 feet Width of surface at start of trapezoidal section . . . . . . . 250 feet Width of surface at end of trapezoidal section . . . . . . . . 700 feet Length of trapezoidal section . . . . . . . . . . . . . . . . 2250 feet Length of rectangular section . . . . . . . . . . . . . . . . 2750 feet Slopeof surface . . . . . . . . . . . . . . . . . . . . . . . 20:1 Taxiway centerline to parallel taxiway/taxilane centerline 68.8 69 feet - Taxiway centerline to fixed or movable object . . . . . . . 44.3 44.5 feet Taxilane centerline to parallel taxilane centerline . . . . 63.9 64 feet Taxilane centerline to fixed or movable object . . . . . . 39.4 39.5 feet Taxiway width . . . . . . . . . . . . . . . . . . . . . . . 25.0 25 feet Taxiway shoulder width . . . . . . . . . . . . . . . . . . . . . 10 feet Taxiway safety area width . . . . . . . . . . . . . . . . . 49.0 49 feet _ Taxiway object free area width . . . . . . . . . . . . . . 88.6 89 feet Taxilane object free area width . . . . . . . . . . . . . . 78.8 79 feet Taxiway edge safety margin . . . . . . . . . . . . . . . . . . . 5 feet Taxiway wingtip clearance . . . . . . . . . . . . . . . . . 19.8 20 feet Taxilane wingtip clearance . . . . . . . . . . . . . . 14.9 15 feet REFERENCE: AC 150/5300-13, Airport Design, including Changes 1 through 4. ASHLAND MUNICIPAL AIRPORT DECLARED DISTANCE LENGTHS (feet) � - Aircraft Approach Category B ' Airplane Design Group I (Small Airplanes Exclusively) - Runway 12 approach visibility minimums are visual exclusively Runway 30 approach visibility minimums are visual exclusively Runway 12 and 30 Runway length . . . . . . . . . . . . . . . . . . . . . . . . . . 3603 3603 Stopway length . . . . . . . . . . . . . . . . . . . . . . . . . 0 0 Clearway length . . . . . . . . . . . . . . . . . . . . . . . . . 0 0 Runway safety area length beyond the stop end of runway . . . . . 240 240 Runway object free area length beyond the stop end of runway 240 240 The following distances are positive in the direction of aircraft operations and negative in the opposite direction: Distance from: , . the departure end of runway to the beginning of clearway . . . 0 0 the departure end of runway to the beginning of departure RPZ 200 200 the approach end of runway to the start of takeoff . . . . . . 0 0 the approach end of runway to the threshold . . . . . . . . . 0 190 the end of approach RPZ to the approach end of runway . . . . 200 200 , The following lengths are standard RSA and ROFA lengths: Runway safety area length to be provided: beyond the stop end of ASDA . . . . . . . . . . . . . . . . 240 240 beyond the stop end of LDA . . . . . . . . . . . . . . . . 240 240 before the approach end of LDA . . . . . . . . . . . . . . 240 240 - Runway object free area length to be provided: beyond the stop end of ASDA . . . . . . . . . . . . . . 240 240 -- beyond the stop end of LDA . . . . . . . . . . . . . . . . 240 240 . . before the approach end of LDA . . . . . . . . . . . . . . 240 240 The following declared distances are for Approach Category A and B airplanes of 12,500 pounds or less maximum certificated takeoff weight exclusively. Runway 12 Runway 30 (feet) (feet) Takeoff run available (TORA) 3603 3603 Takeoff distance available (TODA) 3603 3603 Accelerate-stop distance available (ASDA) 3603 3603 - Landing distance available (LDA) 3603 3413 Usable stopway length 0 0 Distance from the stop end of LDA to runway end 0 0 Distance from the departure end of TORA to RPZ 200 200 . . Distance from the approach RPZ to the threshold 200 390 - REFERENCE: Appendix 14 of AC 150/5300-13, Airport Design, including Changes 1 through 4. - CITY OF ASHLAND Council Communication Approval of Sole-Source Procurement Greater than $75,000 — Zenon Membrane Filters Meeting Date: July 18,2006 Primary Staff Contact: Lee Tuneberg, Department: Finance/Purchasin E-mail:tunebud @ashland.or.us Contributing Departments: Public Secondary Staff Contact: Paula BrownW//) Approval: Martha Benne E-mail: paula @ashland.or.us Estimated Time: 10 Minutes Statement: This action is to request approval from the City Council, as the Local Contract Review Board, to enter into a public contract deemed as a Sole-Source Procurement. The need for additional capacity through the membrane filtration system at the City's wastewater treatment plant located at 1195 Oak Street has been documented by written findings. Because of the specialized technology of the existing Zenon membrane filtration system utilized at the wastewater treatment plant, it has been determined that the proposed additional membranes be purchased directly from Zenon Environmental Corporation. The proposed ZeeWeed 500C Membrane filters manufactured by Zenon will match the existing installed equipment. Background: Carollo Engineers completed the Capacity Evaluation of the Wastewater Treatment Plant(Final July 2005) and recommended the membrane filters be updated to help obtain and maintain increasing daily maximum flows. The existing membranes are periodically operating near the current peak daily flows, which are as high as 4 MGD. It is recommended that the City install the additional membrane cassettes to manage the peaks. Plant staff has already noted the need for the additional membranes, and have included them in the FY07 Budget. The additional membranes will increase the rated capacity by 10 percent allowing for daily peak capacities to increase from 4.2 MGD to 4.6 MGD. This increase will provide adequate total capacity to 2012. The Wastewater Treatment Plant received a proposal from Zenon Environmental Corporation for the additional membrane filtration equipment. The proposed equipment will match the existing filters installed by Slaydon Construction in 2001/02. Carollo Engineers designed the system with the retrofitting capability of adding the additional filters. Proposal for the ZeeWeed 500c filters: $253,785.00 Funding: Ashland Public Works Wastewater Capital Budget Installation of the new filters will be accomplished by city staff, with assistance provided by Zenon field service representatives. Zenon representatives will provide technical assistance and "fine tune"the system after installation is complete. GApub-wrks\admin\PB Council\W WTP\CC Zenon Membrane Sole Source 20Jun06.doc - EWA Related City Policies: Under the Ashland Municipal Code, public contracts for the acquisition of compatible goods and services required for the efficient utilization of existing goods and services are exempt from the competitive process; therefore, public contracts for compatible goods and services can be awarded directly through negotiations with the supplier or service provider. Section 2.50.070 Formal Competitive Selection Procedures—Exemptions. All public contracts shall be based upon formal competitive selection requirements of ORS 279B.050(1) or ORS 279C.335(1), except as expressly provided in this subsection, or by subsequent ordinance or resolution. E. Contracts for goods or services, or a class of goods or services, which are available from only one source. To the extent reasonably practical, the Purchasing Agent shall negotiate with the sole source to obtain contract terms advantageous to the City. Sole source contracts for goods or services, or classes of goods or services, which are available from only one source which exceed $5,000, but do not exceed $75,000, must be approved by the Purchasing Agent. Sole source contracts for goods or services, or classes of goods or services,which are available from only one source whicKexceed$75,000, must be approved by the Local Contract Review Board. The Purchasing Agentshall provide : . public notice via the City's Internet website of the determination of a sole-source:contract thati.. exceeds $75,000 at least fourteen (14)days prior to the LCRB approval. The determination of a sole source must be based on written findings that may include: 1. That the efficient utilization of existing goods requires the acquisition of compatible goods or services; 2. That the goods or services required for the exchange of software or data with other public or private agencies are available from only one source; 3. That the goods or services are for use in a pilot or experimental project; 4. Other findings that support the conclusion that the goods or services are available from only one source; Council Options: The Council can approve this request to deem it in the best public interest to accept this public contract as a sole- source procurement or deny the contract as a sole-source procurement. Staff Recommendation: Staff recommends that the City enter into a sole-source Public Contract with Zenon Environmental Corporation based on the written findings and Capacity Evaluation Study. Potential Motions: Council moves to approve the attached Public Contract as a sole-source procurement with Zenon Environmental Corporation for additional membrane cassette sections to increase operational capacity. Council denies approval of the sole-source contract with Zenon Environmental Corporation and requests staff to follow the procedure for competitive bidding. Attachments: Proposal submitted by Zenon Environmental Capacity Evaluation July 2005 Written Findings provided by Terry Ellis GApub-wrks\admin\PB Council\W WTP\CC Zenon Membrane Sole Source 20JunO6.doc ��, CITY OF ASHLAND Memo DATE: June 6, 2006 TO: Lee Tuneberg, Finance Director FROM: Terry Ellis, Wastewater Systems Supervisor RE: Findings for Sole-Source Procurement— Purchase of Zenon Filters Existing System The City of Ashland Wastewater Treatment Plant operates under permit by the Department of Environmental Quality. The membrane filtration system is operated seven months out of the year between May and November, and was designed for phosphorus removal. The original design was 2.3 MGD dry weather flow with a projected flow for 2015 of 2.4 MGD. Currently our average daily flow during the summer months is at 2.12 MGD. During the peak flows each day we max out near 4.0 MGD. The existing 36 membrane cassettes, which are housed in four bays, will handle this peak flow for short periods of time with no noted problems. However, when maintenance is due, we cannot shut down a bay to perform the needed maintenance during the day. Operators need to come in at 3:00 or 4:00 in the morning when flows are at their lowest to accomplish this. If we have an extended peak flow and a need to perform maintenance at the same time, we would have to bypass the membrane filtration system. Normal maintenance for back-washing filters takes about eight hours to perform. Upgraded System We have the capability to add four more cassettes to our existing system. With the addition of these cassettes, we would increase our capacity by approximately 10 percent. This would give us enough buffer to be able to handle peak flows more efficiently. Also, we should be able to better manage our maintenance activities by not having to bring operators in during the early morning hours, saving overtime. With the additional membranes, we would ensure that we have more capacity available for future growth as noted in the recent Capacity Evaluation. Wastewater Treatment Plant Tex:541-48 Public Works Fax:541-488-5328-532 0 90 N.Mountain Avenue TTY:800-735-2900 Ashland,Oregon 97520 w .ashland.or.us Recommendations While our discharge permit does not indicate a maximum flow that we can release to Ashland Creek, it does have a very strict limit on Total Phosphorus. If the membranes were off line for any extended time, we would very likely violate this limit. It is recommended that we add these additional four cassettes to our existing system. Wastewater Treatment Plant Tel:501.4885348 Public Works Fax:541-488-5320 90 N.Mountain Avenue TTY:800-735-2900 Ashland,Oregon 97520 w .ashland.or.us City of Ashland Capacity Evaluation of the Ashland WWTP FINAL July 2005 caroLLo e n s i n e e r s 4380 SOUTHWEST MACADAM AVENUE, SUITE 350 • PORTLAND, OREGON 97239-6406 • (503) 227-1x85 • FAX (503( 227-1741 H:1CItenNA0ar4_POFN3apwIty Asee wnNDmft Repon_040505-avi.dm City of Ashland Capacity Evaluation of the City of Ashland WWTP TABLE OF CONTENTS Paae 1.0 SUMMARY AND TRIGGERS FOR IMPROVEMENTS..............................................1 1.1 Introduction......................................................................................................1 1.2 Summary of Current and Projected Flows & Loads .........................................3 1.3 Summary of the Plant Capacity Evaluation......................................................4 2.0 CURRENT AND PROJECTED FLOWS AND LOADINGS.........................................5 2.1 Population .......................................................................................................5 2.2 Current Flows and Loadings............................................................................6 2.2.1 Average Flows and Loadings.....................:......................................6 2.3 Projected Future Flows....................................................................................7 2.3.1 Per Capita Flows...............................................................................7 2.4 Projected Future Loadings...............................................................................8 2.4.1 Per Capita Loads ..............................................................................8 3.0 DISCHARGE REQUIRMENTS..................................................................................9 3.1 NPDES Permit Requirements..........................................................................9 3.2 Projected Future Requirements.....................................................................11 4.0 WWTP EVALUATION..............................................................................................11 4.1 Influent Pumps...............................................................................................12 4.2 Influent Bar Screens......................................................................................12 4.3 Grit Removal Tanks.......................................................................................12 4.4 Oxidation Ditch and Secondary Clarifiers.......................................................13 4.5 RASMAS Pumps..........................................................................................15 4.6 UV Disinfection..............................................................................................15 4.7 Membrane Filtration System..........................................................................15 4.8 Dewatering System .......................................................................................17 4.9 Lime Stabilization System..............................................................................18 FINAL-August 3, 2005 i HAClientlfvshland_POR\Capaciry Asses ment\Dmft Reponr000505apv1.doc LIST OF TABLES Table 1.1 Summary of Current and Projected Population, Flows and Loads...................4 Table 2.1 Certified Population Estimates.........................................................................6 Table 2.2 Population Projections.....................................................................................6 Table 2.3 Summary of Current Average Flows and Loadings..........................................7 Table 2.4 Projected Future Flows....................................................................................8 Table 2.5 Projected Future Loadings...............................................................................9 Table 3.1 Summary of NPDES Permit Requirements....................................................10 Table 3.2 NPDES Permit Requirements for Reclaimed Water Use ...............................11 LIST OF FIGURES Figure 1 - Schematic of the Ashland WWTP........................................................................2 Figure 2-Ashland WWTP Capacity Chart...........................................................................5 Figure 3- Predicted Effluent Ammonia Concentrations......................................................14 FINAL-August 3, 2005 HAClient\Ashland_POR\Gapacity Assessment\Draft Report 040505-mvl.dw City of Ashland CAPACITY EVALUATION OF THE ASHLAND WWTP 1.0 SUMMARY AND TRIGGERS FOR IMPROVEMENTS 1.1 Introduction This report was prepared by Carollo Engineers to document an assessment of the capacity of the Ashland Wastewater Treatment Plant (WWTP). The City of Ashland wanted this capacity assessment done as a guide to future capital planning. The work included a review of three years of recent operating data for the plant and an evaluation of each major unit process in the Ashland WWTP to determine its process capacity. Hydraulic modeling was not performed as part of this evaluation. However, the updated flow projections showed that the peak hour flow for the year 2025 is less than the original design peak flow. Therefore, the plant has adequate hydraulic capacity for the revised projected peak flow of 8.1 mgd. The following unit processes were evaluated: • Influent Pumps • Influent Bar Screens • Oxidation Ditch & Aerators • Secondary Sedimentation Tanks • RAS Pumps • UV Disinfection System Membrane Filtration System •. Dewatering System • Lime Stabilization System A schematic diagram of the Ashland WWTP is shown in Figure 1. FINAL-August 3, 2005 1 H:0iwMsh1end-P0R%Gapedy Asses ntt mfl Report--040505- vt.doc If r J c gJ!i11jjgj � ag � �� �Eerse w a $� E CO z ul It @G9eAEFC �a@ :3 o 0 0 e� 0 d O M- 22 -a e Of a y 3 gg Ya a^_ i a3 !^ as o— o f IG s a I I • � 9M1N - 1 �Io HOumo e I Gt Y 1.2 Summary of Current and Projected Flows & Loads A summary comparison of current, original design, year 2015, and year 2025 flows and loads is provided in Table 1.1.The following flow and load considerations should be noted: • Updated 2015 flows and loads were developed, since this was the original design year. A comparison of the updated 2015 values with the original design values indicates that the population is increasing faster than originally anticipated. However, the revised 2015 flows and loads are very close to the original design values. In fact, the projected maximum month load BOD loading is actually lower than the original design value. • Maximum month flow and peak hour flow are the primary flow conditions that impact process and hydraulic capacity. The projected 2025 maximum month flow is very close to the original design value, and the peak hour flow is actually less. • The maximum month BOD and TSS loads are equally important to flow in determining process capacity. As with 2025 flow, the projected maximum month 2025 BOD load is nearly equal to the design value. The TSS load is approximately 15% higher. The fact that the maximum month 2025 flows and loads closely resemble the original WWTP design values indicate that the plant should have capacity beyond its original design year of 2015.The capacity summary in the following section indicates this to be the case for the processes included in the original plant expansion. However, as discussed later in this report the tertiary membranes, which were not part of the original expansion, will reach their capacity before 2025. FINAL-August 3, 2005 3 H1CbenMsh1mcLPOFrCapacity Awew ent%Drett Repon_040505-mAdoc Table 1.1 Summary of Current and Projected Population, Flows and Loads City of Ashland Original Revised Projected Current Design* 2015 2025 Population 20,866 22,000 23,840 27,237 Dry Weather Flow, mgd -Average 2.1 2.3 2.4 2.8 - Max. Month 2.5 2.8 3.2 Wet Weather Flow, mgd -Average 2.3 2.6 3.0 - Max. Month 2.8 3.3 3.2 3.5 - Peak Day 5.5 5.9 5.8 6.1 - Peak Hour 7.4 8.5 7.7 8.1 CBOD (lb/day) -Average Day 3,275 3,900 3,800 4,300 - Max. Month 4,200 5,250 4,800 5,500 - Peak Day 7,400 8,000 8,500 9,700 TSS (lb/day) -Average 4,200 4,300 4,900 5,500 - Max. Month 5,300 5,900 6,100 7,000 - Peak Day 1 9,000 1 10,600 1 10,500 1 12,000 'Based upon converting BOD to CBOD with 1.2 factor 1.3 Summary of the Plant Capacity Evaluation A graphical comparison of each unit process with the year 2025 maximum month flow is presented in Figure 2. The capacity of each unit process was normalized to the maximum month flow, so that the limiting process could be identified. Therefore, appropriate factors were applied to processes whose capacity is governed by peak hour flow or BOD loading so that they could be evaluated based upon maximum month flow. Analysis of Figure 2 shows that the WWTP has adequate capacity for the projected 2025 flow and load conditions. However, the capacities shown in Figure 2 assume that all the basins and equipment are operating for the various unit processes. It is equally important to provide the appropriate level of reliable capacity when portions of the process are out of service. The capacity evaluation indicated that a reasonable level of redundant capacity is provided for each unit process, with the possible exception of the membrane filtration process. The membrane system was designed to allow installation of 10 percent more membranes in each process train.These additional membranes should be installed to increase the reliable capacity of the membrane system. With the possible exception of the membrane system, , major upgrades should not be necessary unless the flow and/or load increase more rapidly than shown in this report. FINAL- August 3, 2005 4 HAClienfAshland_POPCapacily AweasmenADmft ReporL040505-mvtdoc Major membrane expansion will only be required if the City,decides it is necessary to have full redundant capacity, which was not included in the original design based upon the added cost. Figure 2 also shows that the oxidation ditch will be the first process to reach capacity, and that this will occur around 2025. Options to increase its capacity include adding fine bubble diffusers, possibly in conjunction with operating the two basins in series, or building an additional basin. Fine bubble diffusers and series operation will expand aeration capacity while providing a more"plug flow" operation. Plug flow is more efficient for nitrification than completely mixed basins, which are the current configuration. Figure 2-Ashland WWTP Capacity Chart I iCapcacity Chart Equi%Wern MMWWF Capacity(mge)�—Limning MMF(mgcQ 2' 500 4.00 p 3.50 c 3.00 c 2.50 O 2.00 . 3 1.50 'p 1.00 2 050 d 3°� 6e may �q�� �0� a� q0 �F� $� ep 'gym 0bc0 w° c& �y �� toc co yV �W� 9Q ye c5\ 9A \vCF '�p�'� d4 0�to Ago &Aye C,61 � y\ - � 2.0 CURRENT AND PROJECTED FLOWS AND LOADINGS In this section, influent WWTP flows and loads are projected through the year 2025. The projected WWTP influent flows and loads will be compared with existing WWTP process capacity in Section 4. 2.1 Population The Center of Population Research at Portland State University estimates populations for communities throughout Oregon, which are calibrated against census values every ten years. Table 2.1 presents certified population estimates for the City of Ashland. FINAL-August 3, 2005 5 R1C1ienlWSMand_P0R\Capacity AS es menWmft Repo2040505-mvl.dw Table 2.1 Certified Population Estimates City of Ashland Year Population Growth Rate 2000* 19,522 2001 19,770 1.27% 2002 20,130 1.82% 2003 20,430 1.49% 2004 20,590 0.78% •Denotes recorded census population Average= 1.34% Projection of flows and loads to the treatment plant requires an estimate.of future populations. The City of Ashland population was projected for the next 20 years using the average growth rate of 1.34°/x, as shown in Table 2.2. Table 2.2 Population Projections City of Ashland Year Population 2004 20,590 2005 20,866 2010 22,303 2015 23,840 2020 25,482 2025 27,237 2.2 Current Flows and Loadings 2.2.1 Average Flows and Loadings Flow data from the 2002, 2003, and 2004 discharge monitoring reports was used to evaluate influent plant flows. Current flows were calculated using DEQ guidelines, which require development of annual, dry weather, and wet weather averages as well as estimates for the maximum month dry weather flow(MMDWF) at a 10-year recurrence and the maximum month wet weather flow (MMWWF), peak day average flow(PDAF), and the peak instantaneous flow (PIF) at 5-year recurrence intervals. These flows are summarized in Table 2.3. FINAL-August 3, 2005 6 HAClienPAshland_POFTCapady AssessmenWrafl Reporl_000505+ 1.doc Table 2.3 Summary of Current Average Flows and Loadings Capacity Evaluation of the Ashland WWTP City of Ashland Description Flow, mgd CBOD, ppd TSS, ppd Temp, C Average Annual (AAF) 2.20 3,275 4,212 18.6 Average Dry Weather 2.12 3,373 4,372 21.9 (ADWF) Max Month Dry Weather (MMDWF) 2.52 4,429 5,487 24.5 Average Wet Weather (AWWF) 2.29 3,177 4,053 15.2 Max Month Wet Weather (MMWWF) 2.83 4,064 4,948 17.8 Peak Day Average (PDAF) 5.47 7,368 9,012 25.0 Peak Instantaneous (PIF) 7.41 WA N/A WA 2.3 Projected Future Flows 2.3.1 Per Capita Flows The ADWF was assumed the domestic waste baseline, since larger flows are primarily due to storm water runoff and groundwater intrusion. By dividing the ADWF by the population, a per capita flow can be established. In the City of Ashland, the average person returns 103 gallons to the sewer system each day based on the 2004 population and flow data. As the population increases, flow projections assumed that each person would contribute 103 gallons per day to the sewer system. All domestic flows were projected at the same per capita flow rate as the ADWF, including peak flows, because it was assumed that there would be no significant increase in I&I due to improved construction standards and City- implemented I&I remediation programs. Projected flows are shown in Table 2.4. The table shows the resulting differentiation between domestic and I&I flow. FINAL-August 3, 2005 7 H1CAenAAsh1and_POMapadty AmwmenMreFl Repon_040505-mvl.dx Table 2.4 Projected Future Flows Capacity Evaluation of the Ashland WWTP City of Ashland Flow Parameter 2004 2005 2010 2015 2020 2025 AAF 2.20 2.23 2.38 2.54 2.71 2.89 ADWF 2.12 2.15 2.29 2.45 2.62 2.80 MMDWF 2.52 2.55 2.69 2.85 3.02 3.20 AWWF Domestic 2.12 2.15 2.29 2.45 2.62 2.80 /&/ 0.17 0.17 0.17 0.17 0.17 0.17 Total 2.29 2.31 2.46 2.62 2.79 2.97 MMWWF Domestic 2.12 2.15 2.29 2.45 2.62 2.80 /&/ 0.71 0.71 0.71 0.71 0.71 0.71 Total 2.83 2.86 3.00 3.16 3.33 3.51 PDAF Domestic 2.12 2.15 2.29 2.45 2.62 2.80 /&/ 3.35 3.35 3.35 3.35 3.35 3.35 Total 5.47 5.50 5.64 5.80 5.97 6.15 PIF 7.41 7.44 7.58 7.74 7.91 8.09 2.4 Projected Future Loadings 2.4.1 Per Capita Loads Based on the influent data, loadings of five-day carbonaceous biochemical oxygen demand (CBOD5) and total suspended solids (TSS) were projected similarly to flow. Based on current loads and population, per capita loads were established for average day, maximum month, and maximum day loadings. The calculated per capita values were then used to project future loads based on the projected population growth, as shown in Table 2.5. FINAL-August 3, 2005 8 N1011en1\Ash1and_POR\Oapadry Asseaemml\Dmtl Report_040505-revl.dw Table 2.5 Projected Future Loadings Capacity Evaluation of the Ashland WWTP City of Ashland Parameter 2004 2005 2010 2015 2020 2025 Population 20,590 20,866 22,303 23,840 25,482 27,237 CBOD5 Avg. Day(70.16 pcpd) 3,275 3,319 3,548 3,792 4,054 4,333 Max Mo. (-0.20 pcpd) 4,168 4,224 4,515 4,826 5,158 5,514 Max Day(-0.20 pcpd) 7,368 7,467 . 7,981 8,531 9,119 9,747 TSS Avg. Day (-0.25 pcpd) 4,212 4,269 4,563 4,877 5,213 5,572 Max Mo. (-0.36 pcpd) 5,248 5,318 5,685 6,076 6,495 6,942 Max Day (-0.44 pcpd) 9,012 9,133 9,762 10,434 11,153 11,921 3.0 DISCHARGE REQUIRMENTS In addition to treating projected influent flows and loads, a comprehensive capacity evaluation must also consider the existing facility's ability to meet the current and potential future permit limitations. The capacity of the existing WWTP to meet the discharge requirements established in this section will be evaluated in Section 4. 3.1 NPDES Permit Requirements The City of Ashland's National Pollutant Discharge Elimination System (NPDES) Permit Number 101609 covers two discharge locations, the first to Ashland Creek at river mile 0.25 and the second for reclaimed water reuse. Key numerical limits in the City's NPDES permit for the discharge to Ashland Creek are presented in Table 3.1. Key requirements of this permit from the perspective of treatment are a low maximum daily limit for ammonia during all months of the year, a summer phosphorus removal requirement, and a low carbonaceous biochemical oxygen demand (CBOD5) requirement for summer and fall discharge. These requirements led to design of an "advanced"treatment plant which includes facilities for year-round nitrification (conversion of ammonia to nitrate), and membrane filtration for summer phosphorus and enhanced TSS/CBOD5 removal. FINAL-August 3, 2005 9 HACIien&Ashland PORCapacity AwS mwrDmfl Repon_040505-mvlAm Table 3.1 Summary of NPDES Permit Requirements Capacity Evaluation of the Ashland WWTP City of Ashland Average Effluent Concentrations(mg/L) Mass Loadings(lb/day) (See Note 1) Monthly Weekly Daily Parameter Monthly Weekly Daily Average Average Maximum May 1 -August 1 and November 1 - November 30 CBOD5 10 15 120 210 380 TSS 10 15 96 180 480 Ammonia 0.52 1.2 Phosphorus 1.6 5.1 September 1 -October 31 CBODS 4 5 77 120 250 TSS 10 15 96 180 480 Ammonia 0.52 1.2 Phosphorus 1.6 5.1 December 1 -April 30 CBOD5 25 40 400 920 1,500 TSS 30 45 920 1,500 Ammonia 0.80 1.8 Other Requirements Shall not exceed 126 organisms per 100 mL monthly mean. E. coli Bacteria No single sample greater than 106 organisms per 100 mL. pH 6.5-8.5 CBOD5 and TSS Removal Efficiency Not less than 85% Dissolved Oxygen (mg/L) Not less than 9.0 mg/L Excess Thermal Load (Oct 15 through May 15) No more than 78 million kcal/clay Excess Thermal Load (May 16 through Oct 14) No more than 38 million kcal/day Note: Average dry weather design flow to the facility equals 2.3 mgd. Mass load limits have been individually assigned. FINAL-August 3, 2005 10 H:\ClienMshland_PORICapaciry Assessmen0Dmtt Reporl_040505-rw1.doc Requirements for reclaimed water discharge are summarized in Table 3.2. In general, the water quality achievable with membrane filtration, which is required to achieve several limits in the permit for discharge to Ashland Creek, should meet or exceed the limits required for reclaimed water use. However, DEQ is still evaluating the use of membranes for reuse and supplemental disinfection. Therefore, additional analysis and involvement with DEQ may be necessary to have the existing Ashland WWTP rated to produce level IV reuse water. Table 3.2 NPDES Permit Requirements for Reclaimed Water Use Capacity Evaluation of the Ashland WWTP City of Ashland Parameter Requirement Less than seven-day median of 2.2 organisms per 100 mL and a Total Coliform maximum of 23 organisms per 100 mL Less than a 24-hour mean of 2 NTU with no more than 5%of samples Turbidity during a 24-hour period exceeding 5 NTU 3.2 Projected Future Requirements The NPDES permit states that the ammonia limits in the permit are considered interim limits and that the DEQ is in the process of adopting EPA 1999 ammonia criteria. The permit says that upon approval by EPA, the ammonia limits in the Ashland permit will automatically be raised to 1.2 mg/I maximum monthly and 2.4 mg/L maximum daily during May 1 through November 30 and to 2.0 mg/L and 3.3 mg/L, respectively, for the period from December 1 through April 30. Since these limits are higher, they will obviously not affect the capacity of the existing secondary process to meet the ammonia standards. On the other hand, the permit states on the same page that the limits on excess thermal load will be dramatically reduced 55 months after permit issuance to less than 2.6 million kcals/day during Oct 15 through May 15 and to less than 21 million kcals/day for the period from May 16 through October 14. A separate study is currently being conducted to evaluate the impact and options to meet the proposed temperature standards. Therefore, it is not discussed in this capacity evaluation. 4.0 WWTP EVALUATION This capacity evaluation was performed using Carollo's proprietary BioTran modeling software, to evaluate adequacy of the plant under future peak flow and load conditions. This program performs a detailed mass balance of flows and loadings within the plant and contains models for CBOD5 and ammonia removal. It was calibrated to flows and loadings presented in Section 2. A brief description of the each unit process, including its function, design criteria, and capacity is provided below. FINAL-August 3, 2005 11 HAChwMshlantl POR\Capaciry AS mmenMmft ReporL000505-revldoc 4.1 • Influent Pumps Raw sewage enters the WWTP headworks influent channel via two gravity sewers and a large force main from the Ashland Creek Pump Station. The Ashland Creek Pump Station has the capacity to pump 6.5 mgd of raw sewage with all pumps in service and 4.3 mgd with one pump out of service. The pump station consists of three variable speed, submersible pumps in a below ground sewage wet well. Variable frequency drives (VFDs) for operating the pumps are located in the RAS/WAS Pump Station. For the purposes of this capacity evaluation it was assumed that 55%of the total influent flow would be pumped with influent pump station and the remaining 45%will flow to the headworks by gravity. The equates to an influent pump station flow of 3.3 mgd for the peak day and 4.5 mgd for the peak hour events. DEQ requires capacity for the peak day flow with one pump out of service and peak hour flow with all pumps in service. Therefore, the pump station has adequate capacity to meet the DEQ requirements for 2025 flows. 4.2 Influent Bar Screens Screening of the influent wastewater protects the downstream equipment and processes from damage and impairment by removing larger-sized, non-biodegradable solids by stopping and retaining this material on the screen face. Screenings are removed automatically from the screen face by the rake arm, washed, and dewatered by the screenings compactor, prior to depositing in a disposal bin. The Ashland WWTP has two bar screens: one mechanically raked screen of the reciprocating rake type and one manually raked screen. For this capacity analysis, it was assumed that the manual screen operated in fully standby mode. The full plant flow was assumed directed to the mechanical bar screen under conditions of peak flow. Capacity evaluation was based on the criterion of a maximum velocity through the bars of 5.0 feet per second. At higher velocities than this capture of rags and other debris is poor and head losses are high. Peak capacity was calculated by assuming a flow depth through the screen of 2.5 feet. The peak flow velocity and depth result in a peak bar screen capacity of 8.7 mgd. This exceeds the 2025 peak hour flow of 8.1 mgd. Therefore, the bar screen has adequate capacity beyond 2025 provided the City is comfortable relying on the manual bar rack as a standby to the mechanical screen. 4.3 Grit Removal Tanks The headworks remove grit(sand) and screenings (plastics and floatables) from the raw sewage waste stream. The grit system accomplishes grit removal by allowing the wastewater velocity to decrease so the heavier particles can settle. These heavier particles FINAL-August 3, 2005 12 H.%ClienMshland_PORICapacity AssesemmADmfl ReporL040505- 0.dw include non-organic material such as sand, eggshells, and gravel and organic material such as coffee grounds, cigarette filter tips, fruit rinds, and seeds. The settled particles are pushed from the grit chamber to the grit hopper by the scraper arm and removed from the waste stream by the grit classifier. The grit removal tank is a shallow tank of the"detritus tank"type with a rotating rake mechanism. Peak capacity for this tank was taken as occurring at an overflow rate of 50,000 gallons per day per square foot of tank footprint area. According to MOP 8' this overflow rate will remove all particles with a diameter greater than 0.21 millimeters (mm). Based upon the preceding design criteria,the grit system has a peak design capacity of 9.8 mgd.This is nearly identical to the original design rating of 10 mgd.Therefore, the grit system is adequate for the 8.1 mgd peak flow in 2025. 4.4 Oxidation Ditch and Secondary Clarifiers The Carrousel Oxidation Ditches and secondary clarifiers are the major unit processes responsible for removing the carbonaceous biochemical oxygen demand (CBOD), total suspended solids(TSS), and nutrients from the wastewater.The Carrousel Oxidation Ditch process is a variation of the traditional oxidation ditch activated sludge process, with unique features that include its basin configuration and aerator/mixers. Peak capacity for the oxidation ditch in Ashland is primarily governed by its ability to convert ammonia to nitrate (nitrify) under winter conditions. Figure 3 presents a plot of predicted effluent ammonia nitrogen concentrations under different organic loading conditions. The calculations for this figure were performed in BioTran1m with an influent temperature of 12 degrees C, the minimum daily temperature recorded during the three years record evaluated for this study. The calculations predicted that nitrification would begin to fail when organic loadings to the oxidation ditch exceed approximately 40 pounds of CBOD5 per thousand cubic foot of oxidation ditch volume (lb/day/kcf). To keep ammonia concentrations under 1.0 mg/L, loadings should be less than 25 Ib/day/kcf. The peak day CBOD loading in 2025 results in a volumetric loading rate to the existing oxidation ditches of just above 25 Ib/day/kcf. Therefore, the existing ditches will be at full capacity in 2025. In addition to volume, the oxidation ditch aerators must have adequate capacity. Peak aeration demand was estimated at approximately 13,500 lb oxygen/day in year 2025. The estimated capacity of the four existing 100 HP aerators was calculated at 22,000 lb oxygen/day with all units in service and 16,500 lb/day with one unit out of service. Therefore, the aeration system is adequate through 2025 provided a higher percentage of the flow can be diverted to the ditch that has both aerators in service if a failure were to occur under peak day conditions. Water Environment Federation and American Society of Civil Engineers, Design of Municipal Wastewater Treatment Plants,W EF Manual of Practice No. 8,Volume I,Table 9.9(1992). FINAL-August 3, 2005 13 RUientU&hland_POMCapaciry AwessmenWratt neport_040505-mvi Am Peak capacity for the secondary clarifiers was considered from two perspectives: solids loading and overflow rate. Peak capacity for solids loading was measured by the solids loading safety factor. This is the ratio of the calculated maximum permissible solids loading to the actual solids loading. A minimum ratio of 1.15 was assumed. The peak hydraulic surface overflow rate (SOR)for the secondary clarifiers was assumed 1,000 gallons per day per square foot of clarifier surface area. The rated capacity of the secondary clarifiers based upon the design SOR is 12.8 mgd with all units in service and 7.7 mgd with one unit out of service. It is desirable to have adequate capacity for the peak day flow with one unit out of service. As this conditions is met, the secondary clarifiers are adequate through the year 2025. Figure 3- Predicted Effluent Ammonia Concentrations Nitrification Performance Predicted Effluent Ammonia Concentration 12 Degrees C —Oxidation Ditch 7.00 ._. s> 4 • y. r :c>s, z. iz a''�";`•" car 6.00 1)) 5.00 E <, f .4Y'P Z 400 e a 4 'c 300 511 Y1W rgugg `^` " 200 ` Q 1.00 �� Ar ,'r � °S ✓.- - ,a '"a'. `.„.wi„> 0.00 0 10 20 30 40 50 60 Organic Loading(lb CBOD/kcf) FINAL-August 3, 2005 14 H1C11en1Wsh1md_P0R\Capacity Assessment\Dmft Report_040505-ml.doc 4.5 RAS/1NAS Pumps The RAS and WAS systems consist of'three wet wells and two separate pumping systems. Sludge flows by gravity from the secondary clarifiers to the RAS/WAS Pump Station wet wells. RAS is retumed to the oxidation ditch splitter box using the RAS pumping system, consisting of three horizontal centrifugal pumps. Returning the RAS to the oxidation ditch results in higher concentrations of microorganisms in the oxidation ditch, allowing wastewater treatment in smaller basins. Under favorable conditions,the bacteria will eat the organic nutrients and use the oxygen added by the aerators to grow and multiply. The bacteria settle in the secondary clarifiers and are again removed by the RAS/WAS facilities. Each RAS pump is rated at 1,350 gpm each, or 2,700 gpm with two out of the three pumps operating. This is equivalent to 3.9 million gallons per day (mgd). The capacity rating for the RAS pumps in this report is based on maintaining a critical RAS ratio during all periods of operation, which is approximately 50% of the peak flow. Since the firm capacity is nearly identical to 50%of the 8.1 mgd peak flow, the RAS pumps are adequate through the year 2025. 4.6 UV Disinfection A secondary effluent disinfection system is located downstream of the secondary clarifiers. The function of the disinfection system is to reduce the number of disease-causing organisms such as viruses, bacteria, spores, mold, yeasts, algae and certain protozoa, in the plant effluent prior to discharging it to the receiving water body or pumping it to the membrane filter system. The UV disinfection system consists of four, medium pressure UV units, manufactured by Aquionics. The units were designed for a peak capacity of 8.5 mgd and are rated on that basis. As the projected 2025 peak hour design flow has actually gone down from 8.5 to 8.1 mgd, the UV system has adequate capacity for peak hour with all reactors in service. UV systems are generally sized to have reliable capacity with one reactor out of service. Assuming the reliable capacity is 75%of the total rated capacity with one reactor out of service, the UV system is adequate for the peak day case with one reactor down. 4.7 Membrane Filtration System A membrane microfiltration system is located immediately downstream of the secondary clarifier.This tertiary treatment system is designed to provide a high quality effluent for direct discharge to Ashland Creek. The membrane filtration system to be used has been tested and shown to successfully remove alum-coagulated BOD5, TSS, and phosphorus from disinfected secondary effluent to below anticipated NPDES permit limits.The system has four membrane treatment trains immersed in open tanks, which operate in parallel. The feed water comes directly from the FINAL-August 3, 2005 15 H1CIient\Ash1antl_POR1Capadry AssessmenhDmft Report_040505-rev1.d= upstream secondary clarifiers, and enters the membrane tank inlet distribution channel. Alum is added just upstream of the secondary clarifier to precipitate the phosphorous. The water is moved through each membrane under a low differential pressure vacuum by use of a permeate pump. The membrane filtration system is a submerged, hollow-fiber system manufactured by Zenon.The system is rated at for a maximum month sustained capacity of 2.5 mgd with all units in service, which equates to flux rate of approximately 12 gallons per square foot per day (gfd). However, subsequent discussions with Zenon staff indicated that the membranes may be operated at higher average flux rates for extended periods of time. The rated peak flux rate is 20 gfd,which equates to a peak capacity of approximately 4.2 mgd. The existing membranes are periodically operating near the current peak day flows, which are as high as 4 mgd.Therefore,we recommend installing the additional membrane cassettes in the very near term. Plant staff has already noted the need for the additional membranes, and have their installation included in an upcoming project. Installation of the additional membranes will increase the rated capacity by 10 percent, which equates to maximum month and peak capacities of 2.75 mgd and 4.6 mgd, respectively. This increase will provide adequate total capacity to approximately 2012, assuming operating is limited to the original design flux of 12 gfd. There are two options to provide additional capacity beyond the 10%gain that can be made by installing the additional membrane cassettes. These options including replacing the existing 220 ft2 membranes with 250 ft2 membranes and/or operating the existing membranes at an increased flux rate of approximately 15.5 gfd. Since the membranes are operated downstream of the existing clarifiers, Zenon has indicated that it is likely that the membranes can operate effectively at the higher flux rates for both peak day and maximum month conditions without adverse impacts. Therefore, we recommend testing the membranes at higher flux rates to verity that this is in fact the case. If higher flux rates prove acceptable, the total membrane capacity could be adequate beyond 2020. At the maximum flux rate and after the additional membranes are installed, the membrane system will have reliable capacity with one train out of service for cleaning or due to a mechanical failure of 3.5 mgd. As with the existing design, this does not provide full redundant capacity for the peak day flow, and will require cleaning to be performed under non-peak flow conditions.The original design did not include full redundant membrane capacity, based upon the significant cost to do so. The filter feed pump station has a total capacity of 6.0 mgd and firm capacity (one pump out of service) of 4.5 mgd. Each permeate pump has a rated capacity of 1.13 mgd,for a total capacity of 4.5 mgd.The estimated peak day flowrate in 2025 is 5.0 mgd, which exceeds the firm capacity of the feed pumps and total capacity of the permeate pumps. FINAL-August 3, 2005 16 H:CJiem&Ashland_POR,Capwiry AssessmenMmfl ReporL040505-wl.dw The City should increase the capacity of permeate system when staff see the peak flowrate approaching 4.5 mgd. However, the permeate pumps reliable capacity of 3.4 mgd may be exceeded under current peak day conditions. Therefore, the plant should have•a spare pump on-hand or increase the permeate pump capacity to provide adequate reliability. The filter feed pump capacity is acceptable, unless staff wants to have reliable capacity for the future peak day flow. It must be noted that only the membranes and major membrane pumping systems were considered in this evaluation. The City should also look at the capacity of the smaller ancillary equipment when increasing overall membrane system capacity. 4.8 Dewatering System Waste activated sludge (WAS) and scum from secondary clarification is distributed via pumps in the RAS/WAS facilities to a system of biosolids handling processes. In the sludge stabilization, lime is added to the sludge for stabilization and deodorization. The sludge is then dewatered before ultimate disposal. The biosolids handling facilities, which consist of a lime slurry tank, a stabilization tank and mix system, an odor scrubbing system, a polymer feed system, and dewatering centrifuges, serve the primary functions of sludge stabilization and cake formation. These facilities may operate in two modes: the first involves the addition of lime and the subsequent thickening/dewatering of lime stabilized (LS) waste activated sludge (WAS), and the second consists of the thickening/dewatering of raw WAS without the addition of lime. In the lime addition scenario, a high pH environment is created, which is effective for reducing pathogenic bacteria content below Class B regulatory requirements. It is a cost-effective option that creates a stable sludge product, which may be used as a soil amendment. Biosolids that are not stabilized with the lime system will generally be hauled and disposed of at the local landfill. The purpose of the two centrifuges is to separate the sludge into thickened/dewatered sludge and the remaining water (centrate). The centrifuge separates sludge particles from the centrate using inertial force. The bowl of the centrif uge spins at high speeds pushing the sludge particles and water closer to the centrifuge wall. The heavier sludge particles are pushed closer to the wall than the water particles. I . The two centrifuges each have a capacity of 200 gpm. The estimated solids produced in the 2025 maximum month condition are 5,850 lb/day without lime stabilization and 7,350 lb/day with lime stabilization, respectively. Assuming a one percent feed solids concentration, the results in the following centrifuge run times: • Lime stabilization case: 10.2 hrs/day with one unit and 5.1 hrs/day with two units. Raw waste activated sludge: 8 hrs/day with one unit and 4 hrs/day with two units. FINAL-August 3, 2005 17 HAClient\AShlantl PORtCapaciq Asses enMmft Repon_040505- vt.doc Since these run times are reasonable with one unit out of service, the dewatering system has adequate capacity through 2025. 4.9 Lime Stabilization System The sludge stabilization tank is for treating the sludge and mixing the lime/sludge solution. Currently, lime is not added to the sludge and this tank is used only for holding purposes. WAS is pumped daily to one of the six cells in the holding tank. The lime stabilization tanks were sized based on a minimum hydraulic residence time of 24 hours including the WAS flow required plus a lime slurry flow of 25 gpm. The lime tanks were rated on the same basis. Calculations showed that the lime system has adequate storage capacity through the design year, especially since the WAS can be thickened before it is fed to the tanks. FINAL-August 3, 2005 18 HAClienMshlend_POR\Cepaciry Assessmem\Omh ReporLO40505- vt dm Feb. -3. 2006 10:50AM ZENON CORP. No. 0836 P. 1 3800 Owanic Drive,Suite 113 Oceanelds,CA 92056 Phow:760-5d7-2166 ZENON Environmental Corp. Fa 760-647-2161 Fax To: Ken Moser From: Laura Sautner Fax: 541.552-2364 hates February 3,2006 Phone: 541-4W-5346 Pagers 7(Intl.Cover) Res Membrane Expansion Proposal CC: Terry Ellis ❑Urgent ❑For Review ❑Please Comment 0 Please Reply ❑Please"de -Comments: Attn: Ken Moser/Terry Ellis. Ken and Terry, Please find attached the membrane expansion proposal for 4 cassettes,related hardware and the labor rate sheet for ZENON's assistance for start-up. If you have any questions related to this proposal, plmse don't hesitate to call. Thank you In advance for your consideration. Laura Sautner Regional Account Manager—Western USA 760.547-2164 Feb. • 3. 2006 10:50AM ZENON CORP. No. 0836 P. 2 City of Ashland 00 ZwWeed Membrane Proposal Y February 1,2006 AN patents,trade secrets and other Intellectual property arising in the course of Zenon carrying out Its obligations under this agreement shall be the property of Zenon. The Customer shall have the non-exclusive,irrevocable and royalty free right to use any such patents,trade secrets or other intellectual property at its present or any successor location in perpetuity. All technical information or other trade secrets developed or applied by Zenon and learned by the Customer in the course of Zenon carrying out its obligations under this agreement shall be retained in confidence by the Customer and such time as the information has become wholly disclosed to the public(otherwise than by default of the Customer)or until disclosure is authorized in writing by Zenon. This is merely a quotation and the technology disclosed herein may be covered by one or more Zenon Environmental Inc.(Zenon)patents or patent applications. Any disclosure in this offer does not hereby grant,and nothing contained In the offer shall obligate Zenon to grant an option to obtain a license to any technology or any other rights under any patent now or hereafter owned or controlled by Zenon. City of Ashland Zee'WeedO 500C Membrane Proposal #2006-02-OAS01 Submitted to- Mr.Ken Moser Submitted by: ZENON Environmental Corporation 3800 Oceanside Drive Suite 113 Oceanside,California 92056 February 1,2006 ZENON Confidential 1 ' Feb.. 3. 2006 10:50AM ZENON CORP. No. 0836 P. 3 City of Ashland ZeeWeed Membrane Proposal February 1,2006 P nrfirrb,Wu/l 1. Introduction ZFNON is pleased to provide you with the following proposal for additional membrane cassettes at your facility. This proposal is for the addition of one(1)ZeeWeed® 5000 series cassette per train complete with (26) ZeeWeed® 5000 modules per cassette. Other items included am the permeate and air hoses and spools required to connect to current headers. 2. Installation Assistance To assist with the installation,ZENON can also provide one (1)Field Service Representative to assist plant personal for approximately 5 days it is expected to bring online these membranes. 3. Pricing Summary Item Price($USD) Each Cassette will consist of, Four(4)Assembled ZeeWeed®500C Cassette Include with cassette is: • Twenty Six(26)500C series ZeeWeed®Membrane modules • New Permeate and Aeration connection hoses • All required hardware for cassette installation. Including leveling pins and cassette hanging arms. If tank I-beams are required they $253.785.00 will be supplied at an additional cost. • New blower pulley sheaves for increasing air flow. • Required stainless steel permeate and header spools Membranes will be available for shipping 9-10 weeks after placement of the order *Price quoted is FCA Oakville;cost of freight is not included. Installation Assistance The estimated time onsite for a ZENON Field Service Representative will be approximately 5 days. This time will be charged as per the attached labor rate sheet. The ZENON Representative will provide See attached technical assistance during installation of the membrane cassettes, labor rate verification of correct installation,confumation of blower operation, sheet initial start up of the new cassettes and PLC programming modifications necessary to accommodate the membrane expansion. ZENON Con6dendal 2 Feb.. 3. 2006 10:50AM ZENON CORP. No. 0836 P. 4 City of Ashland UeWeed Membrane Proposal February 1,2006 Any questions can be forwarded to: Laura$Butner 760.547.2164 Regional Account Manager Isaumer @zenon.com or Julie Hatch 905-465-3030 x3457 Spare Parts Co-ordinator jhatch @zenon.com 4. Commercial Terms Please mfer to included document for a copy of ZENON's terms and conditions of this contract. 1.1 Payment Terms The pricing quoted in this proposal is based on the following payment te.®s(all payments are net 30 days): • 100%on Shipment of Equipment 1.2 Warranty Membranes are supplied with a i year warranty against manufacturing defects. Additional extended warranties are available at an extra cost. 1.3 Disposal. Disposal of wooden shipping containers will be the responsibility of purchaser. IA Taxes Pricing provided does not include any federal,state or local taxes. 1.5 Price Validity Validity of the quoted price will be 60 days. If a formal purchase order is not received and accepted within this Validity Period, both the pricing and delivery schedule are subject to review and adjustment. 1.6 Freight. Freight is not included. The equipment is quoted PCA Oakville, Ontario, Canada.Delivery to the project site is conditional upon provision of access roads of a nature that will permit access by tractor-trailers. Off-loading and positioning of equipment at the job-site is not included. The membrane will need to be stored in a suitable location prior to installation,to avoid freezing and high heats. ZENON ConSdential 3 Feb.. 3. 2006 10:51AM ZENON CORP. No. 0836 P. 5 aZENON Service Labor Rates yAll currency figures are in U.S.dollars peterprwm,ra Weekend Days& Week Days Stet.Holidays On Site 1 Hour /Da /Hour /Da ZENON Service Papresentative $105 $ 1050 $ 155 $ 1550 Programmer or Process Engineer $ 120 $ 1,200 $175 $ 1,750 OffSite Including trip preparation,travel time, telephone support and reporting- l ZENON Service Representative $ 90 $130 Programmer or Process Enginccr $110 1 $ 11100 1 $150 $ 1500 This rate sheet applies to short,unplanned work where time factors are constrained or unpredictable.For longer assignments and foreseers requirements,please request a Service proposal or a specific quotation. Scheduling Service requests for USA and international sites should be directed to our Oakville,Ontario office with one exception. Service requests specific to the westem USA should be directed to our Oceanside office. Terms t. The On Site labor charges are Used on a not•to-exceed 10-hour workday. Hours in excess of the 10-hour day will be Invoiced at 1.5 times the applicable labor rate. 2. An Emergency Surcharge win be applied to any urgent call-out for unscheduled emergency work requiring Immediate deployment and requiring disruption of already scheduled work.The Emergency Surcharge will be determined on a case-by-case basis. 3. Business hours for daytime Technical Support by telephone are 8:30 am to 5:00 pm from Monday to Friday for the time Zone In which the support office is located. 4. Statutory Holiday rates will be applied based on the statutory holidays prevailing in the country where the work is being performed. 5. Delays due to site or schedule factors will be Invoiced at the rates shown above. 6. For extended duration work,staff rotations are scheduled on a monthly basis and may be subject to travel expense charges. 7. Automobile mileage expenses will be invoiced at$0.48 per mile. B. Hotel,airfares,flight charge fees and associated travel expenses will be Invoiced at 1.15 times cost. 9. Meals,unless otherwise indicated,will be invoiced at$52.00 per day. 10. State taxes,Use taxes and all other taxes are extra where applicable.ZENON requests of the client to provide applicable tax exemption certificates wall its purchase order or work order. 11. All services provided by ZENON are governed by the prevailing version of ZENON's Terms and conditions-Services. 