HomeMy WebLinkAbout2012-0319 Study Session PACKET CITY OF
-ASHLAND
CITY COUNCIL STUDY SESSION
AGENDA
Monday, March 19, 2012 at 5:30 p.m.
Pioneer Hall, 73 Winburn Way
5:30 p.m. Study Session
1. Look Ahead Review
2. Will Council provide staff direction on policy issues related to community
suggestions associated with safety issues on the bike path? [60 Minutes]
3. Update on current status of AFN [30 Minutes]
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 1).
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City of Ashland Council Meeting Look Ahead
*****THIS IS A DRAFT AND SUBJECT TO CHANGE*****
Departments :.
Responsible
a/2 Stud, Session in Siski ou Room ® a/2
1 Discussion of AWAC Recommendations Mike PW SS
2 Discussion of Wastewater Recommendations Mike PW SS
3 Discussion of proposed Council Goals for 2012 Dave Admin SS
dL4:/3:j l Meetin 4/3
a Arbor Week Proclamation Diana/Mike P. Admin CD PROC
5 Fair Housing Month Proclamation Diana Admin PROC
s jAnnual Report from RVCOG Michael Cavalro Admin I PRES
7 Approval of grant request for Ashland Creek.Park
Construction Don Parks CONS
8 Historic District Design Standards Amendments (Bill) PH
CD ORD-1 ORD-2
9 Pedestrian Places Ord. updated after requested Planning
Commission Review Bill CD UNFIN
10 Annual Use of Force Report Ter Police I NEW
11 Approval of guidelines for Special Events Ann Admin PW RES
12 Green Code Amendments Bill CD ORD-2
Ordinance Amending AMC 2.10.090 & 2.10.100 Boards and
13 Commission Expenditure Approval.Via Resolution (Dave L.)
Legal ORD-2
14 Corrections to Fireworks Ordinance John Fire ORD-1 ORD-2
,ail"s Stud, Session in Siski. ou Room rr, a R,"11W,
ail
15 Closing the feedback loop on Council Input Dave Admin SS
15 Discussion on Wildlife no-feeding ordinance (Mayor) Admin sS
17 Discussion on Conservation Comm. Memo Lee/Dave Electric Admin SS
Page 1 of 8 3/15/2012
City of Ashland Council Meeting Look Ahead
*****THIS IS A DRAFT AND SUBJECT TO CHANGE*****
Departments _ .
Responsible
[Mill Re ular Council Meetin ®®®® 4/17
18 FireWise Proclamation John Fire PROC
19 Approval of contract for Fire Station No. 2 John Fire CONS
20 CDBG Grant Awards Bill CD PH
21 Approval of Wastewater Master Ian Mike PW NEW
22 Approval of Water Master Ian Mike PW NEW
23 Corrections to Fireworks Ordinance John Fire ORD-2
24 1 Historic District Design Standards Amendments Bill CD I ORD-2
4/19 Budget Meeting 4/19
25 Budget Message and Parks Department BDGT
4/23 Budget Meeting 4/23
25 Police, Fire, Community Development, CDBG BDGT
4/28 Budget Meeting 4/28
27 City Recorder, Admin, HR, Legal, Admin Svcs. BDGT
<4/30 i Stud. Session in Siski, ,ou Room QA O=Em W=am W94,
Discussion regarding a new model for telecommunications IT Legal
28 franchise agreements and application of rights-of-way usage Finance SS
Lee/ Dave
29 Sewer line service policy (Mike) PW SS
5/1r'
30 Resolution regarding Wireless Fees Bill CD CONS
31 Annual a pointments to Commissions Barbara Recorder CONS
32 Misc. Fees & Charges Resolution Update (Lee) Finance PH
RES
5/3 Budget Meeting 5/3
33 Electric, Conservation, and Information Technology BDGT
5/7 1 Budget Meeting 5/7
34 Public Works BDGT
5/10 Budget Meeting 5/10
35 jWrap up & Set Tax Rate BDGT
Page 2 of 8 3/15/2012
City of Ashland Council Meeting Look Ahead
*****THIS IS A DRAFT AND SUBJECT TO CHANGE*****
Departments
Responsible
5/14 Study Session in Siski ou Room 5/14
36 Discussion on Wireless Ordinance Bill/ David CD Legal SS
5/15 Regular Council Meeting 5/15
37 Sewer line service policy (Mike) PW ORD-1
6/4 Study Session in Siski ou Room
6/5 Regular Council Meeting
38 Public Hearing on Ordinance to levy taxes (Lee)
Finance
39 Resolution to qualify for state revenues Lee Finance
40 Resolution to receive state revenues Lee Finance
41 Resolution setting appropriations Lee Finance
42 1 Update to Wireless Ordinance Bill/David CD Le al
43 Sewer line service policy (Mike) PW
6/18 Study Session in Siski ou Room
6/19 Regular Council Meeting
44 Ordinance to levy taxes Lee Finance
45 Update to Wireless Ordinance Bill/David CD Legal
6/26 Special Council Meeting if needed
46 Final Budget Adjustments, if needed Lee Finance
7/2 Study Session in Siski ou Doom
7/3 Regular Council Meeting
7/16 Study Session in Siski ou Room
7/17 Regular Council Meeting
8/6 Study Session in Siski ou Room
8/7 Regular Council Meeting
Page 3 of 8 3/15/2012
CITY OF
ASHLAND
Council Communication
Study Session: Bike Path Safety Issues
Meeting Date: March 19, 2012 Primary Staff Contact: Terry Holderness
Department: Police Department E-Mail: holdemet @ashland.or.us
Secondary Dept.: Police, PW, Electric Secondary Contact: Mike Faught, Lee Tuneberg
Approval: Dave Kanner�kA< Estimated Time: 60 minutes
Question:
Will Council provide staff direction on policy issues related to community suggestions associated with
safety issues on the bike path?