12. Rates are subject to change without notice after December 31,2006. ZENON Environmental Inc. ZENON Environmental Corporation Service Headquarters Western Canada Western US 3239DuWu Spec Weu, 9408.39°A.eene NW 3900 Ocanie DAMN Suire 113 o%kV1lK oeuuio Edm M Alb&M Otem6ide.CAlifaea CANADA L6M 4112 CANADA MEST9 USA 92056 Tel: (905)465-3030 Tel:(780)4655451 Tel: (760)547-2160 Fa:(905)465-3050 Pa:x780)4659929 Pa:(760)547-2161 www zenon.com 'Feb.. 1 2006 10:51AM ZENON CORP. No. 0636 P. 6 ZENON Environmental Inc. STANDARD TERMS AND CONDITIONS OF SALE ZENON I�snrJsr the tb'arld Ines to pirtivide its Customers With prompt and a annum t not more t amounts aw. earNra. To reootlata Individually the Terms end Cordpors o1 Pytiy onto rill ba"'ad as made and payments Iherekr eechdrnrllr dysubstantially 1 raZ�ENO�edllgryy to are eu ro Iha above tams.Payment shall ref ben withheld for SBMOee dNay in deteMderthy Of regulrsd tloamentepon unless a separate rlurlo na�etru tits I�sGriNnrcery the of mruretlonsaon stood fawch wHdativoreddoMyaO%or�i zErm omayeen� customer's order, ZENONa performance of any candmat is or detsy tleiwry of Pradude in the avant Clstmrer IaiLs ro mains ee�rprrewassty made rxtndManal m Crstomer'a agreement to prompt payment therefor. a la mti sverrt d an emsxago in ZFNON,a Tema and Conditions of Sale unless otherwise Custarier'a wecont witr ZENON. ZFNl7N hereby retains a specialty dread to M writing by ZENON.In is absence d such seeudry interest in the PrOtlucts 1iumisMd um lf Main lase agreement,commencement d porlannanes andror shipment shag maie payment In NII in amwderae vaTh pre torms throl. be for Cvotamero convenience orgy and shall tot be deemed a Customer shall maperere lolly with ZENON ro execute such cormed to be acceptance of castorner's Terms and Condilors, documarnts ant to amomplish srreh TiGrga antler remrdirpc or any of them If a contrad s not earlier formed by mutual tsrcof m ZENON may deem roc for tiro proedinn at bye cedatimadIt Ming.acceptance of Cm of ms anti ct a Service ekkd ZENONs Intention In 1ha Products Nml hereby AN contracts for the Sale of Products shelf be cottoned TRARSPORWIDO h AND RISK OF LOSS under and govensd by the IoW Of the lesion of ZENWG Plant Transportation will normally follow Custanees Shipping atOskville,Onwo,Casda. Instruction. but ZENON rewrvsa the night to ship Products QUOTATION AND PRICES' Ireigld tolled and to tided the means of transportation and mumig when Customer's instructions are deemed unwilt". AD quotetlas am, witted to tie Tents and Conditions stated Unless dtrerwdse advised,ZENON may insure to full value d the ap�pwnr onwag totes great.Inert he mse and ordllia boot aeon may the ��rt�p�pny at the b'a of shipment and all frei7 f and nsurancee Terms and Comptiors stated herein and I ms appearing on the owb shall be for Customer's noorunt. Rsk d low andor fats hornet, the later shall control. ZENON s prices and damage shill pass to Customer at the FCA point which stag be quotations are sub)ed to the following; hie point of manufauure err such other glare as ZENON shall s) All published prbesmasubjedtochangewithout rsdca M vnitWl, nohAlhatandirg fnatalktkn by or ands suparvisum d ZENON.Casd�scadah a destruction M or damage b) Unless othon- spod0tid In willing, erg quotations ale0 nel reltiase, redr0e or M ery way sled the expire ItrMy )Wfa efts doe treraof,may be terminated sabiaty of Cuatoma Nerelor.AA I'rOduds meat be bsoeded upon earlikr by and currstltuts only solid o s for after ro eerie i Bderuloo o�ahippmp dmt�iapo a recta or punchers; further, budgetary quobttors and estimates are for exlemal. NoMAthssndinp arty ddx[ or norhmnfomllry. a any ppr flminary Information a*and shag neither constitute ogee,nor OtFer mater, date or foe6 and/or damage shall remain wfU the mtpoos any obligation or liability upon ZENON. Customer urdi Ne f§otluds are renamed at Customer's ehpeliso e) Unless etsrwise eta led in writing.bWy ZENON. all prices ro such place a4 ZENON may dtislpnate in writing.Customer,al quoted shall be exclusive of trensponadon, Insurance, taxes its expanse, ohaA lugv insure Prodicls apairnt all loss sunder C,ndud'vg,without imitation,my sales,"a, or similar tat and damade until 2EN0 has boon paid in full therefor, or the arty tax levied on a ZENON to ZON ar Product alignment Products have been MWmatl,for whatever reason,to ZENON. by reason of ZENON's retention of a seedy interest as provided PERFORMANCE herein, license leas, customs fees, dunes end other charges role theme and Customar shell report and pay any ant all ZENON will make all reasonable effort to observe its dales won shipping premiums.taxes,fees,dutin and other Uhd'cated for pedommnce.Hwuever,2ENON shall nor be Ilabk In charges; refaed tthheern and shag hold ZENON hannises to tuarefrom,provided tired,if ZENON.in Ito We discretion,clumert trrtioraeaen dreumstsrcee err ro causes bewrM� contre4 w make any such paymenL Cnsfimer shag mlmhumer ZENON In hududrg, without Ihnttatlon, Mica, bekout, riot, via acts of full upon demand. tsnottsm, fire, eat d clod, aocdanL laiare or fraekdowm of eempxxierhs necessary m order oompletlon, subcontlacror, d) Senogmphic,typographical and dedcal errum are subject to au�pia w wstomar caused tlalpys, kiability to obtain a correction. sub'ssntial rkes lo the price of tabour,maeriela a menulaclhuring e) Prices quoted tiro for Products wily and do not incMfe d •wrW Intent of,q failure to Cblain wfideM,electrical w ledmloal data, prgdptBry right d an Nnd, patent dph4 order, vino wld)nsowi d�of aryl top ixmd�govemMmeceMaorl qualification,aMronmemal or other than ZENONs standard tests body or arty hstrument thereof wtatluer row ndtsrg or herealler and other unless than agreed ON)s normal do h N commercial packaging xp orb. Parlormaroe shall hs tleemstl wspandetl dudrg, and eiiondeW Ifor. such time as arty such drwnsart=a causes 1) Pubishod weights and dimensions ere appmsmafe only. delay its execution.Whenever such dreumemneoa a Causes are Cerdgerl dmwslm drewmgs am be obtained upon request. remedied, ZENON well make, and Customer shag accept Manuals, dmwdnDa or other documentation required hampon performances hereupon. In addition, ZENONs Inventories and must be referenced specifically. current production must be allocated so as to OWV with applkade Government regulations. In,the absence of such This is merely a qudat�on,and the teemdppy disclosed herein aagulatiom ZENON reserves tie dght, a Its 6040 discretion,to may be cowered by one or more ZENON ErMnmmerdal Inc. alkeete imenladas and current production and subetilute suitable (ZENON) palams a paten applications.Any dIsdosum In ads materials when, In its opinion, such allocation or substitution is offer do"not hereby grant, and nothing mMBinod in the offer necessary due to such dicumstances or causes. No penalty shelf obligate ZENON to grant,an Option to obtain a license to clause of any kind shall be ogodlve. As used herein, any technology or any osier rye ceder a y patent new or bbadomianca shall include, without imitations, fabrication, hereafter owned a controlled by ZENON. chipmceL delivery, assanbyy, Installation, testing, and wanardy repair a replacement as appuoebk. ACCEPTANCE The fumisldng by ZENON of a Prorhot to tie Customer shall TERMS OF PAYMENT constitute acceptance of thin Product by Customer,unless notice. UNess credit is rented or dherwip specified in wrtin , era d dated or nonconformity is receive trY ZENON within thirty(30) 9 Ps Pay'n days d receipt d the Product a Customer's desgnated reeeNbg to due upon alaippmmem.Ai ppa8ymeds on approved credo aecoums address;preluded that,la Product fa vAedi ZENON agrees in stag be due in NII thirty(30)days from date of invoice.Past duo .nnp to peri0um acoePtaoe resting aher fnsalfatian, the balances stag nd aubjrhd to e service diarge of 1-iP2°L per month comp of ZENONs applicable acceptance tests,w execution Form:TSF-001 Revision:05 Date: )2Tun03 Page: 1 of 2 Feb.- 3. 2006 10:52AM ZENON CORP. No. 0836 P. 1 T ZENON Environmental Inc. Qyervrfa1-1B'srlA STANDARD TERMS AND CONDITIONS OF SALE of ZENO anle us s, constitute t ores u is warranty are F159-50-we ecceperrce of the Product fry CVefona. Notmfttd" Me fat lr or npecoment at to factory,c any device or part thereof mrepoing, any use d a P oduct by t ummer, Its agents, which shall prove m have been thus defechs.0 Cusmmar eaks empyroae,cmtracmre s Iiceneaea for any puposq after receipt ZENON to replace defxQve parts at Cusmmees promisee. Mereol,Map a aaaofanee d that W Cusm new me ZENOmN�s lebpur�yeompleyb On r acemenVmpdrn Plus ZENON ma r or, d be deEeotM f inconfonniryrg parts spar receipt NOW d tlefod a A, Ogods shag not be mkehed to ZENON wihout ZENON's permission.ZENON will provide Cuemmer with a'Return Material 0.SySIGNIfppEM3 4ND 7[RYIN4TONSyry F.O.B.A ._Oakville.number Oramio,Canada. Repairedd or reeolaz�M lama V lira wrmm onim W to wldmRNe All be shipped back m"an=from ZENON FCA OsW% order may be terminated by Customer except fry n W w agreement in writing. Terminations by mutual agreement are 5. Weramy on the membranes applies ordy H the membrane suWto the following cokdilors; akment(s) has been operated and cleaned Acconding to Customs w1p prey, at tbabb contract prloee, for all ZENON's bssa ions.When either pemxate or concentrate flow whkh are oomplemN memdmurod ern albrahla m drop? by 10% from the or4nal rates at the sams o�yr�p Qratmnsatthe tinedg scostacnotiondterminatbn. 0ond clarpng most be iutiatsd or the wammnly VA ben3 b) Customer will�paayy�al costs,direct and indaect,which have and void.semems rust be loan and be kept mow.They sim d been ineurted by ZENON with reoand m iloducts vfibh have not roped to ZENON m water-tgle bags and must loo protected been i xt ate manufactured ai the time o1 Z t5 whip leave of from freezing.WARNING—if element conditions d use given In reeks of termination.tely me ZENON's instructions are not followed.the warranty will be null and void. c)) Ov*mer will pay a bmiination charge on eA other Implied warranties,Including but not 0mtted n wamnrbs Of ddennhned Dods and other charges. To reduce termination fitness for parawter rposq use or oppliatan, and all O"s,ZENON will dbert conri d Darla material or work-in- other obligations or 1 ebQli so on the part of the ANON, PAX-5311,from ts dinned cssncts m char Qwo Go. whenever, unless such warranties obtidsNOno cr nabiQtes en m 2ENONt;sale daPetlon,a is practicable m do ao. ZgNO ZENON may terminate the ayeamard for cause,a its discretion, elroresslyegreed m in wtt(rhp by N,an null and wld whanever approved paymams are overdue. DAMAGES AND LIABILITY zENOMs Iiabllhy for damages shag not exceed the Payment, PATENTS AND OfNEtp DIDt1ST1aAL PROPERTY PoIlasTS If any,mo~by ZENON for the unit of product or service ZENON will hold Customer harmless, as set font herein. In furnished of to be furnished,so the case may be,wdddr Is respect to any claim 009 the design or manufacture of any the subject of delm or dlapun,to a maximum of at peram Product in ZENON's ammemla line of Products, err (10%)Of ZENOMe tOW contrast value for all such claims manufactured a rmtuspecifications am by ZENON and oM oon e will ZENON be IM& adat other cbemd,ooraequer" or poa damgas d t ldnd TENON s cote dfav Canadan m WM,the promktle furnim by MON a�m e..�� . a 6uCh calm d inhinperrrom,prevdod that YENON is notfiad DISPUTES Gpromprly In writlryl d such claim d IntrirpemeN ha there k ro AD disputes under any contract concerning Products not Ilibllfty vAateeever herekr wlpr Hoped to arty claims sdtled by otherwise resolved between ZENON and Cusmer shat be Customs without ZFltONa poor wrinan censent, b the them resolved at a rourt of competent jurisktldioth for the lotion of tlat 2FNON k requlrstl m hold Qrstsnsr hakmkn hereupp�odn1 ZENON's t at Oakwoe,Oritsrfo,Canada end no oUer pies. ZENON will,in its sob tlswetarr acrd at ins own appalls,amps Provided in ZFN(Ml's sole kn4,such action may tea procure fs Customs tlwt dgM m continue using seld Product, head in soma oths place klecignatad 2ENON,H rreassary t replace tt with a rmlydnngikq product,s remove It end refund an acquire uristlkllon over Mtrd pontes,so that the dispute can be egateble perpon of die aelprhg prise and transponatlon coats reso In one notion. Cuemms hereby aonsanis to like Ihmreof.This andl oonapWb ENOMs snare liabipity for env jurisdiction of such court or courts and aerese to appear in any Balm based upon er nd at a any rights. C tl omergShelf hold 6uch actor upm wMtan rode thsmoL vie notion,reo�QOaa d aR dsam or other industrial right. Customer shall hold form adsirp oN d,s m aenrtyy way connected with,the ProMkas a ffimharmlen against any expense,tasA COSts s damages from ekknsd inhingomorht d peaner, tredematm. or UStrial prapedy dpms arh as d ksxnpllance by with Customers tiedgns, ratlonxq a Iratngtlona.drsclatme Qebgity far U or tbrltadan patent or t InMngammrt err rg Iron use er menu by o ptutre raining, clauses err meooppe1 T IM inverhtiona m osknec6an with produoa or aravloes of the Taints and Cordifions re asinine,ant m this end the Temis ad, or Imeraed ter saN or kaq m psrferming arc Cantlltlons shall be treated u s wmnn the UN1ad Steaa w Canada NON-EXCLUSIVE ROYALTY FREE LICENSE WARRANTY 1. Unless OthenAae reed to in writing ZENON wwrants its ZENON grants Customer a non-excuslve royalty free tome to agreed g male or use any process w apparatus dammed in any patent Products fo be free lrkxn defects in maedaf s vwdmarehi'p for a ownetl ZENON but or to Me current that this license k period d 12 maths from Me sNpment c Product by ZVON. regared%Customer to buKI and operate the Membrane System provided that much Product are used caned and m ed in dearnbmd in this contract using ZeeWeed membrane modules accordance with the l ZENON's Instructions. This warranty does supplied by ZENON. All other rights we reserved. n y replaceable parts or cemponents such as filter cartridges, pure seals, membranes M., (see below for membrane warranties. 2 Customs undertakes to give immediate notice to ZENON I goods or performance appear defeotNe and to provide ZENON with reasonable opporbrity to make lrspscions and testa If ZENON k not at fauh,Customer shag pay ZENON to costs and expenses of the Inspections and teats. Form:TSF-001 Revision:05 Date: 121aa03 Page:2 of 2 CITY OF - ASHLAND Council Communication Adoption of Findings for Planning Action 2006-282 — Land Partition to create two parcels, an Exception to Street Standards for a reduction to the required 24-foot distance between curb cuts, and a Tree Removal Permit to remove two Willow trees for the property located at 521 Fordyce Street. Meeting Date: July 18�1, 2006 Primary Staff Contact: Bill Molnar, 552-204-2 Department: Community Development bill @ashland.or.us Contributing Departments: None Secondary Staff Contact: Derek Severson, Approval: Martha Bennett 552-2040 or dereksna ashland.or.us Estimated Time: 5-10 minutes Staff Recommendation: Staff recommends that the Council adopt the findings as presented. Statement: At the June 20, 2006 meeting, the Council approved the application for a Land Partition to create two parcels, an Exception to Street Standards for a reduction to the required 24-foot distance between curb cuts, and a Tree Removal Permit to remove two Willow trees for the property located at 521 Fordyce Street. Attached are the findings supporting that decision for adoption by the City Council. Background: The application for a Land Partition to create two parcels and the Tree Removal Permit were originally approved by the Planning Commission Hearings Board, but a requested Exception to Street Standards to allow a reduction in the required 24-foot distance between curb cuts on Old Willow Lane was denied and the Hearings Board further required that the approval of the Land Partition be conditioned to require that both newly created parcels take their vehicular access from the existing driveway off of Fordyce Street. This decision was subsequently appealed in a timely manner to the City Council by applicants Robert and Cynthia Munroe, who were concerned with the newly created parcel fronting on Old Willow Lane being required to take access via a shared driveway from Fordyce Street. The City Council held a public hearing on June 20, 2006, at which time testimony was received and exhibits were presented. The City Council approved the application including the Exception to Street Standards, and allowed the newly created parcel to take access from Old Willow Lane. The City Council included a new condition, agreed upon by the applicants, which requires that the front of the house to be constructed on the newly created parcel shall be no further from Old Willow Lane 1 IALA&, than the front of the garage in order to ensure compatibility with the existing street pattern on Old Willow Lane, which has garages set back behind the homes in order to provide a more pedestrian- friendly and engaging streetscape. Council Options: The Council may adopt the findings as presented or modify the findings and adopt the modification. Potential Motions: Move to adopt the findings for approval of Planning Action 2006-282. Move to modify and adopt the findings for approval of Planning Action 2006-282. Attachments: Council Findings, Conclusions, and Orders supporting PA 2006-282 Minutes of the regular Council meeting of June 20, 2006 2 BEFORE THE CITY COUNCIL June 20`h, 2006 IN THE MATTER OF PLANNING ACTION#2006-00282, A REQUEST FOR ) A LAND PARTITION TO CREATE TWO PARCELS, AN EXCEPTION TO ) FINDINGS, STREET STANDARDS FOR A REDUCTION IN THE REQUIRED 24-FOOT ) CONCLUSIONS DISTANCE BETWEEN DRIVEWAY CURB CUTS, AND A TREE REMOVAL ) AND ORDERS PERMIT TO REMOVE TWO WILLOW TREES AT 521 FORDYCE STREET ) APPLICANT: ROBERT &CYNTHIA MUNROE ) ------------------------------------------------------------------------------------------------------------ RECITALS: 1) Tax lot 1300 of 39 lE 10 BB is located at 521 Fordyce Street and is zoned R-1-5P; Single-Family Residential. 2) The applicant is requesting a Land Partition to create two parcels, an Exception to Street Standards for a reduction in the required 24-foot separation between driveway curb cuts along Old Willow Lane, and a Tree Removal Permit to remove two Willow trees that are 18-inches or greater in diameter at breast height (d.b.h.), for the property located at 521 Fordyce Street. Details of the proposal are outlined in the plans on file at the Department of Community Development. 3) The criteria for a Land Partition are described in Chapter 18.76 as follows: A. The future use for urban purposes of the remainder of the tract will not be impeded. B. The development of the remainder of any adjoining land or access thereto will not be impeded. C. The tract of land has not been partitioned for 12 months. D. The partitioning is not in conflict with any law, ordinance or resolution applicable to the land. E. The partitioning is in accordance with the design and street standards contained in the Chapter on Subdivisions. F. When there exists adequate public facilities, or proof that such facilities can be provided, as determined by the Public Works Director and specified by City documents,for water, sanitary sewers, storm sewer, and electricity. G. When there exists a 20-foot wide access along the entire street frontage of the parcel to the nearest fully improved collector or arterial street, as designated in the Comprehensive Plan. Such access shall be improved with an asphaltic concrete pavement designed for the use of the proposed street. The minimum width of the street shall be 20 feet with all work done under permit of the Public Works Department. Ashland Council Findings PA 2006-00282 June 20th,2006 Page 1 1. The Public Works Director may allow an unpaved street for access for a minor land partition when all of the following conditions exist: a. The unpaved street is at least 20 feet wide to the nearest fully improved collector or arterial street. b. The centerline grade on any portion of the unpaved street does not exceed ten percent. 2. Should the partition be on an unpaved street and paving is not required, the applicant shall agree to participate in the costs and to waive the rights of the owner of the subject property to remonstrate both with respect to the owners agreeing to participate in the cost of full street improvements and to not remonstrate to the formation of a local improvement district to cover such improvements and costs thereof. Full street improvements shall include paving, curb, gutter, sidewalks and the undergrounding of utilities. This requirement shall be precedent to the signing of the final survey plat, and if the owner declines to so agree, then the application shall be denied. H. Where an alley exists adjacent to the partition, access may be required to be provided from the alley and prohibited from the street. (amended Ord. 2757, 1995) 4) The criteria for a Tree Removal Permit are described in Chapter 18.61 as follows: A. Hazard Tree: The Staff Advisor shall issue a tree removal permit for a hazard tree if the applicant demonstrates that a tree is a hazard and warrants removal. 1. A hazard tree is a tree that is physically damaged to the degree that it is clear that it is likely to fall and injure persons or property. A hazard tree may also include a tree that is located within public rights of way and is causing damage to existing public or private facilities or services and such facilities or services cannot be relocated or the damage alleviated. The applicant must demonstrate that the condition or location of the tree presents a clear public safety hazard or a foreseeable danger of property damage to an existing structure and such hazard or danger cannot reasonably be alleviated by treatment or pruning. 2. The City may require the applicant to mitigate for the removal of each hazard tree pursuant to AMC 18.61.084. Such mitigation requirements shall be a condition of approval of the permit. B. Tree that is Not a Hazard: The City shall issue a tree removal permit for a tree that is not a hazard if the applicant demonstrates all of the following: Ashland Council Findings PA 2006-00282 June 20'', 2006 Page 2 1. The tree is proposed for removal in order to permit the application to be consistent with other applicable Ashland Land Use Ordinance requirements and standards. (e.g. other applicable Site Design and Use Standards). The Staff Advisor may require the building footprint of the development-to be staked to allow for accurate verification of the permit application; and 2. Removal of the tree will not have a significant negative impact on erosion, soil stability,flow of surface waters,protection of adjacent trees, or existing windbreaks; and 3. Removal of the tree will not have a significant negative impact on the tree densities, sizes, canopies, and species diversity within 200 feet of the subject property. The City shall grant an exception to this criterion when alternatives to the tree removal have been considered and no reasonable alternative exists to allow the property to be used as permitted in the zone. Nothing in this section shall require that the residential density be reduced below the permitted density allowed by the zone. In making this determination, the City may consider alternative site plans or placement of structures or alternate landscaping designs that would lessen the impact on trees, so long as the alternatives continue to comply with other provisions of the Ashland Land Use Ordinance. 4. The City shall require the applicant to mitigate for the removal of each tree granted approval pursuant to AMC 18.61.084. Such mitigation requirements shall be a condition of approval of the permit. 5) Further, the criteria for an Exception to Street, Standards are described in Chapter 18.88 as follows: A. There is demonstrable difficulty in meeting the specific requirements of this chapter due to a unique or unusual aspect of the site or proposed use of the site. B. The variance will result in equal or superior transportation facilities and connectivity; C. The variance is the minimum necessary to alleviate the difficulty; and D. The variance is consistent with the stated Purpose and Intent of the Performance Standards Options Chapter. 6) The Ashland City Council, following proper public notice, held a Public Hearing on June 201h, 2006 at which time testimony was received and exhibits were presented. The City Council approved the requests for a Land Partition to create two lots, Tree Removal Permit to remove two Willow trees, and Exception to Street Standards for a reduction in the required 24-foot distance between driveway curb cuts, subject to conditions pertaining to the appropriate development of the site. t Ashland Council Findings PA 2006-00282 June 20'",2006 Page 3 Now, therefore, the City Council of the City of Ashland finds, concludes and recommends as follows: SECTION 1. EXHIBITS For the purposes of reference to these Findings, the attached index of exhibits, data, and testimony will be used. Staff Exhibits lettered with an "S" Proponent's Exhibits, lettered with a "P" Opponent's Exhibits, lettered with an "O" Hearing Minutes,Notices, Miscellaneous Exhibits lettered with an "M" SECTION 2. CONCLUSORY FINDINGS 2.1 The City Council finds that it has received all information necessary to make a decision based on the Staff Report, public hearing testimony and the exhibits received. 2.2 The City Council finds that the proposal meets all applicable criteria for a Land Partition as described in the Partitions Chapter 18.76. The proposed parcels comply with the minimum size and dimensional requirements of the ordinance. Utilities to service the newly created parcels are available within the Old Willow and Fordyce Street rights-of-way, and within an existing easement along the parent parcel's northerly boundary. 2.3 The City Council finds that the proposal meets all applicable criteria for a Tree Removal Permit as described in the Tree Preservation and Protection Chapter 18.61. The arborist's report provided establishes that one of the two significant Willow trees proposed for removal is a hazard, and that the other,while deemed to be in fair condition, is in decline to a degree that it is too close to the proposed envelope to survive construction. 2.4 The City Council finds that the proposal meets all applicable criteria for an Exception to Street Standards as described in the Performance Standards Options Chapter 18.88. The City Council finds the Exception to Street Standards to be justified due to the existing sunken grade of the sidewalk, the presence of the large, healthy tree that the applicants hope to preserve, and the fact that the proposed placement provided for a better offset between the driveway location and the alley across the street. The City Council further finds that the anticipated traffic counts on Old Willow Lane were sufficiently low to minimize potential vehicular conflicts that might result from the proposed driveway placement. Ashland Council Findings PA 2006-00282 June 20'x,2006 Page 4 SECTION 3. DECISION 3.1 Based on the record of the Public Hearing on this matter, the City Council concludes that this application that includes a partition of the property into two lots, removal of two Willow trees, and an Exception to Street Standards to allow a reduction in the required 24-foot separation between driveways is supported by evidence contained within the record. 3.2 Therefore, based on our overall conclusions, and upon the proposal being subject to each of the following conditions, we approve the Land Partition to create two parcels, Tree Removal Permit to remove two Willow trees, and Exception to Street Standards to allow a reduction in the required 24- foot separation between driveways on Old Willow Lane, for 521 Fordyce Street as Planning Action #2006-00282. Further, if any one or more of the conditions below are found to be invalid, for any reason whatsoever, then Planning Action #2006-00282 is denied. The following are the conditions and they are attached to the approval: 1. That all proposals of the applicant shall be conditions of approval unless otherwise modified below. 2. That a final survey plat shall be submitted to the City for review within 12 months of this approval. 3. That all easements for sewer, water, electricity, drainage, and TID shall be shown on the final survey plat as required by the City of Ashland Engineering Division. 4. That a 15 foot wide public utility easement along the northern portion of Lot A shall be shall be indicated on the final survey plat. This easement is primarily intended to benefit the newly created Lot B, but also provides existing services to 1269 Old Willow Lane through an existing easement in the same area. 5. That the electric service shall be installed underground to service both parcels prior to signature of the final survey plat. At the discretion of the Staff Advisor, a bond may be posted for the full amount of underground service installation (with necessary permits and connection fees paid as well) as an alternative to installation of service prior to signature of the final survey plat. In either case, an electric service plan shall be provided by the applicants for the review and approval of the Engineering, Building and Electric Departments prior to signature of the final survey plat. 6. That the sanitary sewer laterals and water services including connection with meters at the street shall be installed for both parcels prior to the signature of final survey plat. 7. That a final utility plan for the parcels shall be submitted for review and approval by the Engineering Division and Building Divisions prior to signature of the final survey plat. The utility plan shall include the location of connections to all public facilities including the locations of water lines and meter sizes, fire hydrants, sanitary sewer lines, storm drain lines and electric services. S. That a Drainage Plan shall be submitted for the review and approval of the Engineering and Building Divisions prior to issuance of a building permit for Lot B. Ashland Council Findings PA 2006-00282 June 20'",2006 Page 5 9. That the existing curb cut at the southeast corner of Lot A, at the intersection of Old Willow Lane and Fordyce Street, shall be removed under permit from the Public Works Division, inspected and approved prior to signature of the final survey plat. 10. Preliminary engineered drawings for the sidewalk improvements associated with removal of the curb cut at the southeast corner of Lot A and for driveway installation on Lot B shall be submitted for review and approval of the Planning and Engineering Departments prior to their installation. The improvements shall be installed to city standards and under permit from the Ashland Public Works Department. 11. That the accessory building (shop/garage) on the proposed Lot B shall be removed prior to signature of the final survey plat. If the structure is 500 square feet or larger, a Demolition/Relocation Review Permit approval in accordance with AMC 15.04.210 shall be obtained prior to removal of the structure. 12. That no obstructions including landscaping, fences or structures greater than two and one half feet high shall be placed in the vision clearance areas adjacent to the driveways or at the corner of Fordyce Street and Old Willow Lane, in accordance with 18.92.070.D. 13. That all requirements of the Ashland Fire Department shall be met, including that all addressing shall be approved prior to being installed, prior to issuance of the certificate of occupancy. 14. That all recommendations of the project arborist's report shall be conditions of approval, including but not limited to the installation of any underground utility lines being routed outside of tree protection zones or as a last resort directionally bored under them. Particular attention shall be paid to utility installation or removal within the vicinity of the tree protection zones of trees #6 & #7 at the northeast corner of the parcel; all trenching shall be routed outside of the tree protection zones, and if this proves impossible, then the utility lines shall be installed using directional boring beneath the trees rather than using standard trenching. 15. That prior to removal of tree #17, the Callery Pear street tree at the southwest corner of the proposed Lot B, a street tree removal permit shall be obtained. Prior to the issuance of a certificate of occupancy for a structure on Lot B, the applicants shall work with Planning Staff and the Tree Commission to relocate this tree elsewhere within the parkrow planting strip along Old Willow Lane, however if this proves to be impossible a site-appropriate replacement tree from the Recommended Street Tree List shall be placed elsewhere in the planting strip along Old Willow Lane. 16. That two trees to replace the willows proposed for removal by the applicants shall be planted on site, or other mitigation measures as listed in AMC 18.61.084 completed, prior to the issuance of a certificate of occupancy for a structure on the newly created Lot B. Tree species selection and location shall be approved by the Staff Advisor prior to planting. 17. That a Verification Permit in accordance with 18.61.042.13 shall be applied for and approved by the Ashland Planning Division prior to removal of the approved trees on site and prior to site work, storage of materials and/or the issuance of the building permit. The Verification Permit is to inspect the Ashland Council Findings PA 2006-00282 June 20",2006 Page 6 identifications of trees to be removed, as well as the installation of tree protection fencing for trees to be retained. The tree protection shall be installed according to the approved Tree Protection Plan prior to any site work or storage of materials. Tree protection fencing shall be chain link fencing a minimum of six feet tall and installed in accordance with 18.61.200.13. 18. That all recommendation of the Tree Commission, with final approval of the Staff Advisor, shall be conditions of approval, incorporated into the revised Tree Protection Plan and submitted for review and approval of the Staff Advisor prior to the issuance of building permit, or prior to any sitework or storage of materials on site. The revised Tree Protection Plan shall identify the multi-trunked tree located behind Tree #8 and provide a measurement of the tree at its most narrow point before it splits into multiple trunks. 19. That all easements, including public utility easements, shall be identified on the building permit submittals. 20. That both newly created parcels shall be subject to Solar Setback Standard A in accordance with 18.70.040.A. Solar setback calculations and an elevation or cross section identifying the highest shadow producing point and its height from natural grade shall be submitted with the building permit. 21. That calculations shall be submitted demonstrating that a 21-foot high structure can be placed on Lot B based on a Standard A Solar Setback that does not exceed 50 percent of the lot's north-south lot dimension, or a solar envelope and written description of its effects demonstrating compliance with Solar Standard A shall be submitted, prior to signature of the final survey plat as required in Chapter 18.70.050 of the Solar Ordinance. 22. That individual lot coverage shall not exceed 50% of the lot area in accordance with 18.20.040.F. Lot coverage calculations shall be submitted with building permit applications for either parcel. 23. That street trees, one per 30 feet of street frontage, shall be installed on both street frontages prior to the issuance of a certificate of occupancy for the newly created lot. All street trees shall be chosen from the adopted Street Tree List and shall be installed in accordance with the specifications noted in Section E of the Site Design and Use Standards. The street trees shall be irrigated. 24. At the time of construction on the proposed Lot B, sidewalk modifications to install driveway/curb cut shall be done under permit from the City of Ashland Public Works Division, and inspected and approved prior to the issuance of a certificate of occupancy for the new home. Ashland Council Findings PA 2006-00282 June 20'x,2006 Page 7 25. That the front of the house to be constructed on Lot B shall be no further from Old Willow Lane than the front of the garage to be constructed on Lot B. John Morrison, Mayor Date Ashland Council Findings PA 2006-00282 June 20' , 2006 Page 8 CITY OF ASHLAND Council Communication Adoption of Findings for Planning Action 2006.00366 - Annexation, Comprehensive Plan and Zoning Map change from Jackson County zoning RR-5 (Rural Residential) to City of Ashland zoning M-1 (Industrial) and E-1 (Employment) for an approximately 8.43-acre parcel located at the southern terminus of Jefferson Avenue, immediately north of the railroad tracks and west of Interstate 5. Meeting Date: July 18'1, 2006 Primary Staff Contact: Bill Molnar, 552-20� Department: Community Development bill @ashland.or.us Contributing Departments: None Secondary Staff Contact: None Approval: Martha Bennett KK Estimated Time: 5-10 minutes Staff Recommendation: Staff recommends that the Council adopt the findings as presented. Statement: At the May 16, 2006 meeting, the Council approved the application for Annexation, Comprehensive Plan and Zoning Map change from Jackson County zoning RR-5 (Rural Residential) to City of Ashland zoning M-1 (Industrial) and E-1 (Employment) for an approximately 8.43-acre parcel located at the southern terminus of Jefferson Avenue, immediately north of the railroad tracks and west of Interstate 5. Attached are the findings supporting that decision for adoption by the City Council. Background: The application involves annexation and subsequent development of Phase 1 of a multi-phase light manufacturing business upon an 8.43-acre parcel located to the south side of the proposed extension of Jefferson Avenue. The property is located within Ashland's Urban Growth Boundary, but outside the existing City Limits. The Ashland Comprehensive Plan identifies the future zoning of the property as a mix of both Industrial (M-1) and Employment (E-1) districts. Jefferson Avenue, an existing fully improved City Street, abuts the east and northwest boundaries of the property. Public utilities are installed in both existing segments of street. As part of the annexation request, Jefferson Avenue will be constructed through the project site and thereby complete the final segment of the public street. The applicant intends to construct a 41,000 square foot light manufacturing facility specifically intended to provide a home base for Brammo Motor Sports LLC, an automobile design, research, fabrication and assembly operation. 1 11W Council Options: The Council may adopt the findings as presented or modify the findings and adopt the modification. Potential Motions: Move to adopt the findings for approval of Planning Action 2006-00366. Move to modify and adopt the findings for approval of Planning Action 2006-00366. Attachments: Council Findings, Conclusions, and Orders supporting PA 2006-00366 Minutes of the regular Council meeting of May 16, 2006 2 BEFORE THE ASHLAND CITY COUNCIL Jackson County, Oregon May 16, 2006 IN THE MATTER OF PLANNING ACTION#2006-00366, Request for Annexation, FINDINGS, Comprehensive Plan and Zoning Map change from Jackson County zoning RR-5 CONCLUSIONS (Rural Residential)to City of Ashland zoning M-1 (Industrial)and E-1 (Employment) AND ORDERS for an approximately 8.43-acre parcel located on Jefferson Ave. The application is to develop a specialty automobile design,research and fabrication and assembly campus in phases. APPLICANT: Craig Bramscher -------------------------------------------------------------------------------------------------------- RECITALS: 1) Tax lot 1104 of 391E 14A is located at the southern terminus of Jefferson Avenue,immediately north or and adjacent to the railroad tracks and west of Interstate 5. 2) The applicant is requesting Annexation, Comprehensive Plan and Zoning Map change from Jackson County zoning RR-5 (Rural Residential)to City of Ashland zoning M-1 (Industrial)and E-1 (Employment) for an approximately 8.43-acre parcel.The application is to develop a specialty automobile design,research and fabrication and assembly campus in phases. 3) An annexation may be approved if the proposed request for annexation conforms, or can be made to conform through the imposition of conditions,with the following approval criteria described in 18.106.030— Approval Standards. A. The land is within the City's Urban Growth Boundary. B. The proposed zoning for the annexed area is in conformance with the designation indicated on the Comprehensive Plan Map, and the project, if proposed concurrently with the annexation, is an allowed use within the proposed zoning. C. The land is currently contiguous with the present City limits. D. Adequate City facilities for the provision of water to the site as determined by the Public Works Department; the transport of sewage from the site to the waste water treatment plant as determined by the Public Works Department; the provision of electricity to the site as determined by the Electric Department; urban storm drainage as determined by the Public Works Department can and will be provided to and through the subject property. Unless the City has declared a moratorium based upon a shortage of water, sewer, or electricity, it is recognized that adequate capacity exists system-wide for these facilities. Ashland Council Findings PA 2006-00366 June 20a', 2006 Page 1 of 6 E. Adequate transportation can and will be provided to and through the subject property. For the purposes of this section "adequate transportation" for annexations consists of vehicular, bicycle, pedestrian and transit transportation meeting the following standards: 1. For vehicular transportation a 20'wide paved access exists, or can and will be constructed, along the full frontage of the project site to the nearest fully improved collector or arterial street. All streets adjacent to the annexed area shall be improved, at a minimum, to a half-street standard with a minimum 20' driving surface. The City may, after assessing the impact of the development, require the full improvement of streets adjacent to the annexed area. All streets located within annexed areas shall be fully improved to city standards. Where future street dedications are indicated on the City's Street Dedication Map or required by the City, provisions shall be made for the dedication and improvement of these streets and included with the application for annexation. 2. For bicycle transportation safe and accessible bicycle facilities exist, or can and will be constructed. Should the annexation be adjacent to an arterial street, bike lanes shall be provided on or adjacent to the arterial street. Likely bicycle destinations from the project site shall be determined and safe and accessible bicycle facilities serving those destinations shall be indicated. 3. For pedestrian transportation safe and accessible pedestrian facilities exist, or can and will be constructed. Full sidewalk improvements shall be provided on one side adjacent to the annexation for all streets adjacent to the proposed annexed area. Sidewalks shall be provided as required by ordinance on all streets within the annexed area. Where the project site is within a quarter of a mile of an existing sidewalk system, the sidewalks from the project site shall be constructed to extend and connect to the existing system. Likely pedestrian destinations from the project site shall be determined and the safe and accessible pedestrian facilities serving those destinations shall be indicated. 4. For transit transportation, should transit service be available to the site, or be likely.to be extended to the site in the future based on information from the local public transit provider, provisions shall be made for the construction of adequate transit facilities, such as bus shelters and bus turn-out lanes. All required transportation improvements shall be constructed and installed prior to the issuance of a certificate of occupancy for any new structures on the annexed property. F. For all residential annexations, a plan shall be provided demonstrating that the development of the entire property will ultimately occur at a minimum density of 90% of the base density for the zone, unless reductions in the total number of units is necessary to accommodate significant natural features, topography, access limitations, or similar physical constraints. The owner or owners of the property shall sign an agreement, to be recorded with the county clerk after approval of the annexation, ensuring that future development will occur in accord with the minimum density indicated in the development plan. For purposes of computing maximum density, portions of the annexed area containing undevelopable areas such as wetlands, floodplain corridor lands, or slopes greater than 35%, shall not be included. G. For all annexations with a density or potential density of four residential units or greater and involving residential zoned lands, or commercial, employment or industrial lands with a Residential Overlay (R-Overlay): Ashland Council Findings PA 2006-00366 June 20`h,2006 Page 2 of 6 1. 35% of the base density to qualifying buyers or renters with incomes at or below 120% of median income; or 2. 25% of the base density to qualifying buyers or renters with incomes at or below'100% of median income; or 3. 20%of the base density to qualifying buyers or renters with incomes at or below 80%of median income; or 4. 15%of the base density to qualifying buyers or renters with incomes at or below 60%of median income; or 5. Title to a sufficient amount of buildable land for development is transferred to a non-profit (IRC 501(3)(c)) affordable housing developer or comparable Development Corporation for the purpose of complying with subsection 2 above. The land shall be located within the project and all needed public facilities shall be extended to the area or areas proposed for transfer. Ownership of the land shall be transferred to the affordable housing developer or Development Corporation prior to commencement of the project. The total number of affordable units described in this section G shall be determined by rounding down fractional answers to the nearest whole unit. A deed restriction, or similar legal instrument, shall be used to guarantee compliance with affordable criteria for a period of not less than 60 years. Properties providing affordable units as part of the annexation process shall qualify for a maximum density bonus of 25 percent. H. One or more of the following standards are met: 1. The proposed area for annexation is to be residentially zoned, and there is less than a five-year supply of vacant and redevelopable land in the proposed land use classification within the current city limits. "Redevelopable land" means land zoned for residential use on which development has already occurred but on which, due to present or expected market forces, there exists the likelihood that existing development will be converted to more intensive residential uses during the planning period. The five-year supply shall be determined from vacant and redevelopable land inventories and by the methodology for land need projections from the Housing Element of the Comprehensive Plan; or 2. The proposed lot or lots will be zoned E-1 or C-1 under the Comprehensive Plan, and that the applicant will obtain Site Review approval for an outright permitted use, or special permitted use concurrent with the annexation request; or 3. A current or probable public health hazard exists due to lack of full City sanitary sewer or water services; or 4. Existing development in the proposed annexation has inadequate water or sanitary sewer service; or the service will become inadequate within one year; or 5. The area proposed for annexation has existing City of Ashland water or sanitary sewer service extended, connected, and in use, and a signed "consent to annexation" agreement has been filed and accepted by the City of Ashland; or 6. The lot or lots proposed for annexation are an "island" completely surrounded by lands within the city limits. (ORD 2792, 1997; ORD 2895, 2003) 4) The Ashland City Council, following proper public notice, held a Public Hearing on May 16, 2006, at which time testimony was received and exhibits were presented. The Council approved the application for Annexation subject to conditions pertaining to the appropriate development of the site. Now, therefore, City Council of the City of Ashland finds, concludes and recommends as follows: Ashland Council Findings PA 2006-00366 June 20'", 2006 Page 3 of 6 SECTION 1. EXHIBITS For the purposes of reference to these Findings, the attached index of exhibits, data, and testimony will be used. Staff Exhibits lettered with an "S" Proponent's Exhibits, lettered with a "P" Opponent's Exhibits, lettered with an "O" Hearing Minutes,Notices, and Miscellaneous Exhibits lettered with an "M" SECTION 2. CONCLUSORY FINDINGS 2.1 The City Council finds that it has received all information necessary to make a decision based on the Staff Report, public hearing testimony and the exhibits received. 2.2 The City Council finds that the proposed Annexation, Comprehensive Plan and Zoning Map change from Jackson County zoning RR-5 (Rural Residential) to City of Ashland zoning M-1 (Industrial) and E- 1 (Employment) for an approximately 8.43-acre parcel meets the approval criteria for an Annexation as described 18.108. The property is contiguous to Ashland's city limits as the site is bounded by Ashland's city limits on its west, east and south sides. The proposed zoning is consistent with the adopted Comprehensive Plan Designations. Specifically, the portion of the property north of the railroad tracks and south of the Jefferson Avenue street extension will be included within the M-1, Industrial Zoning District, while the portion of the property north of Jefferson Avenue will be included within the E-1, Employment Zoning District. 2.3 The City Council finds that adequate City facilities for the provision of water to the site as determined by the Public Works Department; the transport of sewage from the site to the waste water treatment plant as determined by the Public Works Department; the provision of electricity to the site as determined by the Electric Department; urban storm drainage as determined by the Public Works Department can and will be provided to and through the subject property. Specifically, the preliminary utility plan identifies finds that provisions have been made to adequately serve the project by public facilities. Such public facilities and utilities have been identified on a site plan and discussed in the application's written findings of fact. Specifically, water, sewer, electric and storm drain utilities are currently available in Jefferson Avenue and will be extended in conjunction with the improvements to Jefferson Avenue. Jefferson Avenue will be extended through the property and constructed to City Street Standards, ultimately linking the two existing, improved City Street sections Ashland Council Findings PA 2006-00366 June 20",2006 Page 4 of 6 abutting the east and west boundaries of the project site. Full street improvements are proposed, including two travel lanes, on-street parking, curb and gutter, storm drains and public sidewalks. Additionally, a bridge or box culvert will be constructed to span the seasonal creek that bisects to property. The final segment of Jefferson Avenue will be constructed to City street standards and extended through the property. This represents the logical routing and completion of the street, ultimately providing a continuous link between its intersections with Washington Street both north and east of the project. The The Council finds that the preliminary bridge or box culvert crossing design will handle flows resulting from a 100-year flood event. Further, the crossing and roadway design will reduce disturbance to the creek and adjacent.riparian areas through minimizing the need for large fill slopes normally associated with a standard culvert crossing. The road width at the crossing has been narrowed in order to minimize the overall area of disturbance to the riparian area. The proposed width will comprise two travel lanes and public sidewalks, but curbside, on-street parking will be omitted from this segment of street. 2.4 The City Council finds that a the proposed lot or lots will be zoned E-1 or C-1 under the . Comprehensive Plan, and that the applicant has obtained Site Review approval for an outright permitted use, or special permitted use concurrent with the annexation request. At its meeting of April 11, 2006, the Planning Commission granted approval of a Site Review, Physical Constraints Review Permit, Tree Removal Permit and an Administrative Variance to the Site Design and Use Standards for the construction of the first phase of the project, which includes construction of an industrial building approximately 41,000 square feet in size, parking areas and landscape installation SECTION 3. DECISION 3.1 Based on the record of the Public Hearing on this matter,the City Council concludes that the application for Annexation, Comprehensive Plan and Zoning Map change from Jackson County zoning RR-5 (Rural Residential)to City of Ashland zoning M-1 (Industrial)and E-1 (Employment) for an approximately 8.43- acre parcel is supported by evidence contained within the record. Therefore,based on our overall conclusions, and upon the proposal being subject to each of the following conditions, the City Council approves Planning Action 42006-00366 with respect to the request for Annexation, Comprehensive Plan and Zoning Map change from Jackson County zoning RR-5 (Rural Residential)to City of Ashland zoning M-1 (Industrial)and E-1 (Employment) for an approximately 8.43- acre parcel. Further, if any one or more of the conditions below are found to be-invalid, for any reason whatsoever, then Planning Action #2006-00366 is denied. The following are the conditions and they are attached to the approval: 1. That all Planning Commission conditions of approval (PA2006-00366) for Site Review, Physical Constraints Review Permit,Tree Removal Permit and an Administrative Variance to the Site Design and Ashland Council Findings PA 2006-00366 June 20", 2006 Page 5 of 6 Use Standards for the construction of the first phase of the project apply to this decision unless otherwise modified below. 2. That Talent Irrigation District (TID) facilities be identified on the final civil engineering documents and any changes shall be reviewed by the Talent Irrigation District and approved by the Staff Advisor prior to issuance of a Building Permit.. 3. That the engineered construction drawings for Jefferson Avenue shall comply with City of Ashland Street Standards including street lights, pavement width and the installation of public sidewalks. Engineered construction drawings for the Jefferson Avenue improvements shall be submitted for review and approval by Ashland Planning and Public Works Departments prior to issuance of a building permit. The costs associated with the design and installation of street improvements shall be guaranteed through a bond or other means acceptable to the City of Ashland Legal Department. The proposed bridge or box culvert creek crossing shall be engineered and designed to accommodate a 100-year flood flow. All street improvements shall be installed prior to issuance of the certificate of occupancy for a building on the property. That all required street improvements and public utility extensions shall be guaranteed through a bond or other means acceptable to the City of Ashland Legal Department prior to adoption of an ordinance annexing the property. 4. A boundary survey and a written description of the property boundaries shall be submitted for review and approval prior to completion of the annexation. 5. That the applicant agrees to construct the project in accordance with the approved plan and City ordinances and waives the right to file a claim under Oregon Statewide Measure 37. The signed waiver shall be submitted to the City of Ashland Legal Department for review and approval prior to adoption of a ordinance formally annexing the property. Dated: John Morrison, Mayor Ashland Council Findings PA 2006-00366 June 20'",2006 Page 6 of 6 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL May 16, 2006 Civic Center Council Chambers 1175 E. Main Street 2. Public Hearing Regarding Planning Action 2006-00366 - Annexation, Comprehensive Plan and Zoning Map change from Jackson County zoning RR-5 (Rural Residential) to City of Ashland zoning M-1 (Industrial) and E-1 (Employment for an approximately 8.43 acre parcel located at the southern terminus of Jefferson Avenue, immediately north of the railroad tracks and west of Interstate 5. Mayor Morrison read aloud the public hearing procedure for land use hearings. Public Hearing Open: 8:40 p.m. Abstentions, Conflicts of Interest, Ex Parte Contact Councilor Jackson declared a site visit and stated she was present at the Planning Commission meeting when this planning action was reviewed. Councilor Hartzell noted several months ago she had a conservation with former City Administrator Gino Grimaldi regarding a possible OECDD grant. It was clarified the Council previously voted to support the City's application on Mr. Bramscher's behalf to receive grant funds from OECDD. Mayor Morrison stated he had visited the current location of Brammo Motor Sports and talked with Mr. Bramscher, however this visit would not affect his ability to remain unbiased. Staff Report Interim Community Development Director Bill Molnar explained this is a request for an annexation and zone change for an approximately 8-acre parcel located off Jefferson Avenue. The property is located within the City's Urban Growth Boundary and abuts city limits on three sides. Mr. Molnar noted that the Comprehensive Plan identifies the future zoning of the property as a mix of Industrial (M-1) and Employment (E-1) districts. In April, the Planning Commission reviewed and granted the Site Review and Physical Constraints Permit for the creek on the property. Mr. Molnar explained all city facilities are available, are a logical extension along Jefferson Avenue, and stated Jefferson would be improved to City street standards. He noted the street width would be reduced where it crosses the creek and riparian area, and rather that culverting the creek, a bottomless crossing design would be used. Mr. Molnar stated the Planning Commission found by an 8-to-1 vote that the application met the land use approval criteria for annexation and staff recommends the Council approve the request for annexation. Mr. Molnar submitted four additional conditions from staff and recommended they be included if the Council chooses to approve this request. Mr. Molnar clarified the Applicant considered the proposed changes to the Riparian Ordinance in their design and are proposing a 20 ft. buffer from the creek bank and a bottomless design for the crossing in order to maintain the natural creek bed. Mr. Molnar stated the crossing design would withstand a 100-year flood and noted the Applicant has identified approximately 30 trees to add to the riparian area. Applicant Craig Bramscher/7118 Highway 66/Explained his business is growing rapidly and stated he would like to keep this business and jobs in Ashland. He stated his business provides a high range of jobs and explained he is working with Rogue Community College and has utilized State funds in order to train local residents. He explained his business sales are primarily done over the internet; however they do have customers who come and visit Ashland. Mr. Bramscher requested Council's approval and stated if he cannot get this approved, he will be forced to move his business out of Ashland and does not want to do this. Gary Capema/Batzer Design/Explained that he is part of the design team for this project and stated the design would alleviate the circulation problems on Jefferson Avenue. He added this project seems like an obvious addition to the City. Mr. Bramsher noted he supports the four additional conditions proposed by staff. Councilor Jackson/Amarotico m/s to extend public hearing to 9:30 p.m. Those Wishing to Provide Testimony Aaron Benjamin/740 Emigrant Creek Road/Stated this is a wonderful opportunity for the City to add new jobs to Ashland and strengthen the City's economic base, but urged the Council to consider the impact this annexation will have on the City's work force housing inventory. Paul Kay/1234 Strawberry LancNoiced his support for this request and stated the technical intelligence of the community will be benefited from this project. He stated this would be a wonderful asset to the community and commented on the work habits and work environment of this company. Mr. Kay voiced his support for the Brammo proposal and stated he sees no reason not to approve it. Staff Response Mr. Molnar clarified the zoning allows for a housing overlay, however neither the Applicant nor staff are proposing an overlay at this time. Applicant's Rebuttal Mr. Bramscher stated that the housing issue is a concern for him as well and noted he has employees who want to move to Ashland. He noted he had considered addressing this on the E1 portion of the parcel, however did not want to cause delays in the application process by requesting a residential overlay. Mr. Bramscher stated this is something he would consider and stated there are other pieces of land he has considered acquiring for employee housing. He explained the philosophy of the business and noted they are exploring an electric version of their vehicle. He stated this business could bring notoriety to Ashland and noted that GM had recently visited their manufacturing plant. Public Hearing Closed: 9:10 p.m. Councilor Chapman requested a formal way to evaluate the costibenefit analysis for annexations; however stated in this case it is clear this is a benefit to the City. Councilor Hartzell/Chapman m/s to approve the request for Annexation, Zone Change and withdrawal from Jackson County Rural Fire District 5 of an approximately 8.43-acre parcel located at the southern terminus of Jefferson Avenue, immediately north of the railroad tracks and west of Interstate 5; with the additional conditions proposed by the staff. Roll Call Vote: Councilor Hardesty, Amarotico, Hartzell, Jackson, Silbiger and Chapman, YES. Motion Passed. CITY OF ASHLAND Council Communication Approval of Grant Distribution Greater than $75,000 Meeting Date: July 18, 2006 Primary Staff Contact: Lee Tuneberg Z�14�1 Department: Administrative Services E-mail:tunebed @ashland.or.us Contributing Departments: NA Secondary Staff Contact: NA Approval: Martha Bennett E-mail: Estimated Time: Consent Agenda Staff Recommendation: Staff recommends approval of the Ashland Chamber of Commerce and Oregon Shakespeare Festival Economic and Cultural Development contracts. Statement: Resolution 2004-32 provides for the Ashland Chamber of Commerce and the Oregon Shakespeare Festival to receive grant funding from the Transient Occupancy Tax each budget year through the Economic and Cultural Development grant process. The City Council adopted the 2006-07 budget which included grant funds for the Ashland Chamber of Commerce of$247,645 ($82,845 for tourism and $164,800 for economic development) and the Oregon Shakespeare Festival of$113,300. Background: Resolution 2004-32 states that beginning in Fiscal Year 2004/2005, the City Council will appropriate thirty three and one third percent of the anticipated Transient Occupancy Tax monies for Economic and Cultural Development. The amount to be allocated annually to the Ashland Chamber of Commerce (COC) and Oregon Shakespeare Festival (OSF)for promoting tourism per the State definition shall be $80,432 and $110,000, respectively, which is adjusted each year by the amount of inflation or deflation established in the Budget process. An additional amount of$160,000, also adjusted each year by the amount of inflation or deflation, will be granted annually to COC for economic development projects in cooperation with City staff. The minimum amount for City of Ashland required by the State definition for tourism is $215,456 in FY 2006-07. This is calculated on the budgeted amount of Transient Occupancy Tax revenue to be received and also based upon actual money spent in prior years. The COC tourism amount of$82,845 and the entire amount granted to OSF (for tourism) leaves$19,311 to be spent on tourism by the other grantees to meet the minimum amount required by the State. The other grantees' requests totaled $336,200 with 29% identified for tourism. The amount awarded to them for FY 2006-07 is $148,705. Using the percentage identified in the applications we estimate the other grantees will spend approximately$38,804 on tourism—well above the required minimum. Reports from OSF and COC are due into the City on January 31 (for the prior year's activities per the grant) and can be used in evaluation of future awards. �r, Changes in this process would require a revision to the current resolution for the FY 2007-08 budget. Related City Policies: Resolution 2004-32 Council Options: Approve Ashland Chamber of Commerce and Oregon Shakespeare Festival grant contracts for signature. Defer approval awaiting additional information. Potential Motions: Council moves to approve Ashland Chamber of Commerce and Oregon Shakespeare Festival grant contracts for signature. Attachments: Ashland Chamber of Commerce contract Oregon Shakespeare Festival contract Resolution 2004-32 CITY OF ASHLAND Agreement for Services Between City of Ashland And Ashland Chamber of Commerce Agreement between the City of Ashland (City), the Ashland Chamber of Commerce (CoC) and the Ashland Visitor and Convention bureau (VCB) for fiscal year 2006-07. Recitals A. The VCB shall receive $80,432 for promoting tourism in Ashland based upon Ashland City Council Resolution 2004-32. That amount will be adjusted each year by the amount of inflation or deflation established in the budget process. The amount awarded for FY 2006-07 is $82,845, which will be disbursed in monthly amounts of$6,903.75 for the fiscal year. Expenditures of these funds must meet the requirement of ORS 320.300 through ORS 320.350. B. The CoC shall receive $160,000 for the purpose of economic development in Ashland based upon Ashland City Council Resolution 2004-32. That amount will be adjusted each year by the amount of inflation or deflation established in the budget process. The amount awarded for FY 2006-07 is $164,800, which will be disbursed in monthly amounts of $13,733.33 for the fiscal year. C. The City, CoC and VCB now enter into this Agreement to identify their roles and responsibilities. Purpose The City relies on the VCB to promote Ashland to visitors traveling from more than 50 miles to Ashland and/or visitors who stay overnight in Ashland. Promotion includes advertising, publicizing, distribution of printed materials, marketing special events and festivals, conducting strategic planning, visitor center management and research necessary to stimulate tourism development. The City of Ashland has established a system of shared responsibility with the CoC to handle typical economic development types of needs. Currently the Chamber provides the following kinds of services: coordinated marketing, rapid response team to inquiries, relocation services, point-of-contact management and information services, general inquiries, training for local business and coordination with the Small Business Association. The City of Ashland's Comprehensive Plan is the guiding document for all development within the community. The plan incorporates ten specific elements related to development. The economic development element is identified in Chapter 7. t Finance Department Tex:541-88 , D.L.Tuneberg,Director Fax:541-88-5311-5311 20 East Main Street TTY: 800-735-2900 Ashland,Oregon 97520 www.ashland.or.us The CoC will emphasize, in it's economic development activities, the importance of maintaining Ashland's small-town feel and portraying Ashland as a family friendly community that supports its schools and places great value on the quality of education offered. Overall Objectives Retention and Expansion of Existing Business The CoC will develop and implement on-going strategies on retaining and expanding existing businesses, particularly those businesses that are non-tourism related, in Ashland with an emphasis on creating additional family wage jobs. I. Methodology: Adopt an aggressive and focused business retention plan, which is research and relationship based. II. Promotion: Offer assistance to all City of Ashland cultural and economic development grant recipients to make them aware of the wide array of business support resources in Ashland, southern Oregon and the State of Oregon. III. Service Delivery: Organize processes by which any existing business interest may acquire accurate and timely information with regard to making a business expansion decision to stay in Ashland. . IV. Advocacy: Establish multiple pathways in which a local business may acquire specialized support in growing their business, to include conduits to other agencies, governments, applicable organizations or existing community leadership for the purposes of retaining jobs in Ashland. New Business Development The CoC will develop and implement on-going strategies with emphasis on creating new family wage jobs by attracting new businesses to Ashland. The strategy will focus on non-tourism related businesses. I. Methodology: Adopt an aggressive and focused new business recruitment plan, which is research and relationship based. ll. Promotion: Attract the attention of potential new businesses through networking, making personal or telephone contact, and organizing special events. III. Special Delivery: Organize processes by which any outside business interest may acquire accurate and timely information with regard to making a business location decision in favor of Ashland. IV. Advocacy: Establish multiple pathways in which a potential new business may acquire specialized information on which to base their decision to locate in Ashland, to include conduits 2 Finance Department Tel:541 488-5300 D.L.Tuneberg,Director Fax:541488-5311 =, 20 East Main Street TTY: 800-735-2900 Ashland,Oregon 97520 www.ashland.or.us - to other agencies, governments, applicable organization or existing community leadership for the purposes of creating jobs in Ashland. Tourism The VCB will develop and implement a year-to-year strategy to maintain current levels of tourism in Ashland and increase tourism from November through February, known as the shoulder season. I. Methodology: Adopt an aggressive and focused tourism promotion plan, which is research and relationship based. II. Promotion: Focus on promoting visits to Ashland during the shoulder season and make assistance available to Economic and Cultural Grant recipients. III. Service Delivery: Organize processes by which visitors may acquire accurate and timely information with regard to making a trip to Ashland and by which once in town, visitors can acquire accurate information about the community. Accountability Develop mechanisms for tracking progress, measuring success, auditing finances and reporting to the Ashland City Council on a yearly basis. Present a progress report on current fiscal year activities at least annually at a Council meeting. General Expectations I. Retain or create jobs through business assistance programs measured by job retention or expansion. II. Create new business and employment opportunities measured by job creation. III. Maintain or increase the number of outside dollars spent in Ashland retail, service and lodging businesses as measured by increased revenues and transient occupancy tax revenue. IV. Reach out to other City of Ashland cultural and economic development grant recipients to assist them with their efforts. Specific Requirements The CoC shall provide an annual report to the Ashland City Council no later than January 31 on its previous year's activities, which shall at a minimum consist of the following: I. Provide a report of Ashland businesses, which received direct assistance from the CoC for the purpose of retaining or creating new family wage jobs in Ashland. II. Provide a report of prospective businesses the CoC made presentations to for the purpose of attracting new jobs to Ashland. III. Provide a report of local and regional partnerships developed and maintained for the CDC for the purpose of business retention and development including but not limited to: SOWAC, 3 Finance Department Tex:541-0885300 D.L.Tunebey,Director Fax:5414885311 20 East Main Street TTY: 800-735-2900 Ashland,Oregon 97520 w .ashland.or.us SCREDI, and AGA. Include documentation of supportive efforts including but not limited to offering educational workshops, cross promotion and web links. The VCB shall provide an annual report to the Ashland City Council no later than January 31 on its previous year's activities which, shall at a minimum consist of the following: I. Provide a report on the variety of specific promotion activities executed for the purpose of attracting visitors to Ashland. Include samples of advertising, which include family, quality of life and educational opportunities. II. Provide a report on the variety of specific promotion activities executed for the purpose of attracting visitors to Ashland during the shoulder season. Include samples of advertising, which include family, quality of life and educational opportunities. General Provisions 1. Amount of Grant. Subject to the terms and conditions of this agreement, the City agrees to provide funds in the amount specified above. 2. Use of Grant Funds. The use of grant funds is expressly limited to the objectives identified in this agreement. 3. Unexpended Funds. Any grant funds held by the Grantee remaining after the purpose for which the grant is awarded or this agreement is terminated shall be returned to the City within 30 days of completion or termination. 4. Financial Records and Inspection. Grantee includes in the annual report to the City a) copies of 501© letter, IRS non-profit status and corporate bylaws; b) list of Board members, their occupations, and years on the Board; c) financial statements showing previous year expenses and revenues; d) current and projected budgets (total organization and individual program's funded by this grant. 5. Living Wage Requirements. If the amount of this agreement is $16,379.00 or more, and if the Grantee has ten or more employees, then Grantee is required to pay a living wage, as defined in Ashland Municipal Code Chapter 3.12, to all employees and subcontractors who spend 50% or more of their time within a month performing work under this agreement. Grantees required to pay a living wage are also required to post the attached notice predominantly in areas where it will be seen by all employees. , 6. Default. If Grantee fails to perform or observe any of the covenants or agreements contained in this agreement or fails to expend the grant funds or enter into binding legal agreements to expend the grant funds within twelve months of the date of this agreement, the City, by written notice of default to the Grantee, may terminate the whole or any part of this agreement and may pursue any remedies available at law or in equity. Such remedies may include, but are not limited to, termination of the agreement, stop payment on or return of the grant funds, payment of interest earned on grant funds or declaration of ineligibility for the receipt of future grant awards. a Finance Department Tel:541488-5300 D.L.Tuneberg,Director Fax:541488-5311 =, 20 East Main Street TTY: 800-735-2900 Ashland,Oregon 97520 , wwashland.orms 7. Amendments. The terms of this agreement will not be waived, altered, modified, supplemented, or amended in any manner except by written instrument signed by the parties. Such written modification will be made a part of this agreement and subject to all other agreement provisions. 8. Indemnity. Grantee agrees to defend, indemnify and save City, its officers, employees and agents harmless from any and all losses, claims, actions, costs,expenses, judgments, subrogation's, or other damages resulting from injury to any person (including injury resulting in death,) or damage (including loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of this agreement by Grantee (including but not limited to, Grantee's employees, agents, and others designated by Grantee to perform work or services relating to Grantee's obligation under the terms of this agreement). Grantee shall not be held responsible for damages caused by the negligence of City or anyone acting in behalf of City. 9. Insurance. Grantee shall, at its own expense, at all times for twelve months from the date of this agreement, maintain in force a comprehensive general liability policy. The liability under such policy shall be a minimum of$500,000 per occurrence (combined single limit for bodily injury and property damage claims) or$500,000 per occurrence for bodily injury and $100,000 per occurrence for property damage. Liability coverage shall be provided on an "occurrence" not "claims" basis. The City of Ashland, its officers, employees and agents shall be named as additional insures. Certificates of insurance acceptable to the City shall be filed with the City Risk Manager or Finance Director prior to the expenditure of any grant funds. 10. Merger. This agreement constitutes the entire agreement between the parties. There are no understandings, agreements, or representations, oral or written, not specified in this agreement regarding this agreement. Grantee, by the signature below of its authorized representative, acknowledges that it has read this agreement, understands it, and agrees to be bound by its terms and conditions. 11. Notices and Representatives. All notices, certificates, or communications shall be delivered or mailed postage prepaid to the parties at their respective places of business as set forth below or at a place designated hereafter in writing by the parties. 5 D.L.Tun Department Tex:541488-5300-531 �-, D.L.Tuneberg,Director Fax:541488-5311 20 East Main Street TTY: 800-735-2900 Ashland,Oregon 97520 www.ashland.or.us CITY of Ashland: Martha Bennett City Administrator 20 East Main Ashland,OR 97520 Ashland Chamber of Commerce: Sandra Slattery 110 East Main Ashland, OR 97520 This Agreement constitutes the Entire Agreement between the parties. There are no understandings, agreements, or representations, oral or written, not specified herein regarding this agreement. No amendment, consent, or waiver or terms of this agreement shall bind either party unless in writing and signed by all parties. Any such amendment, consent or waiver shall be effective only in the specific instance and for the specific purpose given. The parties, by the signature below or their authorized representatives, acknowledge having read and understood the Agreement and the parties agree to be bound by its terms and conditions. City of Ashland By Title Date Ashland Chamber of Commerce and Visitor and Convention Bureau By Title Date 6 / Finance Department Tex:541 48 , D.L.TonebenJ,Director Fa::541-088-5311 8-5311' 20 East Main Street TTY: 800-735-2900 Ashland,Oregon 97520 www.ashland.or.os CITY OF ASHLAND FINANCIAL ASSISTANCE AWARD CONTRACT CITY: CITY OF ASHLAND GRANTEE: Oregon Shakespeare Festival 20 E Main Street Address: P.O. Box 158 Ashland OR 97520 Ashland, OR 97520 (541) 488-5300 Telephone: 482-2111 FAX: (541) 488-5311 Term of this agreement: July 1, 2006 to June 30, 2007 Amount of grant: $113,300 which will be disbursed in monthly segments of $9,441.67 for the fiscal year. Budget subcommittee: Economic and Cultural Development Contract made the date specified above between the City of Ashland and Grantee named above. RECITAL: City has reviewed Grantee's application for a grant and has determined that the request merits funding and the purpose for which the grant is awarded serves a public purpose. City and Grantee agree: 1. Amount of Grant. Subject to the terms and conditions of this contract and in reliance upon Grantee's approved application, the City agrees to provide funds in the amount specified above. 2. Use of Grant Funds. The use of grant funds are expressly limited to the activities in the grant application with modifications, if any, made by the budget subcommittee designated above. Grantee will report in writing on the use and effect of granted monies compared to the original request (as modified) per the following: a. Within 90 days of the event completion (Single event applications) b. As part of a subsequent application for grant funds from the City c. Within 90 days of the budget fiscal year Grant applicants awarded less than $2,500 are encouraged to maintain documentation to this effect but are not required to submit a report unless requested by the City except under 2 b. above. 3. Unexpended Funds. Any grant funds held by the Grantee remaining after the purpose for which the grant is awarded or this contract is terminated shall be returned to the City within 30 days of completion or termination. 4. Financial Records and Inspection. Grantee shall maintain a complete set of books and records relating to the purpose for which the grant was awarded in accordance with generally accepted accounting principles. Grantee gives the City and any authorized representative of the City access to and the right to examine all books, records, papers or documents relating to the use of grant funds. 5. Living Wage Requirements. If the amount of this contract is $16,936 or more, and if the Grantee has ten or more employees, then Grantee is required to pay a living wage, as defined in Ashland Municipal Code Chapter 3.12, to all employees and subcontractors who spend 50% or more of their time within a month performing work under this contract. Grantees required to pay a living wage are Grant Contract 2006-07 v also required to post the attached notice predominantly in areas where it will be seen by all employees. 6. Default. If Grantee fails to perform or observe any of the covenants or agreements contained in this contract or fails to expend the grant funds or enter into binding legal agreements to expend the grant funds within twelve months of the date of this contract, the City, by written notice of default to the Grantee, may terminate the whole or any part of this contract and may pursue any remedies available at law or in equity. Such remedies may include, but are not limited to, termination of the contract, stop payment on or return of the grant funds, payment of interest earned on grant funds or declaration of ineligibility for the receipt of future grant awards. 7. Amendments. The terms of this contract will not be waived, altered, modified, supplemented, or amended in any manner except by written instrument signed by the parties. Such written modification will be made a part of this contract and subject to all other contract provisions. 8. Indemnity. Grantee agrees to defend, indemnify and save City, its officers, employees and agents harmless from any and all losses, claims, actions, costs, expenses,judgments, subrogation's, or other damages resulting from injury to any person (including injury resulting in death,) or damage (including loss or destruction) to property, of whatsoever nature arising out of or incident to the performance of this agreement by Grantee (including but not limited to, Grantee's employees, agents, and others designated by Grantee to perform work or services attendant to this agreement). Grantee shall not be held responsible for damages caused by the negligence of City. 9. Insurance. Grantee shall, at its own expense, at all times for twelve months from the date of this agreement, maintain in force a comprehensive general liability policy including coverage for contractual liability for obligations assumed under this Contract, blanket contractual liability, products and completed operations, and owner's and contractor's protective insurance. The liability under each policy shall be a minimum of $500,000 per occurrence (combined single limit for bodily injury and property damage claims) or $500,000 per occurrence for bodily injury and $100,000 per occurrence for property damage. Liability coverage shall be provided on an "occurrence" not"claims" basis. The City of Ashland, its officers, employees and agents shall be named as additional insureds. Certificates of insurance acceptable to the City shall be filed with the City's Risk Manager or Finance Director prior to the expenditure of any grant funds. 10. Merger. This contract constitutes the entire agreement between the parties. There are no understandings, agreements or representations, oral or written, not specified in this contract regarding this contract. Grantee, by the signature below of its authorized representative, acknowledges that it has read this contract, understands it, and agrees to be bound by its terms and conditions. GRANTEE CITY OF ASHLAND By BY Finance Director Title Date Date Grant Contract 2006-07 y RESOLUTION NO.2004- 32 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ASHLAND REITERATING ITS POLICY OF RELATING THE EXPENDITURE OF MONIES FOR ECONOMIC AND CULTURAL DEVELOPMENT TO THE HOTEL/MOTEL(Transient Occupancy)TAX AND REPEALING RESOLUTION 2004-11 THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1.That the city council recognizes that the source of monies for the Economic and Cultural Development Grant program is the Hotel/Motel Tax. SECTION 2.The following are the goals which the Economic and Cultural Development Committee is attempting to meet by granting money to applicants: a) Tourism Promotion. b) Economic Development by: 1)Responding to general inquiries about business in the city; 2)Providing assistance to existing small businesses; 3)Providing technical and financial assistance for the expansion of existing businesses; 4) Providing technical and financial assistance for the development of new businesses;or 5)Providing such other services and support to business as the city council may deem beneficial. c)Cultural Development. SECTION 3.Beginning in Fiscal Year 2004/2005,the city council will appropriate thirty- three and one-third percent(33.3%) of the anticipated Hotel/Motel tax monies for Economic and Cultural Development.The City of Ashland has determined that as of July 1,2003, $186,657 or 14.23%of total Hotel/Motel tax revenues were expended on tourism promotion, as defined in Chapter 818 of the 2003 Oregon Laws, and will continue to be spent on tourism promotion increased or decreased annually consistent with the estimated TOT revenues budgeted. The amount to be allocated annually to Ashland Chamber of Commerce(COC)and Oregon Shakespeare Festival(OSF) for promoting tourism per the state definition shall be $80,432 and$110,000, respectively,adjusted each year by the amount of inflation or deflation established in the Budget process. An additional amount of$160,000,adjusted each year by the amount of inflation or deflation established in the Budget process, will be granted annually to COC for economic development projects in cooperation with City staff. The allocations in this paragraph shall sunset after three years. Any additional amount for tourism required by Chapter 818 shall be allocated to COC, OSF or other group during the budget process. The remainder of the monies budgeted for these grants may be allocated to grantees for activities fitting in any of the three categories set forth in Section 2 of this Resolution. TOT Resolution 9/07/04 page I of 2 By January 31 of each year each recipient of grants under this resolution shall submit a report to the city council setting forth how the grant funds received were expended in furtherance of the goals set forth in Section 2. SECTION 4.The following guidelines and criteria are established for the Economic and Cultural Development Grants: a) Grantee shall be a 501(c) non-profit agency. b)Grantee shall be a non-governmental agency. c)Grantee shall promote livability for the citizens of Ashland. d)The minimum grant proposal will be $1,000. e)The grant will benefit Ashland in regards to enrichment and activities of an economic nature. fl Grantee shall serve the population in Ashland but may encompass other venues in the Rogue Valley. g) Irrespective of sub-paragraph `b',the City of Ashland Public Arts Commission may apply for and receive funds. SECTION 5. Resolution 2004-11 is repealed upon passage of this resolution. SECTION 6. This resolution takes effect upon signing by the mayor. This resolution was read by title only in accordance with Ashland Municipal Code Section 2.04.090 duly L — PASSED nd ADOPTED this,ay of t 2004 � ;e Barbara Christensen,City Recorder SIGNED and APPROVED thisXday of'AtSciSt 2004: Alan DeBoer, Mayor TOT Resolution 9/07/04 page 2 of 2 P. CITY OF ASHLAND . Council Communication Ordinance Withdrawing an Annexed Area from Jackson County Fire District No. 5 (Cochran ANNEXATION, 380 Clay Street) Meeting Date: July 18th,2006 Primary Staff Contact: Bill Molnar 552-20?Y j Department: Community Development bill @ashland.or.us � V" Contributing Departments: None Secondary Staff Contact: Mike Franell Approval: Martha Bennett 552-2105 or franellm(c ashland.or.us Estimated Time: 5 minutes Staff Recommendation: Staff recommends that the Council approve the ordinance on first reading and move the ordinance to second reading. Statement: At the March 21, 2006 meeting, the Council approved the application for an Annexation of a 10- acre parcel located at 380 Clay Street. The Council adopted the findings of their decision on June 6`h, 2006, which completed the land use ordinance portion of the annexation process. The applicant has prepared and submitted the required boundary description of the property. The final step for the Council in the annexation process is to approve the ordinance withdrawing the annexed area from the jurisdiction of Jackson County Fire District 5. Background: A legal description of the property is attached. This step is required to withdraw this area from the special taxing district of Jackson County Fire District No. 5. Related City Policies Since the Council has already approved the land use ordinance portion annexing the area, it has previously found that the applicable goals and policies of the City have been met by this request. Council Options: Council can choose to move the ordinance to second reading, or choose not to withdraw the property from the jurisdiction of Fire District 5. Potential Motions: Approve the ordinance on first reading and move to second reading. Attachments: Ordinance Map of Survey—Annexation Area Annexation Area Description t . ORDINANCE NO. AN ORDINANCE WITHDRAWING AN ANNEXED AREA FROM JACKSON COUNTY FIRE DISTRICT NO. 5 (Cochran ANNEXATION, 380 CLAY STREET) Recitals: A. The owner of the property described in the attached Exhibit "A" has consented to the annexation of this property to the City of Ashland. There are no electors residing in the tract to be annexed. B. Pursuant to ORS 222.524 a public hearing was held on March 21, 2006, at 7 p.m., in the Council Chambers, Civic Center, 1175 East Main Street, Ashland, Oregon, . on the question of annexation and withdrawal of this property from Jackson County Fire District No. 5. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. The land described in the attached Exhibit "A" is declared to be annexed to the City of Ashland. SECTION 2. The land described in attached Exhibit "A" is declared to be withdrawn from Jackson County Fire District No. 5 pursuant to the provisions of ORS 222.111. The foregoing ordinance was first read in accordance with Article X, Section 2a of the City Charter on the _ day of , 2006, and duly PASSED and ADOPTED this day of 2006. Barbara Christensen, City Recorder SIGNED and APPROVED this day of 2006. John W. Morrison, Mayor Ap ,bve as t ich(eV rane , City Attorney PAGE 1- ORDINANCE G:\legal\0flice\0RDWAnnex ord annex 8 withdrawing(Cochran-380 Clay Street).wpd } §ƒ / ( | : � ! ■ � � / , S | d � § � § III's ` MR § \ | gglii „ U � � g I « *�! ,! ! ! ! , J � y » ` i• EXHIBIT "A" TELEPHONE L. J. FRIAR AND ASSOCIATES, P. C. FAX 541-772.2782 A r CONSULTING LAND SURVEYORS 541-772-8465 S� 816 WEST 8TH STREET JAMES E HIBBS,PLS MEDFORD, OREGON 97501 11friar @charter.net LEGAL DESCRIPTION Beginning at the Northwest corner of Parcel 1 per Partition Plat No. P-10- 2002, according to the official plat thereof, now of record, in Volume 13, Page 10 of "Record of Partition Plats" of Jackson County, Oregon and filed as Survey No. 17218 in the Office of the Jackson County Surveyor; thence along the North line thereof, South 89 052159" East, 429.35 feet to the Northeast corner of Parcel 3 of said Partition Plat; thence along that certain Boundary Agreement Line recorded as Document No. 75-15343, Official Records of Jackson County, Oregon, North 89°17' 32" East, 211 . 94 feet to the Northeast corner of said Agreement line; thence along that certain Boundary Agreement Line recorded as Document No. 86-19955, said Official Records, North 00°17'57" West, 653 .04 feet; thence North 89°36110" West, 636. 98 feet to the East line of Clay Street; thence continue North 89°36' 10" West, 60.00 feet to the West line of said Clay Street; thence along said West line, South 00 004 ' 41" West, 659.48 feet; thence South 89 052 ' 59" East, 60. 00 feet to the point of beginning. Containing 10.55 acres, more or less. TRACT TO BE ANNEXED 391E11C TL2500 6 CLAY STREET R/W Andy Cochrane 04-206 October 5, 2004 REGISTERED PROFESSIONAL LAND SURVEYOR OREGON JULY 17, 1986 JAMES E. HIBBS 2234 RENEWAL DATE 6-30-05 J\J D 7 4'� MAY 1 6 2005 Council Communication Ratification of new agreement with the IAFF Firefighters Association Meeting Date: July 18,2006 Primary Staff Contact:Michael Franell 488-5350 Department: Administration franellm(@,ashland.or.us Contributing Departments:Human Resources Secondary Staff Contact:Tina Gray,552-2101 Approval: Martha Bennett grayt @ashland.or.us Estimated time: 10 minutes Statement: The labor agreement with the IAFF, who represent the firefighters and paramedics, expired June 30, 2006. Attached is the negotiated tentative agreement. Background: The City has 5 separate collective bargaining groups plus its unrepresented employee group. We have consistently targeted the average salaries of our comparable labor units in making salary adjustment. The agreement is being brought to the Council with a recommendation from management staff for ratification. The basic changes from the recently expired agreement are as follows: 1. We have agreed to annual wage adjustments of five percent per year, to help us reach a target of our average comparables, less 0.5%which the union agreed to give up this time in order to achieve an adjustment in the structure for our engineers and captains. 2. We restructured the pay for our engineers and captains so that the lowest step engineer is 3%higher than the top step firefighter and our lowest step captain is approximately 4.6%higher than our top step engineer. This resulted in an increase in costs to the City of approximately 0.7% and in order to achieve this, the union agreed to reduce the goal in relation to our comparables to be 0.5%less than the average comparable. 3. We amended language in the health insurance package to undo an arbitrator decision which ordered the City to make the firefighters whole for changes made to the health insurance plan which resulted in a detriment to individual members. 4. In exchange for the amendments to the health insurance language, we agreed to contribute $25 per-month into a deferred compensation plan for each member in the bargaining unit. 5. The agreement will be for a three year term. 1 G:1ega1\Mike\Council CommunicationsVAFF 06 agreement cc.dm M M' Related City Policies The City has a policy of providing its employees with a fair, competitive salary and benefit package. Council Options: The Council can ratify the agreement as presented. The Council can reject the agreement and provide staff direction as to the objectionable provisions. Staff Recommendation: Staff recommends the Council ratify the new labor agreement as presented. Potential Motions: I move the Council ratify the proposed labor agreement between the City of Ashland and the Ashland Firefighter's Association Local #1269 International Association Of Firefighters as presented. Attachments: Proposed Labor agreement. 2 AGREEMENT BETWEEN THE CITY OF ASHLAND, OREGON and ASHLAND FIREFIGHTER'S ASSOCIATION LOCAL #1269 INTERNATIONAL ASSOCIATION OF FIREFIGHTERS July 1, 2006-June 30, 2009 r TABLE OF CONTENTS PREAMBLE...................................................................................................................................... 1 SCOPEOF AGREEMENT...................:......................................................................................... I ARTICLE I-RECOGNITION AND NON-DISCRIMINATION: ............................................ 1 Section1. Recognition........................................................................................................:................ 1 Section 2.No Discrimination.............................................................................................................. 1 ARTICLE II-UNION SECURITY AND CHECK-OFF:........................................................... 2 Section1.Union Security....................................................0.0...............................m............................. 2 Section2. Check Off........................................................................................................................... 2 Section3. Indemnification................................................................................................................... 3 ARTICLE IH-MANAGEMENT RIGHTS.................................................................................. 3 ARTICLE IV-STRIKE PROHIBIT ION:.................................................................................... 4 Section1.............................................................................................................................................. 4 Section2.............................................................................................................................................. 4 Section3 ....................................................................................................................:..................0...... 4 ARTICLEV-HOLIDAYS: ................................ ...............0.........A.................m............. ......m.......... 5 Section 1. Recognized Holidays.......................................................................................................... 5 Section 2.Holiday Compensation...........................................:...............................0........................... 5 ARTICLE VI-VACATIONS:........................................................................................................ 6 Section1. Eligibil ity............................................................................................................................ 6 Section 2. Continuous Service............................................................................................................. 6 Section 3. Accrual Limitations............................................................................................................ 6 Section4. Scheduling.......................................................................................................................... 7 Section 5. Payment on Termination.................................................................................................... 7 ARTICLE VII-HOURS OF WORK............................................................................................. 7 Section1.Work Schedules...............................................:.................................................................. 7 Section2. Shift Transfers.................................................................................................................... 8 ARTICLE VIII-SICK LEAVE: ..........................mmm.............................mmm......................0.....M.......... 8 Section1. Accumulation..................................................................................................................... 8 Section 2. Utilization for Illness or Injury........................................................................................... 8 Section 3. Integration with Worker's Compensation ......................................................................... 9 Section 4. Sick Leave Without Pay........................................................0........;................................... 9 Section5.Termination......................................................................................................................... 9 ARTICLE IX-FUNERAL LEAVE:.............................................................................................. 9 Section1. Funeral Leave..................................................................................................................... 9 ARTICLE X-OTHER LEAVES OF ABSENCE:..................................................................... 10 Section 1. Leave of Absence Without Pay........................................................................................ 10 Section2.Jury Duty............................................................................................................................10 Section3.Appearances.......................................................................................7............................. 10 Section 4. Required Court Appearances........................................................................................... 10 Section5. Election Day..................................................................................................................... 10 Section 6. Union Business................................................................................................................. 10 Section 7. Educational Leave............................................................................................................ I1 Section8. Military Leave.................................................................................................................. 11 Section 9. Failure to Return from Leave........................................................................................... 11 ARTICLE XI- COMPENSATION:...............................................................................................12 Section1. Pay Schedule.................................................................................................................... 12 Section2.Pay Periods................................................................................:....................................... 12 Section3. Overtime...................................................:........................................................................ 12 Section 4. EMT Certification............................................................................................................. 14 Section 5. Working Out of Classification...........................................................................................14 Section 6. Educational Expense Reimbursement............................................................................... 15 Section7. Mileage.............................................................................................................................. 15 Section8. Haz Mat Team................................................................................................................... 15 Section 9.Field Training Paramedic Prgroam................................................................................... 15 ARTICLE XH-DISCIPLINE AND DISCHARGE:................................................................... 16 Section1 ............................................................................................................................................. 16 Section2............................................................................................................................................. 16 Section3 ............................................................................................................................................. 16 Section4............................................................................................................................................. 16 Section5............................................................................................................................................. 16 Section6............................................................................................................................................. 17 Section7................................................................................................. ........................................... 17 ARTICLE XIH-SETTLEMENT OF DISPUTES:..................................................................... 17 Section 1. Grievance and Arbitration Procedure............................................................................... 17 Section2. Stewards............................................................................................................................ 18 ARTICLE XIV-SENIORITY:...................................................................................................... 19 Section1. Seniority............................................................................................................................. 19 Section 2. Suspension of Seniority..................................................................................................... 19 Section 3. Termination of Seniority................................................................................................... 20 Section 4. Probationary Period........................................................................................................... 20 Section 5. Layoff and Recall.............................................................................................................. 20 • ARTICLE XV-PROMOTIONS:...............................................................:.................................. 20 Section1. Testing............................................................................................................................... 20 Section2. Eligibility..........................................................................:................................................ 21 Section3. Procedure........................................................................................................................... 21 Section 4. Credit for Seniority............................................................................................................ 21 Section 5. Promotional List................................................................................................................ 21 Section6.Appointment...............:...................................................................................................... 21 Section 7. Promotional Probationary Period...................................................................................... 22 ARTICLE XVI-GENERAL PROVISIONS:.............................................................................. 22 Section1. Bulletin Boards.............................................:.................................................................... 22 Section 2. Visits by Union Representatives....................................................................................... 22 Section3. Solicitation......................................................................................................................... 22 Section 4. Existing Conditions........................................................................................................... 23 Section5.Rules.................................................................................................................................. 23 Section 6. Other Employment............................................................................................................ 23 Section 7. Supervisory Employees..........................................................................................:.......... 23 Section 8. Uniforms,Protective Clothing and Devices..................................................................... 23 Section 9. Position Classification....................................................................................................... 24 Section 10.Personnel Files................................................................................................................ 24 Section11.Trade Time..............................................................................................................:....... 24 ARTICLE XVII-HEALTH AND WELFARE AND RETIREMENT:................................... 25 . Section 1. Health and Welfare...............................................................:............................................ 25 Section 2. Health and Welfare Committee......................................................................................... 25 Section3.Retirement......................................................................................................................... 25 Section 4.Deferred Compensation..............................................;...................................................... 25 ARTICLE XVIII-WORKER'S COMPENSATION:................................................................ 26 Section 1.Worker's Compensation.................................................................................................... 26 Section 2. Supplementary Payment.................................................................................................... 26 ARTICLE XIX-LIABILITY INSURANCE:.............................................................................. 26 _ ARTICLE XX-SAVINGS CLAUSE AND FUNDING:............................................................. 26 Section 1. Savings Clause.................................................................................................................. 26 ' Section2. Funding.............................................................................................................................. 26 ARTICLE XXI-TERMINATION AND REOPENING:........................................................... 27 APPENDIX "A" -CLASSIFICATIONS WITHIN THE BARGAINING UNIT.................... 28 APPENDIX "B"_SALARY SCHEDULE................................................................................... 29 APPENDIX "C" -HEALTH AND WELFARE BENEFTTS..................................................... 30 PREAMBLE This Agreement is entered into by the City of Ashland, Oregon, hereinafter referred to as the City, and the Ashland Firefighters Association Local '#1269, International Association of Firefighters, hereinafter collectively referred to as the Union. Unless indicated otherwise, references to the "City" shall include the Mayor and City Council or their designee(s) as the officials directly responsible for the operation of the department(s) covered by this Agreement. The purpose of this Agreement is to set forth the full and complete agreement between the parties on matters pertaining to rates of pay, hours of work and other conditions of employment. SCOPE OF AGREEMENT This Agreement shall apply to those employees of the Ashland Fire and Rescue Department, Ashland, Oregon, as listed in "Appendix A" but excluding volunteer firefighters, part-time employees, seasonal and temporary employees'. Where the term "employee" is used, it shall mean regular employees or probationary employees within the bargaining unit, as the same are defined in Article XIV of this Agreement. "Part-time employee" shall mean persons working a fraction of the normal working week or shift,but normally following a predetermined pattern of working hours. "Seasonal employee" shall mean persons working for summer employment, not exceeding four (4) consecutive months. "Temporary employee" shall mean persons appointed for a limited period of time, not to exceed one(1) year, e.g. college."sleepers", or student firefighters. ARTICLE I RECOGNITION AND NON-DISCRIMINATION Section 1. Recognition. The City recognizes the Union as the sole and exclusive bargaining agent for the purposes of establishing rates of pay, hours of work and other conditions of employment for all employees in the bargaining unit described immediately above. Section 2. No Discrimination. The provisions of this Agreement shall be applied equally to all employees in the bargaining unit without discrimination as to race, religion, creed, color, sex, age or national origin, sexual orientation, marital status, mental or physical disability or other protected status, unless based upon a bona fide occupational qualification in accordance with applicable law. The Union shall share equally with the City the responsibility for applying the provisions of this Section. All reference to employees in this Agreement designate both sexes, and whenever the male gender is used, it shall be construed to include the male and female employees. Employees shall have the right to form,join, and participate in the activities of the Union or any other labor organization, or to refrain from any or all such activities, and there shall be no discrimination by either the City or the Union by reason of the exercise of such right, except as specifically provided in this Agreement. Nothing in this Agreement shall be construed as precluding or limiting the right of an individual employee to represent himself in individual personal matters. ARTICLE II UNION SECURITY AND CHECK-OFF Section 1. Union Security. The terms of this Agreement have been made for all employees in the bargaining unit and not only for the members of the Union. Accordingly, it is fair that each employee in the bargaining unit pay his/her own way and assume his/her obligation along with the grant of equal benefits. Any bargaining unit employee who has not joined the Union-within thirty(30) days of becoming a regular or probationary employee shall, as a condition of employment, pay to the Union an amount equal to the uniform dues of members of the Union. Any individual employee objection based on bona fide.religious tenets or teachings of a church or religious body of which such employee is a member will require such an employee to inform the City and the Union of his/her objection. The employee will meet with representatives of the Union and establish a satisfactory arrangement for distribution of a contribution of an amount of money equivalent to regular Union membership dues to a non-religious chanty. Section 2. Check Off. Upon receipt of a lawfully executed authorization from an employee, the City agrees to deduct the regular initiation fee and regular dues uniformly required of members of the Union, and remit such deduction within fifteen (15) days after the conclusion of the regularly scheduled twenty-seven (27) day pay period, to the official designated by the Union in writing to receive deductions. The Union will notify the City in writing of the exact amount of such initiation fee and regular membership dues to be deducted. Authorization by the employee shall be on forms approved by the City and may be revoked by the employee upon written request. Upon written notification by the Union of a check-off error; the City will make adjustments within sixty (60) days following such notification. Section 3. Indemnification. The Union agrees to indemnify and hold the City harmless against any and all claims, orders or judgment brought or issued against the City as a result of any action taken or not taken by the City under the provisions of Article II, Section 2. ARTICLE III MANAGEMENT RIGHTS Union recognizes that it is the prerogative of the City to operate and manage its affairs in all respects in accordance with its responsibilities. The powers or authority which City has not expressly abridged, delegated or modified by this Agreement are retained by the City. It is understood and agreed that the City possesses the sole and exclusive right to operate the City through its City Administrator and department heads, but such rights must be exercised consistent with the other provisions of this Agreement. Those rights include, but are not limited to, the following: 1. To determine the mission of its constituent departments, commissions and boards. 2. To set standards of services. 3. To direct its employees. 4. To discipline or discharge regular employees for just cause and probationary employees at its discretion. 5. To relieve its employees from duty because of lack of work, finances or other legitimate reasons. 6. To maintain the efficiency of governmental operations. 7. To determine the methods, means and personnel by which government operations are to be conducted. 8. To determine the content of job classifications. 