Staff Recommendation:
Staff recommends Council discuss and provide direction on the following policy issues included in the
recommendations to the mayor on safety on the bike path following the David Grubbs homicide:
1. Put lights on the bike path: The cost of putting a light every 150 feet on the bike path, which is
the same distance street lights are placed at, is approximately $385,000. Staff recommends
against placing lights on the bike path at this time. Staff Rationale: Staff does not feel that this
level of lighting would substantially increase public safety for the following reasons:
• Due to the design of the bike path and the number of trees, structures and other objects
on or around the path placing a light every 150 feet will likely leave dark areas created
by shadows which allow attacks to occur but might give potential victims a false sense
of security.
• Lighting would improve natural surveillance in many areas of the bike path. For natural
surveillance to be effective someone would need to normally be in a position to see into
the area covered by the light. In some areas of the bike path there are no clear sight lines
to a location or there is often no one outside of the area in a position to see what is
occurring in a given area.
• Other then the David Grubbs homicide there have been virtually no other reported
incidents of violent crime on the bike path in Ashland.
• There are numerous pedestrian areas in the city that have poor or no lighting in the area
that have had similar or a greater number of incidents of violent crimes then the bike
path.
• City staff often receives complaints from residents in areas complaining about light
pollution caused by city installed lights. The bike path runs behind many homes and it
is likely that people in those homes would not like lighting along the bike path that
would impact their property.
• Several of these concerns might be eliminated or mitigated by having a lighting expert
design a light plan specifically for the bike path rather than use the 150 foot standard.
This would likely require more lights and significantly increase the cost of the project.
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CITY OF
-ASHLAND
2. Install a memorial bench: Staff is working with the Grubbs family on this issue and expect the
bench will be installed. No additional council action is need at this time.
3. Add citizen contributions to the reward fund: The Council has already completed the action
required to set up the additional reward fund and no additional council action is required at this
time.
4. Remove Parks & Recreation storage shed next to the parking lot entrance to the bike path: The
Parks Department is in the process of significantly reducing the size of that building and staff
does not believe additional council action is required at this time.
5. Have a security evaluation of the bike path done by City Police: Staff recommends against
having the police department conduct a security evaluation of the bike path. Staff does not feel
that having the police department conduct a security evaluation of the bike path would
substantially increase public safety for the following reasons:
• The first consideration in doing a Crime Prevention Though Environmental Design
evaluation in any established area is to look at data of past incidents in the area. There
have not been enough incidents of crime or disorder on the bike path to do any
meaningful analysis.
• The police department does not have anyone on staff that has experience with Crime
Prevention Though Environmental Design evaluations on bike path areas.
• Without meaningful data or experience with issues occurring on bike paths in other
areas the only analysis the police department could reasonably conduct would be to
look at natural surveillance in different areas of the bike path. This would be a very
limited analysis and it should be noted that based totally on the principles of natural .
surveillance the area that the Grubbs homicide occurred would be one of the safer areas
of the bike path.
• The City might incur liability by publishing a document that declared some areas of the
bike path "safer" than others.
6. Hold a Community safety seminar: The police department holds these types of events
whenever any community group requests them. No additional council action is needed at this
time.
7. Hold regular neighborhood meetings: The police department has tried to hold regular
neighborhood meetings in the past and discontinued that practice due to lack of attendance.
The department does hold neighborhood meetings whenever requested. No additional council
action is needed at this time.
8. Promote the Volunteers in Parks (aka police volunteers) program so more people volunteer:
The police department is always looking for additional ways to promote the volunteer program
and will continue to do so. No additional council action is needed at this time.