9. To take all necessary action to cant'out its mission in emergencies; and 10. To exercise complete control and discretion over its organization and the technology of performing its work. ARTICLE IV STRIKE PROHIBITION Section 1. The Union and its members, as individuals or as a group, will not initiate, cause, permit or participate or join in any authorized strike, work stoppage, or slowdown, picketing, or any other restriction of work at any location in the City. Employees in the bargaining unit, while acting in the course of their employment, shall not honor any picket line established in the City by the Union or by any other labor organization when called upon to cross picket line in the line of duty. Disciplinary action, including discharge may be taken by the City against any employee or employees engaged in a violation of this Article. Such disciplinary action may be undertaken selectively at the option of the City and shall not preclude or restrict recourse to any other remedies, including an action for damages which may be available to the City. Section 2. In the event of an unauthorized strike, work stoppage, slowdown, picketing, observance of a picket line, or other restriction of work in any form, either on the basis of individual choice or collective employee conduct, the Union will, immediately upon notification, attempt to secure an immediate and orderly return to work. This obligation and the obligations set forth in Section I above shall not be affected or limited by the subject matter involved in the dispute giving rise to the stoppage or.by whether such matter is or is not subject to the grievance and arbitration provision of this Agreement. Section 3. The City agrees not to engage in a lockout of any Union member of the Ashland Fire Department as a consequence of a dispute arising during the period of this Agreement. ARTICLE V HOLIDAYS Section 1. Recognized Holidays. The following shall be recognized as holidays: New Years Day (January 1) Lincoln's birthday (1st Mon. in Feb.) Martin Luther King Jr. Birthday (3'a Mon. in Jan.) Washington's Birthday (3rd Mon. in Feb.) Memorial Day (last Mon. In May) Independence Day (July 4) Labor Day '(1st Mon. in Sept.) Veterans Day (November t l) Thanksgiving Day (4th Thurs. in Nov.) Christmas Day (December 25) Any day declared to be a holiday by the President, Governor or Mayor. Whenever a holiday shall fall on Sunday, the succeeding Monday shall be observed as the holiday. Whenever a holiday shall fall on Saturday, the preceding Friday shall be observed as the holiday. If an employee is on authorized vacation, sick leave, or other leave with pay when a holiday occurs, such holiday shall not be charged against such leave. Section 2. Holiday Compensation. All regular employees shall receive in addition to their regular pay, eleven and two-tenths (11.2) hours pay for each of the holidays in the fiscal year as listed above at their regular straight time rate of pay. The additional compensation shall be paid on the first paycheck of the month of December. In no instance shall the holiday compensation be paid later than December 15th. In the event an employee leaves the City's employment before the end of the fiscal year for which holiday pay is granted, eleven and two-tenths (11.2) hours pay shall be deducted from his/her final paycheck for each holiday which has not yet occurred. Personnel on a forty (40) hour workweek shall receive all recognized holidays off. ARTICLE VI VACATIONS Section 1. Eligibility. An shall employee be eligible to take accrued vacation time off with pay after one(1) full year of continuous service with the City. Vacation time off with pay shall be accrued on a monthly basis in accordance with the following schedule: Employees with less than four(4) full years of continuous service shall accrue fourteen (14)hours of vacation credit for each full calendar month worked • Employees with more than four (4), but less than nine full years of continuous service, shall accrue eighteen (18)hours of vacation credit for each full calendar month worked. • Employees with more than nine (9), but less than fourteen full years of continuous service, shall accrue-twenty-two (22) hours of vacation credit for each full calendar month worked. • Employees with more than fourteen (14), but less than nineteen (19) full years of continuous service, shall accrue twenty-six (26) hours of vacation credit for each full calendar month worked. • Employees with more than nineteen (19), but less than twenty-four (24) full years of continuous service, shall accrue twenty-eight (28) hours of vacation credit for each full calendar month worked. • Employees with more than twenty-four (24) full years of continuous service shall accrue thirty(30)hours of vacation credit for each full calendar month worked. Section 2. Continuous Service. Continuous service, for the purpose of accumulating vacation leave credit, shall be based on the time spent by an employee in active employment or on paid leave. Time spent on leaves which are not paid by the City will not be counted as a part of continuous service for accrual purposes, but employees returning from such leaves and from layoff status shall be entitled to credit for service prior to the leave. Section 3. Accrual Limitations. Accumulation of vacation time off with pay is limited to twenty-four (24) months of accrued vacation credit at the applicable rate. The City shall establish a procedure to notify an employee thirty (30) days in advance of impending loss of accrued vacation time. Any employee who is about to lose vacation credit because of accrual limitations may, by notifying his supervisor fifteen(15) days in advance, absent himself/herself to prevent such loss. Such action taken by the employee shall not constitute a basis for disciplinary action, or loss of pay. If an employee does not take his or her accrued vacation leave after proper notification by the City, such vacation credit shall be deemed forfeited, unless the failure to take vacation is caused by the City's insistence that the employee be at work during a scheduled vacation period. Section 4. Scheduling. Vacation times shall be scheduled by the City based on its judgment as to the needs of efficient operations and the availability of vacation relief. Subject to the foregoing, employees shall have the right to be granted vacation times. off in accordance with the following: Employees shall be permitted to request vacation time off either on a split or an entire basis. Vacation shall be selected on the basis of seniority; provided, however, employees will be permitted to exercise their right to select vacations by seniority only once annually. The vacation schedule shall be posted annually as of December 1st and employees shall exercise their choice by bidding in seniority. There may be up to a total of two (2) employees on vacation or compensatory time off at any given time. The list shall be closed as of January 1st and subsequent changes shall be made only by mutual consent of the parties. Scheduling of vacation periods, to the extent consistent with operation requirements of the City and vacation credits of the employee, shall be in units of not less than one shift (24 hours), and may be scheduled at any time with at least forty-eight(48)hours notice, subject to the operational needs of the department. Section 5. Payment on Termination. In the event of death, termination or other separation of employment of an employee during the initial twelve (12) months of his employment, vacation is not considered earned and no payment in lieu of vacation shall be made. In the event of death, retirement, termination or other separation of employment after an employee has served for twelve (12) continuous months, and is otherwise eligible for vacation credits, the employee shall be entitled to payment for accrued vacation leave at the rate as of the date of eligibility. In the event of death, earned but unused vacation leave shall be paid in the same manner as salary due the deceased employee. ARTICLE VII HOURS OF WORK Section 1. Work Schedules. Employee working hours will be scheduled consistent with the operating needs of the Fire Department. Shift employees will be assigned to work regular shifts totaling a maximum of 204 straight-time hours over a twenty-seven (27) day cycle. Consistent with operating requirements, shift employees shall be scheduled to work on regular work shifts, during this twenty-sever>_(27) day cycle and each shift shall have regular starting and quitting times. Work schedules showing the employee's shifts, workdays and hours shall be posted on Department bulletin boards for thirty (30) days prior to their effective date. Except for emergency situations and for the duration of the emergency, changes in work schedules shall be posted seven(7)days prior to the effective date of the change. Employees on a forty (40) hour workweek shall be scheduled to work forty (40) hours within each seven (7) day period beginning on Monday at 8:00 a.m. and ending the following Monday at 8:00.a.m. Section 2. Shift Transfers. No regular employee shall suffer a loss of pay, due to a lesser number of scheduled hours of work as a result of an involuntary transfer from one shift to another shift. ARTICLE VIII SICK LEAVE Section 1. Accumulation. Sick leave shall be earned by regular and probationary shift employees at the rate of twelve (12) hours for each calendar month of service. Sick leave may be accumulated to a total of twelve hundred and forty-eight (1,248) hours and must be taken for purposes specified in Section 2 below, as a condition to any sick leave payment. Personnel regularly assigned to a forty (40) hour workweek shall accumulate eight (8) hours for each calendar month of service to a maximum of seven hundred twenty(720)hours. Section 2. Utilization for Illness or Injury. Employees may utilize their allowance for sick leave when unable to perform their work duties by reason of illness or injury. A maximum of forty-eight (48) hours sick leave per calendar year may also be used when the employees absence is needed to care for an ill or injured immediate family member as defined by the Oregon Family Leave Act. In such event, the employee shall notify their immediate supervisor of absence due to illness or injury, and the nature and expected length of the absence as soon as possible prior to the beginning of his scheduled regular work shift, unless unable to do so because of the serious nature of injury or illness. A physician's statement of the nature and identity of the illness, the need for the employee's absence.and the estimated duration of the absence may be required at the option of the City, for absences of over one shift (two work days for forty hour personnel) prior to payment of any sick leave benefits and/or prior to allowing the employee to return to work. If the Fire Chief has reason to believe sick leave is being abused, a physician's statement may be required as a prerequisite to payment of sick leave for one shift (two work days for forty hour personnel), provided the employee has been advised in advance of this requirement. In the event of the latter requirement, the City shall bear the cost of sending the employee to a physician designated by the City or to a physician mutually agreed upon by the employee and the City. In emergency cases, employees may be granted sick leave for doctor or dental appointments, if approved by the Fire Chief. Section 3. Integration With Worker's Compensation. When an injury occurs.in the course of employment, the City's obligation to pay under this sick leave article is limited to the difference between any payment received for time loss benefits under Worker's Compensation laws and the employee's regular pay. In such instances, one third (1/3) charges will be made against accrued sick leave. Section 4. Sick Leave Without Pay. Upon application by the employee, sick leave without pay may be granted by the City for the remaining period of disability after accrued sick leave has been exhausted. The City may require that the employee submit a certification from a physician periodically during the period of such disability, and before returning to work. After accrued sick leave has been exhausted, an employee may elect to use accrued vacation and/or compensatory leave for sick leave. The City shall notify an employee approximately 30 calendar days before paid sick leave is exhausted. An employee must file a written request for sick leave without pay to the Fire Chief, fourteen (14) calendar days before paid leave is exhausted, otherwise he shall be considered as having resigned his position with the City. Section 5. Termination. Sick leave is provided by the City in the nature of insurance against loss of income due to the illness or injury. No compensation for accrued.sick leave shall be provided for any employee upon his death or termination or other separation of employment for whatever reason, except as provided in ARTICLE XVII, Section 2. Sick leave shall not accrue during any period of leave of absence without pay. ARTICLE IX FUNERAL LEAVE Section 1. Funeral Leave. An employee shall be granted one working shift(two work days for forty hour personnel) funeral leave with regular pay in the event of death in the immediate family of the employee. The immediate family shall be defined as spouse, parents, grandparents, children,brothers and sisters of the employee and the parents, children, brothers, sisters and grandparents of the employee's spouse. The employee will be paid his regular hourly rate for any such days of excused absence which occur only during his assigned workweek. An additional working shift shall be granted, if the funeral is over 500 miles from Ashland, one way. Leave with pay of up to four(4)hours may be granted when an employee serves as a pallbearer, irrespective of whether the deceased is an immediate family member. ARTICLE X OTHER LEAVES OF ABSENCE Section 1. Leaves of Absence Without Pay. Leaves of absence without pay,not to exceed one(1) year,may be granted upon establishment of reasonable justification and where the Fire Chief or his designee has determined that the operation of the Department.will not be negatively impacted by the temporary absence of the employee. Requests for such leaves must be in writing, and submitted to the Fire Chief or his designee thirty(30)days prior to the requested leave date. Section 2. Jury Duty. Employees shall be granted leave with pay for service upon a jury, provided, however, that the regular pay of such an employee for the period of absence shall be reduced by the amount of money received by him for such jury service. Upon being excused from jury service for any day an employee shall immediately contact his supervisor for assignment for the remainder of his or her regular workday. Section 3. Appearances. Leave with pay shall be granted for an appearance before a court, legislative committee,judicial or, quasi-judicial body as a witness in response to a subpoena or other direction by proper authority, provided, however, that the regular pay of such employee shall be reduced by an amount equal to any compensation he may receive as witness fees. Section 4. Required Court Appearances. Leaves of absence with pay shall be granted for attendance in court in connection with an employee's officially assigned duties, including the time required for travel to the court and return to the employee's headquarters. The regular overtime rate, if applicable, shall apply to employees who are off duty, provided that any compensation he may receive as witness fees shall be paid over to the City. Section 5. Election Day. Employees shall be granted two (2) hours to vote on any election day only if, due to scheduling of work, they would not otherwise be able to vote. Section 6. Union Business. Employees elected to any legitimate full time paid Union office which takes them from their employment with the City, shall upon written request of the Union and the employee,be granted a leave of absence of up to one (1) year without pay, renewable upon application. Employees selected by the Union to. attend conventions and related union activities shall, upon written request of the Union and the employee, be granted a leave of absence of up to thirty (30) days without pay. Employees selected by the Union to attend collective bargaining sessions between the Union and the City shall not suffer a loss of pay or benefits as a result of attendance at such meetings. However, all efforts shall be made to schedule such meetings so as not to affect the staffing or operation of the Department. Not more than three (3) members shall be allowed this time off for any one meeting.. During collective bargaining sessions, bargaining team members may trade time without the application of ARTICLE XVI, Section 11, parts (d) and (e), and further without any records being kept by the City as to trade time debts between employees during such sessions. Section 7. Educational Leave. After completing one (1) year of continuous service, an employee, upon written request, may be granted a leave of absence without pay by the City for the purpose of upgrading his/her professional ability through enrollment in education courses directly related to employment at an accredited school or course of study. The period of such leave of absence shall not exceed one (1) year, but may be renewed or extended upon request of the employee and approval by the .Fire Chief or his designee. One year leaves of absence, with requested extensions, for educational purposes may not be provided more than once in any three (3) year period. Replacements shall be considered temporary employees. Employees shall also be granted time off with pay for educational purposes, for reasonable lengths of time, to attend conferences, seminars, briefing sessions, training programs, and other programs of a similar nature that are intended to improve or upgrade the employee's skill and professional ability, when ordered or approved by the Fire Chief or his designee. Section 8. Military Leave. Military leave shall be granted in accordance with state and federal law. The City shall recognize the military year October 1 to September 30 for all employees. Section 9. Failure to Return from Leave. Any employee who is granted a leave of absence and who fails to return to work at the expiration of said leave of absence, shall be considered as having resigned his position with the City, and his position shall be declared vacated; except and unless the employee, prior to the expiration of his leave of absence,has requested an extension and furnished evidence that he is unable to work by reason of sickness, physical disability, injury or other legitimate reason beyond his control. ARTICLE XI COMPENSATION Section 1. Pay Schedule. Employees shall be eempeasated in ReGardanee v.ith the pay schedules attaehed W this Agreefaef#. Upon promotion fpem the FiFefightec- elassifioation to the Engineer-rate of pay shall be the eatfy level salary oF the.next level salar-y, if the entfy level salary is less , than the rime of pay earned in the lower elassifieati6n. if appointed to the seeend step, X118 1 1 re advaneing to the next step. effTlayee sWl remain in that step fortw& —2) .1 Employees shall be compensated in accordance with the pay schedules attached to this Agreement and marked "Appendix B" which is hereby incorporated into and made a part of this Agreement. Both engineer and captain pay will be calculated based upon Top Step Firefighter EMT-Basic pay. Appendix B will reflect the following (a) Engineers will receive and additional: 3% for the first year (Step 1) 6% for the second year(Step 2) 9%thereafter(Top Step) (b) Captains will receive an additional: 14% for the first year(Step 1) 19% for the second year(Step 2) 24%thereafter(Top Step) When any position not listed on the pay schedule is established, the City shall designate a job classification and pay rate for the position. The Union shall be notified and the pay rate established by the City shall be considered tentative until the Union has been afforded the opportunity to meet and discuss the matter. If the Union does not agree that the classification or pay rate is proper, the Union may submit the issue as a grievance according to the grievance procedure or pursue dispute resolution procedures pursuant to ORS as appropriate. Section 2. Pay Periods. Employees shall be paid twice for every twenty-seven(27) day cycle. (a) The first payday of the cycle will be a draw, and will reflect no more than one- half of the pay for regular scheduled hours for the full twenty-seven (27) day cycle. The first payday will be on the twentieth (20th) day of the cycle, unless such day falls on a Saturday, Sunday or Holiday, in which case the payday will be the preceding work day. (b) The second payday of the cycle will reflect the total hours worked in the twenty- seven day cycle, less the draw amount paid in (a) above and all deductions, plus additions for premium pay (overtime, call-back, etc.) The second payday will be on the sixth (6th) day following the close of the twenty-seven day cycle, unless such day falls on a Saturday, Sunday or Holiday, in which case payday will be on the preceding work day. (c) A schedule showing all scheduled paydays shall be posted on Department bulletin boards, each fiscal year. Section 3. Overtime. (a) The City has the right to assign overtime work as required in a manner most advantageous to the City and consistent with the requirements of municipal service and the public interest. Except as provided in Article XVI, Section 11, shift employees shall be compensated at the rate of one and one-half times their regular rate for work performed outside their regularly scheduled straight-time shifts of 204 hours during a twenty-seven (27) day cycle as set forth in ARTICLE VII, Section 1. Forty (40) hour personnel shall be compensated at overtime rates for all hours worked in excess of forty (40) hours within each workweek as defined in ARTICLE VII Section 1. For shift employees, overtime may result. from scheduled overtime, as well as call-backs and hold-overs as follows: Call-Back Overtime. Employees called back to work shall receive overtime pay with a guaranteed minimum of one (1) hour at double time for the work for which they are called back. All additional hours worked and annexed to the one (1) hour call-back shall.be paid at the overtime rate of time-and-one-half(1-1/2) the regular rate of pay until the beginning of the employee's regular scheduled work shift. Scheduled Overtime. Scheduled overtime is defined as required.overtime work for which the employee received notification no less than ten (10) hours prior to the reporting time specified, and shall be compensated at one and one-half(1-1/2) times his regular rate of pay. Scheduled overtime also includes work performed in excess of 204 hours in a twenty-seven (27) day cycle that is scheduled by the Department. Such time worked shall also be compensated at one-and-one-half(1- 1/2)times an employee's regular rate. Hold-Over Overtime. Hold-over overtime is defined as required overtime work for which an employee is required to remain at work beyond his regular work shift or workday and shall be compensated at one and one-half(1-1/2) times the employee's pay. In no event shall overtime compensation be received twice for the same hours worked. (b) Compensation for authorized overtime shall be paid in the form of pay at the applicable rate or banked as compensatory time off. All overtime shall be recorded by the employee and must be approved by the Fire Chief or designated supervisor. (c) For purposes of the Company overtime under the Federal Fair Labor Standards Act and state statute only, authorized leave with pay shall be considered hours worked. (d) Overtime may be taken in the form of compensatory time off in lieu of paid compensation. Such time off shall be approved by the Fire Chief and shall not be unreasonably withheld. The Fire Chief may withhold .approval when the complement of employees has been temporarily reduced due to scheduled vacations, or other previously approved leaves for other employees on that shift. There may be up to a total of two (2) employees on compensatory time off or vacation, at any given time. Permission for such time off must be requested from the affected shift's Captain at least forty-eight (48) hours in advance of the time off. Such time off must be taken in increments of not less than two (2) hours, and shall not interfere with the operations of the Fire Department. Provided, however, that the compensatory time off may not be taken by virtue of hours worked in excess of 53 and less than 57 in a work week. The maximum compensation time that maybe accrued is 112 hours (80 hours for 40-hour employees). . Section 4. EMT Certification. ✓ The City and the Union recognize the need to have highly trained employees to operate the City's rescue equipment and to respond to medical emergencies. To this end, the City and the Union agree as follows: Emergency Medical Technician-B (EMT-B) certification shall be the mandatory minimum level of certification required for all positions in the bargaining unit. (a) The employee shall be responsible for continuing to maintain the required level of EMT certification as a condition of continued employment. (b) The City will pay expenses associated with mandatory EMT recertifications and other mandatory certifications. Such, expenses may include transportation and travel costs, application and test fees, registration fees, etc. The City will decide how many employees will be involved at any one time due to budgeting and staffing requirements. (c) Except as otherwise provided in this Agreement, certified Emergency Medical Technicians (EMT's), shall be compensated as follows: £i14T '13' 1.671; of top Firefig,teppay EMT `I' 3.0% of top Firefighter pay EMT `P' 7.25%of top Firefighter pay All the above amounts shall be incorporated into the base wage schedule set forth in Appendix B. If any individuals achieve a higher level of certification, the City will pay the premium pay for the higher level. Section 5. "Working Out of Classification." When an employee is required to work in a higher job classification for at least two (2)hours or more, he/she shall receive the pay rate for the higher classification for time worked in a higher classification until the return to their previous job classification. If an employee takes vacation, sick leave or other paid time off while working in a higher classification and returns to the higher classification, he/she shall be paid their regular position's salary rate for such vacation and sick leave. The Fire Chief may assign an employee to acting-in assignments. Subject to the foregoing, the rate of pay shall be the entry level salary established for the higher position or the next level salary if the entry level salary is less than the rate of pay earned in the lower classification. Section 6. Educational Expense Reimbursement. The City shall pay the cost of books and tuition for successfully completed,job-related courses which have been approved in advance by the Fire Chief. In the event that an employee leaves City service sooner than two years after completion of the course(s), the amount paid by the City. will be deducted from the employee's final paycheck to the extent the deduction does not reduce the employee's wages below legal minimums. If the deduction is not sufficient to fully reimburse the City, the employee shall be responsible to make a direct payment in the amount of the differential. Section 7. Mileage. An employee required to report for special duty assignment at any location other than their permanent reporting location and who is required to use their personal automobile for transportation to such location shall be compensated at the rate established by the City, for the use of such automobile directly in the line of duty. Section 8. Haz Mat Team. Should the City participate in the regional haz-mat program, each member of the Haz-Mat Team who maintains membership status on the response team, shall be compensated as follows: (a) Each team member shall be paid an incentive of$500.00 per year for maintaining their required membership status. Payment shall be made in December for the next calendar year. Should the team member not complete an entire year, then the . City shall be reimbursed on a monthly prorated basis. (b) Team members shall receive time and one-half their regular pay when involved in a state approved Hazardous Materials Team Activity, or off-duty training required by the Fire Chief. (c) Team members shall receive double their regular pay when activated for response to a Hazardous Materials incident(2-hour minimum). (d) Team members shall receive an annual baseline physical, paid for by the City, to maintain their membership on the regional team. Section 9. Field Training Paramedic Program. Should the City participate in a Field Training Paramedic(FTP) Program, each member assigned by the department as an FTP will receive $90.00 per month, for each calendar month that the employee is so assigned. ARTICLE XII DISCIPLINE AND DISCHARGE Section 1. No regular employee as defined in ARTICLE XIV, Section 4, may be disciplined except for just cause and after due process. Disciplinary action may be imposed upon any employee for failing to fulfill his or her responsibilities as an employee. Conduct reflecting discredit upon the City or Department or which is a direct hindrance to the effective performance of the City functions shall be considered just cause for disciplinary action. Such cause may also include misconduct, inefficiency, incompetence, insubordination, misfeasance, malfeasance, the willful violation of Department rules or for political activities forbidden by law. Section 2. Discipline for just cause may include the following: 1. Written reprimand; 2. Demotion; 3. Suspension; 4. Discharge. Section 3. An employee may be suspended from employment, with or without pay, while charges against the employee are investigated. Such a suspension may be for no more than five(5) working days, unless mutually extended by the parties. If the employee is cleared completely of the charges, the. affected employee will be immediately reinstated without loss of pay or benefits..If the charges are upheld, the suspension or any part of it may be determined to be part of the discipline, effective as of the date of suspension. Section 4. In the event of an offense of such serious nature that immediate disciplinary action is required, the employee may be suspended immediately from employment until such charges are investigated and a decision made to continue or terminate the employee. If the employee is cleared completely of the charges, the affected employee will be immediately reinstated without loss of pay or other benefits. If charges are upheld, the termination date will be the date of suspension. Section 5. In any case of suspension, a written notice of the charges against the employee, and grounds for suspension shall be supplied to the Union and affected employee. Any disciplinary action that is protested, shall be protested only as grievance through the regular grievance procedure. Section 6. Two (2) years from the date a written reprimand is issued it shall be removed from personnel records provided no other infractions have occurred concerning the same matter. Section 7. An employee having less than twelve(12)months continuous service shall serve at the discretion of the City. ARTICLE XIII SETTLEMENT OF DISPUTES Section 1. Grievance and Arbitration Procedure. Any grievance or dispute which may arise between the parties concerning the application, meaning or interpretation of this Agreement shall be settled in the following manner, provided however, the time limits can be extended by mutual consent of the parties. Once a grievance has been filed in writing it may not be changed except as to facts. STEP I (Informal). The affected employee shall discuss the problem with the Fire Chief or his designee within seven (7) business days of its occurrence. The discussion shall include factual details of the incident, the section of this Agreement allegedly violated and the specific remedy requested. The City shall have the seven (7) business days to attempt to resolve the matter and shall answer the employee either verbally or in writing. If the problem is not resolved within the seven (7) business days, it may proceed as a grievance to the second step. STEP II. If the problem has not been settled between the affected employee and the Fire Chief or his designee, it may be presented as a grievance in writing by the Union representative to the Fire Chief within seven (7) business days after the response specified in Step I is due. The written notice shall include details of the grievance, the section of this Agreement allegedly violated and the specific remedy requested. The Fire Chief shall respond to the Union representative in writing within seven (7) business days after receipt of the grievance. STEP III. If the grievance still remains unadjusted, it may be presented by the Union to the City Administrator or his designee(s) within seven (7) business days after the response specified in STEP II is due. The City Administrator or his designee(s) shall respond in writing to the Union within seven.(7)business days. STEP IV. If the grievance is still unsettled, either party may, within ten (10) calendar days after the reply of the City Administrator is due, by written notice to the other, request arbitration of the dispute under STEP V. STEP V. If the grievance is still unsettled, either party may within ten (10) calendar days of the decision of the City Administrator or his designee, under STEP IV, have the right to have the matter arbitrated by a third party jointly agreed upon by the City and the Union. If the parties are unable to agree.upon an arbitrator, the American Arbitration Association or the Oregon Employment Relations Board shall be requested to submit a list of five names of Oregon and/or Washington arbitrators. Both the City and the Union shall have the right to strike two names from the list. The party requesting arbitration shall strike the first name and the other party shall then strike one name. The process shall be repeated and the remaining person shall be the arbitrator. The City and the Union shall meet in a pre-hearing conference and shall prepare a submission agreement regarding the specific issue(s) in dispute. The designated arbitrator shall hear both parties as soon as possible on the disputed matter and shall render a decision within thirty (30) calendar days which shall be final and binding on the parties and the employee. The . arbitrator shall have no right to amend, modify, nullify, ignore or add provisions to the Agreement, and shall be limited to consideration of the particular issue(s) presented to him. His decision shall be based solely upon his interpretation of the meaning and application of the Agreement. Expenses for the arbitrator shall be home equally by the City and the Union, however each party shall be responsible for compensating its own representatives and witnesses. If either party desires a verbatim recording of the proceeding, it may cause such record to be made, provided it pays for the record. If the other party desires a copy, both parties shall jointly share the cost of the transcript and all copies. If any grievance is not presented or forwarded by the employee or Union within the time limits specified above, such grievance shall be deemed waived. Section 2. Stewards. Employees selected by the Union to act as Union representatives shall be known as "stewards" and shall not exceed three (3) in number. The names of the employees selected as stewards and the names of local Union representatives, state council or international representatives who may represent employees, shall be certified in writing to the City by the Union. Duties required by the Union of stewards, excepting attendance at meetings with supervisory personnel and aggrieved employees arising out of a grievance already initiated by an employee under Section I above, shall not interfere with their or other employees' regular work assignments as employees of the City. On-the-job contacts between stewards and an aggrieved employee shall be made so as not to interfere with or.disrupt regular Fire Department operations and with the consent of the Fire Chief or his designee. Requests for such contacts shall not be unreasonably denied, but shall be limited to a total of no more than six (6) hours per month. Union stewards shall not solicit, or "shop" for grievances while on duty. Time allowed to be authorized for contacts between stewards and an aggrieved employee under this Article shall be used to solve problems, not to encourage them. Stewards shall make every effort to attempt to make contacts during their off-duty hours. ARTICLE XIV SENIORITY Section 1. Seniority. Seniority shall be an employee's length of continuous service with the bargaining unit, dating from his last date of hire and shall apply by job classification in the matter of layoff and recall. In the event of a layoff, such a laid off employee may exercise his seniority to bump into a lower job classification within the Department, provided he is qualified to perform the work. To prevent unnecessary disruption and delays, employees must exercise their bumping rights in writing within seven (14) calendar days of receipt of notice of layoff. Recall from layoff shall be in the reverse order of seniority,provided the recalled employee is qualified to perform the work. Seniority shall continue to accrue during: (a) Authorized sick leave or disability leave up to ninety(90) calendar days; (b) Vacation leave; (c) Educational leave approved by the City; (d) Military leave as specified in ARTICLE X Section 8; (e) Funeral leave; (f) Jury duty; (g) Promotion to a supervisory position outside of the bargaining unit for six (6) months; Section 2. Suspension of Seniority. Seniority shall be retained, but shall not continue to accrue during: (a) Authorized sick leave or disability leave in excess of ninety(90) days; (b) Educational leave requested by the employee; (c) Military leave in accordance with law; (d) Election to a full time paid Union office up to one (1) year, renewable upon application; and (e) Other authorized leaves of absence of up to one (1).year. Section 3. Termination of Seniority. Seniority and the employment relationship shall be broken or terminated if an employee: (1) Quits; (2) Is discharged for just cause; (3) Is absent from work without notification to the Fire Chief or his designee, by the beginning of his next regularly scheduled work shift; (4) Is laid off and fails to report to work within five (5) days after being recalled; (5) Is laid off-from work for any reason for 24 months or for a period of time equal to his seniority, whichever is shorter; (6) Fails to report for work after the termination of a leave of absence; (7) If while on a leave of absence for personal health reasons accepts other employment without permission, or(8) Retires. Section 4. Probationary Period. The probationary period is an integral part of the employee selection process and provides the City with the opportunity to upgrade and improve the Department by observing a new employee's work, training, aiding new employees in adjustment to their position, and by providing an opportunity to reject any employee whose work performance fails to meet required work standards. Every new employee hired into the bargaining unit shall serve a probationary period of twelve (12) full months,after which they shall be considered a regular employee and granted seniority retroactively to the last date of hire. The Union recognizes the right of the City to terminate probationary employees for any reason and to exercise all rights not specifically modified by this Agreement with respect to such employees. Termination of a probationary employee shall not be subject to the grievance procedure under ARTICLE XIII. Section 5. Layoff and Recall Recall from layoff exceeding three (3) shifts shall be by certified letter sent to the employee at their last known address furnished to the City by an employee. The City may also use any means to return an employee sooner. The City may require the successful completion of a medical examination as a prerequisite to returning an employee to work following a layoff, at City expense. ARTICLE XV PROMOTIONS Section 1. Testing. No employee shall be promoted from one rank to another without first having passed a promotion examination. Promotion examinations shall be based upon ascertained merit and standing upon examination. Promotional opportunities shall be posted for at least twenty-one (21) calendar days prior to the beginning of the testing procedure. Whenever a promotional examination is given, the notice announcing such examination shall state: the passing score on all parts of the examination; the relative weight of each part of the examination and the length of time the eligibility list established by the examination process will be effective. Section 2. Eligibility. It shall be a prerequisite that any applicant for examination for a position or classification above that of firefighter in the bargaining unit, shall have had service for at least two (2) years for Engineer, and three (3) years for Captain in the Fire Department of the City of Ashland. Promotional vacancies for classifications listed in "Appendix A" may be filled from outside the Ashland Fire Department only in the event of the following: .(a) If; after posting a promotional opportunity in accordance with Section 1 of this Article, the City receives no notices of intent to participate as outlined in Section 3 of this Article; (b) If it is found for Engineer that, after testing in accordance with the terms of this Article, no one within the bargaining unit is deemed qualified for the position by virtue of test scores; or (c) If it is found for Captain that, after testing in accordance with the terms of this Article, there are not at least three (3) employees within the bargaining unit deemed qualified for the position by virtue of test scores. Section 3. Procedure. Employees must submit in writing to the Fire Chief or his or her designee, their intent to participate in the testing procedure not later than ten (10) calendar days prior to the test date. The content of the examination shall be limited to measuring of skill, technical knowledge and level of self-development attained for the classification sought by applicants. When oral examinations are given, the oral board will be made up of Fire Department members from outside the Ashland Fire Department. Section 4. Credit for Seniority. In the event two (2) or more applicants are equally qualified by virtue of identical test scores, seniority shall govern placement on the promotional list. Section 5. Promotional List. Promotional lists shall be established from test scores, with number one on the list being that employee who had the best or top overall score. The list will serve to advise each applicant of his standing relative to the outcome of the testing procedure. Section 6. Appointment. When the City desires to fill a vacancy, it shall choose the candidate with the highest overall score on the eligibility list, unless the Fire Chief determines that such individual is not the most qualified. and puts his reasons for such a determination in writing. Section 7. Promotional Probationary Period. Regular employees promoted into a higher,classification shall serve a promotional probationary period of twelve (12) full months. The Union also recognizes the right of the employer to demote an employee on promotional probationary status to his previous position. Demotion of an employee on promotional probationary status shall not be subject to the grievance procedure under ARTICLE XIII. Such demotion shall not be considered a disciplinary action. The reasons for demotion shall be supplied in writing to the demoted employee within 48 hours after the demotion. ARTICLE XVI GENERAL PROVISIONS Section 1. Bulletin Boards. The City agrees to furnish and maintain a suitable bulletin board in a convenient place in the work or assembly area to be used by the Union. The Union shall limit its posting of Union notices and bulletins to such bulletin board, which shall be used only for the following Union notices and bulletins: (a) Recreational and social affairs of the Union (b) Union meetings (c) Union elections (d) Reports of Union committees (e) Rulings or policies of the International Union In addition, the Union may post one IAFF sign, and may use the dayroom for Union meetings, provided they first secure permission from the Captain. Section 2. Visits by Union Representatives. The City agrees that accredited representatives of the International Association of Firefighters and the Oregon State Firefighters Council, upon reasonable and proper introduction, may have reasonable access to the premises of the City at any time during working hours for the purposes of assisting in the administration of this Agreement, if they first obtain permission to do so from the Fire Chief or his designated representative. Section 3. Solicitation. The Union agrees that its members will not solicit membership in the Union or otherwise carry on Union activities during working hours, except as specifically provided in this Agreement. Section 4. Existing Conditions. It is understood and agreed that there exists within the Fire Department certain established working conditions which constitute employment relations under ORS 243.650 through 243.782 which shall continue in effect for the term of this Agreement, unless or until changed by mutual agreement of the parties, or by the City in accord with its prerogatives stated elsewhere in this Agreement, or as required by appropriate State or Federal laws, orders or regulations. In case of changes by other than mutual agreement, the Union shall be notified as soon as practicable of a change or proposed change. Section 5. Rules. It is jointly recognized that the City must retain broad authority to fulfill and implement their responsibilities and may do so by written work rules, existing or future. It is agreed, however, that no work rule will be promulgated or implemented which is inconsistent with a specific provision of this Agreement. Section 6. Other Employment. Prior to accepting outside employment, an employee shall first discuss the matter with the Fire Chief. Acceptance or continuance of regular outside employment by an employee shall be subject to the following criteria: (a) The need for mentally and physically alert public safety employees. (b) Insulating employees from potential conflict of interest situations. (c) Maintaining efficiency unimpaired by other employment, recognizing the nature of the job requiring firefighters to be available for emergency duty twenty-four (24)hours a day. Section 7. Supervisory Employees. It is understood that supervisory employees not covered under this Agreement shall not perform work within the jurisdiction of the Union except in the case of an emergency, or for purposes of instruction or training, or where the complement of regular employees is temporarily reduced by reason of absence of any employee due to illness or other legitimate reason, or where the work load is temporarily increased. Section 8. Uniforms, Protective Clothing and Devices. If an employee is required to wear a uniform, protective clothing or use any type of protective device, such articles shall be provided by the City. Replacements to the initial uniform issued shall be provided through an annual.uniform allowance of$225.00, set aside for the exclusive use of each member of the Union for the purchase of required clothing ordered through the Fire Chief or his designee. Lost protective clothing or devices, or damage to protective clothing or, devices due to negligence, shall be reimbursed to the City by the employee. Failure of an employee to wear required uniforms, protective clothing, or use protective devices as prescribed by the City shall be cause for disciplinary action as set forth in ARTICLE XII. Loss or damage to personal items owned by the employee shall be the responsibility of the employee. Section 9. Position Classification. The general classifications of labor which shall be recognized throughout this Agreement shall be those set forth in Appendix A. Section 10. Personnel Files. Employees shall have the right to: (a) Inspect their official personnel records kept in the office of the Personnel Director on a quarterly basis. (b) Acknowledge the placement-of new materials in their files. (c) Challenge or reply to materials which the employee believes to be obsolete or otherwise inappropriate for evaluation,promotion, or retention. Section 11. Trade Time. The City shall allow time trades provided that: (a) Such trades are applied for on a form provided by the City; (b) Permission is granted by the affected shifts' Captain at least 48 hours in advance of the time to be traded. Such permission shall not be unreasonably denied; (c) The City shall not be liable for payback of time traded or overtime worked as a result of such trades; (d) Trades shall be allowed in increments of not less than two (2)hours; (e) Trades shall not interfere with the operations of.the Fire Department. This section shall be interpreted to include protection of paramedic staff; (f) Trades shall occur only between employees of the same job classification, or between equally qualified employees according to the Fire Engineers' promotional eligibility list; (g) Shift trades may be restricted to insure that the minimum Engineer and Firefighter staff level and at least two EMT-P's are on duty at all times; ARTICLE XVII HEALTH AND WELFARE AND RETIREMENT Section 1. Health and Welfare. As of May 1, 2004, the City agrees to pay 95% of the cost of the premium for the health and welfare benefit plans shown in Appendix "C" or their equivalent for the duration of this agreement. Employees shall pay 5% for the cost for their coverage through payroll deduction. Retired employees shall be allowed to participate in the existing insurance plan at their own expense to the extent required by state of federal law. E'er e fi,,, May 1, 21 The City shall also make available to employees an optional choice to participate in the Personal Choice Flexible Spending Account Programs (pre-tax health premium and health and dependent care expense reimbursement). Section 2. Health and Welfare Committee. The Union and the City jointly recognize the escalating cost of Health and Welfare insurance and services. In an effort to control cost and provide the maximum benefits possible, the City may establish an employee-based benefits committee with one member appointed by the bargaining unit. The committee will meet at the option of either the City or the Union, will review insurance options and make recommendations related to controlling costs. Section 3. Retirement. The City agrees to maintain its existing Retirement Plan, subject to the terms and provisions thereof, as it applies to regular employees in the bargaining unit. Upon retirement, one-half of accumulated sick leave will be applied to retirement as set forth in ORS 238.3507153. The City will also assume or pay the employee's contributions required by ORS for all employees included under this Agreement at a uniform rate of six (6)percent.. Section 4. Deferred Compensation. The City agrees to contribute $15.00 per month in matching funds per member enrolled in a City deferred compensation program (currently ICMA or AETNA). This program is at the option of the member and contingent upon a minimum$15.00 per month contribution paid by the member. In addition, as an incentive to amend language regarding the provision of health insurance benefits to make clear the City has agreed to provide a health insurance package and not specific individual benefits, the City agrees to contribute $25.00 per month an eligible deferred compensation program for each member. v ARTICLE XVIII WORKER'S COMPENSATION Section 1. Worker's Compensation. All employees will be insured under the provisions of the Oregon State Worker's Compensation Act for injuries received while at work for the City. Section 2. Supplementary Payment. Compensation paid by the City for a period of sick leave also covered by worker's compensation shall be equal to the difference between the worker's compensation pay for lost time and the employee's regular pay rate, as described in ARTICLE VIII, Section 4. ARTICLE XIX LIABILITY INSURANCE The City shall purchase liability insurance as set forth in ORS 30.270 and containing such terms and conditions as are necessary for the protection of all employees covered by this Agreement against claims against them incurred in or arising out of the performance of their official duties. The premiums for such insurance shall be paid by the City. ARTICLE XX SAVINGS CLAUSE AND FUNDING Section 1. Savings Clause. Should any article, section, or portion thereof, of this Agreement be subsequently declared by the proper legislative or judicial authority to be unlawful or unenforceable, or not in accordance with applicable statutes or ordinances, all other provisions of this Agreement shall remain in full force and effect for the duration of this Agreement. Section 2. Funding. The parties recognize that revenue needed to fund the wages and benefits provided by the Agreement must be approved annually by established budget procedures and in certain circumstances by vote of the citizens of the City. The City shall not reduce the wages and benefits specified in this Agreement because of budgetary limitations, but cannot and does not guarantee any level of employment in the bargaining unit covered by this Agreement. The City agrees to include in its annual budget request amounts sufficient to fund the wages and benefits provided by this Agreement, but makes no guarantee as to passage of such budget requests or voter approval thereof. ARTICLE XXI W TERMINATION AND REOPENING This Agreement shall be effective as of the 1 st day of July, 20063 or upon execution, whichever is later, and shall remain in full force and effect until the 30th day of June, 20096, and shall terminate all prior agreements and practices, and concludes all collective bargaining during the term of this Agreement. This Agreement nullifies and supersedes all previous documents including Letters of Understanding between the parties unless such documents are specifically reinstated for the duration of this Agreement. It shall be automatically renewed from year to year thereafter unless either party shall notify the other in writing not sooner than one hundred eighty (180) days nor less than ninety (90) days prior to the expiration or subsequent anniversary date that it wishes to modify this Agreement for any reason. Such notification shall include the substance of the modification and the language with which such desired modifications are to be expressed. In the event notice to modify is given, those provisions not reopened shall automatically renew. In the event that such notice is given, negotiations shall begin not later than thirty (30)days after said notice, unless otherwise mutually agreed. This Agreement shall remain in full force and effect during the period of negotiation. ASHLAND FIREFIGHTERS ASSOCIATION INTERNATIONAL ASSOCIATION OF FIREFIGHTERS,LOCAL#1269 CITY OF ASHLAND, OREGON By: By: Date: CITY OF ASHLAND, OREGON By: Date: APPENDIX "A" CLASSIFICATIONS WITHIN THE BARGAINING UNIT Firefighter Fire Engineer Fire Captain J APPENDIX "B" SALARYSCHEDULE Wages for all covered positions within the bargaining unit be adjusted by a five percent increase effective July 1, 2006, a five percent(5%) increase to be effective July 1, 2007, and a five percent (5%) to be effective July 1, 2008. APPENDIX "C" HEALTH AND WELFARE BENEFITS Section 1. Health and Welfare. The City agrees to pay ninety-five percent(95%) of the premium for employee and/or family coverage through the term of this agreement for the following health and welfare plans. The employee agrees to pay five percent(5%) of the premium, to be deducted from the employee's check through regular payroll deductions. The parties recognize this agreement is to provide the insurance plans. Plan benefits are subject to annual adjustments. Nothing in this agreement shall be deemed a limitation on the annual plan benefit adjustments. In the event the plan is no longer offered, then both Union and City of Ashland shall mutually agree on a new plan. Any plan agreed to shall be to the greatest extent reasonable equal to or better than the last offered. In determining reasonable comparability, the premium costs for the new plan shall not exceed 110% of the final premium costs paid for the plan it is replacing. The plans and employee/family coverage levels agreed to are: (1) Blue Cross/Blue Shield of Oregon Plan V-A Health Insurance—employee and family coverage. (2) Blue Cross/Blue Shield of Oregon Dental Insurance Plan III—employee and family coverage. (3) Vision Services Plan- employee and family coverage. (4) $22 per month paid to the employee toward annual insurance deductible costs. (5) Mercy Flights' Insurance-Family coverage. (6) City paid reimbursement for routine physical exams for employee/dependents, if such coverage is not provided by(1) above: Age 2-18 ---- once every 3 years up to $100 Age 19-34 ----once every 5 years up to $175 Age 35-59 ----once every 2 years up to $175 Age 60+---- once every year up to $175 (7) City paid reimbursement for routine well-baby care, if such coverage is not provided in(1) above, to include first in-hospital exams; six doctor's office exams the first year; three exams the second year up to $100 each exam (includes exam, inoculations and x-ray expenses). (8) City paid reimbursement for programs contained in the City's Wellness Program. (9) Other benefit levels and maximum premium payments by the City shall be as follows: State mandated Life Insurance $1.35/mo. League of Oregon Cities Life Insurance $0.67/mo. League Dependent's Life Insurance $0.71/mo. Salary Continuation Plan $0.59/$100 mo. salary (10)Physical Fitness Reimbursement: 50%of membership cost up to a maximum of $120 per year. CITY OF ASHLAND Council Communication An Ordinance Replacing Chapter 2.50 of the AMC Meeting Date: 07/18/06 Primary Stag'Contact: Mike Franell,488-5350 A Department: Legal franellm@ashlandor.us // Contributing Departments:Finance and Public Works Secondary Staff Contact: Beth Lori,488-5350 Approval: Martha Bennett ,n 2 lorib @ashland.or.us Statement: !� The revisions to Ashland Municipal Code Chapter 2.50 better organize and make more efficient the procurement process. They also help clarify roles of various municipal personnel involved in the procurement process. Finally, the revisions track with the"minimum set of rules needed to exercise all Code authority and to comply with all Code requirements" as delineated in Barbara Novak's article, Local Rules Under the 2003 Public Contracting_Code, attached as Exhibit A. Background: There are five areas which differ significantly from the current AMC 2.50. One is that the delegation of authority is specified. Two is that the role of legal counsel in approving a contract is explained. A common question is what"approved as to form" means. The inclusion of this definition clarifies its meaning. Three is adding more checks and balances to the public contracting officer's authority to sign contracts without prior Council approval. The dollar amount is at $75,000. This amount is less than what the state of Oregon permits, which is up to $150,000. In consultation with Kari Olson and Dawn Lamb, the two primary municipal procurement officers, the limit of$75,000 allows them the ability to conduct business in a timely manner. Any amount less than $75,000 hamstrings their ability to successfully complete procurement transactions and creates bottlenecks for the City. Additional checks and balances for when the public contracting officer can sign a contract up to $75,000 are that (i)the contract cannot exceed twenty four months, (ii)the contract can be terminated by the City for convenience 30 or fewer days, (iii) funds are budgeted for the purpose of the contract, (iv) the contract as approved as to form by Legal Counsel—or is exempt—and (v) all other requirements for public contract code procurement have been satisfied. A fourth area is that Exhibit A is attached. Exhibit A lists mandatory provisions that must be in all public contracts. It also suggests certain additional contract provisions be uniformly included in all public contracts. Finally, the revisions include Exhibit B. This exhibit contains the rules and procedures for disposing of surplus property. It is in response to ORS 279A.185. 1 1.:, Related City Policies: City of Salem: PCR 1.4: Signature and Rulemaking Authority. (a)The City Manager, or in the absence of the City Manager, the Acting City Manager, is authorized to execute any contract, change order or contract amendment. The City Manager may provide, in writing, for sub-delegation of this authority for any contract with a contract price of less than $250,000, and any change order or contract amendment. (b) The City Manager may adopt additional administrative rules necessary to carry out the provisions of these rules, including, but not limited to rules establishing or limiting the delegation of authority and rules establishing fees and charges for the receipt of copies of solicitation documents and other documents related to contracting under the Public Contracting Code and these rules. City of Portland: A. For Contracts covered by PCC Chapters 5.33 and 5.34, and for revenue producing Contracts, the Purchasing Agent is authorized to: 1. Advertise for Bids or Proposals for Goods and Services without specific authorization from City Council, when the proposed purchase is included within the current fiscal year budget. 2. Award and execute Contracts for the purchase or lease of Goods and Services, and revenue producing services, without specific authorization by ordinance of City Council whenever the Contract Amount is $500,000 or less. 3. Award and execute Price Agreements for the purchase or lease of Goods and Services, including revenue producing services, if the yearly estimated cost to the City, or the yearly estimated revenue or value is $500,000 or less. 4. Recommend the Award of a Contract for Goods and Services, including revenue producing services by a report to City Council for Contracts in excess of$500,000. If the City Council adopts the recommendation, it shall approve the Award by ordinance. ORS 279B.070: 27913.070 Intermediate procurements. (1)Any procurement of goods or services exceeding $5,000 but not exceeding $150,000 may be awarded in accordance with intermediate procurement procedures. A contract awarded under this section may be amended to exceed $150,000 only in accordance with rules adopted under ORS 279A.065. (2) A procurement may not be artificially divided or fragmented so as to constitute an intermediate procurement under this section. (3) When conducting an intermediate procurement, a contracting agency shall seek at least three informally solicited competitive price quotes or competitive proposals from prospective contractors. The contracting agency shall keep a written record of the sources of the quotes or proposals received. If three quotes or proposals are not reasonably available, fewer will suffice, but the contracting agency shall make a written record of the effort made to obtain the quotes or proposals. (4) If a contract is awarded, the contracting agency shall award the contract to the offeror whose quote or proposal will best serve the interests of the contracting agency, taking into account price as well as considerations including, but not limited to, experience, expertise, product functionality, suitability for a particular purpose and contractor responsibility under ORS 279B.110. SECTION 1. 1 + (1) A public servant or the public servant's employer may petition a circuit court for an order enjoining a person who engages in conduct that: 2 C I T Y OF ASHLAND (a) Is directed at the public servant; (b) Relates to the public servant's employment or the public servant's status as an elected or appointed public servant; and (c) Constitutes any of the following crimes: (A) Obstructing governmental or judicial administration under ORS 162.235. (B) Assault under ORS 163.160, 163.165, 163.175 or 163.185. (C) Menacing under ORS 163. 190. (D) Criminal trespass in the first degree under ORS 164.255. (E) Disorderly conduct under ORS 166.025. (F) Harassment under ORS 166.065. (G) Telephonic harassment under ORS 166.090. (2) The petitioner has the burden of proof by a preponderance of the evidence under subsection (1) of this section. An order issued under this section is valid for one year after entry in the register of the court or until vacated by the court, whichever occurs first. (3) Contempt proceedings against a person who violates an order issued by a circuit court under subsection (1) of this section shall be as provided in ORS 33.055 or 33.065. (4) As used in this section, 'public servant' has the meaning given that term in ORS 162. 005. + } SECTION 2. { + (1) A person against whom an order is issued under section 1 of this 2005 Act may file a request for hearing with the court that issued the order within 30 days after the order is served on the person. A request under this section shall be in writing, shall be signed by the person and shall include the printed name, telephone number and mailing address of the person. (2) Upon the filing of a request under this section, the clerk of the court shall mail a copy of the request to the petitioner in the matter and shall notify the petitioner and the person filing the request of the date and time set for the hearing. + ) Ashland City Charter Article 2, Section: The Charter shall be liberally construed to the end that the City shall have all powers necessary or convenient for the conduct of its municipal affairs, including all powers that cities may assume pursuant to State laws and to the municipal Home Rule provisions of the State Constitution. . Staff Recommendation: Adopt the revisions. Potential Motions: Move to second reading an Ordinance Replacing Chapter 2.50 of The Ashland Municipal Code Relating to Rules of Procedure for Public Contracting.. Attachments: Novak, B., Local Rules Under the 2003 Public Contracting Code (2005). 3 W.:A EXHIBIT A LOCAL RULES UNDER THE 2003 PUBLIC CONTRACTING CODE Barbara Novak Harrang/Long/Gary/Rudnick PC. Most parts of the Public Contracting Code ("Code") are self-implementing, but many provisions cannot be used unless implementing rules are adopted, and some provisions mandate the adoption of local rules. This paper describes the minimum set of rules needed to exercise all Code authority and to comply with all Code rule requirements. MODEL RULES The Code directs the State's Attorney General to promulgate public contracting rules ("Model Rules") that can be used by state agencies and local governments. The Model Rules will control the contracting of a local government unless the local government expressly rejects the Model Rules and adopts its own rules.' The Model Rules were filed on September 1, 2004 and comprise divisions 46,47, 48 and 49 of OAR Chapter 137 (Department of Justice). The content of the Model Rules is generally as follows: Division 46- Rules applicable to all public contracts (promulgated under ORS Chapter 279A). Division 47- Rules for the procurement of goods and services (promulgated under ORS Chapter 279B). Division 48 - Rules for the selection of Architects, Engineer and Land Surveyors (promulgated under ORS 279C.100- 279C.125). Division 49- Rules for the solicitation and award of public improvement contract and general rules for construction contracts concerning relations with contractors and subcontractors and labor provisions (promulgated-under ORS 2791C.300-= 279C.870) Note Concerning "Procurement." The Code defines `procurement"as the act of purchasing, leasing, renting or otherwise acquiring goods or services. The word `procurement" is used liberally in ORS 279B but not in ORS 2790. The word "(4)A contracting agency that has not adopted its own rules of procedure in accordance with subsection (5) of this section is subject to the model rules adopted by the Attorney General under this section, including all modifications to the model rules that the Attorney General may adopt. This subsection does not apply to personal services contracts of local contracting agencies except for contracts for architectural, engineering and land surveying services and related services."ORS 279.A.065 Local Contracting Rules-Page 1 "procurement" in a sentence indicates that the object of the procurement is goods or services but not public improvements. EVERY LOCAL GOVERNMENT MUST ADOPT SOME RULES. A local government cannot rely on the Model Rules for all of its contracting needs. The Model Rules do not create special classes of contracts that are exempt from the general requirements for competitive bids and proposals. Any special exemptions preferred by a local government for the purchase of, for example, library books, police dogs, telecommunications systems or used property, or for procurements under $5,000n, must be created by the local government. The Model Rules do not provide procedures for personal service contracts of local governments. Each local government must define personal services and establish one or more methods for the award of personal service contracts. The Model Rules do not address issues of delegation of authority for decision making activities that the statutes assign to "contracting agencies." Each local government must adopt a rule of delegation. The Model Rules do not provide procedures for the disposal of surplus property. CONTRACT REVIEW BOARD/CONTRACTING AGENCY The powers and duties that are assigned to local governments by the Code fall into two categories: (1)those that must be exercised or performed by local contract review boards ("CRBs"), and(2)those that must be exercised or performed by"contracting agencies." Actions assigned to CRBs should be performed by a local government's governing body. Actions assigned to contracting agencies can be performed by the governing body or delegated to an executive or administrative official. Delegation. The Code allows the powers of contracting agencies to be delegated and sub- delegated."r Therefore, even local governments who use the Model Rules should adopt laws to delegate contracting power to a chief executive or "purchasing agent," Without appropriate delegation to an executive officer, even routine public contracting actions may require approval of the governing body. Both the Code and the Model Rules refer to exemptions from bidding for procurements under$5,000, but both the Code and the Model Rules state that the exemption must be used under rules adopted by the agency. n. ORS 279A.075 provides: "Unless otherwise provided in the Public Contracting Code,the exercise of all authorities in the code may be delegated and subdelegated in whole or in part. Notwithstanding delegations of authority under this section,a person's...exercise of the delegated authority is governed by the Code and rules adopted under the Code" Local Contracting Rules-Page 2 Suggestion: The rules adopted by the governing body should delegate administrative rulemaking authority to an executive/administrative official. For example: Except as otherwise provided in these rules, the powers and duties of the local contract review board under the Public Contacting Code shall be exercised and performed by the [governing body] and all powers and duties given or assigned to contracting agencies by the Public Contracting Code shall be exercised or performed by the Purchasing Agent or the Purchasing Agent's designee. BASIC RULES REQUIRMENT Several provisions of the Code require the adoption of implementing rules. In a few instances, described below, the authority to act is limited to local contract review boards. In all other cases, rules may be promulgated by the body, commission or official designated by a governing body as the rule making authority of the contracting agency. The rules that must be adopted by CRBs are described below under the heading"LOCAL CONTRACT REVIEW BOARD." The rules that must be adopted under the authority of contracting agencies are described below under the heading "CONTRACTING AGENCIES." The Model Rules that will apply if local rules are not adopted are referenced in the discussion and reproduced as end notes. LOCAL CONTRACT REVIEW BOARD ORS 279A.060 establishes the governing body of every local government as the local contract review board of that entity, but allows a governing body to delegate its CRB authority to another body, board or commission.. Therefore,unless a CRB delegation has been made, all CRB powers and duties should be exercised and performed by the governing body. Designation of Personal Services Contracts. A local contract review board, by ordinance, resolution, administrative rule or other regulation, may designate certain service contracts or classes of service contracts as personal services contracts (See ORS 279A.055(2)) and may also designate certain contracts as contracts for architectural, engineering and land surveying services or related services (ORS 2790.105). The second designation is not necessary and not useful unless the contracting agency has different rules for the award of contracts for architectural services than for the award of other types of personal services. Suggestion: The rule adopted to define and describe the classes, types or categories of personal service contracts should delegate authority to the entity's purchasing agent to determine whether a particular contract is of a type that falls within the definition of personal services, as in the following definition: "Personal services contract" and "Personal Services". A personal services contract is a contract primarily for the provision of services that require specialized Local Contracting Rules-Page 3 technical, creative, professional or communication'skills or talents, unique and specialized knowledge, or the exercise of discretionary judgment skills, and for which the quality of the service depends on attributes that are unique to the service provider. Such services include, but are not limited to, the services of architects, engineers, attorneys, auditors and other licensed professionals, artists, designers, computer programmers, performers, consultants and property managers. The Purchasing Agent shall have discretion to determine whether a particular type of contract or service falls within the foregoing definitions. Sole Source Procurement. The board must designate the person who shall have authority to declare that goods or services are only available from one source, but that person must use procedural rules adopted by the contracting agency for the declaration that the sole-source exemption applies. (See ORS 279B.075) Exemption to Allow Brand Name Specifications for Public Improvements.' ORS 279B.215 provides self-implementing rules under which a contracting agency may use brand-name specifications when purchasing goods or services under ORS Chapter 279B. A different law applies in the case of public improvements, however, and ORS 279C.345 prohibits specifications bl brand name, mark or manufacturer except in accordance with rules adopted by a CRB. Special Procurements. Only the contract review board can create or approve exemptions from the procurement methods prescribed by the Code. ORS 279B.085 authorizes exemptions to be created for the procurement of goods and services. ORS 279C.335 authorizes exemptions to be created for the selection and award of contracts for public improvements. Note, however, that a request for proposal process cannot be used to award a public improvement for which an exemption is obtained unless the contracting agency has adopted rules for that purpose. (See ORS 2790.400.) Recommendation: The 2003 Oregon Laws created an exemption to allow public improvement contracts for up to $100,000 to be awarded under an informal quote procedure, but the exemption will sunset on June 30, 2009. By adopting a CRB special class exemption for these contracts, a local government can preserve the exemption past the statutory sunset provision. Electronic Publication of Advertisements for Public Improvements. The CRB may adopt rules allowing bids for public improvements to be advertised electronically as provided in ORS 279C.360.3 ORS 279B.055 assigns the authority to promulgate rules for the electronic procurement of goods and services, however,to contracting agencies. Appeals of Prequatification Decisions and Debarments. The decision of a contracting agency to debar a contractor from competing for agency contracts or to deny pre- qualification of a contractor is subject to de novo review by the agency's CRB in accordance with rules of the CRB required by ORS 27913.425. Local Contracting Rules-Page 4 Concession Agreements. It is questionable whether contracts that grant a franchise or concession to operate a business on public property are "public contracts" because they do not fit within the definition of"public contract" under ORS 279A.010'v as either a sale or disposal of property or services or as an acquisition of property or services. When adopting contracting rules, a CRB may wish to provide for the selection and award of concession agreements. A definition of"concession agreement" might look something like the following: "Concession agreement." A concession agreement is a contract that authorizes and requires a private entity or individual to promote or sell, for its own business purposes, specified types of goods or services from a site within a building or upon lands owned by [Contracting Agency] and under which the concessionaire makes payments to the [Contracting Agency] based, at least in part, on the concessionaire's revenues from sales. The term "concession agreement" does not include an agreement which is merely a flat-fee or per-foot rental, lease, license, permit or other arrangement for the use of public property. CONTRACTING AGENCY The Code does not require "contracting agency" actions to be made by the governing body. In fact, ORS 279A.010 defines "Contracting agency" as including "any person authorized by a contracting agency to conduct a procurement on the contracting agency's behalf." Therefore, the authority to promulgate contracting agency rules can be delegated. Declaration of Intention to Adopt Local Rules and Reject Model.Rules. ORS 279A.065(5)provides: A contracting agency may adopt its own rules of procedure for public contracts that: (A) Specifically state that the [Model Rules] do not apply to the contracting agency; and (B) Prescribe the rules of procedure that the contracting agency will use for public contracts, which may include portions of the model rules adopted by the Attorney General. Personal Service Contracts. ORS 279A.070 provides: Each contracting agency authorized to enter into personal services contracts shall create procedures for the screening and selection of persons to perform personal services. A contracting agency may adopt a rule providing that personal service contracts be awarded under the statutes and Model Rules governing requests for proposals and intermediate procurements under ORS 27913.050 to 27913.085 and OAR 137-047-0250- 1v Public Contract is defined as"a sale or other disposal or a purchase,lease,rental or other acquisition by a contracting agency of personal property,services,including personal services,public improvements... Local Contracting Rules-Page 5 0290. The problem with this short-cut is that these Code provisions and Model Rules do not include any rules for award by direct appointment. Purchase of Equipment and Supplies from Federal Catalogs. The United States Administrator of General Services ("GSA") maintains posted catalogues of certain types of equipment that may be purchased by State and local governments, including law enforcement equipment suitable for counter-drug activities, pursuant to 10 USC 381, and computer equipment, pursuant to the e-government act of 1002. ORS 279A.180 requires contracting agencies to adopt rules for the purchase of goods available from federal agencies under 10 USC 381 or similar federal purchasing programs. Transfer, sale or disposal of personal property. If local rules for the disposal of personal property are not adopted under ORS 279A.185, after March 1, 2005, local governments will have to dispose of surplus personal property using the competitive bidding requirements of the Code. Small Procurements. The adoption of rules is required to exempt small value contracts for goods or services from formal competitive procurement requirements. ORS 27913.065 also provides that a contract awarded as a small procurement may not be amended unless the rules authorize amendment The Model Rules do not describe how a small procurement can be awarded. Some local rule must be adopted to use this provision. Informal Selection of Good and Services. ORS 27913.070 provides an informal quote procedure for the procurement of goods or services exceeding $5,000 but not exceeding $150,000.5 However, rules must be adopted to authorize a contract awarded under this section to be amended to exceed$150,000. 6 Recommendation: The Model Rules have a single section (OAR 137-047-0800) that restricts the manner in which any procurement contract can be amended. Modifications that local governments may want to make include the following: Allow additional goods or services to be purchased even though the original contract did not provide unit prices or allow for additional purchases. Allow a contract to be extended or even renewed for a single term not to exceed one year. It is not uncommon for a department to discover that a maintenance services or real estate broker contract has expired or is about to expire only when it needs a service performed. A short renewal or extension will allow services to continue while the department prepares a new solicitation. A short extension or renewal may also be in the best interest of the agency when pending plans for the relocation or restructuring of a facility or function may eliminate the further need for the contracted goods or services. Local Contracting Rules -Page 6 Specify the circumstances under which the contract price for small and intermediate procurement contracts may be increased beyond the statutory exemption threshold. Informal Selection of Public Improvement Contractors. Sections 132 and 133 of Chapter 794 of the 2003 Oregon Laws allow public improvement contracts for up to $100,000 to be awarded using informal quotes, but only if a contracting agency adopts authorizing rules, including rules to govern how such contracts may be amended. Sections 132 and 132 of the act have not been encoded but appear in the Oregon Revised Statutes immediately following ORS 279C.410. Suggestion: These laws are automatically repealed on June 30, 1009. Therefore, it is recommended that rules for informal award of small public improvement contracts be paired with local CRB exemptions from bidding for such contracts, so that the process can survive the 2009 statutory sunset provision. Remember: Pursuant to ORS 2790.335 and ORS 279.835 to 279.855, public agencies are required to check with DAS to see if a nonprofit public agency providing employment opportunities for the disabled is able to perform the services. Competitive Bids for Goods and Services. Requirements for Public Notice of Solicitations. ORS 279B.055(4) requires contracting agencies to adopt rules for the advertisement of procurement contracts. Unless otherwise specified in these rules, the advertisement must be published at least seven days before the solicitation,closing date.7 Electronic Publication of Advertisements and Electronic Submission and Opening of Bids. The adoption of rules is a prerequisite to the use of electronic procurement procedures. ORS 279B.055(4)(c). The Model Rules contain provisions for electronic procurements of goods and services. Suggestion: An entity that will rely on the Model Rules should consider adopting a rule restricting the use of the electronic advertising and bidding protocols authorized by the Model Rules. Correction and Withdrawal of Bids. The adoption of rules is a prerequisite to use of the authority to allow correction and withdrawal of bids. ORS 279B.055(7)9 Recommendation: The Model Rules for correction and withdrawal of bids require certain formalities. For example a pre-closing modification must contain a statement that the modification "amends and supersedes the prior offer" and be marked as a Bid or Proposal Modification with the solicitation number shown. These requirements must be set forth in the instructions to Local Contracting Rules-Page 7 bidders/proposers; otherwise, the bidders/proposers can hardly be expected to comply with them. Recommendation: The Model Rules provide that in case of discrepancies between unit and extended prices in a bid, the unit prices will prevail. This statement should be set forth in the instructions to bidders to prevent disputes. Competitive Proposals for Goods and Services. ORS 27913.060 authorize contracting agencies to award procurement contracts using the proposal process described in the statute, but subsection (2)(h)(D) and (6)(b)(H) may require rulemaking as a prerequisite to the authority to use evaluation methods other a single ranking of submitted proposals.10 ORS 279B.060(6)(d) also requires rules to be adopted for the issuance addenda to add new evaluation criteria after initial proposals are opened.I I Competitive Proposals for Public Improvements. A public improvement contract awarded under the competitive proposal process described in ORS 279C.400 cannot be amended unless the contracting agency has adopted rules for that purpose. In addition, ORS 279C.405(2) seems to require the adoption of rules authorizing the use of multi- tiered evaluation, competitive negotiations or any combination of the methods described in the statute.'2 Suggestion: The criteria that "may"be evaluated using the Model Rules are listed in great detail, and separate criteria are provided for design/build contracts, CM/GC contracts and energy savings contracts. Contracting Agencies may want to adopt rules that leave discretion concerning criteria to the purchasing agent. Nevertheless, the Model Rules can serve as a reference for ideas about the range of criteria that may be appropriate for different types of contracts. Problem? ORS 2790.355 requires a detailed evaluation report to be made for any public improvement over $100,000 which is not constructed pursuant to a bid award. Question: Is anybody doing this? There is no apparent sanction. Sole Source Procurements. Rules are a prerequisite to the authority to declare that goods or services are only available from a sole source. ORS 279B.07513 Notice of intent to award. Rules must be adopted to allow a contracting agency to post a notice of its intent to award fewer than seven days prior to the award of a contract. The notice and its manner of posting or issuance must conform to the contracting agency's rules. (See ORS 279B.135 for goods and services (procurement) awards and ORS 279C410(7)for public improvements awarded by proposals.) Protests. Contracting agencies must provide a reasonable time and manner for affected persons to.protest: (A) a request for approval from the contract review board for a special Local Contracting Rules-Page 8 procurement of goods or services under ORS 279B.085 (See ORS 279B.400); (B) the terms and specifications and requirements of a solicitation (See ORS 279B.405(3) and (6)); and(C)procurement awards (See ORS 279B.410). Accounting System. Unless a contracting agency adopts a cost accounting system that substantially complies with the model cost accounting guidelines developed by the Oregon Department of Administrative Services pursuant to section 3, chapter 869, Oregon Laws 1979, as determined by an accountant qualified to perform audits required by ORS 297.210 and 297.405 to 297.555 (Municipal Audit Law), the contracting agency may not construct a public improvement with the contracting agency's own equipment or personnel if the cost exceeds $5,000. (See ORS 2790310) Emergency Conditions. A public improvement contract may be awarded without bidding, and the requirement for performance and payments bonds may be waived if emergency conditions require prompt execution of the contract and the contracting agency has adopted rules for the declaration of emergency conditions. (See ORS 2790335(5)and ORS 2790380(4)).14 Negotiations when Bids Exceed Project Budget. A contracting agency must adopt rules to authorize negotiation with the lowest bidder when all bids exceed the project budget for a public improvement. (See ORS 2790340) 15 MODEL RULES The following are excerpts from the Model Rules OAR 137-046-0130(3) provides: Contracts ... for Personal Services ... designated as such by the Local Contracting Agency's Local Contract Review Board...are not subject to these Model Rules,unless the... Agency adopts OAR 137-047-0250 through OAR 137-047-0290 as the procedures the Local Contracting Agency will use to screen and select persons to perform Contracts for Personal Services other than Architectural,Engineering and Surveying Services and Related Services. 2 OAR 137-049-0870(2)provides: (1)Generallv. The Contracting Agency's Solicitation Document shall not expressly or implicitly require any product by brand name or mark, nor shall it require the product of any particular manufacturer or seller,except pursuant to an exemption granted under ORS 279C.345(2). (2) Equivalents. A Contracting Agency may identify products by brand names so long as the following language: "approved equal'; "or equal'; "approved equivalent" or "equivalent," or similar language is included in the Solicitation Document. The Contracting Agency shall determine, in its sole discretion, whether an Offeroes alternate product is"equal"or"equivalent." OAR 137-049-0212(2)(6)provides: A Contracting Agency may publish by Electronic Advertisement if the Contract Review Authority for the Contracting Agency determines Electronic Advertisement is likely to be cost effective and,by rule or order,authorizes Electronic Advertisement. 4 OAR 137-047-0265 Small Procurements (1)Generally. For Procurements of Goods or Services less than or equal to$5,000 a Contracting Agency may award a Contract as a Small Procurement pursuant to ORS 279B.065 and in accordance with rules promulgated by the Contracting Agency pursuant to ORS 279A.070. Local Contracting Rules-Page 9 ORDINANCE NO. AN ORDINANCE REPLACING CHAPTER 2.50 OF THE ASHLAND MUNICIPAL CODE RELATING TO RULES OF PROCEDURE FOR PUBLIC CONTRACTING THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. Chapter 2.50 of the Ashland Municipal Code is replaced in its entirety with the following chapter: Chanter 2.50 LOCAL CONTRACT REVIEW BOARD RULES Sections: 2.50.005 Introduction. 2.50.010 Definitions. 2.50.015 Authority. 2.50.020 Public Contracting Officer's Authority. 2.50.025 Procedure for Review by Legal Counsel. 2.50.070 Procedure for Competitive Bids. 2.50.075 Sole Source. 2.50.080 Emergency Contracts. 2.50.085 Special Procurements/Alternative Contracting Methods for Public Improvements. 2.50.090 Procedure for Requests for Proposals for Goods and Services and for Public Improvements. 2.50.095 Prequalification [ORS 279C.430]. 2.50.100 Protests of Procurement Process, Solicitation Document and Award [279B.400, 2796.405, 279B.410]. 2.50.105 Correction and Withdrawal of Bids [ORS 279B.055(7)]. - 2.50.110 Record Keeping. 2.50.115 Transfer, Sale, or Disposal of Personal Property [279A.185] 2.50.120 Advertising Requirement for Competitive Sealed Bidding or Proposals and Notice of Intent to Award [ORS 279B.055(4), 279B.135, 279C.360, 279C.4101. 2.50.125 Negotiation When Bids for Public Improvements Exceed Budget [ORS 279C.340]. EXHIBIT A EXHIBIT B — CITY OF ASHLAND SURPLUS PROPERTY DISPOSAL ADMINISTRATIVE RULES & PROCEDURES Section 2.50.005 Introduction A. Purpose. These Rules are promulgated by the City of Ashland Local Contract Review Board under authority granted by ORS 279A.025 and 279C.335, 279A.060 and 279A.065, and Ordinance No. to establish a procedure to assure that PAGE 1-ORDINANCE REPLACING CHAPTER 2.50 OF THE AMC WlegaltOfFlce\OROTWubkc Contracting Ord 0706.wpd each contract to which the City is a party has met state and city competitive bidding and other purchasing requirements. B. Authority. Most of the model public contract rules promulgated by the Attorney General apply to the City of Ashland including OAR Chapter 137, Divisions 46, 47, 48 and 49. Pursuant to ORS 279A.065, however, the Council elects to establish some of its own rules of procedure for public contracts as set forth herein. C. Findings. [ORS 279C.335(2)]. The exemption of certain contracts or classes of contracts from formal competitive bidding as set forth in these Rules are either expressly authorized by state. law or will not encourage favoritism in public contracts or substantially diminish competition for public contracts and will result in substantial cost savings to the City because: I. The nature of the particular classes of contracts exempted makes competitive bidding pointless or not cost effective in such cases; ii. Each exemption requires alternative contracting procedures which will ensure reasonable competition and the best contract price for the public. D. Scope. These rules set forth herein apply to goods and services and public improvement contracts. Contracts for personal services, including architect and engineering contracts are governed by AMC 2.52, infra. E. Applicability of City Charter. Notwithstanding Article Eleven, section 4, of the Ashland City Charter, bids may be published through electronic means and may be advertised in a newspaper of circulation published statewide. Notwithstanding the same provision, Council may delegate approval of plans and specifications to appropriate staff. Section 2.50.010 Definitions The words and phrases set forth in ORS 279A.010 and OAR 137-046-0110 are incorporated herein. Additionally, the following words and phrases mean: A. Agency City of Ashland, its Public Contracting Officer or its department seeking procurement. B. Approved as to form. Legal Counsel's designation that a public contract on its face is legal, valid and binding. The designation is not a guaranty or a warranty the contract is in the City of Ashland's best interests or eliminates exposure to personal liability. C. Council: The Local Contract Review Board for the City of Ashland, which is comprised of the City Council of the City of Ashland. D. Legal Counsel: Either City of Ashland legal counsel or another attorney designated by City of Ashland legal counsel. E. Standard Contract: A contract form that has previously been approved as to form by PAGE 2-ORDINANCE REPLACING CHAPTER 2.50 OF THE AMC G:UeganOffcetoROtPtPub1ic Contracting Ord 0706.wpd Legal Counsel or already approved as a City of Ashland purchasing form. F. Intermediate Procurement. A procurement of goods or service between $5,000 and $75,000. G. Public Contracting Officer. The City's Finance Director, or his or her designee, including the City Administrator. Section 2.50.015 Authority Unless otherwise expressly authorized by these Rules or by ordinance or order of the Council, all contracts must be approved by the Council before they can be executed. The Council gives its approval through its Consent Agenda which authorizes the Public Contracting Officer, his or her designee or the contracting Department to execute the contract. The Council may also execute contracts itself. Section 2.50.020 Public Contracting Officer's Authority A. Authority to Execute Contracts Without Prior Council Approval. The Public Contracting Officer may execute without prior Council approval contracts that satisfy all of the following: i. The contract has a total value of seventy-five thousand dollars ($75,000) or less; ii. The contract does not exceed a twenty-four month contract period; iii. The contract provides that the contract may be terminated by the City for convenience thirty (30) or fewer days following delivery of written notice to the contractor; iv. Funds are budgeted for the purpose of the contract; V. The contract has been approved as to form by Legal Counsel unless it meets one of the exemptions set forth below; in Section 2.50.025, and, vi. All other requirements for public contract code procurement have been satisfied. B. Delegation of Authority. The Council may, by resolution, delegate authority to the Public Contracting Officer to execute any other contract upon the following conditions: i. The original contract has been approved by Legal Counsel, or is otherwise exempt. ii. If an amendment or change order, the total aggregate cost change does not exceed 35 percent (35%) of the original contract amount. iii. Any applicable performance or payment bonds and insurance coverages are adjusted to account for the change in the contract amount. C. Delegation of Authority for Short Term Contract. Pursuant to the Public Contracting Officer's authority granted in this section the Public Contracting Officer may delegate authority to execute: i. a contract that is for 72 hours.or less and meets the requirements in PAGE 3-ORDINANCE REPLACING CHAPTER 2.50 OF THE AMC G:veganOfficekORDXRPub1ic Contracting Ord 0706.wpd - Section 2.50.020(A) above. ii. change orders or amendments provided the need for the change order or amendment is a result of an unanticipated event and the authorized work is within the scope of work as originally contracted for by the parties. D. Delegation to Contract in Emergency. Pursuant to ORS 2798.080, the Public Contracting Officer is granted authority to make procurements of goods and services in an emergency pursuant to the procedure set forth in ORS 27913.080 and Section 2.50.080 herein. E. Delegation to Declare Sole Source Procurements. The appropriate department head is granted authority to determine that the goods or services, or class of goods or services, are available only from one source in accordance with Section 2.50.075 and ORS 279B.075. F. Delegation to adopt forms and procurement procedures. The Public Contracting Officer or his or her delegatee is granted authority to: i. Adopt forms, computer software, procedures and administrative policies for all City purchases consistent with the Ashland Municipal Code. ii. Require all contracting by departments to conform to approved City purchasing policies adopted by the Public Contracting Officer or his or her delegate or the Local Contract Review Board. iii. Require each department to plan purchase requirements in advance so that orders can be placed in economical quantities. Section 2.50.025 Procedure for Review by Legal Counsel. All public contracts must be reviewed by Legal Counsel unless otherwise exempt or the Council approves of the contract. A. Procedure. The Public Contracting Officer or his or her designee, or the contracting Department shall submit a completed contract checklist along with a completed contract with all referenced exhibits. Legal Counsel, after reviewing the contract, shall stamp the contract "Approved as to Form" or not stamp it and provide an oral or written explanation of the problems with it if not approved as to form. In approving a contract, Legal Counsel assumes the Public Contracting Officer or his or her designee or the contracting Department has complied with all applicable public contract code requirements. It will not undertake an independent inquiry for compliance. If Legal Counsel does not approve a contract, the Public Contracting Officer or his or her designee or the contracting department may revise the contract to obtain approval or submit it to City Council for its approval. B. Exemption from Review . Legal counsel review is not required in the following circumstances: 1. The contract is for 72 hours or less, 2. The contract is a federal or state grant; 3. The contract falls within one or'more of the categories set forth in OAR 137-045-0050 and OAR 137-045-0055 and any amendments thereto. PAGE 4-ORDINANCE REPLACING CHAPTER 2.50 OF THE AMC G:ueganOff.ca\ORO\RPub1ic Contracting Ord 0706.wpd 4. The total contract amount is less than $25,000. 5. The contract contains the provisions, as appropriate, as set forth in Exhibit A, attached. Section 2.50.070 Procedure for Competitive Bids All Public Contracts shall be based upon Competitive Bidding pursuant to ORS 279A - 279C and the Attorney General Model Rules, OAR Chapter 137 Divisions 46 - 49, except for the following: A. Contracts listed in ORS 279A.025(2). B. Purchases through federal programs as set forth in ORS 279A.180. C. Small procurements as set forth in ORS 279B.065. D. Intermediate procurements as defined herein and set forth in ORS 279B.070. E. Sole source procurements as set forth in ORS 2796.075 and herein. F. Emergency procurements as set forth in ORS 27913.080 and herein. G. Special procurements as set forth ORS 2796.085 and herein. H Alternative contracting methods as set forth in ORS 279C.335 and herein. I. Contracts which are exclusively for personal services. Such contracts may include incidental materials such as written reports or opinions, architectural or engineering renderings and other supplemental materials required for providing the services. [279B.050(4)] J. A contract or class of contracts, and amendments to contracts specified below, provided the Public Contracting Officer, his or her designee or the contracting Department identifies the basis for the exemption. In circumstances where the basis for the exemption is not readily apparent, the Public Contracting Officer, his or her designee or the contracting Department shall consult with Legal Counsel. Where appropriate, alternative contracting and purchasing practices that take account of market realities and modem or innovative contracting and purchasing methods, which are consistent with the public policy of encouraging competition, shall be used. (1) Contracts for the purchase of materials where competitive bids for the same materials have been obtained by other public agencies or the federal government whose processes for bid and award are substantially equivalent to those set forth herein, and the contract is to be awarded to the party to whom the original contract was awarded so long as the price of the materials is the same or lower than that in the original contract. (2) Contracts for licenses and maintenance of computer hardware, computer PAGE 5-ORDINANCE REPLACING CHAPTER 2.50 OF THE AMC (3Aega1\OfficeXORO\P\Pub1ic Contracting Ord 0706.wpd software, and telecommunications products (including cable, video and television products). (3) Contracts for the purchase of services, equipment or supplies for the maintenance, repair or conversion of existing equipment are exempt if required for the efficient utilization of the equipment. Where practicable in the judgment of the department head, competitive quotes shall be obtained. (4) Contracts for the purchase of food or food supplies. (5) Purchase of items or services of an artistic nature. (6) Contracts for periodicals, including journals, magazines, and similar publications. (7) Contracts for the purchase or lease of ballots, ballot pages and ballot cards or equipment necessary to conduct elections. (8) Contracts for removal, cleanup or transport of hazardous materials. As used in this Subsection, "hazardous materials' include any material or substance which may pose a present or future threat to human health or the environment, including Hazardous Waste as that term is used in the Resources Conservation and Recovery Act (42 USC 6901 et seq.). (9) Contracts for purchase or lease of office photocopiers. (10) Contracts for purchase of used motor vehi les, including but not limited to used heavy construction equipment L i (11) Contracts for the purchase of copyrighted materials. (12) Contracts for the purchase of advertising, including legal advertising intended for the purpose of giving public notice. (13) Contracts for the purchase of products, services or supplies that are exempted by the Treasury and Financial Department from documenting competitive quotes for individual contracts, upon consideration of cost savings and other factors. (14) Contracts for the purchase or sale of all utilities including, but not limited to, electric power, gas, water, sewage, internet, cemetery lots, cable and telecommunication services,mift and the sale of telecommunication materials or products or other services, materials or products traditionally provided by the City. (15) Contracts for the purchase of goods or services where the rate or price for the goods or services being purchased is established by federal, state or local regulating authority. PAGE 6-ORDINANCE REPLACING CHAPTER 2.50 OF THE AMC c:Vega1\Of1cetORD\MPub1ic Contracting OM 0706.wpd (16) Contracts for the purchase of cable television programming for the Ashland Fiber Network cable television systems. (17) Any future or additional contract or class of contracts made exempt by the State, Department of Administrative Services or Council under 279A.025 and 279C.335. K. Additional Requirements for Exemption. Any contract exempted under this section shall additionally satisfy these criteria: (1) The performance bond requirements of ORS 279C.375 and 279C.380, unless an emergency exists as described in Section 2.50.080, below. (2) The construction and landscape contractor registration and requirements of ORS Chapter 671.630 et seq. and Chapter 701; (3) Any other law applicable to such a contract; and, (4) If the contract price exceeds $50,000, or the then current BOLI contract amount, the City and the contractor shall comply with the prevailing wage provisions of ORS 279C.800 - 279C.870, to the extent BOLI applies. Section 2.50.075 Sole Source The appropriate department head shall determine when there is only one seller or price of a product of the quality required available within a reasonable purchase area. To the extent reasonably practical, the appropriate department head shall negotiate with the sole source to obtain contract terms advantageous to the contracting agency. The determination of a sole source must be based on written findings that may include: (1) That the efficient utilization of existing goods requires the acquisition of compatible goods or services; (2) That the goods or services required for the exchange of software or data with other public or private agencies are available from only one source; (3) That the goods or services are for use in a pilot or an experimental project; or (4) Other findings that support the conclusion that the goods or services are available from only one source. Section 2.50.080 Emergency Contracts A. General Rule. A contract may also be exempted from Competitive Bidding and notice of intent to award requirements if preempted by federal law pertaining to emergencies as set forth in ORS 279A.030. A contract may also be exempted from Competitive Bidding and notice of intent to award requirements set forth in ORS 279B.135 and ORS 279C.410(7), if the Council, by a majority vote of members present, determines that emergency conditions require prompt execution of the contract. A determination of such an emergency shall be entered into the record of the meeting at which the determination is made as well as the method used for the selection of the particular contractor. The determination shall be made before any contract exempted hereunder is executed. If the matter is a Public Improvement, and the Council declares an PAGE 7-ORDINANCE REPLACING CHAPTER 2.50 OF THE AMC GUeganOffcetOROtPtPubrc Contracting Ord 0706.wpd emergency exists, any contract awarded under this subsection must be awarded within 60 days following declaration of the emergency, unless Council grants an extension. B. Emergency Exemption by Public Contracting Officer or his or her Delegatee. A contract under $100,000 may also be exempted from Competitive Bidding and notice of intent to award requirements set forth in ORS 279B.135 and ORS 279C.410(7) if the Public Contracting Officer determines that emergency conditions require prompt execution of the contract. A determination of such an emergency shall be entered into the record of the acquisition of the materials or services purchased as well as the method used for the selection of the particular contractor. The determination shall be made before any contract exempted hereunder is executed. Pursuant to ORS 279C.380 and 390, the Public Contracting Officer may exempt the contract awarded in an emergency basis from the bid security and payment and performance bond requirements. Any amendment to an Emergency Contract shall only be approved of by a majority vote of the Council before any work in relation to the amendment commences. C. "Emergency" Defined. As defined in ORS 279A.010, and for purposes of this Section, an "emergency" consists of circumstances creating a substantial risk of loss, damage, interruption of services or threat to public health, safety, welfare or property that could not have been reasonably foreseen and requires prompt execution of a contract to remedy the condition. Section 2.50.085 Special Procurements/Alternative Contracting Methods for Public Improvements. The Council may approve of special procurement or alternative contracting for public improvement methods pursuant to this Section. A. Special Procurements for Goods and Services: (1) To seek approval of a special procurement, the Public Contracting Officer, his or her designee, or the contracting Department shall submit a written request to the Council that describes the proposed contracting procedure, the goods or services or the class of goods or services to be acquired through the special procurement and the circumstances that justify the use of a special procurement under the standards set forth in this subsection. (2) The Council may approve a special procurement if it finds that a written request submitted under this subsection demonstrates that the use of a special procurement as described in the request, or an alternative procedure prescribed by the Public Contracting Officer, his or her designee, contracting Department or Council, will: (a) Be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts; and (b) Result in substantial cost savings to the City or to the public; or (c) Otherwise substantially promote the public interest in a manner that could not practicably be realized by complying PAGE 8-ORDINANCE REPLACING CHAPTER 2.50 OF THE AMC G:veganOfficeNORO\P\Pubhc Contracting Ord 0706.wpd with requirements that are applicable under ORS 279B.055, 279B.060, 2796.065 or 279B.070 or under any rules adopted thereunder. (3) Public notice of the approval process for a proposed special procurement must be given in the same manner as provided in ORS 279B.055 (4)(b). (4) If a contract is awarded through a special procurement, the City shall award the contract to the offeror whose offer the department determines in writing to be the most advantageous to the contracting agency. (5) When the Council approves a class special procurement, as defined in ORS 279B.085, under this section, the City may award contracts to acquire goods or services within the class of goods or services in accordance with the terms of the Council's approval without making a subsequent request for a special procurement. B. Alternative Contracts For Public Improvements. The Public Contracting Officer, his or her designee or the contracting Department shall submit a written request to the Council that describes the proposed contracting procedure, the services to be acquired through the alternative contract for public improvements and the circumstances that justify the use of it under the standards set forth in the subsections, below. The Council shall make the following findings to approve of an Alternative Contract: (1) It is unlikely that the exemption will encourage favoritism in the awarding of public improvement contracts or substantially diminish competition for public improvement contracts; and (2) The awarding of public improvement contracts under the exemption will result in substantial cost savings to the contracting department or, if the contracts are for public improvements described in ORS 279A.050(3)(b), to the City or the public. In making the finding, the Council may consider the type, cost and amount of the contract, the number of persons available to bid and such other factors as may be deemed appropriate. (3) In granting exemptions under this subsection, the Council shall: (a) When appropriate, direct the use of alternate contracting methods that take account of market realities and modern practices and are consistent with the public policy of encouraging competition. (b) Require and approve or disapprove written findings by the contracting department that support the awarding of a particular public improvement contract or a class of public improvement contracts, without the competitive bidding requirement of subsection (1) of this section. The findings must show that the exemption of a contract or class of contracts complies with the requirements of subsection (2) of this section. (c) Before final adoption of the findings required by this section exempting a public improvement contract or a class of public PAGE 9-ORDINANCE REPLACING CHAPTER 2.50 OF THE AMC c:uegaN0f6ceNOROXP\Pub1ic contracting Ord 0706.wpd improvement contracts from the requirement of competitive bidding, the Council shall hold a public hearing. (d) Notification of the public hearing shall be published in at least one trade newspaper of general statewide circulation a minimum of 14 days before the hearing. (e) The notice shall state that the public hearing is for the purpose of taking comments on the Council's draft findings for an exemption from the competitive bidding requirement. At the time of the notice, copies of the draft findings shall be made available to the public. At the option of the Council the notice may describe the process by which the findings are finally adopted and may indicate the opportunity for any further public comment. (f) At the public hearing, the Council shall offer an opportunity for any interested party to appear and present comment. (g) If the Council is required to act promptly due to circumstances beyond the Council's control that do not constitute an emergency, notification of the public hearing may be published simultaneously with the Council's solicitation of contractors for the alternative public contracting method, as long as responses to the solicitation are due at least five days after the meeting and approval of the findings. Section 2.50.090. Procedure for Requests for Proposals for Goods and Services and for Public Improvements A. General Rules for RFPs for procurement of Goods and Services and for Public Improvements (1) Procedures for Utilizing RFPs. The following procedures are to be employed when using an RFP, whether for Procurement or Public Improvement Contracts: (a) A cover page identifying the City of Ashland as the contracting agency. The cover page will also have the date the proposal was distributed and the due date. (b) The proposal is advertised and a written solicitation document is issued that invites the submission of sealed offers in accordance with ORS 27913.060 and 2796.055(4) (good and services) or ORS 279C.400 and 279C.405 (improvements). (c) Contractual requirements are clearly stated in the solicitation documents. (d) Evaluation criteria to be applied in awarding the contract and the role of an evaluation committee are stated clearly in the solicitation document. Criteria used to identify the proposal that best meets the City's needs may include but are not limited to cost, quality, service, compatibility, product reliability, operating efficiency and expansion potential; (e) The solicitation document clearly states all complaint processes PAGE 10-ORDINANCE REPLACING CHAPTER 2.50 OF THE AMC cvegah0fficek0RMP\Pub1ic Contracting Ord 0706.wpd and remedies available; (f) The solicitation document states the provision for proposers to comment on any specification they feel limits competition. (g) The Department shall prepare a proposal setting forth the minimum eligibility requirements and known criteria of selection such as experience, accreditation and cost. (h) The Department shall supply and require signature of a non-discrimination certificate pursuant to ORS 279A.110. (i) The Department shall forward the completed RFP to Legal Counsel for review when the contract amount is $75,000 or more before the Department releases it. Legal Counsel will supply the appropriate contract form. Q) The Department shall, depending upon the availability of qualified contractors, submit the proposal to at least three contractors. (k) The Department shall review all proposals submitted for consistency with the request, relative costs, and other relevant criteria of selection set forth on the proposal. The Department shall maintain. in writing its evaluation of the proposals, which evaluations shall be considered public record. (1) Recommendation of contract awards will be prepared by the Department and forwarded to the Public Contracting Officer's Office for approval. (m) Selection of a contractor shall be made in accordance with the evaluation criteria and process set forth in the RFP and pursuant to ORS 2796.060 for goods and services and ORS 279C.400 - 410 for improvements. (n) Except for trade secrets and information submitted to the City in confidence under ORS 192.504(4), which the proposer has designated in its proposal, all information submitted shall be deemed public record, including prices, makes, model or catalog numbers of items offered, scheduled delivery dates, and terms of payment per OAR 137-049-0330 (2006). B. Goods and Services Procurements: The RFP shall be conducted in accordance with ORS 2798.060. (1) Additional required information: (a) A procurement description; (b) A time, date and place that prequalification applications, if any, must be filed and the classes of work, if any, for which proposers must be prequalified in accordance with ORS 279B.120; (c) A statement that the department may cancel the procurement or reject any or all proposals in accordance with ORS 279B.100; (d) A statement that "Contractors shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this document'; (e) A statement that requires the contractor or subcontractor to possess an asbestos abatement license, if required under ORS 468A.710; and PAGE 11-ORDINANCE REPLACING CHAPTER 2.50 OF THE AMC G:ueganOHiceXORO\P\Pub6c Contracting Ord 0706.wpd (f) All contractual terms and conditions applicable to the procurement, including the length of the contract period, termination provisions and applicable forms, including a proposed contract. (2) Notice and Selection Procedures: (a) Public notice of the request for proposal shall be given in the same manner as provided for public notice of invitations to bid in ORS 27913.055 (4). (b) Notwithstanding ORS 192.410 to 192.505, proposals may be opened in a manner to avoid disclosure of contents to competing proposers during, when applicable, the process of negotiation, but the Department shall record and make available the identity of all proposers as part of the Department's public records from and after the opening of the proposals. Notwithstanding ORS 192.410 to 192.505, proposals are not required to be open for public inspection until after the notice of intent to award a contract is issued. The fact that proposals are opened at a meeting, as defined in ORS 192.610, does not make their contents subject to disclosure, regardless of whether the public body opening the proposals fails to give notice of or provide for an executive session for the purpose of opening proposals. (c) Notwithstanding any requirement to make proposals open to public inspection after the Department's issuance of notice of intent to award a contract, a Department may withhold from disclosure to the public materials included in a proposal that are exempt or conditionally exempt from disclosure under ORS 192.501 or 192.502. C. Public Improvements: The Request for Proposal shall be conducted in accordance with ORS 279C.365 and ORS 279C.405. (1) Required information: (a) The public improvement project; (b) The office where the specifications for the project may be reviewed; (c) The date that prequalification applications must be filed under ORS 279C.430 and the class or classes of work for which bidders must be prequalified if prequalification is a requirement; (d) The date and time after which bids will not be received, which must be at least five days after the date of the last publication of the advertisement; (e) The name and title of the person designated for receipt of bids; (f) The date, time and place that the Department will publicly open the bids; (g) A statement that, if the contract is for a public works subject to ORS 279C.800 to 279C.870 or the Davis-Bacon Act (40 U.S.C. 276a), no bid will be received or considered by the Department unless the bid contains a statement by the bidder that ORS 279C.840 or 40 U.S.C. 276a will be complied with; PAGE 12-ORDINANCE REPLACING CHAPTER 2.50 OF THE AMC GA1eganOrce\ORDXPXPub1ic Contradling Ord 0706.wpd (h) A statement that each bid must identify whether the bidder is a resident bidder, as defined in ORS 279A.120; (i) A statement that the Department may reject any bid not in compliance with all prescribed public contracting procedures and requirements and may reject for good cause all bids upon a finding of the Council that it is in the public interest to do so; Q) Information addressing whether a contractor or subcontractor must be licensed under ORS 468A.720; (k) A statement that a bid for a public improvement contract may not be received or considered by the Department unless the bidder is licensed by the Construction Contractors Council or the State Landscape Contractors Council. (1) All required contractual terms and conditions including the length of the contract period, termination provisions and applicable forms, including a proposed contract. (m) The method of contractor selection, which may include but is not limited to award without negotiation, negotiation with the highest ranked proposer, competitive negotiations, multiple-tiered competition designed either to identify a class of proposers that fall within a competitive range or to otherwise eliminate from consideration a class of lower ranked proposers, or any combination of methods, as authorized or prescribed by rules adopted under ORS 279A.065. (n) All evaluation factors that will be considered by the Department when evaluating the proposals, including the relative importance of price and any other evaluation factors. (2) Format. [279C.365(2)]. All proposals made to the Department under ORS 279C.335 or .400 must be: (a) In writing; (b) Filed with the person designated for receipt of bids by the Department; and (c) Opened publicly by the Department immediately after the deadline for submission of bids. (d) After having been opened, the bids must be made available for public inspection. (e) A surety bond, irrevocable letter of credit issued by an insured institution as defined in ORS 706.008, cashier's check or certified check of each bidder shall be attached to all bids as bid security unless the contract for which a bid is submitted has been exempted from this requirement under ORS 279C.390. The security may not exceed 10 percent of the amount bid for the contract. 2.50.095 Preaualification [ORS 279C.4301. The type and nature of contracts to which a prequalification application can be made includes only Public Improvement Contracts and Public Works Contracts, as defined in ORS 279A - 279C. A. Process. Persons desiring to bid for contracts to perform public improvements where prequalification is determined "mandatory" by the Public Contracting PAGE 13-ORDINANCE REPLACING CHAPTER 2.50 OF THE AMC G:uegaikoNicekORDMPubic Contracdng Ord 0706.wpd Officer shall submit a completed State of Oregon, Department of Administrative Services, Contractor's Prequalification Application to the Public Contracting Officer. The prequalification application shall be submitted, when required, at least ten days prior to the opening of bids of any contract for which the person desires to be considered. B. Applications. Applications for prequalification must be submitted on a standard form prescribed per ORS 279A.050. C. Determination: Validity. The Public Contracting Officer shall, within thirty days, if practical, of the receipt of the prequalification application submitted pursuant to this Section, notify the prospective bidder as to whether bidder is qualified, the nature and types of contracts that s/he is qualified to bid on, and the time period for which the prequalification is valid. Prequalifications under this Section shall be valid only until the end of the calendar year within which they are issued. The Public Contracting Officer will consider only the applicable standards of responsibility listed in ORS 279C.375(2)(b). D. Qualification Statement. Upon establishment of the applicant's prequalification, the Public Contracting Officer shall issue a qualification statement. The statement shall inform the applicant of any conditions which may be imposed on the qualification and advise the applicant to notify the City promptly if there has been any substantial change of conditions or circumstances which would make any statement contained in the prequalification application (a) no longer applicable, or (b) untrue. If the applicant desires to appeal the conditions of the prequalification, written notice must be give to the Public Contracting Officer within three business days after receipt of the notice. E. Adverse Determination. If the Public Contracting Officer does not qualify an applicant, written notice will be given to the applicant stating the reasons that prequalification has been denied. If the applicant desires to appeal the denial, written notice must be given to the Public Contracting Officer in accordance with section (d) above. [ORS 279C.445]. F. Revocation of Prequalification. If a Public Contracting Officer has reasonable cause to believe there is a substantial change in the conditions of a prequalified person, the Public Contracting Officer may revoke, revise or reissue the prequalification upon notice to the prospective bidder; provided, however, that such action shall be invalid as to any contract for which an advertisement for bids has already been made under ORS 279C.430. The notice shall state the reasons found under ORS 279C.375(2)(b) for revocation or revision of the prequalfication of the person and inform the person of the right to a hearing as set forth in ORS 279C.445 and ORS 279C.450. 2.50.100 Protests of Procurement Process, Solicitation Document and Award [279B.400, 279B.405. 