9. Change scone of Transportation Commission to include community safety: City staff
recommends against changing the scope of the Transportation Commission to include
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CITY OF
-ASHLAND
community safety. Staff does not feel that changing the scope of the Transportation
Commission to include public safety would substantially increase public safety for the
following reason: Public safety issues related to crime are substantially outside of the purview
of the Transportation Commission.
10. Hold a Take Back the Night event: This is a community led and organized event and no group
has expressed in interest in creating such an event. If a group comes forward, city staff will
assist them getting through any permit process. No additional council action is needed at this
time.
Background:
On November 17,.201 1 David Michael Grubbs was the victim of a homicide that occurred on the bike
path adjacent to Hunter Park. In response to community concerns expressed after the homicide Mayor
Stromberg asked community members to make suggestions to improve community safety in Ashland.
Several community members have specifically requested that the council install lights on the bike path.
Community members submitted ten suggestions to improve community safety and respond to other
issues related the homicide.
City staff from the Police, Electric and Public Works departments has evaluated and researched costs
related to each of the community recommendations. Several of those recommendations did not require
council input and have been implemented or are in the process of being implemented by staff and do
not require additional council action at this time. The Council has already taken the action needed to
implement the recommendation to set up a separate reward fund for the homicide. Three of the ten
recommendations have not been implemented and would require additional council direction for
implementation.
Related City Policies:
None
Council Options:
Staff is seeking input on the policy discussion points and will bring back to the council a plan for any
of those recommendations the council is interested in implementing.
Attachments:
None
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CITY OF
ASHLAND
Council Communication
Study Session — Ashland Fiber Network Update
Meeting Date: March 20, 2012 Primary Staff Contact:. Lee Tuneberg
Department: Administrative Services E-Mail: tuneberl @ashland.or.us
Secondary Dept.: None Secondary Contact: None
Approval: Dave Kanner! Estimated Time: 30 Minutes
Question:
This is a mid-year report on Ashland's Telecommunications.
Staff Recommendation:
Staff is taking the following steps with regard to AFN, which has lost 154 customers from its peak in
November:
1. Do not raise the prices for the internet line up at this time.
2. Increase internet speeds to the maximum extent practical.
3. Market the upgrade and price freeze to our direct customers.
4. Get the ISP and cable contracts in place, including the modification to the cable television
contract.
5. Take the steps necessary to reduce expenditures internally in order to maintain the AFN_
technology debt payment.
6. Add the ISPs to our web site as an alternative to direct service.
7. Continue to monitor customer migration to see if these actions stem the loss.
1S
8. Assure the Ps that we will revisit their promotional pricing idea this summer.
Background:
The last report was given by the Information Technology Director in June, 2011,just prior to his
departure. Many of the enhancements to products and services promoted by the prior
CIO could not progress after his leaving.
Since that departure the City has restructured the department head position several times and is now
beginning a new search for a "chief information officer" in conjunction with the leadership position for
the Electric Department. Staff expects the recruitment to be successful by summer.
During the last six months current staff has worked on several issues relating to the IT department and
AFN. Key issues during this interim period have been:
A. Impacts in the cable television industry affecting the incumbent (partner) service provider.
B. Marketing and competition changes in internet services.
C. Staffing/support changes beyond the department head level.
D. Budget implications and other interim strategies while recruitment proceeds.
The Acting City Administrator requested approval to renegotiate the Television Head-end System
Lease & Contract. The key issue for departure from the bid contract awarded in January, 2011, is the
Page 1 of 2
CITY OF
ASHLAND
terms have become untenable for the City's partner. That re-negotiation and the proposed change in
terms are done and ready for approval. The key focus was to allow for continued services, sharing in
revenues and recognizing potential cost reductions where necessary, to better address recent trends as
well as provide time for review by the new CIO whenever that person has been hired.
i
The City has redrafted the Internet Service Provider contract, attempting to assist all parties to better
meet or compete with the local, non-AFN based provider. Staff has reviewed service packages, costs
and pricing established last year and is ready to propose enhancements and re-alignment that is
expected to be effective in retaining and possibly improving the number of direct and indirect
subscribers on AFN's network. Once accepted the, city-specific and cooperative marketing must be
developed in short order to take advantage of the changes and to have a beneficial impact on subscriber
counts.
AFN has been impacted by changes in personnel and indirectly impacted by other IT staffing changes.
Staff is working to stabilize both sides of IT (AFN and the Computer Services Division in the Central
Services Fund). In doing so, AFN will be able to respond better to the impact of decreased revenues
associated with items A. and B. above. Taking these steps now will make it easier for the new director
to focus on managing the various systems under their responsibility by providing an appropriate
staffing level with division supervisors to manage the daily operations.
Attachments:
None
Page 2 of 2
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