279B.4101 A. Time for Submission of Protest. Protests of the procurement process, bid specifications or awards shall be presented to the Public Contracting Officer in PAGE 14-ORDINANCE REPLACING CHAPTER 2.50 OF THE AMC 0:4egMORicetOROtPtPub1fc Contracting Ord 0706.wpd the following time and manner: (1) Protests as to the process or specification shall be received at the Public Contracting Officer's office no later than seven calendar days prior to bid closing. (2) Protests as to the process or specification shall be in writing and contain: (a) Sufficient information to identify the nature of the protest and bid to which the protest relates. (b) Grounds demonstrating how the procurement process is contrary to law or how the bid document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name. (c) Evidence or supporting documentation that supports the grounds on which the protest is based; (d) The relief sought [ORS 279B.405(4)(d)]. (3) Protests as to the bid award shall contain and follow the requirements set forth in ORS 2796.410 and be received at the Public Contracting Officer's office within three (3) business days from the date of the award of the public contract or the date of the notice of intent to award a public contract, whichever occurs first. B. Untimely submission: Protests which are not in writing, do not contain the necessary information listed above or are filed after the deadline shall not be considered. C. Extension of Bid Closing. If a procurement process or bid specification protest is timely presented, the bid opening date may be extended if necessary to allow consideration of the protest and issuance of any addendum. 2.50.105 Correction and Withdrawal of Bids [ORS 279B.055(7)1 Rules adopted under ORS 279A.065 shall provide for and regulate the correction and withdrawal of bids before and after bid opening and the cancellation of awards or contracts based on bid mistakes. After bid opening, changes in bids prejudicial to the interests of the public or fair competition are not permitted. All decisions to permit the correction or withdrawal of bids, or to cancel an award or a contract based on bid mistakes, shall be supported by a written determination by the Department that states the reasons for the action taken. 2.50.110. Record Keeping To facilitate contract file record keeping and reduce accounting and auditing difficulties in having dispersed contract files, each Department will maintain a complete file on all contracts executed on behalf of that Department. Information to be included in the file shall include, at a minimum, i. any and all invitation for bids or RFP, bid or proposal advertisements, ii. recordings of minutes of contract selection meetings and other meetings, iii. Council consent authorizing contract execution, iv. original signed contract, V. any approved Local Contract Review Board waivers, and vi. list of who the bid was sent out to or the list of planholders. PAGE 15-ORDINANCE REPLACING CHAPTER 2.50 OF THE AMC G:veganOKce\ORO\P\Pobfic ConbacUng Ord 0706.wpd The Recorder's Office shall retain the original executed contract as well as original copies of any required insurance certificates, performance bonds, and payment bonds or other bid security. The department which is responsible for the procurement shall continually monitor insurance certificates to ensure the City remains an additional insured and has sufficient coverage. 2.50.115 Transfer. Sale or Disposal of Personal Property_[279A.185] Any personal property that becomes surplus shall be disposed of in the manner set forth in Exhibit B, attached hereto. 2 50 120 Advertising Requirements for Competitive Sealed Bidding or Proposals and Notice of Intent to Award [ORS 279B.055(4). 27913.135, 279C.360 279C.4101 A. The contracting Department shall give public notice of a RFP, or an invitation to bid issued under this section. Public notice is intended to foster competition among prospective proposers or bidders. The contracting Department shall make invitations to bid and RFPs available to prospective proposers or bidders. B. A public notice must be published at least once in at least one newspaper of general circulation in the area where the contract is to be performed and in as many additional issues and publications as the Contracting department may determine. If the contract is for a public improvement estimated to cost in excess of$125,000, the advertisement must be published in at least one trade newspaper of general statewide circulation. C. The Council may, by resolution, authorize public notice of bids or proposals to be published electronically instead of in a newspaper of general circulation if the contracting Department determines that electronically providing public notice of bids or proposals is likely to be cost-effective. In the event the proposal or bid is electronically published, as set forth and in accordance with OAR 137-047-0330 and OAR 137-049-0310, it shall be the bidder's or proposer's responsibility to monitor the electronic publication for additional instructions, addenda and similar material. D. In addition to the modes of publication authorized by paragraphs (B) and (C) of this subsection, the Contracting department may use any other medium reasonably calculated to reach prospective bidders or-proposers. E. The contracting Department shall issue, or post electronically, a written notice of intent to award a contract to all bidders or proposers. 2.50.125 Negotiation When Bids for Public Improvements Exceed Budget f ORS 279C.3401 The Public Contracting Officer, his or her designee, or the contracting Department, may negotiate with the lowest responsive, responsible bidder when all responsive bids from responsible bidders exceed the City's cost estimate in accordance with ORS 279C.340. The Public Contracting Officer, his or her designee or the contracting Department shall negotiate to obtain the best possible value for the City. In the event the Public Contracting Officer, his or her designee or the contracting PAGE 16-ORDINANCE REPLACING CHAPTER 2.50 OF THE AMC GMeganotficOORMPTublic Contracting Ord 0706.wpd Department cannot, in his or her discretion, obtain the best possible value, the Public Improvement Project shall be competitively re-bid or abandoned. PAGE 17-ORDINANCE REPLACING CHAPTER 2.50 OF THE AMC O:ueganOfice1OR[ARPub1ic Contracting Ord 0706.wpd EXHIBIT A Except ORS 244, 670 and 279C.510, these statutes must be recited verbatim in "any public contract." Non improvement (good s/services Improvement construction ORS 2796.220 ORS 279C.505 ORS 2796.225 ORS 279C.515 ORS 279B.230 ORS 279C.520 ORS 2796.235 ORS 279C.530 ORS Chapter 244 ORS Chap ter 244 ORS 670.600 JORS 670.600 ORS 279C.510 if demo The following contract clauses should be incorporated into the vast majority of City contracts. To the extent they conflict with clauses from an outside vendor's original contract, they shall control: INDEMNITY; INSURANCE: Contractor shall defend, save, hold harmless, and indemnify the City of Ashland, Oregon, and its officers, employees, agents, and members, from all claims, suits, or actions of whatever nature resulting from or arising out of the activities of Contractor or its officers, employees, subcontractors, or agents under this contract. EVENTS OF DEFAULT: Contractor shall be in default under the Contract if: Contractor commits any material breach or default of any covenant, warranty, certification, or obligation it owes under the Contract; — Contractor loses its QRF status pursuant to the QRF Rules or loses any license, certificate or certification that is required to perform the Services or to qualify as a QRF; — Contractor institutes an action for relief in bankruptcy or has instituted against it an action for insolvency; makes a general assignment for the benefit of creditors; or ceases doing business on a regular basis of the type identified in its obligations under the Contract; or Contractor attempts to assign rights in, or delegate duties under, the Contract. Insurance provisions: worker's compensation, general liability, professional liability (errors and omissions), automobile liability Insurance. Contractor shall at its own expense provide the following insurance: i Worker's Compensation insurance in compliance with ORS 656.017, which requires subject employers to provide Oregon workers' compensation coverage for all their subject workers. PAGE 18-ORDINANCE REPLACING CHAPTER 2.50 OF THE AMC s:eeganor6cekORDtPnPvbiic Contracting Ord 0706.wpd ii Professional Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each claim, incident or occurrence. This is to cover damages caused by error, omission or negligent acts related to the professional services to be provided under this contract. iii General Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1,000,000, $2,000,000 or Not Applicable for each occurrence for Bodily Injury and Property Damage. It shall include contractual liability coverage for the indemnity provided under this contract. iv Automobile Liability insurance with a combined single limit, or the equivalent, of not less than Enter one: $200,000, $500,000, $1,000,000, or Not Applicable for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or non-owned vehicles, as applicable. Notice of cancellation or change. There shall be no cancellation, material change, reduction of limits or intent not to renew the insurance coverage(s) without 30 days' written notice from the Contractor or its insurer(s) to the City. Additional Insured/Certificates of Insurance. Contractor shall name The City of Ashland, Oregon, and its elected officials, officers and employees as Additional Insureds on any insurance policies required herein but only with respect to Contractor's services to be provided under this Contract. As evidence of the insurance coverages required by this Contract, the Contractor shall furnish acceptable insurance certificates prior to commencing work under this contract. The certificate will specify all of the parties who are Additional Insureds. Insuring companies or entities are subject to the City's acceptance. If requested, complete copies of insurance policies, trust agreements, etc. shall be provided to the City. The Contractor shall be financially responsible for all pertinent deductibles, self-insured retentions and/or self-insurance. JURISDICTION — LITIGATION IN OREGON AND ACCORDING TO OREGON LAWS Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon without resort to any jurisdiction's conflict of laws, rules or doctrines. Any claim, action, suit or proceeding (collectively, "the claim") between the City (and/or any other or department of the State of Oregon) and the Contractor that arises from or relates to this contract shall be brought and conducted solely and exclusively within the Circuit Court of Jackson County for the State of Oregon. If, however, the claim must be brought in a federal forum, then it shall be brought and conducted solely and exclusively within the United States District Court for the District of Oregon filed in Jackson County, Oregon. Contractor, by the signature herein of its authorized representative, hereby consents to the in personam jurisdiction of said courts. In no event shall this section be construed as a waiver by City of any form of defense or immunity, based on the Eleventh Amendment to the United States Constitution, or otherwise, from any claim or from the jurisdiction. MERGER CLAUSE: THIS CONTRACT AND ATTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMENT BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS CONTRACT SHALL BIND PAGE 19-ORDINANCE REPLACING CHAPTER 2.50 OF THE AMC G:ueganOficekORD\RPubilc Contracling Ord 0706.wpd EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE, IF MADE, SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS, OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN REGARDING THIS CONTRACT. CONTRACTOR, BY SIGNATURE OF ITS AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT HE/SHE HAS READ THIS CONTRACT, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS TERMS AND CONDITIONS. NONAPPROPRIATIONS CLAUSE. Funds Available.and Authorized: City has sufficient funds currently available and authorized for expenditure to finance the costs of this contract within the City's fiscal year budget. Contractor understands and agrees that City's payment of amounts under this contract attributable to work performed after the last day of the current fiscal year is contingent on City appropriations, or other expenditure authority sufficient to allow City in the exercise of its reasonable administrative discretion, to continue to make payments under this contract. In the event City has insufficient appropriations, limitations or other expenditure authority, City may terminate this contract without penalty or liability to City, effective upon the delivery of written notice to Contractor, with no further liability to Contractor. PRIOR APPROVAL REQUIRED PROVISION. Prior Approval Required: Approval by the City of Ashland Council or the Public Contracting Officer is required before any work may begin under this contract. TERMINATION: a. Mutual Consent. This contract may be terminated at any time by mutual consent of both parties. b. City's Convenience. This contract may be terminated at any time by City upon 30 days' notice in writing and delivered by certified mail or in person. c. For Cause. City may terminate or modify this contract, in whole or in part, effective upon delivery of written notice to Contractor, or at such later date as may be established by City under any of the following conditions: i. If City funding from federal, state, county,or other sources is not obtained and continued at levels sufficient to allow for the purchase of the indicated quantity of services; ii. If federal or state regulations or guidelines are modified, changed, or interpreted in such a way that the services are no longer allowable or appropriate for purchase under this contract or are no longer eligible for the funding proposed for payments authorized by this contract; or iii. If any license or certificate required by law or regulation to be held by Contractor to provide the services required by this contract is for any reason denied, revoked, suspended, or not renewed. d. For Default or Breach. I. Either City or Contractor may terminate this contract in the event of a breach of the contract by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and intent to terminate. If the party committing the breach has not entirely cured the breach within 15 days of the date of the notice, or within such other period as PAGE 20-ORDINANCE REPLACING CHAPTER 2.50 OF THE AMC GA1egal\Office\ORD\P\Public Contracting Ord 0706.wpd the party giving the notice may authorize or require, then the contract may be terminated at any time thereafter by a written notice of termination by the party giving notice. ii. Time is of the essence for Contractor's performance of each and every obligation and duty under this contract. City by written notice to Contractor of default or breach, may at any time terminate the whole or any part of this contract if Contractor fails to provide services called for by this contract within the time specified herein or in any extension thereof. iii. The rights and remedies of City provided in this subsection (d) are not exclusive and are in addition to any other rights and remedies provided by law or under this contract. e. Obligation/Liability of Parties. Termination or modification of this contract pursuant to subsections a, b, or c above shall be without prejudice to any obligations or liabilities of either party already accrued prior to such termination or modification. However, upon receiving a notice of termination (regardless whether such notice is given pursuant to subsections a, b, c or d of this section, Contractor shall immediately cease all activities under this contract, unless expressly directed otherwise by City in the notice of termination. Further, upon termination, Contractor shall deliver to City all contract documents, information, works-in-progress and other property that are or would be deliverables had the contract been completed. City shall pay Contractor for work performed prior to the termination date if such work was performed in accordance with the Contract. CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the number shown on this form is its correct taxpayer ID (or is waiting for the number to be issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified it that it is no longer subject to backup withholding. Contractor further represents and warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the Contract, when executed and delivered, shall be a valid and binding obligation of Contractor enforceable in accordance with its terms, (c) the work under the Contract shall be performed in accordance with the highest professional standards, and (d) Contractor is qualified, professionally competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on behalf of the entity designated above and authorized to do business in Oregon or is an independent contractor as defined in the contract documents, and has checked four or more of the following criteria: (1) 1 carry out the labor or services at a location separate from my residence or is in a specific portion of my residence, set aside as the location of the business. (2) Commercial advertising or business cards or a trade association membership are purchased for the business. (3) Telephone listing is used for the business separate from the personal residence listing. (4) Labor or services are performed only pursuant to written contracts. PAGE 21-ORDINANCE REPLACING CHAPTER 2.50 OF THE AMC GAeganorricetORMPTubilc Contracting Ord 0706.wpd (5) Labor or services are performed for two or more different persons within a period of one year. (6) 1 assume financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds, warranties, errors and omission insurance or liability insurance relating to the labor or services to be provided. Contractor (Date) PAGE 22-ORDINANCE REPLACING CHAPTER 2.50 OF THE AMC c:ueganorrce\ORD\P\Pubiic Contracting Ord 0706.wpd EXHIBIT B City of Ashland SURPLUS PROPERTY DISPOSAL ADMINISTRATIVE RULES & PROCEDURES March 9, 2006 Under the Ashland Municipal Code, Chapter 2.50 Public Contracts, Section 2.50.090, Disposal of Surplus and Abandoned Property, the City of Ashland Finance transfer to other departments, direct transfer or sale to political subdivisions, state agencies, or non-profit organizations, sale, trade, auction, or destruction; provided however, that disposal of sfirplus property having residual value of more than $10,000 shall be subject to authorization by the City of Ashland, Local Contract Review Board. Definitions The following definitions apply to these administrative rules: (1) "Bid" means a competitive Offer to purchase advertised Surplus Property at a price specified by the bidder. (2) "Cash" includes U.S. currency, cashier's checks, and money orders made payable to the City of Ashland. (3) "Employee's Household" means all persons residing with employee. (4) "Employee's Immediate Family" means the children, step-children, parents, stepparents, grandparents and spouse of employee, separately or in any combination thereof. (5) "Invitation to Bid" means a competitive Offer to bid on Surplus Property available for public sale and is also known as a bid advertisement. (6) "Not-for-profit organization" is defined in ORS 279A.250(2) and means a nonprofit corporation as defined in ORS 307.130. (7) "Political Subdivision" includes divisions or units of Oregon local government having separate autonomy such as Oregon counties, cities, municipalities or other public corporate entities having local governing authority. (8) "State agency" is defined in ORS 279A.250(4) and means every state officer, board, commission, department, institution, branch or agency of state government whose costs are paid wholly or in part from funds held in the State Treasury, and includes the Legislative Assembly and the courts, including the officers and committees of both, and the Secretary of State and the State Treasurer in the performance of the duties of their constitutional offices. (9) "Surplus Property" means all personal property, vehicles and titled equipment property designated as surplus for sale to state agencies, political subdivisions of the State, and private not-for-profit organizations or the general public or any combination thereof. Prior to offering Surplus Property for Public Sale (1) Prior to offering surplus property for public sale, the Surplus Property may be made available by direct transfer or direct sale to the following: (a) Other City departments (b) Political Subdivisions PAGE 23-ORDINANCE REPLACING CHAPTER 2.50 OF THE AMC c:0eganoRicetORD\Rlcublic Contracting Ord 0706.wpd I (c) State Agencies (d) Any non-profit organization determined to be eligible.by the Purchasing Agent. (2) Surplus Property acquired by political subdivisions, state agencies, or qualified not-for-profit organizations through direct sales or transfers must be used only in the conduct of their official public programs. (3) Surplus Property must not be acquired through warehouse floor.sales or direct transfer for any use or purpose other than conduct of their official public programs, and not for resale or distribution unless otherwise pre-approved by the Purchasing Agent. (4) Non-qualifying private entities and private citizens, separately or combined, must not be eligible to acquire surplus property except at public sales. (1) Conduct (a) The Purchasing Agent or his/her designee must conduct public sales for the disposal of Surplus Property. (b) Methods of disposal may include, but not be limited to: oral auctions, sealed bid sales and fixed price retail sales, separately or in any combination thereof. (2) Conduct of Auctions and Sealed Bid Sales (a) The Purchasing Agent or his/her designee must advertise the date, time and location of public auction or sealed bid sales. (b) A public Invitation to Bid must be available at the auction site of an auction or sealed bid sale. (c) The public may inspect property offered for sale at the time and place specified in the public Invitation to Bid; (d) The Purchasing Agent reserves the right to reject any and all bids regarded as not in the best interests of the City of Ashland; (e) All items must be sold to the highest Bidder. All Surplus Property must be offered "As-Is, Where-Is" with no warranty or other guarantee as to its condition or fitness for use. A purchaser or disappointed Bidder does not have recourse against the City of Ashland or any of their respective officers, employees or agents. (f) All sales must be final. (3) Eligibility (a) Members of the general public may participate as buyers at public sales. (b) No employee whether full-time, part-time, temporary or unpaid volunteer, of the Department and/or Purchasing, member of the employee's household, the employee's immediate family, or any person acting on the employee's behalf may participate in public sales if the employee has had any role in declaring the item surplus, processing the item or related paperwork, or offering it for sale. (4) Payment Full payment must be made within five (5) business days, unless otherwise specified in the public Invitation to Bid. Payment must by made by cash, cashier's check or money order. The methods of payment, time limit for making full payment, and the place where payment must be made will be specified in public Invitation to Bid. (5) Failure to Comply The Purchasing Agent or his/her designee may establish criteria to disqualify participants from surplus sales pursuant to this Rule. Such criteria may be based on: PAGE 24-ORDINANCE REPLACING CHAPTER 2.50 OF THE AMC G11eganOf6ce\ORO\RPub1ic Contracting Ord 0706.wpd (a) Conviction of fraud; (b) Inappropriate conduct (c) Failure to claim purchases; or (d) Other documented activities determined by the Purchasing Agent or his/her designee to warrant disqualification. Based upon these criteria, the Purchasing Agent or his/her designee may disqualify participants from participation in other surplus sales. (6) Claiming Items Purchased (a) Items not paid in full and claimed by the time specified in the Invitation to Bid will be offered to the next highest bidder. (b) Property paid for, but not claimed within the time specified in the Invitation to Bid must be considered abandoned and ownership must default back to the City of Ashland, unless prior approval is obtained from the City of Ashland Purchasing Agent. (c) Title to Property sold will be transferred to the purchaser when full and final payment (d) Motor Vehicles Division trip permits must be required to drive unlicensed motor vehicles. The purchaser will be responsible for obtaining a trip permit and to certify that the driver of the vehicle has a valid driver's license and is insured as required by Oregon law before a trip permit can be issued. (7) Disposal of Surplus Property, without requiring competitive bidding (1) With the prior approval of the Purchasing Agent, the authorized designee may sell or transfer surplus property to political subdivisions, state agencies, or non-profit organizations. (a) Political subdivisions, state agencies, and or non-profit organizations may be given preference to acquire surplus property. (b) Property acquired shall be used for public purpose or benefit and not for resale to a private purchaser. (2) With the prior approval of the Purchasing Agent, the authorized designee may transfer computers and related hardware that are surplus, obsolete or unused to a common or union high school district or education service district. (a) The authorized designee may not charge the school district a fee for the transfer. (3) The Purchasing Agent or his/her designee may recycle or otherwise dispose of property when the Purchasing Agent determines the value and condition of the property does not warrant the cost of a sale. (8) Proceeds from the disposal of Surplus Property (1) The Purchasing Agent shall determine what fund and/or funds will be credited with the proceeds received from the disposal of surplus property. Authorized by: Lee Tuneberg Finance Director Purchasing Agent Authority: ORS 279A.065 (5)(a), ORS 279.070, AMC 2.50.090 Drafted from: ORS 279A.250, OAR 125-246-0700 PAGE 25-ORDINANCE REPLACING CHAPTER 2.50 OF THE AMC c:ueganOflice\ORDtP\Pubfic Contracting Ord 0706.wpd The foregoing ordinance was first read by title only in accordance with Article X, Section 2(C) of the City Charter on the day of , 2006, and duly PASSED and ADOPTED this day of 2006. Barbara Christensen, City Recorder SIGNED and APPROVED this day of 2006. John W. Morrison, Mayor Approved as to form- Beth A. L6n, Assistant City Attorney PAGE 26-ORDINANCE REPLACING CHAPTER 2.50 OF THE AMC O:veganOf6ce\ORMRPuEfic Contracting Ord 0706.wpd The following is for the Request from Councilor Hartzell to discuss consideration of an Ordinance titled, "An Ordinance adding a new section to Title 14, Chapter 4, restricting the addition of chemicals or substances to the drinking water" CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report In the case of Ashland Municipal Airport, the potential feasibility of major facility expansion is limited by physical site characteristics including adjacent creeks, public and private roadways, terrain (slope), and developable acreage. The limited land area available to accommodate landside facilities (hangar and apron) would be largely consumed by the relocation of existing facilities, which would significantly limit space to accommodate new tenants. This option would also impact adjacent private properties and drainages. A comparison of the airport's ability to meet specific ADG I and II design standards is also provided in Table 4-5; later in the chapter. In addition to the lateral expansion constraints, the length of the runway cannot be significantly increased without property acquisition. The feasibility of upgrading to ADG II standards would also consider the ability to provide adequate runway length to accommodate a wide range of business aircraft. At Ashland, a runway length between 4,300 and 5,000 feet would be required to accommodate most small/medium business jets during warmer months. An option to extend the north end of Runway 12/30 by 600 feet(recommended in the 1982 master plan) was dropped from consideration in the 1992 master plan update. The availability of Rogue Valley International-Medford Airport to accommodate larger business aircraft allows Ashland Municipal Airport to focus on its primary role as a community general aviation airport that can accommodate a wide range of general aviation and limited business aviation activity. Land Utilization The total airport land area consists of approximately 94 acres, which includes the airside area (runway-taxiway system protected areas,etc.), the east landside area(aircraft storage and support facilities), an elevated area (northeast section) of the airport located opposite the north airport access road, and an undeveloped area located on the west side of the airport between the runway and Neil Creek. Table 4-2 summarizes existing airport land uses based on current and previously planned airfield configurations. In its current configuration, the runway and most required clear areas associated with the airside facilities are contained within airport property. The runway protection zones (RPZ) for both runway ends extend beyond airport property and have roads located within their boundaries. The airside areas of the airport account for nearly half of the airport's total land base. :+r i � October 2005 4-5 Facility Requirements Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report TABLE 4-2:AIRPORT LAND USE CONFIGURATION ASHLAND MUNICIPAL AIRPORT Percentage of Existing Land Use Acreage Total Airport Property Airside (Developed or Reserved) Runway, Parallel Taxiway, Runway 30 Protection Zone,Object Free Area, 45 48% Runway Safety Area, Obstacle Free Zone Primary Surface. East Landside(Developed or Reserved) 33 35% Aircraft Apron, Hangars,Vehicle Parking, Access Roads, Undeveloped Land. West(Reserved) Open Space adjacent to Neil Creek. 7 7% Northeast(area bordered by airport access road and airport boundary) 9 10% Open Space;future aviation-related or non-aviation development. Total 94' 100% I. Rounded from 94 acres,ALP drawing. The western side of the airport and the northeastern section (outside the airport access road) are not considered to be well suited for aviation development. The narrow west side area does not have surface access and it directly borders Neil Creek, which may require development setbacks and mitigation measures to avoid surface runoff. In addition, with aircraft services such as fuel, telephone, and restrooms located on the east side of the runway, developing west side facilities could create the potential for runway crossings(vehicles,pedestrians, etc.). The landside area suitable for supporting aircraft-related development totals approximately 33 acres, of which approximately 60 percent is currently developed. The remaining developable areas are located beyond the north end of the main apron, and east of the main apron on the land bordered by Dead Indian Memorial Road and the north airport access road. As proposed in previous planning- efforts, the development of these areas will require a combination of excavation, grading and leveling with some gradient incorporated into the pavement designs. The steepest terrain located north of the new 14-unit T-hangar could accommodate additional hangar development, although the amount of excavation and reinforcement on the uphill slope makes that increasingly costly. The small area of land located adjacent to Dead Indian Road, between the north access road and the new T-hangar, may be more readily developable to accommodate non-aviation uses not required aircraft access. Although the undeveloped landside areas are limited at Ashland Municipal Airport, the airport has adequate land to accommodate forecast demand for hangars, aircraft parking and associated facilities. However, if construction of hangars accelerates significantly beyond historic trends October 2005 4-6 Facility Requirements Century West Engineering ♦Aron Faegre&Associates ♦ Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report and 20-year forecast demand, the landside area will soon begin to approach capacity. It may be appropriate to consider options to future property acquisition, or the feasibility of developing facilities on the west side of the runway once the east side reaches full development. Airspace The airspace surfaces depicted on the 1992 Airspace Plant were based on utility runways and visual approaches. The FAR Part 77 airspace surfaces reflect the ultimate runway dimension. The airport is located in a valley with rising terrain in all directions. Several areas of terrain penetration to the airspace surfaces were depicted on the 1992 plan including large areas located in the horizontal and conical surfaces from the southwest to north sides of the runway. The 1992 Airspace Plan identified 40 specific airspace obstructions in the vicinity of the existing runway. Of the listed obstructions, all but four were trees. Obstruction survey data was provided by the City for the numerous trees located to the sides of the runway. Most of the trees were located along the western (adjacent to Neil Creek) and eastern (adjacent to Emigrant Creek) sides of the runway. The plan recommended trimming about half of the trees, with the action on the remaining obstructions "undecided." The City has removed most trees on airport property in this area, although periodic inspection is required to remove new growth. The utility visual approach surfaces (5,000 feet long; 20:1 slope) for both runway ends appear to be free of terrain penetrations, although roadways are located near each runway end, which create close-in obstructions. The 1992 Airspace Plan indicates that Runway 12 had a "clear 10:1" approach surface (road) and Runway 12 had a "clear 14:1" approach surface (based on the 190- foot displaced threshold to improve obstruction clearance over trees, a building and vehicles traveling on the roadway). The airspace features described in Chapter Two (IF'R airways, military training routes, etc.) do not affect local airport operation. The airspace structure surrounding Ashland Municipal Airport is uncomplicated and is not expected to constrain future airport development or operation. Instrument Approach Capabilities Ashland Municipal Airport does not currently have a published instrument approach procedure (LAP). As noted earlier, previous airfield/airspace planning for Ashland Municipal has been .J Ashland Municipal Airport—Airport Airspace Plan,SFC Engineering(10194) October 2005 4-7 Facility Requirements it Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report I:., based on visual approach surfaces, as defined by FAR Part 77, which historically has been compatible with development of non-precision instrument approaches with circle-to-land (visual) procedures. Recent changes in FAA standards for establishing instrument approaches at small (utility) airports now require that straight-in approach procedures be developed in order to obtain authorization for nighttime use. With the existing "utility-visual" airspace surfaces, a daytime- only non-precision instrument approach could be developed at Ashland. The option of upgrading the airspace to accommodate a straight-in approach to Runway 12/30 would require significant changes in the airfield development configuration and airspace. Chief among these changes would be a requirement to double the width of the runway primary surface (clear area surrounding the runway) to 500 feet. The primary surface must be kept free of obstructions (including parked aircraft). At Ashland, a portion of the aircraft parking area is located within 200 feet of runway centerline. In order to accommodate a wider primary surface, no aircraft parking would be permitted within at least 250 feet of the runway centerline. In addition to the wider primary surface, the need to maintain an unobstructed 7:1 transitional surface slope that extends from the (relocated) outer edge of the primary surface would also affect potential locations for building heights and aircraft parking. Similar to the earlier discussion evaluating the feasibility of upgrading to ADG IT design standards, an upgrade to non-precision instrument capabilities would significantly impact existing facilities on the airfield. The existing (north/east) building restriction line (BRL) is located approximately 360 feet from runway centerline. Based on the existing utility-visual airspace surface dimensions, a building height up to 33.5 feet (above runway elevation) can be accommodated at the BRL without penetrating the transitional surface. If the airspace surfaces were upgraded to non-precision instrument, building height clearance at the BRL would be reduced to 15.7 feet. Existing structures would be required to install obstruction lighting, although future hangars would need to be configured to avoid penetrating the transitional surface Aircraft parking positions would also need to be relocated to avoid penetrating the expanded airspace surfaces. With an average tail height of 10 feet, the aircraft parking line(APL) would be located approximately 320 feet from runway centerline. However, the majority of the main apron is located too close to the runway to meet that setback. It would be necessary to develop new apron areas with increased runway separation in order to comply with a 320-foot APL. In addition to the airport site development issues described above, it appears that the high terrain located in the vicinity of the airport may significantly affect instrument approach development options and approach minimums. . October 2005 4-8 Facility Requirements Century West Engineering Aron Faegre&Associates Gazeley&Associates I CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report Based on the potential impacts on existing landside development areas and overall airport land utilization, it is recommended that Runway 12/30 and the associated airspace surfaces continue to be 'planned based on visual approaches. Development of a daytime-only non-precision instrument approach can be accommodated with in the existing airfield development and airspace configuration. A detailed airspace (TERPS) assessment would need to be conducted by the FAA to determine the overall feasibility of establishing an approach and the approach and visibility minimums that could be obtained. Local interest in providing on-airport weather data and pilot advisories has led the City to consider acquiring a "SuperUnicomTM" at the airport, which is designed to combine basic weather data and automated advisory information to pilots operating at uncontrolled airports. According to manufacturer data, the small SuperUnicomTM unit is installed next to the airport's wind sock. The system is programmed based on the specific runway configuration of the airport. Weather information is gathered through sensors on the wind sock pole. The information is automatically updated and alerts pilots to significant conditions such as ground fog, crosswinds, wind shear and-high density altitude..It also continuously measures current weather data and balances the relative importance of each bit of information against the level of congestion on the Unicom frequency. Airport Design Standards Federal Aviation Administration (FAA)Advisory Circular(AC) 15015300-13, Airport Design, serves as the primary reference in planning airfield facilities. FAR Part 77, Objects Affecting Navigable Airspace, defines airport imaginary surfaces, which are established to protect the airspace immediately surrounding a runway. The airspace and ground areas surrounding a runway should be free of obstructions (i.e., structures, parked aircraft, terrain, trees, etc.) to the greatest extent possible. FAA Advisory Circular 15015300-13 groups aircraft into five categories based upon their approach speed. Categories A and B include small propeller aircraft, some smaller business jet aircraft, and some larger aircraft with approach speeds of less than 121 knots. Categories C, D, and E consist of the remaining business jets as well as larger jet and propeller aircraft generally associated with commercial and military use; these aircraft have approach speeds of 121 knots or more. The advisory circular also establishes six aircraft design groups, based on the physical size (wingspan) of the aircraft. The categories range from Airplane Design Group (ADG) I, for aircraft with wingspans of less than 49 feet, to ADG VI for the largest commercial and military aircraft. ADG I is further divided into two subcategories: runways serving "small airplanes exclusively" and runways serving aircraft weighing more than 12,500 pounds. Aircraft with a maximum gross takeoff weight of less than 12,500 pounds are classified as "small aircraft' by October 2005 4-9 Facility Requirements , l Century West Engineering Aron Faegre&Associates ♦ Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report the FAA. A summary of typical aircraft and their respective design categories is presented in Table 4-3. TABLE 4-3: TYPICAL AIRCRAFT& DESIGN CATEGORIES Aircraft Airplane Design Aircraft Approach Maximum Gross Group Category Takeoff Weight(Lbs) Piper PA-28/32 Cherokee A 1 2,550 Cessna 182 A 1 2,950 Lancair Columbia 300 A I 3,400 Cessna 206 A I 3,600 Beechcraft Bonanza A36 A I 3,650 Cessna 210 A I 3,850 Beechcraft Baron 55 A I 5,300 Socata/Aerospatiale TBM 700 A I 6,579 Piper Aerostar 602P B I 6,000 Cessna P337 Skymaster B 4,630 Cessna 402 B I 6,300 Cessna 421 B I 7,450 Cessna Citation CJ1 (CE525) B I 10,600 Beechcraft 99 Airliner B I 11,300 Beechcraft Super King Air 200 B II 12,500 Piper Malibu A II 4,300 Cessna Caravan 1 A II 8,000 - _ Pilatus PC-12 A II 9,920 Cessna Citation CJ2(CE525A) B II 12,375 Cessna Citation Bravo(GESSO) B II 14,800 Dassault Falcon 20 B II 28,660 Learjet 60 C I 23,100 Canadair Challenger C II 45,100 Guffstream III C II 69,700 Source:FAA Advisory Circular(AC)150/530013(change 7);Jane's Aircraft Guide;aircraft manufacturer data. 64 October 2005 4-10 Facility Requirements ii j Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report Ir, Design Aircraft The selection of the appropriate design standards for the development of airfield facilities is based primarily upon the characteristics of the aircraft that are expected to use the airport. The most critical characteristics are the approach speed and wingspan of the design aircraft anticipated for the airport. The design aircraft is defined as the most demanding aircraft type operating at the airport with a minimum of 500 annual itinerant operations (takeoffs and landings). The 1992 Airport Layout Plan Report12 recommended that facilities at Ashland be planned based on Aircraft Approach Category B and Airplane Design Group I (B-I). The airport currently accommodates predominately Approach Category A or B and Airplane Design Group I aircraft. Most locally based aircraft and itinerant aircraft using the airport on a regular basis are classified as small aircraft, weighing less than 12,500 pounds. Although the airport currently accommodates a limited amount of ADG II activity (weather- diverted cargo/express aircraft and Sky Research Jetstream 31, Caravan aircraft), the volume of activity is thought to be well below the FAA activity threshold of 500 annual itinerant operations. As indicated earlier, upgrading the airport to meet FAA ADG II design standards is not considered highly feasible due to numerous site characteristics. Based on a review of air traffic, site considerations and prior planning recommendations, it is recommended that airport reference code (ARC) B-I (small aircraft exclusively) be selected as the appropriate planning criteria for Ashland Municipal Airport. Airfield design standards for ADG I (small) are summarized in Table 4-4, with ADG I and ADG II design standards (both including larger aircraft 12,500 pounds and above) provided for comparison. A summary of the airport's conformance with the various levels of design standards is presented in Table 4-5. As indicated in the table, Runway 12/30 meets most ADG I (small) design standards, but does not meet most ADG I or ADG 1I standards for Approach Category A and B aircraft. Based on the existing airfield configuration, past master plan recommendations, current airport activity, and current FAA airport planning/design guidelines the use of design standards based on Aircraft Approach Category B and Airplane Design Group I (small aircraft exclusively) is recommended for Runway 12130 (Airport Reference Code - ARC B-I (small). Under FAR Part 77, "utility" airspace surfaces are consistent for runways designed to accommodate with ADG I aircraft. A detailed description of the applicable airport design standards is presented later in this chapter. 2 Airport Layout Plan Report for Ashland Municipal Airport(SFC Engineering,October 1992). October 2005 4-11 Facility Requirements. Century West Engineering ♦Aron Faegre 8 Associates ♦ Gazeley&Associates C I T Y OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report Iii, TABLE 4-4:AIRPORT DESIGN STANDARDS SUMMARY (DIMENSIONS IN FEET) Runway 12130 eAD Standard aC cIrea ADG I z ADG II s Exsting Codons exclusively) A&B Aircma A&B Aircma Runway Length 3,603 3,700/4,3204 3,700/4,3204 5,50017,0005 Runway Width . 75 60 60 75 - Runway Shoulder Width 10 10 10 10 Runway Safety Area Width 120 120 120 150 Runway Safety Area Length(Beyond Rwy End) varies 240 240 300 Obstacle-Free Zone Width - 250 250 400 400 Object Free Area Width 250 - 250 400 500 - - Object Free Area Length(Beyond Rwy End) varies- - 240 240 300 Primary Surface Width - 250 250 500 500 Primary Surface Length(Beyond Rwy End) 200 200 200 200 - - Runway Protection Zone Length 1,000 1,000 1,000 1,000 - Runway Protection Zone Inner Width 250 250 500 500 Runway Protection Zone Outer Width 450: 450 700 700 Runway Centerline to: Parallel Taxiway/Taxilane Centerline .'.150/162.5 150 225 240 Aircraft Parking Area Appric 185' 125/1956 200/3206 250/3206 Building Restriction Line .366 . 251' 376' 3767 Taxiway Width 30 25 25 35 Taxiway Shoulder Width 10.'. 10 10 10 Taxiway Safety Area Width 49 49 49 79 Taxiway Object Free Area Width -X89. 89 89 131 _ - Taxiway Centerline to Fixed/Movable Object - Apprx:50' - 44.5 44.5 65.5 Taxilane Object Free Area Width L 79. , r 79 79 115 . . Taxilane Centedine to Fixed/Movable Object 1 39.5 1 39.5 39.5 39.5 1. Utility(visual)runways(Per FAR Part 77);all other dimensions reflect visual runways and runways with not lower than 3(4- statute mile approach visibility minimums (per AC 150/5300-13, Change 7). RPZ dimensions based on visual and not lower than 1-mile approach visibility minimums. 2. Utility(nonprecision instrument)runways(Per FAR Part 77);all other dimensions reflect visual runways and runways with not lower than 3/4-statute mile approach visibility minimums(per AC 150/5300-13,Change 7). RPZ dimensions based on visual and not lower than 1-mile approach visibility minimums. 3. Larger than Utility(nonprecision instrument) runways (Per FAR Part 77); all other dimensions reflect visual runways and runways with not lower than 3/4-statute mile approach visibility minimums (per AC 150/5300.13, Change 7). RPZ dimensions bases on visual and not lower than 1-mile approach visibility minimums. 4. Runway length required to accommodate 95 and 100 percent of General Aviation Fleet 12,500 pounds or less. 85 degrees F,38-foot change In runway centerline elevation. 5. Runway length required to accommodate 75 percent large airplane fleet (60,000 pounds or less) at 60 and 90 percent useful load. 85 degrees F, 10-foot change in runway centerline elevation. 6. FAA standard assuming no parallel taxiway/Dimension based on standard parallel taxiway OFA clearance and distance to clear 10-toot aircraft tail height(typ.small single-engine)in transitional surface. 7. Distance to protect standard parallel taxiway object free area and accommodate an 18-foot structure(at the BRL)without penetrating the 7:1 Transitional Surface. October 2005 4-12 Facility Requirements II _I Century West Engineering ♦Aron Faegre&Associates * Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report TABLE 4-5: RUNWAY 12130 CONFORMANCE WITH FAA DESIGN STANDARDS Item Airplane Design Group I Airplane Design Group I Airplane Design Group II Small Aircraft Exclusivel A&B Aircraft A&B Aircraft Runway Safety Area Yes Yes No' Runway Object Free Area No, Noe - NO3 Runway Obstacle Free zone Yes No' Nod Taxiway safety Area Yes Nos NOS . Taxiway Object Free Area Yes Nos. Nos Building Restriction Line–East Yes' s • Yes Yes' Aircraft Parking Line–East Yes - No' No Runway Protection Zones Nos Nos --Nos. Runway-Parallel Taxiway Separation Yes No - No Runway Width Yes Yes Yes Runway Length Nos No10 - No" ' - Taxiway Width(Parallel) Yes Yes No' 1. Road/Trees(Rwy 12) 2. Trees(west side);Aimraft parking positions located within ADG I OFA(east side). 3. Trees;mini storage buildings(west);Aircraft parking positions located within ADG ll OFA(east side). - 4. Parallel Taxiway within OFZ for runways serving large airplanes. 5. Existing Taxiway OFAISA clearances meet ADG I(small)standards—runway-taxiway separation does not meet higher standards. 6. BRL depicted on 1992 ALP is 187.5 feet(west side)and 277.5&360 feet(vanes on east side)from runway centedine. 7. Aircraft parking areas penetrate nonprecision instrument airspace(primary or transitional surfaces)and may conflict with FAA-recommended ADG I or ADG 11 parallel taxiway separations.Parallel Taxiway would also require relocation to meet - ADG I or ADG II runway separation standard;relocation of some aircraft taclowns also required. 8. Roads located in Runway 12 and 30 protection zones;structures within Rwy 30 departure and arrival RPZs. 9. Per FAA Runway Length Model: Existing runway length is approximately 97 percent of the FAA-recommended length required to accommodate 95%of small aircraft fleet. 10. Per FAA Runway Length Model: Existing runway length is approximately 83 percent of the FAA-recommended length required to accommodate 100%of small aircraft fleet. 11. Per FAA Runway Length Model: Existing runway length is approximately 88 percent of the FAA-recommended length required to accommodate 75%of large aircraft weighing less than 60,000#at 6M*useful load. October 2005 4-13 Facility Requirements II - ! Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report Airport Design Standards Note: The airport planning criteria recommended for Runway 12130 at Ashland Municipal Airport are based on the following assumptions: Visual runways and runways with not lower than 314 statute mile visibility minimums. Runway protection zones (RPZ) are based on a visibility standard of "visual and not lower than ]- mile" for runways expected to serve small aircraft exclusively. All references to the "standards" are based on these approach visibility assumptions, unless otherwise noted. (Per FAA Advisory Circular 15015300-13, change 7). Airport Design Standards are based on Airport Reference Code (ARC) B-I (small). The ultimate FAR Part 77 airspace planning criteria is based on "utility"runways with visual approaches. Runway Safety Area (RSA) The FAA defines runway safety area (RSA) as "A defined surface surrounding the runway prepared or suitable for reducing the risk of damage to airplanes in the event of an undershoot, overshoot, or excursion from the runway." Runway safety areas are most commonly used by aircraft that inadvertently leave(or miss) the runway environment during landing or takeoff. By FAA design standard, the RSA "shall be: (1) cleared and graded and have no potentially hazardous ruts, humps, depressions, or other surface variations; (2) drained by grading or storm sewers to prevent water accumulation; (3) capable, under dry conditions, of supporting snow removal equipment, aircraft rescue and firefighting equipment, and the occasional passage of aircraft without causing structural damage to the aircraft; and (4) free of objects, except for objects that need to be located in the runway safety area because of their function. Objects higher than 3 inches above grade should be constructed on low impact resistant supports(frangible mounted structures)of the lowest practical height with the frangible point no higher than 3 inches. Other objects such as manholes, should be constructed at grade. In no case should their height exceed 3 inches." ►+ October 2005 4-14 Facility Requirements Century West Engineering Aron Faegre&Associates Gazeley&Associates C I T Y OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report IL, The recommended transverse grade for the lateral RSA ranges between l�/z and 5 percent from runway shoulder edges. The recommended longitudinal grade for the first 200 feet of extended RSA beyond the runway end is 0 to 3 percent. The remainder of the RSA must remain below the runway approach surface slope. The maximum negative grade is 5 percent. Limits on longitudinal grade changes are plus or minus 2 percent per 100 feet within the RSA. The airport sponsor should regularly clear the RSA of brush or other debris and periodically grade and compact the RSA to maintain FAA standards. The RSA along the sides and beyond the ends of Runway 12/30 appears to be cleared, graded and free of physical obstructions, within the ADG I (small) dimensions. The new runway edge lights and threshold lights being installed in 2004 (located within the RSA) will be mounted on frangible supports (breakable coupling and disconnect plug). Any future lighting (such as PAPI) located within the RSA will also need to meet the FAA frangibility standard. Runway Object Free Area (OFA) Runway object free areas (OFA) are two dimensional surfaces intended to be clear of ground objects that protrude above the runway safety area edge elevation. Obstructions within the OFA may interfere with aircraft flight in the immediate vicinity of the runway. The FAA defines the OFA clearing standard: "The OFA clearing standard requires clearing the OFA of above ground objects protruding above the runway safety area edge elevation. Except where precluded by other clearing standards, it is acceptable to place objects that need to be located in the OFA for air navigation or aircraft ground maneuvering purposes and to taxi and hold aircraft in the OFA. Objects non- essential for air navigation or aircraft ground maneuvering purposes are not to be placed in the OFA. This includes parked airplanes and agricultural operations." All aircraft parking positions are located outside the OFA. A short section of private road located beyond the end of Runway 12 is located in the outer(north) corner of the OFA. In addition, two ' obstructions located within the runway primary surface are also located within the OFA. The airspace plan will recommend removal of the primary surface penetrations (trees) and relocation of the road to address the obstructions, which will also clear the OFA. The City should periodically inspect the OFA and remove any objects that protrude into the OFA, particularly brush or trees. N October 2005 4-15 Facility Requirements li Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report Tit,, Obstacle Free Zone (OFZ) The OFZ is a plane of clear airspace extending upward to a height of 150 feet above runway elevation, which coincides with the FAR Part 77 horizontal surface elevation. The FAA defines the following clearing standard for the OFZ: "The OFZ clearing standard precludes taxiing and parked airplanes and object penetrations, except for frangible visual NAVAIDs that need to located in the OFZ because of their function." The OFZ may include the Runway OFZ, the Inner-approach OFZ (for runways with approach lighting systems), and the Inner-transitional OFZ (for runways with lower than 3/a-statute mile approach visibility minimums. For Ashland Municipal Airport, only the Runway OFZ is required based on runway configuration and planned approach capabilities. The FAA defines the Runway OFZ as: "The runway OFZ is a defined volume of airspace centered above the runway centerline. The runway OFZ is the airspace above a surface whose elevation at any point is the same as the elevation of the nearest point on the runway centerline. The runway OFZ extends 200 feet beyond each end of the runway." The standard OFZ for runways serving small aircraft is 250 feet wide. This dimension corresponds with the visual approaches for the existing runway and would accommodate non- precision instrument approaches(not lower than 3/ mile approach visibility minimums). The OFZ for Runway 12/30 appears to be free of physical obstructions and meets the small aircraft dimensional standards. The exit taxiways connecting to the runway have aircraft hold lines located 125 feet from runway centerline, which marks the outer edge of the existing OFZ boundary. The holding area at the end of Runway 12 has adequate space to allow aircraft to remain clear of the OFZ. Taxiway/Taxilane Safety Area The taxiways at Ashland Municipal Airport include a full-length parallel taxiway/taxilane and several access taxiways. The taxiways and taxilanes vary in width (20 to 30 feet) but appear to meet the dimensional standard for ADG I safety areas. The taxiway/taxilane safety areas should be regularly cleared of brush or other debris and periodically graded and compacted to maintain FAA standards. October 2005 4-16 Facility Requirements Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport layout Plan Report Taxiway/Taxilane Object Free Area The ADG I taxiway OFA width is 89 feet. All future buildings and parked aircraft located along existing/planned taxiways should have a minimum setback (building restriction line and/or aircraft parking line) of at least 45.5 feet, which corresponds to the outer edge of the ADG I taxiway OFA (39.5 feet for the taxilane OFA). The taxiways/taxilanes on the airport appear to meet the dimensional standard for ADG I. A parallel taxilane is located on the southern 1,000 feet of the main apron. The ADG I taxilane object free area is 79 feet; the nearest tiedown positions are located to meet this clearance standard. It has been reported by local pilots that the visual line of sight on the T-hangar access taxiway (located immediately north of the Sky Research hangar) is limited by both the taxiway configuration (90-degree turn) and the Sky hangar. Aircraft taxiing in opposite directions along this taxiway have minimal visual clearance around the hangar when they approach the curve. Options should be considered to add an aircraft holding/bypass area near this corner to allow aircraft to pass without leaving the paved surface. Building Restriction Line (BRL) The 1992 Airport Layout Plan (ALP) depicts a 277.5-foot and 360-foot building restriction line (BRL) on the east side of Runway 12/30. The 360-foot east BRL is located along the entire length of the existing apron and future apron expansion; the 277.5-foot BRL extends along the northeast edge of the airport, which generally coincides with the airport property line. The 1992 ALP did not identify any existing or future airport buildings on the west side of the runway. The east 360-foot BRL will accommodate a 33-foot high building without penetrating the utility/visual runway transitional surface and is clear of the ADG I (small) taxiway object free area. The nearest buildings to Runway 12130 are located along the rear edge of the main apron, approximately 360 feet from runway centerline. Runway Protection Zones (RPZ) The FAA provides the following definition for runway protection zones (RPZ): "The RPZ's function is to enhance the protection of people and property on the ground. This is achieved through airport owner control over RPZs. Such control includes clearing RPZ areas (and maintaining them clear) of incompatible objects and activities. Control is preferably exercised through the acquisition of property interest in the RPZ The RPZ is trapezoidal in October 2005 4-17 Facility Requirements I Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report shape and centered about the extended runway centerline. The RPZ begins 200 feet beyond the end of the area useable for takeoff or landing." The RPZ dimensions recommended for Runways 12 and 30 are based on "small aircraft exclusively" with approach visibility minimums "visual and not lower than 1-mile." The 1992 ALP depicted RPZs that are consistent with this facility classification and use. As noted above, RPZs with buildings, roadways, or other items do not fully comply with FAA standards. A review of recent aerial photography for Ashland Municipal Airport identified roadways within both RPZs for Runway 12/30. Runway 30 has a 190-foot displaced threshold to improve obstruction clearance for landing aircraft over trees, structures and vehicles traveling on Dead Indian Memorial Road. A runway end with a displaced threshold has both an arrival RPZ (corresponding to the displaced threshold) and a departure RPZ (beginning 200 feet beyond the runway end). Several off-airport structures are located within the Runway 30 arrival and departure RPZ. The 1992 ALP recommended relocating the private roadway located immediately beyond Runway 12 to improve obstruction clearance. In the event that the road realignment is not pursued, a displacement of the Runway 12 threshold or use of an obstacle clearance approach (OCA) should be defined. If the runway threshold is displaced, an arrival RPZ will also be required. Additional information about the potential use of an OCA on Runway 12 will be provided in the evaluation of facility development alternatives. It is recognized that realigning major surface roads routes located within the RPZs may not be highly feasible. However, where possible, the City/County should discourage development within the RPZs (particularly structures) that is inconsistent with FAA standards. Aircraft Parking Line (APL) The existing aircraft parking areas at the airport are located adjacent to the parallel taxiway/taxilane, approximately 190 to 200 feet from the runway centerline. The 1992 Airport Layout Plan depicts a "future" aircraft parking line (APL) that is 210 feet from runway centerline. If the existing taxiway/taxilane configuration is maintained, the APL should be revised on the ALP to reflect the corresponding taxiway/taxilane OFA clearances. The 210-foot section of APL is appropriate to protect the parallel taxiway, however, the APL along the southern portion of the apron would need to be adjusted (inward) to preserve the outer parking positions and to protect the taxilane OFA. Tail heights of 10 feet or less are typical of most light aircraft, although business aircraft often have tail heights ranging from 10 to 25 feet. The section of the APL located adjacent to the south October 2005 4-18 Facility Requirements Century West Engineering ♦Aron Faegre&Associates ♦ Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report end of the apron (190 feet) would accommodate an aircraft with a 9-foot tail height without penetrating the visual transitional surface. A 210-foot APL would accommodate an aircraft with _ a 12-foot tail height without penetrating the visual transitional surface. The distances also accommodate standard ADG I (small)parallel taxiway or taxilane separations. Parking locations for larger aircraft should be adjusted accordingly from the APL based on the typical tail height. For example an aircraft with a 15-foot tail height would need to be parked approximately 230 feet from the runway centerline to avoid penetrating the transitional surface. Runway-Parallel Taxiway Separation Runway 12/30 is served by a full-length parallel taxiway/taxilane with a separation of 150 feet (southern taxilane section) and 162.5 feet (taxiway section), which meets the ADG I (small aircraft exclusively)design standard of 150 feet. FAR PART 77 SURFACES Airspace planning for U.S. airports is defined by Federal Air Regulations (FAR) Part 77 — Objects Affecting Navigable Airspace. FAR Part 77 defines imaginary surfaces (airspace) to be protected surrounding airports. Figure 4-2 on the following page illustrates plan and isometric views of the Part 77 surfaces. The 1992 Airport Airspace Plan 13 depicted airspace surfaces that were consistent with visual approach capabilities and utility runways based on an existing/ultimate runway length. For Runway 12/30, the use of "utility" standards based on future visual approach capabilities (per FAR Part 77) is appropriate for defining long-term airspace planning for Ashland Municipal Airport. As noted earlier, this airspace structure is also compatible with development of non- precision instrument approaches with circling procedures (daytime only use). Large areas of terrain penetration were identified within the airspace surfaces, southwest, south, east and north of the runway. Table 4-6 summarizes FAR Part 77 standards with the corresponding runway type and approach capability. 13 Ashland Municipal Airport Master Plan;Airport Airspace Plan(Drawing 2),SFC Engineering(May, 1994) October 2005 4-19 Facility Requirements Century West Engineering ♦Aron Faegre&Associates ♦ Gazeley&Associates OBJECTS AFFECTING NAVIGABLE AIRSPACE �A A 404 404— A .I '1 , •�wON AERFACE� .I ISD FIAT AB OV PORT TIIABLISXED AI R ELE VlTMW- 20.1 COMICAL SURFACE I_ DIMENSIONAL STANDARDS (FEET) DIY ITEM YRInY own RI ON. PRECUN U YT • D • D RUNWAY - WIOTM OF PRIMARY SURFACE AM A REPROACH SURFACE VISTA AT tso 300 Sao ISO I,Oeo. 1,000 WIN"SAO. S e NAOMI OF HORIZONTAL SURFACE S 00 S f000 1 000 1 000 10000 Y13WL MNM_tR[CiS10M lG iO40 APPAnGI iM TMUY A ROE" WTRUY" • 1 A C o C AtIRnCM WRTAtt rIOTN R Eno I t•0 Soo 8000 OR I 00 1 11,000 0 APPROACH SURFACE L[NLTM - 4000 SOea t 00 10,000 IOOOo •I- I t0•I 1 t9•1 1 ton 1 S••I 1 54.1 A- UTILITY RUNWAYS 9- RUNWAYS LARGER THAN UTILITY C- v1SIVILITY WIRINUMS GREATER TWN 314 WILE -I 0- VIS164ITY MINIMUMS AS LOW AS Sag MILE - FAA D • PRECISION AND 0.1 FOR APPROACH SLOPE 0$a•I ION MXCR 10,000 FEET"p AOn TOR 1N ADDITIONAL•O,opa FEET CONICAL SURFACE r PRECISION INSTRUMENT APPROACH VISUAL ON ROM PRECISMR APPROACH \ IL IfLDPE-p a 9 aaW •o..If.muse[ nNU4I., nruuum sYyv[una9A 1 � '>. C• I e JA �RUNWAY cENruuxn E ISOMETRIC VIEW OF SECTION A—A 'I. 1 77.25 CIVIL AIRPORT IMAGINARY SURFACES DESIGNED BY:DM FIGURE .I DRAWN BY:JLM FAR PART 77 DIAGRAM CENTURY wReT, 66503.w.P.M.mdL ,fa,as 1"r SCALE: NTS 3oa..n-nmpmM 9O 4R9.2710 Hm 4-2 I CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report TABLE 4-6: FAR PART 77 AIRSPACE SURFACES ASHLAND MUNICIPAL AIRPORT Item Utility visual ' Width of Primary Surface 250 feet Radius of Horizontal Surface 5,000 feet Approach Surface Width at End 1,250 feet Approach Surface Length 5,000 feet Approach Slope 20:1 1.Utility runways are designed for aircraft weighing 12,500 pounds or less. Approach Surfaces Runway approach surfaces extend outward and upward from each end of the primary surface, along the extended runway centerline. As noted earlier, the dimensions and slope of approach surfaces are determined by the type of aircraft intended to use the runway and most demanding approach planned for the runway. The 1992 Airspace Plan depicted future utility (visual) runway approach surfaces with slopes of 20:1. Three obstructions were identified within the 20:1 approach surfaces for Runway 30 and one obstruction was identified in the Runway 12 approach. Dead Indian Memorial Road passes under the Runway 30 approach surface, approximately 630 feet from the runway end; vehicles traveling on the roadway penetrate the'20:1 approach surface by approximately 15 feet. Trees located approximately 1,141 feet from the runway end were identified as the controlling obstruction for Runway 30. The airspace plan recommended trimming/removing the trees to eliminate the obstruction. A building located approximately 900 feet from the end of Runway 30 was also identified as an obstruction. Any structures penetrating FAR Part 77 airspace surfaces should be marked with obstruction lighting. A private road crosses the Runway 12 approach surface approximately 230 feet from the runway end; vehicles traveling on the roadway penetrate the 20:1 approach surface by 10 feet. The 1994 ALP recommended realigning the private road to improve obstruction clearance in the Runway 12 approach. October 2005 4-21 Facility Requirements i Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report Primary Surface The primary surface is a rectangular plane of airspace, which rests on the runway (at centerline elevation) and extends 200 feet beyond the runway end. The primary surface should be free of any penetrations, except items with locations fixed by function (i.e., VASI, runway or taxiway edge lights,etc.). The primary surface end connects to the inner portion of the runway approach surface. The recommended primary surface for Runway 12/30 is based on utility/visual runway standards (250 feet wide). It appears that the primary surface is generally free of obstructions, with the exception of small areas near the end of Runway 30(both sides) and a small area on the west side of Runway 12 (the southern 700 feet +-). The runway's close proximity to the adjacent creeks may prevent a full-width primary surface that is free of obstructions (stream embankments, trees, brush, etc.); however the primary surface should be maintained to best clearance standard possible. Transitional Surface The transitional surface is located at the outer edge of the primary surface, represented by a plane of airspace that rises perpendicularly at a slope of 7 to 1, until reaching an elevation 150 feet above runway elevation. This surface should be free of obstructions (i.e., .parked aircraft, structures, trees,etc.). The 1992 Airspace Plan depicted numerous transitional surface penetrations--mostly trees located along the two creeks that border both sides of the runway. City staff indicates that most trees located within airport property have been removed or lowered; however, many of the trees located off airport property remain in place. During a recent visual inspection of the airport several large trees were observed to penetrate the transitional surfaces. The residence located nearest the runway on the east side was identified as a transitional surface obstruction on the 1992 airspace plan. Any structures penetrating FAR Part 77 airspace surfaces should be marked with obstruction lighting. Horizontal Surface The horizontal surface is a flat plane of airspace located 150 feet above runway elevation. Based on the "utility" runway designation, the outer boundary of the Runway 12/30 horizontal surface is defined by two 5,000-foot radii, which extend from the runway ends (the intersection point of October 2005 4-22 Facility Requirements I � Century West Engineering ♦Aron Faegre&Associates ♦Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report the extended runway centerline, the outer edge of primary surface, and the inner edge of the approach surface). The outer points of the radii for each runway are connected to form an oval, which is defined as the horizontal surface. The 1992 Airspace Plan depicted areas of terrain penetration within the horizontal surface, southwest, south, east and north of the runway. The elevation of the horizontal surface is based on the published elevation of the airport(1,885 feet MSL), plus 150 feet(2,035 feet). Conical Surface The conical surface is an outer band of airspace, which abuts the horizontal surface. The conical surface begins at the elevation of the horizontal surface and extends outward 4,000 feet at a slope of 20:1. The top elevation of the conical surface is 200 feet above the horizontal surface and 350 feet above airport elevation. Large areas of terrain penetration were identified within the conical surface on the 1992 Airspace Plan southwest, south, east and north of the runway. A radio tower is also identified as an obstruction near the outer edge of the conical surface, southwest of the runway,at an elevation of 2,423 feet AIRSIDE REQUIREMENTS Airside facilities are those directly related to the arrival and departure and movement of aircraft: • Runways • Taxiways • Airfield Instrumentation and Lighting Runways The adequacy of the existing runway system at Ashland Municipal Airport was analyzed from a number of perspectives including runway orientation, airfield capacity, runway length, and pavement strength. Runway Orientation The orientation of runways for takeoff and landing operations is primarily a function of wind velocity and direction, combined with the ability of aircraft to operate under adverse wind conditions. When landing and taking off, aircraft are able to maneuver on a runway as long as i October 2005 4-23 Facility Requirements I � Century West Engineering ♦Aron Faegre&Associates ♦ Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report the wind component perpendicular to the aircraft's direction of travel (defined as crosswind) is not excessive. For runway planning and design, a crosswind component is considered excessive at 12 miles per hour for smaller aircraft (gross takeoff weight 12,500 pounds or less) and 15 miles per hour for larger aircraft. FAA planning standards indicate that an airport should be planned with the capability to operate under allowable wind conditions at least 95 percent of the time. The 1992 ALP included a wind rose that was based on observations recorded at Medford-Jackson County Airport between 1948 and 1978. The 1992 master plan states "...detailed wind data for Ashland is not currently available. The previous master plan (1983) utilized Medford wind data to approximate coverage at Ashland." Wind coverage on Runway 12/30 is considered to be adequate (estimated at approximately 95 percent at 12 miles per hour and 99.5 percent at 15 miles per hour). Runway Length Runway length requirements are based primarily upon airport elevation, mean maximum daily temperature of the hottest month, runway gradient, and the critical aircraft type expected to use the runway. A summary of FAA-recommended runway lengths for a variety of aircraft types and load configurations are described in Table 4-7. Runway 12/30 accommodates predominantly small aircraft(less than 12,500 pounds)operations. Since the airport accommodates limited activity from aircraft weighing more than 12,500 pounds, the current evaluation of runway length requirements should be based on the FAA's model for "small airplanes." A summary of the typical runway length requirements for large aircraft weighing less than 60,000 pounds and some specific smaller business jets is also provided for comparison. Based on local conditions and the methodology outlined in AC 150/5325-4A, Runway 12/30'ean currently accommodate approximately 92 percent of the small airplane Fleet under the conditions common during a typical summer day in Ashland. A runway length of 3,700 feet is required to accommodate 95 percent of small airplanes (12,500 pounds or less maximum gross takeoff weight) with 10 or less passenger seats; a length of 4,320 feet would be required to accommodate 100 percent of small airplanes, which would include most business class twin-engine piston, turboprop and light jets weighing less than 12,500 pounds. October 2005 4-24 Facility Requirements JCentury West Engineering ♦Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report TABLE 4-7: FAA-RECOMMENDED RUNWAY LENGTHS (From FAA Computer Model Runway Length Parameters for Ashland Municipal Airport • Airport Elevation: 1,885 feet MSL - • Mean Max Temperature in Hottest Month:85 F _ • Maximum Difference in Runway Centerline Elevation:36 feet • Existing Runway Length:3,603 feet Small Airplanes with less than 10 seats 75 percent of these afrplanes 3,090 feet 95 percent of these airplanes 3,700 feet 100 percent of these airplanes 4,320 feet Small airplanes with 10 or more seats 4,550 feet Large Airplanes of 60,000 pounds or less 75 percent of these airplanes at 60 percent useful load 5,500 feet 75 percent of these airplanes at 90 percent useful load 7,000 feet 100 percent of these airplanes at 60 percent useful load 6,150 feet 100 percent of these airplanes at 90 percent useful load 8,960 feet Selected Aircraft Types: - - - Cessna Citation CJl(6-7 passengers/1 crew 10,600#MGW) 5,030 feet*' Cessna Citation CJ2(6-7 passengers/1 crew 12,375#MGW) 4,350 feet*' Cessna Citation Bravo(7-11 passengers 12 crew 14,800#MGW) 4,730 feet" Takeoff distances based on maximum gross weight and conditions listed above;passenger and/or fuel loads may be reduced based on aircraft operating weight limits. 1. FAR Part 25 Balanced Feld Length at maximum certificated takeoff weight(accelerated/stop distance). Cessna Citation runway length requirements based on 15 degrees flaps,86 degrees F,MGTW,distance to 35 feet above the runway;data Provided by manufacturer(Cessna Citation Flight Planning Guides). The most recent (1992) Airport Layout Plan does not recommend an increase in runway length. This represented a significant change from the previous (1982) ALP that recommended a runway length of 4,300 feet. The issues associated with runway extension were extensively discussed by staff, the planning advisory committee and other members of the community during the last master plan update. Based on concerns over property acquisition, noise, and the potential for attracting larger aircraft, the issue was ultimately dropped from consideration and was not maintained as a recommendation on the 1992 ALP. The practical limitations of the airfield site H October 2005 4-25 Facility Requirements it Century West Engineering Aron Faegre&Associates ♦ Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report A also limit runway expansion beyond its current length. Barring a change in development priorities, it is recommended that the existing runway length (3,603) be maintained. The existing width of Runway 12/30 is 75 feet, which exceeds the ADG I standard (60 feet) and meets the ADG II standard (75 feet), although no change in width is recommended. The existing runway width will accommodate both existing and forecast air traffic through the twenty year planning period. Airfield Pavement According to the data contained in the 2002 pavement condition report'" Ashland Municipal Airport pavements ranged from "failed" to "excellent." Table 4-8 summarizes the five-year maintenance program recommended for Ashland Municipal Airport and additional pavement maintenance items anticipated during the current twenty-year planning period. The rate of deterioration of airfield pavements increases significantly as they age. A regular maintenance program of vegetation control, crackfilling, and sealcoating is recommended to extend the useful life of all airfield pavements. For planning purposes, it is assumed that the useful life of most airfield pavements is approximately 20 years; however, the useful life can be significantly reduced if routine maintenance is performed on a less frequent basis. In some cases, the intervals between asphalt overlays or reconstruction can exceed 20 years depending on level and type of use, weather conditions and design of the pavement and underlying base course. Vegetation removal and crackfilling should be performed annually; sealcoats should be applied on 5- or 6-year intervals. It was noted in the inventory chapter that some of the pavement plan's recommended 5-year projects have been completed (or are now underway) since the 2002 inspection including a slurry seal on the runway and overlay/reconstruction on the main apron. 14 Pavement Consultants Inc. (11/2002 inspection). f.±l October 2005 4-26 Facility Requirements I I Century West Engineering ♦Aron Faegre&Associates Gazeley&Associates c i T Y OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report TABLE 4-8. SUMMARY OF RECOMMENDED AIRFIELD PAVEMENT MAINTENANCE Other Recommended Pavement Section 5-Year Recommended Maintenance Maintenance During 20. Year Plannin Periods Mill&Overlay(2005) Runway 12/30 (slurry seal applied in 2003,mill/overlay - Slurry Seal(2011) deferred) Slurry Seal (2017) Reconstruct(2003): Southern 190' (overlay of Slurry Seal(2023) this section completed in 200 Overlay(2006) Parallel Taxiway Slurry Seal(2003) (deferred) Slurry Seal(2010) ' - Slurry Seal(2015) Slurry Seal 2020 Slurry Seal(2007) Slurry Seal(2010) Main Apron(South Section) (Overlay completed in 2004) Slurry Seal (2016) Slurry Seal 2022 Main Apron(Center Section) Overlay(2004) Slurry Seal(2010)Slurry. - (Overlay completed in 2004) Seal(2016) Slurry Seal 2022 Main Apron(North-Center Reconstruct (2004) Slurry Seal(2010) Section) (Reconstruct completed in 2004) Slurry Seal(2016) Slurry Seal 2022 Slurry Seal(2013) Main Apron (North Section) Slurry Seal(2003) (deferred) Slurry Seal(2018) Overlay 2015 South T-Hangar Slurry Seal(2003) (deferred) Slurry Seal( 0 ) ApronfTaxilanes OvertaY(205) Slurry Seal 2021 North Hangar Slurry Seal(2010) Taxiways/Taxilanes Slurry Seal(2003) (deferred) Overlay(2015) Slurry Seal 2021 1. The dates identified for long-term pavement maintenance assume that all deferred 5-year maintenance recommended in Years 1 and 2(2003-2004),will be completed by 2006 with all subsequent schedules based on 5 year intervals for slurry seals and rehabilitation timing based on 2002 PCI ratings. Runway 12/30 The 2002 PCI report rates the runway "very good," with the exception of the southern 190-foot displaced threshold section, which was rated "poor." The report indicates that without the recommended maintenance, the runway rating will decline to "fair" and the southern section would be in "very poor"condition by 2012. The PCI report recommended a trilling and overlay for the main section of the runway in Year 3 (2005). A reconstruct of southern 190-foot (displaced threshold) was recommended in Year 1 (2003). As noted earlier, the runway was sealcoated in 2003, which will allow the previously recommended milling and overlay project to October 2005 4-27 Facility Requirements li Century West Engineering Aron Faegre A Associates ♦ Gazeley&Associates ASHLAND CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report be deferred for a limited time. The 2004 pavement rehabilitation project included an asphalt overlay on the south end of the runway(eastern half only-approximately 350 feet). The existing published pavement strength of 15,000 pounds (single wheel) is adequate to accommodate regular operations with all small aircraft. The FAA standard pavement strength of runways designed to accommodate small aircraft exclusively is 12,500 pounds for aircraft with single wheel landing gear configurations. Parallel Taxiway The 2002 PCI report rates the parallel taxiway as "excellent" (center section) and "good" (north section). The report indicates that without the recommended maintenance, the taxiway rating will decline to "good"by 2012. The PCI report recommended a slurry seal for the entire parallel taxiway in Year 1 (2004). According to historic pavement data, the existing parallel taxiway surface was applied in 1984 (north section) and 1989 (center section); based on normal useful life, it is anticipated that the entire parallel taxiway will require an asphalt overlay within the next five years. Aircraft Aprons The 2002 PCI report rates the four sections of main apron pavement ranging from "failed" to "excellent." The PCI report recommended slurry seals for the southern (Year 5) and northern (Year 1) apron sections, with reconstruction or overlay recommended for the center sections of the main apron (Year 2). The 2004 pavement rehabilitation project included work on the southern and south-center sections of the apron (asphalt overlay) and the north-center section (reconstructed). Hangar Taxiway/Taxilanes In the 2002 PCI report, the hangar taxiway/taxilane pavements ranged from "very good" to "excellent." The PCI report recommended slurry seals for all of the hangar taxiway/taxilanes in year 1 (2003). Airfield Capacity The capacity of a single runway with a parallel taxiway typically ranges between 60 to 90 operations per hour during visual flight rules (VFR) conditions. The existing runway-taxiway configuration provides efficient movement for aircraft and is expected to remain well below capacity during the twenty-year planning period based on forecast demand. October 2005 4-28 Facility Requirements Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report ��, Taxiways Runway 12/30 is served by a full-length parallel taxiway/taxi lane on the east side. As noted earlier, the existing runway-taxiway separation meets ADG I (small) standards. The width of the parallel taxiway is 30 feet,which exceeds the ADG I standard of 25 feet. The aircraft holding area located at the Runway 12 end on the east parallel taxiway allows pre- departure aircraft checks and run-ups to be conducted without blocking taxiway access to the runway for other aircraft. The taxilane located adjacent to the Runway 30 threshold also allows pre-takeoff checks, although the clearance between the adjacent aircraft parking positions is minimal. Airfield Instrumentation, Lighting and Marking Runway 12/30 has medium-intensity runway edge lighting(MIRL), standard for general aviation . runways. Runways 12 and 30 are equipped with visual approach slope indicators (VASI). Precision Approach Path Indicators (PAPI) is the primary visual guidance system currently used at general aviation airports. Replacement of the VASI units should be expected during the current twenty-year planning period as the VASI units reach the end of their useful life or replacement parts become more difficult to obtain. Runway 30 is equipped with runway end identifier lights (REILS). REILs consist of two sequenced strobes that provide rapid and positive identification at the approach end of the runway. REILs improve utilization of the runway during nighttime and poor visibility condition and are recommended for instrument runways without approach lights. A REIL would also be recommended for Runway 12 to improve safety for landing in conjunction with development of an instrument approach,particularly if a circle-to-land procedure is developed. The parallel taxiway has edge reflectors. Based on the relatively low level of nighttime operations, it is anticipated that edge lighting will not be required. Overhead lighting is available in most aircraft hangar and apron areas. Additional Flood lighting is recommended for all expanded operations areas for improved utilization and security. Runway 12/30 has basic runway markings (white runway numbers, centerline stripe, displaced threshold), which are appropriate for current and anticipated use. Recommended taxiway markings consist of yellow centerline stripes and aircraft hold lines located at each taxilane connection to the parallel taxiway and at each exit taxiway connection between the runway and parallel taxiway. i. October 2005 4-29 Facility Requirements li Century West Engineering ♦Aron Faegre&Associates ♦Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report On-Field Weather Data The airport does not have automated weather observation system (AWOS/ASOS) or 24-hour human observation. An AWOS would provide pilots with on-site weather information and would also enable the airport to accommodate aircraft licensed under FAR Part 135 (air taxi/charter)for future instrument approaches,if developed for the airport. Even as a VFR airport, Ashland's location on north edge of the Siskiyou Mountains combined with the localized ground fog that is common in Medford creates a need for reliable local weather data for a potentially wide range of users. If supported, an AWOS/ASOS site should be identified on the airport that meets the system installation criteria(required clearances, etc.). As noted earlier, the City is currently considering acquiring a SuperUnicomrm, or similar system that provides basic weather data and pilot advisory information. Although this type of system does not normally provide certified weather data,the acquisition costs are significantly lower and installation is relatively simple. LANDSIDE FACILITIES The purpose of this section is to determine the space requirements during the planning period for landside facilities. The following types of facilities are associated with landside aviation operations areas: • Hangars •Aircraft Parking and Tiedown Apron • Fixed Base Operator(FRO)Facilities Hangars In Spring 2005, Ashland Municipal Airport had 18 hangars including 4 T-hangars(42 spaces); 12 small/medium conventional hangars; and 2 large commercial hangars (Skinner Aviation and Sky Research). It is estimated that the 17 hangars have capacity of approximately 72 aircraft, which represents about 80 percent of the estimated 89 based aircraft. Based on the interest in developing additional hangar space at the airport, it is anticipated that the percentage of based aircraft stored in hangars will increase during the current .planning period. The recently constructed 14-unit T-hangar is expected to attract new aircraft from other airports and accommodate locally based aircraft stored in tiedowns. October 2005 4-30 Facility Requirements Century West Engineering ♦Aron Faegre&Associates ♦ Gazeley&Associates CITY OF - Ashland Municipal Airport ASHLAND Airport Layout Plan Report For planning purposes, it is estimated that the percentage of the airport's locally based aircraft stored in hangars will be maintained at approximately 80 percent during the current planning period. It is anticipated that the level of hangar utilization will reflect both newly arriving aircraft and aircraft currently located at the airport (parked on tiedown aprons). The rate of hangar utilization assumed in this facility requirements evaluation is based on the level of interest expressed by local pilots in having new hangar space constructed at the airport. It is also assumed that all existing hangar space is committed and future demand will need to be met through new construction. A planning standard of 1,500 square feet per based aircraft stored in hangars is used to project gross space requirements. As indicated in the aviation activity forecasts, the number of based aircraft at Ashland Municipal Airport is projected to increase by 36 aircraft during the twenty- year planning period, although demand for hangars will also be partially driven by existing aircraft. Based on projected hangar utilization levels, long-term demand for new hangar space hangars is estimated to be 42 spaces,.or approximately 63,000 square feet. The projected hangar needs are presented in Table 4-9. Y ; -••• eon!" October 2005 4-31 Facility Requirements Century West Engineering Aron Faegre&Associates ♦ Gazeley&Associates CITY OF _ Ashland Municipal Airport ASHLAND Airport Layout Plan Report ILj Individual aircraft owners needs vary and demand can be influenced by a wide range of factors, often beyond the control of an airport. For this reason, it is recommended that an additional hangar development reserve be identified to accommodate any unanticipated demand. Reserves should be established to accommodate a combination of conventional hangars and T-hangars. Aircraft Parking and Tiedown Apron Aircraft parking apron should be provided for locally based aircraft that are not stored in hangars and for transient aircraft visiting the airport. The existing aircraft apron has approximately 77 light aircraft tiedowns and 3 larger aircraft parking positions. During recent airport visits, 25 to 40 aircraft have typically been observed parked on the aprons. The estimated 40 percent of locally based aircraft currently parked on an apron would account for approximately 35 aircraft, with the remaining aircraft believed to be transient. As noted earlier, it is anticipated that as the percentage of based aircraft stored in hangars at the airport increases the percentage of aircraft parked on the apron will decrease. Based on the assumption that locally based aircraft apron parking demand will gradually decline from 40 percent to 20 percent during the planning period, the long-term forecast of 125 based aircraft will require 25 local tiedown positions. However, since the projections of demand are dependent on the availability of new hangar space, which cannot be assured, it would be appropriate to maintain enough parking to account for changes in activity patterns. The combined demand for locally based and itinerant parking can be monitored to determine when demand for additional parking capacity becomes sufficient to warrant apron expansion. Locally based aircraft tiedowns are planned at 300 square yards per position. FAA Advisory Circular 150/5300-13 suggests a methodology by which itinerant parking requirements can be determined from knowledge of busy-day operations. At Ashland Municipal Airport, the demand for itinerant parking spaces was estimated based on 30 percent of busy day itinerant operations (30% of busy day itinerant operations divided by two, to identify peak parking demand). By the end of the twenty-year planning period, itinerant parking requirements are estimated to be 16 light aircraft tiedowns. The FAA planning criterion of 360 square yards per itinerant aircraft was applied to the number itinerant spaces to determine future itinerant ramp requirements. In addition to light aircraft parking positions, the airport accommodates itinerant business aircraft. Initially, two parking (drive through) spaces capable of accommodating a typical business aircraft would be adequate to accommodate periodic demand. The business aircraft parking should be located near the FBO to enable convenient passenger loading/unloading and access to fueling and other services. October 2005 4-32 Facility Requirements II Century West Engineering ♦Aron Faegre&Associates♦Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report Wes, The aircraft parking area requirements are summarized in Table 4-9. As noted in Table 4-9, the existing parking capacity of the apron exceeds projected demand. However, the narrow configuration of the existing apron and the potential development of additional hangars along the back edge may eliminate several existing tiedowns. In addition, any reconfigurations on the existing apron to accommodate designated air cargo or helicopter parking areas may reduce the number of light aircraft tiedowns available. As with aircraft hangars, reserve areas should be identified to accommodate unanticipated demands for aircraft parking, which may exceed current projections. A development reserve area equal to 50 percent of the 20-year parking demand will provide a conservative planning guideline to accommodate unanticipated demand, changes in existing apron configurations, and demand beyond the current planning period. The location and configuration of the development reserves will be addressed in the alternatives analysis. Air Cargo Aircraft.Parking As noted earlier, Ashland occasionally accommodates air cargo/express activity when aircraft are unable to land in Medford fog conditions. Although the demand is intermittent, when conditions prevent landing at Rogue Valley International-Medford Airport, several single-engine and multi- engine turboprop aircraft typically divert to Ashland during the normal morning or afternoon delivery or pick-up schedules for express packages. The parking demand typically varies between one and five aircraft, depending on the amount of time spent on the ground and the individual aircraft flight schedules. To accommodate this demand, the airport should have a designated parking area for these aircraft that provides convenient aircraft and ground support vehicle access. Since the demand is only occasional, these parking positions could also be used by the FBO to accommodate other itinerant aircraft parking; the aircraft could be quickly moved on days when Medford weather conditions were marginal. Initially, three designated parking.positions would be adequate to accommodate most demand, with other space reserved for temporary overflow demand. The parking positions should be configured to allow powered drive-through (taxiing) with adequate clearance between aircraft to allow ground service vehicles to park adjacent to the aircraft for loading/unloading. October 2005 4-33 Facility Requirements j Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report Irk TABLE 4-9:APRON AND HANGAR FACILITY REQUIREMENTS SUMMARY Item Base Year 2009 2014 2019 2024 (2003/04) Based Aircraft (Forecast) 89 103 109 117 125 Aircraft Parking Apron (Existing Facilities) Light Aircraft Tiedowns 72 Larger Aircraft Parking 2 Total Apron Area 34,880 sy Projected Needs(Demand)' Itinerant Aircraft Parking 22 spaces/ 24 spaces/ 25 spaces/ 27 spaces/ (@ 360 SY each) 7,920 sy 8,640 sy 9,000 sy 9,720 sy Locally-Based Tiedowns 31 spaces/ 27 spaces/ 23 spaces/ 25 spaces/ (@ 300 SY each) 9,300 sy 8,100 sy 6,900 sy 7,500 sy Business Aircraft Parking 2 spaces/ 2 spaces/ 2 spaces/ 3 spaces/ Demand(0 625 SY each) 1,250 sy 1,250 sy 1,250 sy 1,875 sy Cargo Aircraft Parking Spacesz 3 spaces/ 3 spaces/ 3 spaces/ 3 spaces/ (0 700 SY each) 2,100 sy 2,100 sy 2,100 sy 2,100 sy Itinerant Helicopter Parking 2 spaces/ 2 spaces/ 2 spaces/ 3 spaces/ (@ 1,200 SY each) 2,400 sy 2,400 sy 2,400 sy 3,600 sy Total Apron Needs 60 spaces- 58 spaces 55 spaces 61 spaces 22,970 SY 22,490 SY 21,650 SY 24,795 SY Aircraft Hangars (Existing Facilities) Existing Hangar Spaces 72 spaces' (estimated) Projected Needs(Demand)3. ._ - (New)Hangar Space Demand (0 1,500 SF per space) +14 spaces/ +10 spaces/ +12 spaces/ +6 spaces/ (Cumulative 20-year pro%ected 21,000 aft• 15,000 sf 18,000 of 9,000 sf demand:42 spaces/63,000 SF)' 14-unit T-hangar constructed in 2004 to accommodate initial forecast hangar demand(rioted in 2009)included in projected space requirements. - 1. Aircraft parking demand levels identified for each forecast year represent forecast gross demand, which may be accommodated through a combination of existing and future parking areas. 2. Cargo aircraft parking demand is occasional(weather diverted flights from Medford);the parking positions would be used -- by other aircraft when cargo aircraft parking is not required. 3. Hangar demand levels identified for each forecast year represent the net Increase above current hangar capacity. Gal October 2005 4-34 Facility Requirements li j Century West Engineering Aron Faegre&Associates ♦Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report IL, Helicopter Parking Ashland Municipal Airport accommodates occasional itinerant helicopter activity. It is recommended that a designated helicopter parking area be located on the apron with adequate separation from fixed wing tiedowns. Initially, it appears that two designated parking positions would be adequate to accommodate periodic demand. FBO Facilities The FBO building has an office, classroom space, restrooms, and pilot and passenger waiting areas. FBO facility requirements are driven primarily by market conditions and the particular needs of the FBO and its customers. Because future FBO facility needs are difficult to quantify, the best planning approach is to identify development reserves that could accommodate new or expanded FBO facilities. The 1992 ALP identifies the area directly adjacent (north) of the current FBO hangar as a development reserve for an expanded FBO hangar. Replacement or renovation of the existing FBO building may also be desired in the future. Although the current site has limited space for expansion,it appears to be the most centrally located site adjacent to the vehicle parking area and access road. i I 0airbp - - I i c. . kl October 2005 4-35 Facility Requirements li J Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report C .\ Although it appears unlikely that Ashland Municipal Airport will be able to support more than one FBO during the current planning period, the airport should be capable of accommodating an additional FBO,should that interest develop. In order to meet FAA grant assurances, the airport needs to provide equal access to prospective tenants, without discrimination. However, in the event that interest in establishing a new FBO occurs, the airport's minimum standards guidelines for fixed base operators(FBO) should define the minimum services that would be required. Surface Access Requirements Surface access to the airport via Dead Indian Memorial Road appears to be adequate for the planning period. Extensions from the north access road will be required to serve new hangar and apron developments. A driveway serves the Sky.Research hangar from the north end of the vehicle parking area. Other hangar areas on the airfield are accessed from internal roadways and taxilanes. The vehicle parking area adjacent to the aircraft apron has approximately 35 designated spaces, which combined with parking available adjacent to individual hangars, appears to be adequate for most user needs. However, the potential demand for employee and customer parking spaces adjacent to the Sky hangar may exceed the space currently available adjacent on the south side of their hangar. Options to expanding vehicle parking adjacent to the commercial hangar areas on the airport should be addressed in the alternatives analysis. The requirements for providing designated vehicle parking areas adjacent to hangars vary greatly at small airports. A planning standard of 0.5 to 1.0 vehicle parking spaces per based aircraft is often used to estimate parking demand levels for non-commercial hangars. Future commercial hangar developments should be planned to meet the City of Ashland's parking requirements for commercial businesses within the E-1 zone. For larger hangars, a formula based on the square footage of the building is often used to determine vehicle parking requirements. This is a common approach for establishing off-street parking in most communities. SUPPORT FACILITIES Aviation Fuel Storage As noted previously in the inventory chapter, the airport has two aboveground fuel storage tanks (10,000 and 12,000 gallons) that meet all current Oregon DEQ and EPA regulations for spill detection and containment. The 10,000-gallon tank is divided into two 5,000-gallon sections for jet fuel' (Jet A) and 80/87 aviation gasoline (AVGAS). 80/87 fuel service is no longer i� October 2005 4-36 Facility Requirements ; � Century West Engineering ♦Aron Faegre&Associates ♦Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport layout Plan Report 1W maintained. The FBO indicates that the tank may be modified in the future to expand jet fuel capacity, if demand increases; it would also be possible to use that section of the tank to increase 100LL AVGAS capacity. The second tank has a capacity of 12,000-gallons of 100LL AVGAS. The airport FBO, Skinner Aviation also maintains two mobile fuel trucks (one jet fuel, one 100LL) with a capacity of approximately 1,200-gallons each. The frequency of restocking AVGAS would be expected to increase as aircraft activity increases. The existing capacity appears to be adequate to accommodate future demand; the ability to reconfigure the 10,000-gallon tank to accommodate additional jet fuel or 100LL AVGAS provides additional flexibility. f • Airport Utilities and Land Development Needs The developed areas of the airport have water, sanitary sewer, electrical and telephone service. The existing utilities on the airport appear to be adequate for current and projected needs, although future expansion of hangars facilities and development of additional lease areas will require extensions of electrical and water service; demand for sanitary sewer and telephone service may also occur in the new development areas, particularly for commercial or business tenants. In addition to aviation use development (hangars, aircraft parking, etc.), portions of the airport have previously been identified for development of aviation-related (non-aircraft access) uses. The 1992 ALP identified the area located near the northeast corner of the airport as future f October 2005 4-37 Facility Requirements Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report ��, aviation-related development. This area is physically separated from existing and proposed aircraft use areas by the north airport access road, which makes aircraft access difficult. In addition, the rising terrain creates significant development constraints that would require extensive excavation in order to develop the highest areas of terrain. Options for designating this area for future "non-aviation" development could be considered as a way to generate additional airport revenues that could support airport maintenance, operation and development of new aviation facilities. However, since the parcel was acquired with an FAA airport grant, the FAA establishes specific limits on allowable uses. Because of this limitation, the FAA has recently indicated that non-aviation uses would not be allowed, regardless of the acknowledged physical site constraints. The following excerpt is from a recent email communication with FAA regarding the area in question following an inquiry by the Consultant on acceptable land uses: David Miller, AICP, Century West Engineering: "If converting the airport land to "non- aeronautical"use is not acceptable to FAA, is it possible for the sponsor to sell the land and have the proceeds go into the airport fund or reimburse FAA for some portion of the original grant for the land purchase?" Don Larson, FAA Seattle ADO: "...it is allowable that the sponsor could sell a portion of grant- acquired land(such as the area in question), if released by FAA, and reinvest the proceeds back into the airport. However, there would have to be a benefit to civil aviation (FAA's call) on such an action. The entire parcel was originally acquired,probably because this portion would have been an uneconomic remnant to the previous owner if it had been excluded from the purchase. For the same reason, it is questionable whether it would be marketable now, given its size, shape and lack of access from the airport(access from the airport road would not be allowed, since it and the land it's on were AIP funded, but only from Dead Indian Memorial Road). Besides, we encourage an airport to hang on to its property, even that which may not be able to generate revenue. As I said in my comments letter, the airport could still use it for admin or maintenance facilities, and maybe even for aviation- related businesses that don't require direct airfield access." It is recognized that the market potential of these areas will be determined largely by the services that are available on site. Extending electrical, water and sanitary sewer service may be possible from existing airport service lines, which could also serve new aviation tenants. However, the ` economic feasibility of extending utilities to new airport development sites should be evaluated in relation to the overall revenue generation and/or cost recovery potential. October 2005 4-38 Facility Requirements . ! Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report Security The airport has standard chain-link fencing located along its eastern boundary (adjacent to Dead Indian Memorial Road) with wire fencing in other areas. Additional chain link fencing with vehicle gates is located adjacent to the aircraft apron and vehicle parking lot. . There are no major security concerns at the airport, although providing chain-link fencing and gates along exposed areas of airfield activity is recommended to reduce unauthorized human access. A vehicle control issue has been identified near northwest corner of the terminal area vehicle parking lot where access roads extend to the Sky Research hangar and the north T-hangar area. The aircraft taxiway that serves the upper hangar area is also located near this point and runs immediately adjacent to the driveway serving the Sky hangar. Vehicles reportedly use the taxiway (occasionally) to access the main apron; the absence of aircraft or vehicle pullouts along the taxiway creates the potential for conflicts between aircraft and vehicles. The separation between the hangar taxiway and the driveway serving the Sky hangar is not adequate to locate fencing along its entire length without creating an obstruction to the taxiway object free area (44.5 feet from taxiway centerline). However, installing an electronic vehicle gate at the entrance to the upper hangar area may reduce use of the taxiway by vehicles such as express cargo delivery vans or other traffic that is not compatible with taxiing aircraft. The airport sponsor also identified the need to upgrade overhead lighting in this area. Additional overhead flood lighting should be provided around the aircraft parking apron, fueling area, and hangar areas to maintain adequate security. FACILITY REQUIREMENTS SUMMARY The projected twenty-year facility needs for Ashland Municipal Airport are summarized in Table 4-10. As noted in the table, the primary facility requirements are largely focused on developing apron and taxiway improvements and new hangar space on, the airport. Maintaining and replacing existing pavements represents a significant ongoing facility need. The forecasts of aviation activity contained in Chapter Three anticipate modest-to-moderate growth in activity that will result in specific airside facility demands. The existing airfield facilities have the ability to accommodate a significant increase in activity, with targeted facility improvements. For the most part, the need for new or expanded facilities, such as aircraft hangars, will be market driven, although there will be significant costs associated with site preparation,utility extensions, and taxiway construction. October 2005 4-39 Facility Requirements I Century West Engineering Aron Faegre&Associates ♦ Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report IM TABLE 4-10: FACILITY REQUIREMENTS SUMMARY Item Short Term Long Term Runway 12130 Runway Overlay/Reconstruct Pavement Maintenance' Pavement Maintenance' Periodic Obstruction Survey/Tree Removal Periodic Obstruction Survey/Tree Removal Parallel Taxiway Overlay Parallel Taxiway Pavement Maintenance' Taxiways to New Hangar Areas Hangar Taxilanes Pavement Maintenance' Aircraft Aprons Overlay(North Section of Main Apron) Pavement Maintenance' Pavement Maintenance' Expand Main Apron based on demand for Expand Main Apron business aircraft,cargo and helicopter Apron Development Reserves parking Hangars Business/Commercial Hangars Develop T-hangar and Conventional Development Areas and Additional Hangar Hangar sites(market demand) Development Reserves Navigational Aids PAPI (Rwy 12&30) and Lighting Flood Lighting(a/c parking&hangar REIL(Rwy 12) areas) Additional Flood Lighting As Required AWOS or SUPERUNICOM Fuel Storage None None FBO Facilities Renovation/Replacement of FBO Bldg. FBO Building/Apron Expansion Reserve Reserve for 2ntl FBO Utilities Extend Electrical,Water and Sanitary Sewer to new development areas,as Same needed Roadways&Vehicle Extend Internal Access Roads to new Parking facilities;vehicle parking adjacent to Same commercial hangars Security Airport Fencing; Electronic Vehicle Gates Flood Lighting Same 1. vegetation control,crackfill,sealcoat(fog seals,slurry seals)to be conducted on regular intervals. October 2005 4-40 Facility Requirements I ! ;.i Century West Engineering Aron Faegre&Associates Gazeley&Associates Ashland Municipal Airport Airport Layout Plan Report Chapter Five . . Airport Development Alternatives J CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report C.\ CHAPTER FIVE = AIRPORT DEVELOPMENT ALTERNATIVES INTRODUCTION This chapter presents development alternatives for accommodating the forecast demand and facility needs defined in the previous chapters. As noted in the facility requirements evaluation, long-term planning for Ashland Municipal Airport will continue to be based on small single-and multi-engine aircraft included in airplane design group I (ADG I), as defined in the last airport master plan. Based on the recommendations of the previous master plan and the site characteristics of the airport, runway extension options will not be considered at this time. Therefore, the primary focus of this alternatives evaluation will be to address current and long- term landside needs, including hangars, aircraft parking and associated improvements. The process of evaluating new development options began by reviewing the recommended facility configurations from the 1992 airport layout plan (ALP) and more recent facility configurations developed by the Airport Commission and city staff. The landside improvements made at Ashland Municipal Airport have generally followed the guidance provided by the 1992 ALP, although minor changes in roadway alignments and hangar configurations were subsequently added through the refinement of concepts that normally occurs as part of design and construction. The evaluation and refinement of updated development options extended over a period of several months, which ultimately resulted in the selection of a preferred alternative that was integrated into the updated ALP. The second section of this chapter contains the updated airport layout plan drawings. SITE SPECIFIC DEVELOPMENT ASSUMPTIONS Two terrain-related issues have been factored into the alternatives evaluation: first, development of aircraft related items (taxiways, hangars, etc.) in the upper portion of the landside area (northeast corner) requires extensive excavation and slope reinforcement. The excavation and reinforcement of the uphill slope required to develop the new 14-unit T-hangar significantly increased the cost of the project for the city. Cutting deeper into the hill will-require greater w+ October 2005 5-1 Airport Development Alternatives ,. Century West Engineering ♦Aron Faegre&Associates ♦Gazeley&Associates C I T Y OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report FILL& excavation and larger areas of slope reinforcement. Based on the comparatively higher development costs associated with the upper hillside, the most cost-effective approach will be to first develop the lower sections of the landside area. In addition, developing the upper area for aviation uses would require the relocation of the existing airport access road to allow direct aircraft access. However, as readily developable aviation use areas eventually become scarce, it may be possible to recover the higher site preparation costs through a ground lease or hangar space rental rates and consider the road relocation issue. Based on forecast demand for hangar space, it appears that the lower areas have adequate capacity to meet needs well into the twenty- year planning period. The second terrain consideration is related to the city's preference to align future hangar rows along the slope (parallel to the runway). The 1992 ALP depicted future rows of hangars oriented perpendicular to the runway, with the lower slope being graded to provide a relatively level development area. By orienting the hangar rows and taxilanes along the slope, the development can be more easily terraced, and the grading required on the slope can be determined by the main access taxiway design (FAA gradient limitations). This design preference has been integrated into both of the preliminary development options. PRELIMINARY ALTERNATIVE CONCEPTS Note: The preliminary development alternatives narrative text and graphics presented in this section are as originally presented and have not been modified based on the alternatives evaluation process. The evolution from the preliminary alternatives to a preferred alternative is described in the following sections and the results of that evaluation process are depicted on the airport layout plan drawing, also presented later in this chapter. While the preliminary development alternative figures provide an historical record of the development options considered, they do not necessarily reflect the configuration ultimately incorporated into the preferred alternative. The airport layout plan drawing reflects the final recommended configuration for the preferred alternative. The conceptual options are intended to encourage an open discussion of development needs and - - priorities through a collaborative process between the consultant, city staff, members of the airport commission, the FAA and airport users. The process will allow the widest range of ideas to be considered and the most effective facility development concept to be defined. Through the process of evaluating preliminary concepts, a preferred alternative will emerge that can best accommodate all required facility improvements. The refinement of the preferred alternative will continue as it is integrated into the airport layout plan drawing. A brief summary a �i October 2005 5-2 Airport Development Alternatives I � -.; Century West Engineering Aron Faegre&Associates Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report '.:I of each alternative is presented on the following pages and are also presented graphically at the end of the chapter. Two preliminary options are presented to address future facility needs. Both options use the areas located immediately north of the main apron for apron expansion and large hangar site development. T-hangars and smaller conventional hangars are added further back from the lower apron areas. Most of the new hangar development areas will be accessed from an extension of the north airport access road, although the existing access from the terminal area will be maintained. Improved fencing and electronic controlled vehicle access gates are recommended within the development area to limited vehicle access on hangar taxiways, taxilanes and the aircraft apron. Alternative 1 Note: Preliminary Development Alternative 1 proposed non-aviation uses for specific portions of the airport. However, through subsequent review, the FAA indicated that non- aviation development within these areas would not be permitted. Accordingly, the proposed non-aviation development in the preliminary alternative was not incorporated into the preferred alternative or depicted on the final airport layout plan. However, the references to proposed non-aviation developments originally contained in this section have not been removed in order to better illustrate the progressive process of evaluation, leading to development of the preferred alternative. Alternative 1 continues a northern expansion of existing facilities in the airport's landside area. Although some leveling was completed as part of the site preparation for the new 14-unit T- hangar, the middle and upper portions of the sloping terrain will require additional grading to create a moderately level development area. As proposed, the new hangar development areas would be served by a new taxiway that extends from near the corner of the existing north hangar taxiway (north of the Sky Research hangar). Two small/medium conventional hangars are depicted on the north side of the northern-most existing hangar taxilane. These hangar sites would require moderate excavation; however, the existing taxilane access makes the sites immediately useable. A new main access taxiway would extend up the slope, with individual taxilanes located between hangar rows. A taxiway section would connect to the north T-hangar area to reduce congestion on the existing single taxiway that serves the area. An aircraft holding area is also proposed near the taxiway curve (northeast of the Sky hangar) to enable taxiing aircraft to avoid congestion at the convergence of several separate taxiways. It has been noted that aircraft taxiing around the October 2005 5-3 Airport Development Alternatives I Century West Engineering ♦Aron Faegre &Associates ♦Gazeley&Associates . ...... . .. .. . ... CITY O F Ashland Municipal Airport ASHLAND Airport Layout Plan Report Sky hangar do not have an extended visual line of sight to see other taxiing aircraft (around the 90-degree turn and hangar) which occasionally results in aircraft meeting nose-to-nose. The holding area would allow aircraft to pass without leaving the paved surface. In this option, the main apron is extended in a linear configuration to accommodate additional light aircraft tiedowns, helicopter parking, and several larger commercial/corporate hangars. Due to the limited depth of development area, the apron would abut the parallel taxiway with aircraft = parking positions located outside the taxiway object free area (minimum 44.5 feet from taxiway centerline). The hangar sites are located along the back of the apron with west facing hangar doors; the southern most hangar site could accommodate a south- or west-facing door. The light aircraft tiedowns are oriented along the parallel taxiway in a double row (tail-to-tail). This tiedown configuration provides unobstructed aircraft access to the large hangars from the apron. A new vehicle access road and vehicle parking areas are proposed immediately east of the large hangar row. Additional vehicle parking is provided adjacent to the hangar areas and existing access road. A portion of the existing north airport access road that serves the adjacent residences would be realigned slightly to accommodate the northern-most hangar site. This option includes a non-aviation or aviation-related development area on the opposite side of the north airport access road. The steepest area located between the north airport access road and the new T-hangar is identified as a potential non-aviation or aviation-related development area. The site could accommodate a wide variety of uses, although due to the location of the access road and rising terrain, the area is not considered highly suitable to provide direct aircraft access. The development potential of this area may provide additional revenue that could contribute to the cost of operating, maintaining and developing the airport. As depicted, the site could accommodate an airport-compatible commercial or industrial park development that would be consistent with the airport's employment (E-1) zoning. Access to the site would be provided from the north airport access road. Extending utilities to serve the proposed development areas will be evaluated based on the cost of the providing the services desired. Extension of water(fire protection) and electrical service may be adequate for some tenants, although other tenants may also require sanitary sewer. This option also includes some minor changes in aircraft parking configurations on the existing apron. Two air cargo parking positions are identified near the southwest corner of the terminal area vehicle parking lot. The existing row of light aircraft tiedowns would be eliminated, although the parking positions would be available when not in use by the cargo aircraft (occasional weather diversions from Medford). Ideally, these positions would be maintained as itinerant parking for business aircraft that would not be used when cargo activity was anticipated. The option includes improvements to the existing access road and the addition of an electronic October 2005 5-4 Airport Development Alternatives II ,; Century West Engineering ♦Aron Faegre&Associates♦ Gazeley&Associates CITY OF Ashland Municipal Airport ASHLAND Airport Layout Plan Report 110rWrIN gate at the southwest comer of the parking lot. Support vehicles would have immediate access to the parking positions and could exit the apron from the same gate or at the gate located adjacent to the fixed base operator(FBO). Other terminal area improvements include development of a commercial hangar immediately north of the FBO maintenance hangar. The airport FBO, Skinner Aviation has expressed an interest in constructing a new maintenance hangar in this site. An aircraft wash pad will be constructed in this area as part of the 2004 apron rehabilitation project. A small vehicle parking area is identified behind the hangar site, which would be accessed from the existing lane serving the Sky Research hangar. A designated area for ultralight storage is identified at the south end of the main apron. Several small storage units could be accommodated in this area while remain outside the runway protection zones (RPZ) for Runway 30. Alternative 2 Note: As with the previous alternative, Alternative 2 proposed non-aviation uses for specific portions of the airport, which were subsequently eliminated from consideration. The references to proposed non-aviation developments originally contained in this section have not been removed in order to better illustrate the progressive process of evaluation, leading to development of the preferred alternative. Alternative 2 provides similar facilities in slightly different configuration. The configuration of the smaller hangars and the taxiway system is very similar to Alternative 1. However, the configuration of the larger commercial hangars and the main apron expansion'differs considerably. In this option, the commercial hangar development extends inward behind the main apron, rather than the linear row of hangars proposed in Alternative 1. The "L" shaped expansion of the main apron provides additional flexibility to accommodate air cargo and helicopter parking and light aircraft tiedowns on the outer portion of the main apron and additional tenant parking directly in front of the hangars. Two rows of large hangars face inward toward the extended aircraft apron (approximately 200 feet wide). This configuration requires that the access road extension be located further into the development area, which eliminates the western row of small conventional hangars identified in Alternative 1. Vehicle parking areas are identified adjacent to the commercial hangars. Air cargo support vehicle access is provided via the north airport access road with an electronic gate located at the north end of the apron. The remaining elements of Alternative 1 have been maintained in Alternative 2. October 2005 5-5 Airport Development Alternatives Century West Engineering ♦Aron Faegre&Associates Gazeley&Associates Ashland Water Quality Assurance Ordinance In order to ensure that the public water of the city of Ashland is safe to drink, it shall be unlawful and a-public nuisance for any person, agent, or any public or private water system, to introduce, add or maintain any product, substance, or chemical to the public water supplies for the purpose of treating or affecting the physical or mental functions of the body of any person, or with any other intent of acting in the manner of a medication or drug for humans, rather than to treat water to make water safe, potable, or more fit to drink such as in the use of chlorine, unless the substance meets the following criteria: a) The manufacturer, producer, or supplier must show proof that the substance is specifically approved by the U.S. Food and Drug Administration for safety and effectiveness with a margin of safety that is protective against all adverse health and cosmetic effects at all dosage ranges consistent with unrestricted human water consumption. b) The substance contributes no contaminant at concentrations that will result in the public water supply exceeding Maximum Contaminant Level Goals established pursuant to the federal Safe Drinking Water Act (42 U.S.C. 300f et seq.) 1. For purposes of determining the specific contaminant contribution under paragraph b). of this subsection, each shipment of the substance must include its own certificate of independent analysis provided by the manufacturer, producer or supplier. Analysis of the contaminant contribution of a substance shall be of the undiluted product, with the contaminant concentration calculated at the Maximum Use Level declared by the manufacturer for certification to American National Standards Institute/NSF Standard 60. PHIS\4lF•02MAT\OK ANO TH6 41SAGHE� OY6\�!\EW(,$ PP.o�� WAS rV-04%P&O fby rrtuiaej- V:�Tg4.4'so" 7126945 0RH.ou cihtw.►s Fog,SAfG VaA N 1.1 NL 3o�uNOb I Overview of the Ashland WATER QUALITY ASSURANCE ORDINANCE (WQAO) Introduction The Ashland Water Quality Assurance Ordinance (WQAO) addresses serious omissions and inadequacies in the regulation of additives to public water supplies that are medicinal in nature. This legislation closes current loopholes and establishes basic safety criteria we have all assumed were already in place. Provisions of the ordinance This ordinance does NOT pertain to additives, such as chlorine, which treat the water, making it potable and safe for people to drink. It pertains only to those water additives for which a health claim is being made, additives that are meant to treat people and are delivered through the public water supply. Any substance for which there is a health claim for prevention or treatment of disease is a drug and falls under FDA regulation. Under this Act, medicinal additives must meet two basic criteria: 1) Manufacturers would have to show proof of Food and Drug Administration (FDA) approval for the safety and effectiveness of the additive for the specific purpose for which it is being added; and, 2) Manufacturers would have to ensure that any contaminants in their water additive products are in compliance with the health-based Maximum Contaminant Level Goals already established by EPA. A discussion of the merits of the WQAO cannot occur without also discussing fluoridation because the two are inextricably intertwined. At present, fluoride is the only substance added to a drinking water supply for the purpose of medicating people. Artificial Fluoridation: What substances are used and where are they from? U.S. fluoridation programs use three different fluoride compounds - hydrofluorosilicic acid, sodium fluorosilicate and, minimally, sodium fluoride - which are recovered pollution, primarily from phosphate fertilizer production. As industrial waste by-products, fluoridation compounds are contaminated with a host of toxins including arsenic, lead, cadmium, and mercury. If not marketed as "products," these wastes would be classified as "hazardous," and could only be disposed of (at considerable expense) at a hazardous waste facility - never dumped on land, in rivers or the ocean or allowed into the atmosphere. Congressional Investigation into Fluoridation (1998-2000) This loophole was exposed in a recent investigation in the U.S. House Committee on Science, led by Congressman Ken Calvert, and undertaken at the request of citizen groups in an effort to obtain definitive answers from U.S. regulatory agencies regarding fluoridation. The FDA's December 2000 response to the Committee on Science is unequivocal: Fluoride, when ingested for the purpose of reducing tooth decay, is a drug under FDA regulation that has never been reviewed or aooroved for its safety and effectiveness. 2 The Congressional investigation also confirmed the following: • According to EPA, the two compounds used almost exclusively in the U.S. for fluoridation (hydrofluosilicic acid and sodium fluorosilicate) have NEVER been studied for their effect on health or behavior. • NSF International, the private organization involved with certification of fluoridation chemicals, is violating its own General Requirement 3.2.1. Manufacturers certifying their product to the ANSI/NSF Standard 60 are required to submit any available published and unpublished toxicological studies on both the fluoride compound and any contaminants contained in the product. Yet, NSF disclosed that, even under business confidentiality protection, it has no such studies whatsoever on file. The WQAO Addresses the Missing Safety Provisions of Current Regulation, Critical Need for FDA Review Companies such as LCI, Ltd., self proclaimed "Fluoride Specialists," and distributor of Cargill Fertilizer's fluoride-rich waste chemicals takes no responsibility for potential harm from its products. In the fine print of its product data sheets for hydrofluosilicic acid, sodium fluorosilicate and sodium fluoride - compounds that Oregon citizens are being asked to consume every day for the rest of their lives - it states: "In addition, no responsibility can be assumed by vendor for any damage or injury resulting from abnormal use...or from any hazards inherent in the nature of the product." Following are key reasons why the lack of FDA approval must be addressed: 1) Decisions regarding medicine in America are based on informed choice. Yet, almost all citizens or city officials who supported the fluoridation programs currently in place did so without crucial, factual information necessary for an informed decision. (Pro-fluoridation materials currently being distributed also omit vital information.) 2) The U.S. Public Health Service reports that Americans today are already ingesting the historically recommended one-milligram of fluoride per day from other-than- water sources, which were unavailable when fluoridation began. These include a variety of dental products as well as foods or beverages processed with fluoridated water and/or contaminated with fluoride pesticide residue. 3) Millions of American children now have dental fluorosis, visible evidence of excessive fluoride intake during the period of tooth development. In August 2005, the CDC published a new report showing that the national average of dental fluorosisl has jumped from 23% to 32% (this new survey does NOT compare fluoridated and non-fluoridated groups). When you add in children who are affected on one tooth only (listed in the "Questionable" category), the percentage rate jumps into the low 40's. ' Dental fluorosis, defined by Taber's Medical Encyclopedia as "chronic fluorine poisoning." 3 Rates of fluorosis are significantly higher in fluoridated as compared to non- fluoridated communities. Fluorosis makes teeth more porous, more prone to chipping and cracking, and permanently scars, pits, or discolors teeth so that bleaching or the application of expensive veneers may be required. These services are typically not covered by dental insurance, nor are the significant costs of fluorosis ever factored into the economics of fluoridation. 4) Recommended prescription dosages for children in non-fluoridated communities were officially reduced in 1994 due to concerns over excessive exposure and increases in fluorosis. Children in "optimally" fluoridated communities, however, may routinely ingest higher daily doses of fluoride — just from tap water -than a physician in a non-fluoridated community could prescribe. The recommended prescription dose, for example, for children aged 6 months to 3 years is delivered in only one cup of"optimally" fluoridated water. 5) Current science has disproved the theory that fluoride works effectively when it is swallowed. Instead, dental journals and the Centers for Disease Control confirm that fluoride's effect is "predominantly posteruptive and topical." While FDA has not approved ingested fluoride, it has approved fluoride toothpaste, which people use topically and then expectorate. 6) When we hear the word "decay," we've been conditioned to think "fluoride." Yet the dental profession acknowledges that fluoride is ineffective on the two most serious forms of tooth decay: Baby Bottle Tooth Decay, which can only be prevented by parental education, and Pit & Fissure Decay, which, according to the CDC, accounts for 90% of decay in children's permanent teeth. 7) Fluoridation's lack of effectiveness is apparent in news reports of extensive decay in major cities across America that have been fluoridated for decades. Just one of many examples: officials in Cincinnati, fluoridated since 1979, recently identified tooth decay as "the city's No. 1 un-met health need." Fluoride has become so ubiquitous in our culture that we all are getting significant amounts daily. What low-income populations most affected by tooth decay are NOT getting, however — and are desperate for — is access to care. Every child should enjoy the right to see a dentist on a regular bases, and fluoridation DOES NOT serve as a substitute. 8) Although only 2 percent fluoridated, Western Europe has been able to achieve decay rates comparable to, and even lower than, those in the U.S. 9) The increasing number of peer-reviewed studies indicating potential adverse health effects from fluoride was at the heart of the recent 3 year National Research Council (NRC) study of fluoride for the EPA, "Fluoride in Drinkina Water: A Scientific Review of EPA's Standards" (National Research Council, March, 2006). The NRC report is a thorough and up-to-date review of the scientific literature on the health effects of fluoride. The NRC report identified at least 37 instances where the science on fluoride is inadequate or more research is needed. (See NRC recommendations.) The NRC report covers the potential adverse health effects of fluoride on the brain, endocrine system, thyroid, pineal gland, insulin secretion/diabetes, immune system, interactive and synergism in the presence of aluminum and iodine, reproductive system, Downs syndrome, gastrointestinal tract, liver, kidney, and cancer. (See NRC excerpts.) 4 10)These medical studies are cited by scientists belonging to the union of professionals at EPA headquarters, who further argue that the current standards for fluoride are based on falsified data and are not scientifically defensible. A recent, nationally publicized Harvard study, for example, found that exposure to "optimally" fluoridated tap water increased rates of osteosarcoma (bone cancer) in young boys by over 700%. In the wake of this and other previous studies of concern, 11 U.S. EPA employee unions across the U.S. issued a call for a moratorium on all water fluoridation and a congressional review. Conclusion: Accessibility to safe drinking water - which is essential to the life and well being of each and every citizen of Ashland - has been established by the United Nations as a basic human right. Enactment of the WQAO puts basic protections in place, ensuring that should there be a future effort to add a medicinal substance to public water supplies, Ashland Citizens would not be exposed to a drug FDA has never approved or to contaminants above EPA's public health goals (MCLGs). Water is our most precious resource and it deserves the utmost of protection by the elected leaders entrusted with its care. Prepared by the Oregon Citizens for Safe Drinking Water Southern Oregon liaison: Michael Framson - 772-6945 ORDINANCE NO. AN ORDINANCE ADDING A NEW SECTION TO TITLE 14, CHAPTER 4, RESTRICTING THE ADDITION OF CHEMICALS OR SUBSTANCES TO THE DRINKING WATER THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: A new section shall be added to Ashland Municipal Code, Title 14, Chapter 4, which shall read: 14.04.050 Water System Chemical Addition Restrictions. In order to ensure that the public water of the city of Ashland is safe to drink, it shall be unlawful and a public nuisance for any person, agent, or any public or private water system, to introduce, add or maintain any product, substance, or chemical to the public water supplies for the purpose of treating or affecting the physical or mental functions of the body of any person, or with any other intent of acting in the manner of a medication or drug for humans, rather than to treat water to make water safe, potable, or more fit to drink such as in the use of disinfection products (such as chlorine or sodium hypochlorite), coagulation and flocculation products (such as alum or ferric chloride) and other similar chemicals or filter aids (such as soda ash) used in the treatment of water to make it potable, unless the substance meets the following criteria: a) The manufacturer, producer, or supplier must show proof that the substance is specifically approved by the U.S. Food and Drug Administration for safety and effectiveness with a margin of safety that is protective against all adverse health and cosmetic effects at all dosage ranges consistent with unrestricted human water consumption. b) The substance contributes no contaminant at concentrations that will result in the public water supply exceeding Maximum Contaminant Level Goals established pursuant to the federal Safe Drinking Water Act (42 U.S.C. 300f et seq.) For purposes of determining the specific contaminant contribution under paragraph b). of this subsection, each shipment of the substance must include its own certificate of independent analysis provided by the manufacturer, producer or supplier. Analysis of the contaminant contribution of a substance shall be of the undiluted product, with the contaminant concentration calculated at the Maximum Use Level declared by the manufacturer for certification to American National Standards Institute/NSF Standard 60. The foregoing ordinance was first read by title only in accordance with Article X, Section 2(C) of the City Charter on the day of 2006, and duly PASSED and ADOPTED this _ day of 2006. Barbara Christensen, City Recorder SIGNED and APPROVED this _day of 2006. John W. Morrison, Mayor Revie ed as for. Michael W.Aioell, City Attorney Martha'Bennett - Water Quality Ordinance Page 1 i From: QB <osteo @opendoor.com> To: <bennettm @ashland.or.us> Date: 7/11/20065:36:51 PM Subject: Water Quality Ordinance Dear Ms. Bennett: The fact that yet another attempt in January 2007 to pass legislation mandating statewide fluoridation of water supplies is of concern to us. As physicians and active against the statewide mandatory bill proposed last year, the facts show there is mounting evidence that fluoride causes significant health problems in differing age groups and the long term effects of placing a potentially harmful substance in the general water supply has never undergone FDA testing for safety and effectiveness. All medications are required to be tested by the FDA before they become publicly available, and to place an untested substance in the water supply so that everyone has to be subjected to the possible deleterious effects without their choice in the matter just doesn't make good sense. If parents want their children to have fluoride, they can still have it through the dentist, toothpaste or by pills, rather than having it ingested by everyone. We applaud the City Council fof introducing this Water Quality Ordinance as a means to safeguard the excellent water we are so fortunate to have in Ashland. We appreciate your time in considering our comments. Sincerely, Meredith Lowry, DO Steven Thomas, DO Michael Thomas, DO Patrick Wedlake, DO David Hagie, DO i Overview of the Ashland WATER QUALITY ASSURANCE ORDINANCE (WQAO) Introduction The Ashland Water Quality Assurance Ordinance (WQAO) addresses serious omissions and inadequacies in the regulation of additives to public water supplies that are medicinal in nature. This ordinance closes current loopholes and establishes basic safety criteria we have all assumed were already in place. Provisions of the ordinance This ordinance does NOT pertain to additives, such as chlorine, which treat the water, making it potable and safe for people to drink. It pertains only to those water additives for which a health claim is being made, additives that are meant to treat people and are delivered through the public water supply. Any substance for which there is a health claim for prevention or treatment of disease is a drug and falls under FDA regulation. Under this Ordinance, medicinal additives must meet two basic criteria: 1) Manufacturers would have to show proof of Food and Drug Administration (FDA) approval for the safety and effectiveness of the additive for the specific purpose for which it is being added; and, 2) Manufacturers would have to ensure that any contaminants in their water additive products are in compliance with the health-based Maximum Contaminant Level Goals already established by EPA. A discussion of the merits of the WQAO cannot occur without also discussing fluoridation because the two are inextricably intertwined. At present, fluoride is the only substance added to a drinking water supply for the purpose of medicating people. Artificial Fluoridation: What substances are used and where are they from? U.S. fluoridation programs use three different fluoride compounds - hydrofluorosilicic acid, sodium fluorosilicate and, minimally, sodium fluoride - which are recovered pollution, primarily from phosphate fertilizer production. As industrial waste by-products, fluoridation compounds are contaminated with a host of toxins including arsenic, lead, cadmium, and mercury. If not marketed as "products," these wastes would be classified as "hazardous," and could only be disposed of (at considerable expense) at a hazardous waste facility - never dumped on land, in rivers or the ocean or allowed into the atmosphere. Congressional Investigation into Fluoridation (1998-2000) This loophole was exposed in a recent investigation in the U.S. House Committee on Science, led by Congressman Ken Calvert, and undertaken at the request of citizen groups in an effort to obtain definitive answers from U.S. regulatory agencies regarding fluoridation. The FDA's December 2000 response to the Committee on Science is unequivocal: Fluoride, when ingested for the purpose of reducing tooth decay, is a drug under FDA regulation that has never been reviewed or approved for its safety and effectiveness. Overview of the Ashland WATER QUALITY ASSURANCE ORDINANCE (WQAO) Introduction The Ashland Water Quality Assurance Ordinance (WQAO) addresses serious omissions and inadequacies in the regulation of additives to public water supplies that are medicinal in nature. This ordinance closes current loopholes and establishes basic safety criteria we have all assumed were already in place. Provisions of the ordinance This ordinance does NOT pertain to additives, such as chlorine, which treat the water, making it potable and safe for people to drink. It pertains only to those water additives for which a health claim is being made, additives that are meant to treat people and are delivered through the public water supply. Any substance for which there is a health claim for prevention or treatment of disease is a drug and falls under FDA regulation. Under this Ordinance, medicinal additives must meet two basic criteria: 1) Manufacturers would have to show proof of Food and Drug Administration (FDA) approval for the safety and effectiveness of the additive for the specific purpose for which it is being added; and, 2) Manufacturers would have to ensure that any contaminants in their water additive products are in compliance with the health-based Maximum Contaminant Level Goals already established by EPA. A discussion of the merits of the WQAO cannot occur without also discussing fluoridation because the two are inextricably intertwined. At present, fluoride is the only substance added to a drinking water supply for the purpose of medicating people. Artificial Fluoridation: What substances are used and where are they from? U.S. fluoridation programs use three different fluoride compounds - hydrofluorosilicic acid, sodium fluorosilicate and, minimally, sodium fluoride - which are recovered pollution, primarily from phosphate fertilizer production. As industrial waste by-products, fluoridation compounds are contaminated with a host of toxins including arsenic, lead, cadmium, and mercury. If not marketed as "products," these wastes would be classified as "hazardous," and could only be disposed of (at considerable expense) at a hazardous waste facility - never dumped on land, in rivers or the ocean or allowed into the atmosphere. Congressional Investigation into Fluoridation (1998-2000) This loophole was exposed in a recent investigation in the U.S. House Committee on Science, led by Congressman Ken Calvert, and undertaken at the request of citizen groups in an effort to obtain definitive answers from U.S. regulatory agencies regarding fluoridation. The FDA's December 2000 response to the Committee on Science is unequivocal: Fluoride, when ingested for the purpose of reducing tooth decay, is a drug under FDA regulation that has never been reviewed or aooroved for its safety and effectiveness. 2 The Congressional investigation also confirmed the following: • According to EPA, the two compounds used almost exclusively in the U.S. for fluoridation (hydrofluosilicic acid and sodium fluorosilicate) have NEVER been studied for their effect on health or behavior. • NSF International, the private organization involved with certification of fluoridation chemicals, is violating its own General Requirement 3.2.1. Manufacturers certifying their product to the ANSI/NSF Standard 60 are required to submit any available published and unpublished toxicological studies on both the fluoride compound and any contaminants contained in the product. Yet, NSF disclosed that, even under business confidentiality protection, it has no such studies whatsoever on file. The WQAO Addresses the Missing Safety Provisions of Current Regulation, Critical Need for FDA Review Companies such as LCI, Ltd., self proclaimed "Fluoride Specialists," and distributor of Cargill Fertilizer's fluoride-rich waste chemicals takes no responsibility for potential harm from its products. In the fine print of its product data sheets for hydrofluosilicic acid, sodium fluorosilicate and sodium fluoride - compounds that Oregon citizens are being asked to consume every day for the rest of their lives - it states: "In addition, no responsibility can be assumed by vendor for any damage or injury resulting from abnormal use...or from any hazards inherent in the nature of the product." Following are key reasons why the lack of FDA approval must be addressed: 1) Decisions regarding medicine in America are based on informed choice. Yet, almost all citizens or city officials who supported the fluoridation programs currently in place did so without crucial, factual information necessary for an informed decision. (Pro-fluoridation materials currently being distributed also omit vital information.) 2) The U.S. Public Health Service reports that Americans today are already ingesting the historically recommended one-milligram of fluoride per day from other-than- water sources, which were unavailable when fluoridation began. These include a variety of dental products as well as foods or beverages processed with fluoridated water and/or contaminated with fluoride pesticide residue. 3) Millions of American children now have dental fluorosis, visible evidence of excessive fluoride intake during the period of tooth development. In August 2005, the CDC published a new report showing that the national average of dental fluorosis' has jumped from 23% to 32% (this new survey does NOT compare fluoridated and non-fluoridated groups). When you add in children who are affected on one tooth only (listed in the "Questionable" category), the percentage rate jumps into the low 40's. ' Dental fluorosis, defined by Taber's Medical Encyclopedia as "chronic fluorine poisoning." 3 Rates of fluorosis are significantly higher in fluoridated as compared to non- fluoridated communities. Fluorosis makes teeth more porous, more prone to chipping and cracking, and permanently scars, pits, or discolors teeth so that bleaching or the application of expensive veneers may be required. These services are typically not covered by dental insurance, nor are the significant costs of fluorosis ever factored into the economics of fluoridation. 4) Recommended prescription dosages for children in non-fluoridated communities were officially reduced in 1994 due to concerns over excessive exposure and increases in fluorosis. Children in "optimally" fluoridated communities, however, may routinely ingest higher daily doses of fluoride - just from tap water- than a physician in a non-fluoridated community could prescribe. The recommended prescription dose, for example, for children aged 6 months to 3 years is delivered in only one cup of"optimally" fluoridated water. 5) Current science has disproved the theory that fluoride works effectively when it is swallowed. Instead, dental journals and the Centers for Disease Control confirm that fluoride's effect is "predominantly posteruptive and topical." While FDA has not approved ingested fluoride, it has approved fluoride toothpaste, which people use topically and then expectorate. 6) When we hear the word "decay," we've been conditioned to think "fluoride." Yet the dental profession acknowledges that fluoride is ineffective on the two most serious forms of tooth decay: Baby Bottle Tooth Decay, which can only be prevented by parental education, and Pit & Fissure Decay, which, according to the CDC, accounts for 90% of decay in children's permanent teeth. 7) Fluoridation's lack of effectiveness is apparent in news reports of extensive decay in major cities across America that have been fluoridated for decades. lust one of many examples: officials in Cincinnati, fluoridated since 1979, recently identified tooth decay as "the city's No. 1 un-met health need." Fluoride has become so ubiquitous in our culture that we all are getting significant amounts daily. What low-income populations most affected by tooth decay are NOT getting, however - and are desperate for - is access to care. Every child should enjoy the right to see a dentist on a regular bases, and fluoridation DOES NOT serve as a substitute. 8) Although only 2 percent fluoridated, Western Europe has been able to achieve decay rates comparable to, and even lower than, those in the U.S. 9) The increasing number of peer-reviewed studies indicating potential adverse health effects from fluoride was at the heart of the recent 3 year National Research Council (NRC) study of fluoride for the EPA, "Fluoride in Drinking Water: A Scientific Review of EPA's Standards" (National Research Council, March, 2006). The NRC report is a thorough and up-to-date review of the scientific literature on the health effects of fluoride. The NRC report identified at least.37. instances where the science on fluoride is inadequate or more research is needed. (See NRC recommendations.) The NRC report covers the potential adverse health effects of fluoride on the brain, endocrine system, thyroid, pineal gland, insulin secretion/diabetes, immune system, interactive and synergism in the presence of aluminum and iodine, reproductive system, Downs syndrome, gastrointestinal tract, liver, kidney, and cancer. (See NRC excerpts.) 4 10)These medical studies are cited by scientists belonging to the union of professionals at EPA headquarters, who further argue that the current standards for fluoride are based on falsified data and are not scientifically defensible. A recent, nationally publicized Harvard study, for example, found that exposure to "optimally" fluoridated tap water increased the risks for osteosarcoma (bone cancer) in young boys by more than 5 times. In the wake of this and other previous studies of concern, 11 U.S. EPA employee unions across the U.S. issued a call for a moratorium on all water fluoridation and a congressional review. Conclusion: Accessibility to safe drinking water - which is essential to the life and well being of each and every citizen of Ashland - has been established by the United Nations as a basic human right. Enactment of the WQAO puts basic protections in place, ensuring that should there be a future effort to add a medicinal substance to public water supplies, Ashland Citizens would not be exposed to a drug FDA has never approved or to contaminants above EPA's public health goals (MCLGs). Water is our most precious resource and it deserves the utmost of protection by the elected leaders entrusted with its care. Prepared by the Oregon Citizens for Safe Drinking Water (OCSDW) Executive Director: Kimberly Kaminski, 503-281-2022 National OCSDW liason: Lynne Campbell, 503-675-7451 Southern Oregon OCSDW liaison: Michael Framson, 541-772-6945 "Fluoride in Drinking Water: A Scientific Review of EPA's Standards" (National Research Council, March 2006) NRC's RESEARCH RECOMMENDATIONS: "Fluoride should be included in nationwide biomonitoring surveys and nutritional studies; in particular, analysis of fluoride in blood and urine samples taken in these surveys would be valuable." p9 "To assist in estimating individual fluoride exposure from ingestion, manufacturers and producers should provide information on the fluoride content of commercial foods and beverages." p71 "The concentrations of fluoride in human bone as a function of exposure concentration, exposure duration, age, sex, and health status should be studied." p9 "Information is particularly needed on fluoride plasma and bone concentrations in people with small-to-moderate changes in renal function as well as in those with serious renal deficiency." P9 "More research is needed on the relation between fluoride exposure and dentin fluorosis and delayed tooth eruption patterns." p9 "A systematic study of clinical stage II and stage III skeletal fluorosis should be conducted to clarify the relationship between fluoride ingestion, fluoride concentration in bone, and clinical symptoms. " p10 "More studies of communities with drinking water containing fluoride at 2 mg/L or more are needed to assess potential bone fracture risk at these higher concentrations." p10 "Carefully conducted studies of exposure to fluoride and emerging health parameters of interest (e.g., endocrine effects and brain function) should be performed in populations in the United States exposed to various concentrations of fluoride." p10 "Better characterization of exposure to fluoride is needed in epidemiology studies investigating potential effects. Important exposure aspects of such studies would include the following: collecting data on general dietary status and dietary factors that could influence exposure or effects, such as calcium, iodine, and aluminum intakes." p72 "To permit better characterization of current exposures from airborne fluorides, ambient concentrations of airborne hydrogen fluoride and particulates should be reported on national and regional scales, especially for areas of known air pollution or known sources of airborne fluorides. Additional information on fluoride concentrations in soils in residential and recreational areas near industrial fluoride sources also should be obtained" p71-72 "The possibility of biological effects of SiF6 , as opposed to free fluoride ion, should be examined." p72 "The biological effects of aluminofluoride complexes should be researched further, including the conditions (exposure conditions and physiological conditions) under which the complexes can be expected to occur and to have biological effects." p72 "Thus, more studies are needed on fluoride concentrations in soft tissues (e.g., brain, thyroid, kidney) following chronic exposure." p83 "Research is needed on fluoride plasma and bone concentrations in people with small to moderate changes in renal function as well as patients with serious renal deficiency. Other potentially sensitive populations should be evaluated, including the elderly, postmenopausal 2 women, and people with altered acid-base balance." p83 "More work is needed on the potential for release of fluoride by the metabolism of organofluorines." p83 "More research is needed on bone concentrations of fluoride in people with altered renal function, as well as other potentially sensitive populations (e.g., the elderly, post-menopausal women, people with altered acid-balance), to better understand the risks of musculoskeletal effects in these populations." p147 "the relationship between fertility and fluoride requires additional study." p161 "Two small studies have raised the possibility of an increased incidence of spina bifida occulta in fluorosis-prone areas in India; larger, well-controlled studies are needed to evaluate that possibility further." p164 "More research is needed to clarify fluoride's biochemical effects on the brain." p186 "The possibility has been raised by the studies conducted in China that fluoride can ellectual abilities. Thus, studies of populations exposed to different concentrations of fluoride in drinking water should include measurements of reasoning ability, problem solving, IQ, and short- and long-term memory. p187 "Studies of populations exposed to different concentrations of fluoride should be undertaken to evaluate neurochemical changes that may be associated with dementia. Consideration should be given to assessing effects from chronic exposure, effects that might be delayed or occur late-in-life, and individual susceptibility." p187 "Further effort is necessary to characterize the direct and indirect mechanisms of fluoride's action on the endocrine system and the factors that determine the response, if any, in a given individual. Such studies would address the following... • identification of those factors, endogenous (e.g., age, sex, genetic factors, or preexisting disease) or exogenous (e.g., dietary calcium or iodine concentrations, malnutrition), associated with increased likelihood of effects of fluoride exposures in individuals. • consideration of the impact of multiple contaminants (e.g., fluoride and perchlorate) that affect the same endocrine system or mechanism." p223 "The effects of fluoride on various aspects of endocrine function should be examined particularly with respect to a possible role in the development of several diseases or mental states in the United States. Major areas for investigation include the following: • thyroid disease (especially in light of decreasing iodine intake by the U.S. population); • nutritional (calcium-deficiency) rickets; • calcium metabolism (including measurements of both calcitonin and PTH); • pineal function (including, but not limited to, melatonin production); and • development of glucose intolerance and diabetes." p224 "Studies are needed to evaluate gastric responses to fluoride from natural sources at concentrations up to 4 mg/L and from artificial sources." p. 258 "Additional studies should be carried out to determine the incidence, prevalence, and severity of renal osteodystrophy in patients with renal impairments in areas where there is fluoride at 3 up to 4 mg/L in the drinking water." p. 258 "The effect of low doses of fluoride on kidney and liver enzyme functions in humans needs to be carefully documented in communities exposed to different concentrations of fluoride in drinking water." p258 "In addition, studies could be conducted to determine what percentage of immunocompromised subjects have adverse reactions when exposed to fluoride in the range of 1-4 mg/L in drinking water." p259 "It is paramount that careful biochemical studies be conducted to determine what fluoride concentrations occur in the bone and surrounding interstitial fluids from exposure to fluoride in drinking water at up to 4 mg/L, because bone marrow is the source of the progenitors that produce the immune system cells." p 259 "Further research on a possible effect of fluoride on bladder cancer risk should be conducted." p288 "in vivo human genotoxicity studies in U.S. populations or other populations with nutritional and sociodemographic variables similar to those in the United States should be conducted." p288 "Fluoride in Drinking Water: A Scientific Review of EPA's Standards" (National Research Council, March 2006) Excerpts: FLUORIDE'S EFFECTS ON THE BRAIN: "On the basis of information largely derived from histological, chemical, and molecular studies, it is apparent that fluorides have the ability to interfere with the functions of the brain and the body by direct and indirect means." p187 "A few epidemiologic studies of Chinese populations have reported IQ deficits in children exposed to fluoride at 2.5 to 4 mg/L in drinking water. Although the studies lacked sufficient detail for the committee to fully assess their quality and relevance to U.S. populations, the consistency of the results appears significant enough to warrant additional research on the effects of fluoride on intelligence." p6 "histopathological changes similar to those traditionally associated with Alzheimer's disease in people have been seen in rats chronically exposed to AIF." p178 "Fluorides also increase the production of free radicals in the brain through several different biological pathways. These changes have a bearing on the possibility that fluorides act to increase the risk of developing Alzheimer's disease." p186 "More research is needed to clarify fluoride's biochemical effects on the brain." p186 "The possibility has been raised by the studies conducted in China that fluoride can lower intellectual abilities. Thus, studies of populations exposed to different concentrations of fluoride in drinking water should include measurements of reasoning ability, problem solving, IQ, and short- and long-term memory." p187 "Studies of populations exposed to different concentrations of fluoride should be undertaken to evaluate neurochemical changes that may be associated with dementia. Consideration should be given to assessing effects from chronic exposure, effects that might be delayed or occur late-in-life, and individual susceptibility." p187 "Additional animal studies designed to evaluate reasoning are needed."p. 187 FLUORIDE'S EFFECTS ON THE ENDOCRINE SYSTEM: "In summary, evidence of several types indicates that fluoride affects normal endocrine function or response; the effects of the fluoride-induced changes vary in degree and kind in different individuals. Fluoride is therefore an endocrine disruptor in the broad sense of altering normal endocrine function or response, although probably not in the sense of mimicking a normal hormone. The mechanisms of action remain to be worked out and appear to include both direct and indirect mechanisms, for example, direct stimulation or inhibition of hormone secretion by interference with second messenger function, indirect stimulation or inhibition of hormone secretion by effects on things such as calcium balance, and inhibition of peripheral enzymes that are necessary for activation of the normal hormone." p223 "Some of these [endocrine] effects are associated with fluoride intake that is achievable at fluoride concentrations in drinking water of 4 mg/L or less, especially for young children or for individuals with high water intake. Many of the effects could be considered subclinical effects, meaning that they are not adverse health effects. However, recent work on borderline hormonal imbalances and endocrine-disrupting chemicals indicated that adverse health effects, or increased risks for developing adverse effects, might be associated with seemingly mild imbalances or perturbations in hormone concentrations. Further research is needed to explore these possibilities." p7 "Further effort is necessary to characterize the direct and indirect mechanisms of fluoride's action on the endocrine system and the factors that determine the response, if any, in a given individual." p223 "The effects of fluoride on various aspects of endocrine function should be examined further, particularly with respect to a possible role in the development of several diseases or mental states in the United States." p224 FLUORIDE'S EFFECTS ON THE THYROID: "Fluoride exposure in humans is associated with elevated TSH concentrations, increased goiter prevalence, and altered T4 and T3 concentrations; similar effects on T4 and T3 are reported in experimental animals.." p218 "In humans, effects on thyroid function were associated with fluoride exposures of 0.05-0.13 mg/kg/day when iodine intake was adequate and 0.01-0.03 mg/kg/day when iodine intake was inadequate." p218 "The recent decline in iodine intake in the United States (CDC 2002d; Larsen et al. 2002) could contribute to increased toxicity of fluoride for some individuals." p218 "Intake of nutrients such as calcium and iodine often is not reported in studies of fluoride effects. The effects of fluoride on thyroid function, for instance, might depend on whether iodine intake is low, adequate, or high, or whether dietary selenium is adequate." p222 FLUORIDE'S EFFECTS ON THE PINEAL GLAND: "The single animal study of pineal function indicates that fluoride exposure results inaltered melatonin production and altered timing of sexual maturity (Table 8-1). Whether fluoride affects pineal function in humans remains to be demonstrated. The two studies of menarcheal age in humans show the possibility of earlier menarche in some individuals exposed to fluoride, but no definitive statement can be made. Recent information on the role of the pineal organ in humans suggests that any agent that affects pineal function could affect human health in a variety of ways, including effects on sexual maturation, calcium metabolism, parathyroid function, postmenopausal osteoporosis, cancer, and psychiatric disease." p221-22 FLUORIDE'S EFFECTS ON INSULIN SECRETION/DIABETES: "The conclusion from the available studies is that sufficient fluoride exposure appears to bring about increases in blood glucose or impaired glucose tolerance in some individuals and to increase the severity of some types of diabetes. In general, impaired glucose metabolism appears to be associated with serum or plasma fluoride concentrations of about 0.1 mg/L or greater in both animals and humans. In addition, diabetic individuals will often have higher than normal water Intake, and consequently, will have higher than normal fluoride intake for a given concentration of fluoride in drinking water. An estimated 16-20 million people in the U.S. have diabetes mellitus; therefore, any role of fluoride exposure in the development of impaired glucose metabolism or diabetes is potentially significant." p. 217 FLUORIDE'S EFFECTS ON THE IMMUNE SYSTEM: "Nevertheless, patients who live in either an artificially fluoridated community or a community where the drinking water naturally contains fluoride at 4 mg/L have all accumulated fluoride in their skeletal systems and potentially have very high fluoride concentrations in their bones. The bone marrow is where immune cells develop and that could affect humoral immunity and the production of antibodies to foreign chemicals." p249 "There is no question that fluoride can affect the cells involved in providing immune responses. The question is what proportion, if any, of the population consuming drinking water containing fluoride at 4.0 mg/L on a regular basis will have their immune systems compromised? Not a single epidemiologic study has investigated whether fluoride in the 3 drinking water at 4 mg/L is associated with changes in immune function. Nor has any study examined whether a person with an immunodeficiency disease can tolerate fluoride ingestion from drinking water." p250 "bone concentrates fluoride and the blood-borne progenitors could be exposed to exceptionally high fluoride concentrations. Thus, more research needs to be carried out before one can state that drinking water containing fluoride at 4 mg/L has no effect on the immune system." p250 "it is important to consider subpopulations that accumulate large concentrations of fluoride in their bones (e.g., renal patients). When bone turnover occurs, the potential exists for immune system cells and stem cells to be exposed to concentrations of fluoride in the interstitial fluids of bone that are higher than would be found in serum. From an immunologic standpoint, individuals who are immunocompromised (e.g., AIDS, transplant, and bone-marrow- replacement patients) could be at greater risk of the immunologic effects of fluoride." p 258 "Within 250 £gm of a site of resorption, it is possible to encounter progenitor cells that give rise to bone, blood, and fat. Thus, one must assume that these cells would be exposed to high concentrations of fluoride. At this time, it is not possible to predict what effect this exposure would have on the functioning of skeletal elements, hematopoiesis, and adipose formation." p115 "It is paramount that careful biochemical studies be conducted to determine what fluoride concentrations occur in the bone and surrounding interstitial fluids from exposure to fluoride in drinking water at up to 4 mg/L, because bone marrow is the source of the progenitors that produce the immune system cells." p 259 "In addition, studies could be conducted to determine what percentage of immunocom promised subjects have adverse reactions when exposed to fluoride in the range of 1-4 mg/L in drinking water." p259 FLUORIDE'S INTERACTIVE/SYNERGISTIC EFFECTS (w/ IODINE, ALUMINUM, ETC): "Intake of nutrients such as calcium and iodine often is not reported in studies of fluoride effects. The effects of fluoride on thyroid function, for instance, might depend on whether iodine intake is low, adequate, or high, or whether dietary selenium is adequate."p222 "Better characterization of exposure to fluoride is needed in epidemiology studies investigating potential effects. Important exposure aspects of such studies would include the following: collecting data on general dietary status and dietary factors that could influence exposure or effects; such as calcium, iodine, and aluminum intakes." p72 "Available information now indicates a role for aluminum in the interaction of fluoride on the second messenger system; thus, differences in aluminum exposure might explain some of the differences in response to fluoride exposures among individuals and populations."p222 "With the increasing prevalence of acid rain, metal ions such as aluminum become more soluble and enter our day-to-day environment; the opportunity for bioactive forms of AIF to exist has increased in the past 100 years. Human exposure to aluminofluorides can occur when a person ingests both a fluoride source (e.g., fluoride in drinking water) and an aluminum source; sources of human exposure to aluminum include drinking water, tea, food residues, infant formula, aluminum-containing antacids or medications, deodorants, cosmetics, and glassware." p42 "Further research should include characterization of both the exposure conditions and the physiological conditions (for fluoride and for aluminum or beryllium) under which aluminofluoride and beryllofluoride complexes can be expected to occur in humans as well as the biological effects that could result." p42 "Another possible explanation for increased blood lead concentrations which has not been 4 examined is the effect of fluoride intake on calcium metabolism; a review by Goyer (1995) indicates that higher blood and tissue concentrations of lead occur when the diet is low in calcium. Increased fluoride exposure appears to increase the dietary requirement for calcium (see Chapter 8); in addition, the substitution of tap-water based beverages (e.g., soft drinks or reconstituted juices) for dairy products would result in both increased fluoride intake and decreased calcium intake." p43 "[G]iven the expected presence of fluoride ion (from any fluoridation source) and silica (native to the water) in any fluoridated tap water, it would be useful to examine what happens when that tap water is used to make acidic beverages or products (commercially or in homes), especially fruit juice from concentrate, tea, and soft drinks. Although neither Urbansky (2002) nor Morris (2004) discusses such beverages, both indicate that at pH < 5, SiF6 2- would be present, so it seems reasonable to expect that some SiF6 2- would be present in acidic beverages but not in the tap water used to prepare the beverages. Consumption rates of these beverages are high for many people, and therefore the possibility of biological effects of SiF62-, as opposed to free fluoride ion, should be examined." p44 FLUORIDE'S EFFECTS ON THE REPRODUCTIVE SYSTEM: "A few human studies suggested that high concentrations of fluoride exposure might be associated with alterations in reproductive hormones, effects on fertility, and developmental outcomes, but design limitations make those studies insufficient for risk evaluation." p6 "the relationship between fertility and fluoride requires additional study." p161 FLUORIDE & DOWNS SYNDROME: "The possible association of cytogenetic effects with fluoride exposure suggests that Down's syndrome is a biologically plausible outcome of exposure." p170 "A reanalysis of data on Down's syndrome and fluoride by Takahashi (1998) suggested a possible association in children born to young mothers. A case-control study of the incidence of Down's syndrome in young women and fluoride exposure would be useful for addressing that issue. However, it may be particularly difficult to study the incidence of Down's syndrome today given increased fetal genetic testing and concerns with confidentiality." 172 FLUORIDE'S EFFECTS ON THE GASTROINTESTINAL SYSTEM: "The numerous fluoridation studies in the past failed to rigorously test for changes in GI symptoms and there are no studies on drinking water containing fluoride at 4 mg/L in which GI symptoms were carefully documented." p230 "GI effects appear to have been rarely evaluated in the fluoride supplement studies that followed the early ones in the 1950s and 1960s." p231 "The table suggests that fluoride at 4 mg/L in the drinking water results in approximately 1% of the population experiencing GI symptoms." p231 "Whether fluoride activates G proteins in the gut epithelium at very low doses (e.g., from fluoridated water at 4.0 mg/L) and has significant effects on the gut cell chemistry must be examined in biochemical studies." p236 "There are a few case reports of GI upset in subjects exposed to drinking water fluoridated at 1 mg/L. Those effects were observed in only a small number of cases, which suggest hypersensitivity. However, the available data are not robust enough to determine whether that is the case." p. 250 "Studies are needed to evaluate gastric responses to fluoride from natural sources at concentrations up to 4 mg/L and from artificial sources." p. 258 5 FLUORIDE'S EFFECTS ON THE LIVER: "It is possible that a lifetime ingestion of 5-10 mg/day from drinking water containing 4 mg/L might turn out to have long-term effects on the liver, and this should be investigated in future epidemiologic studies." p248 "The effect of low doses of fluoride on kidney and liver enzyme functions in humans needs to be carefully documented in communities exposed to different concentrations of fluoride in drinking water." p258 FLUORIDE'S EFFECTS ON THE KIDNEY: "Human kidneys... concentrate fluoride as much as 50-fold from plasma to urine. Portions of the renal system may therefore be at higher risk of fluoride toxicity than most soft tissues." p236 "Early water fluoridation studies did not carefully assess changes in renal function." p236 "future studies should be directed toward determining whether kidney stone formation is the most sensitive end point on which to base the MCLG." p247 "On the basis of studies carried out on people living in regions where there is endemic fluorosis, ingestion of fluoride at 12 mg per day would increase the risk for some people to develop adverse renal effects." p247 "The effect of low doses of fluoride on kidney and liver enzyme functions in humans needs to be carefully documented in communities exposed to different concentrations of fluoride in drinking water." p258 FLUORIDE & CANCER: "Fluoride appears to have the potential to initiate or promote cancers, particularly of the bone, but the evidence to date is tentative and mixed (Tables 10-4 and 10-5). As noted above, osteosarcoma is of particular concern as a potential effect of fluoride because of (1) fluoride deposition in bone, (2) the mitogenic effect of fluoride on bone cells, (3) animal results described above, and (4) pre-1993 publication of some positive, as well as negative, epidemiologic reports on associations of fluoride exposure with osteosarcoma risk." p. 286 "Because fluoride stimulates osteoblast proliferation, there is a theoretical risk that it might induce a malignant change in the expanding cell population. This has raised concerns that fluoride exposure might be an Independent risk factor for new osteosarcomas." p109 "Osteosarcoma presents the greatest a priori plausibility as a potential cancer target site because of fluoride's deposition in bone, the NTP animal study findings of borderline increased osteosarcomas in male rats, and the known mitogenic effect of fluoride on bone cells in culture (see Chapter 5). Principles of cell biology indicate that stimuli for rapid cell division increase the risks for some of the dividing cells to become malignant, either by inducing random transforming events or by unmasking malignant cells that previously were in nondividing states." p275 "Further research on a possible effect of fluoride on bladder cancer risk should be conducted." p288 DOCUMENTS SUBMITTED AT JULY 18, 2006 CITY COUNCIL MEETING Barbara Christensen -fluoridation Page 1 From: tom dimitre <dimitre @mind.net> To: <council @ashland.or.us> Date: 7/18/2006 3:29:53 PM Subject: fluoridation Barbara: As I am not able to make the meeting tonight, I would appreciate it very much if you would read this into the record. Thanks. Tom Dimitre To the Ashland City Council: This letter is to register the Sierra Club's support for Cate Hartzell's proposed ordinance, entitled: "An Ordinance Adding a New Section to Title 14, Chapter 4, Restricting the Addition of Chemicals or substances to the Drinking Water." The Oregon State Chapter of the Sierra Club and Rogue Group Sierra Club are opposed to the addition of fluoride to our drinking water for various reasons, including detrimental impacts to human health and the health of fish. We urge you to pass this resolution and to protect our drinking water. Thank you very much. Tom Dimitre Chair Rogue Group Sierra Club CC: Barbara christensen <barbarac @ashland.or.us> e� `(OL,t PRESENCE IS REQLtESTED TO DISCI.I.SS TI-tE FLkTKP� E VlfkgILITY OF TI-tE ROCL,te VALLEY TRANSPORTATION DISTRICT. PLEASEJOIN AREA OFFICIALS AND REPRESENT.4TIVE5 ON AL- CII.tST i7, 2000 AT 6:00 P.M. IN TFfE L4R.6t E CONFERENCE ROOM ATT1-tE CENTRAL LIgR Fy IN DOWNTOWN MEDEORD. (R.EER.ESI-tMENTS WILLgE SERVED) Please R.sVP to Wawwe spewcer at 002-2402 Pryor to .4ko Cst 22