HomeMy WebLinkAbout1997-0506 Council Mtg PACKET Council Meeting Pkt.
BARBARA CHRISTENSEN
CITY RECORDER
Important:—Any-citizen-attenaing council meetings may speak on any Item on the
agenda, unless it is the subject of a public hearing which has been closed. If you
wish to speak, please fill out the Speaker Request form located near the
entrance to the Council Chambers. The chair will recognize you and Inform you
as to the amount of time allotted to you. The time granted will be dependent to
some extent on the nature of the item under discussion, the number of people who
wish to be heard, and the length of the agenda.
AGENDA FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
May 6, 1997
I. PLEDGE OF ALLEGIANCE: 7:00 p.m., Civic Center Council Chambers.
II. ROLL CALL
III. APPROVAL OF MINUTES: Regular meeting minutes of April 15, 1997.
I
IV. SPECIAL PRESENTATIONS & AWARDS: i
1. Request of Councilor Hagen that City Council reaffirm the adoption of the
"Valdez Principles°, adopted by the City Council May 15, 1990.
V. CONSENT AGENDA:
1. Mayor's appointments to Boards, Commissions and Committees.
2. Minutes of boards, commissions and committees.
,3' Authorization for Mayor and City Recorder to sign agreement with ODOT,
amending agreement No. 12748 for the Central Ashland Bike Path project.
4. Letter from TCI advising council of rate increases for cable television
services effective June 1, 1997.
5. Application for Liquor License for an ESTABLISHMENT, La Crepe, at 247
E. Main Street, Ashland.
Authorization for Mayor and City Recorder to execute a termination of a
Portion of a Public Utility Easement in Mountain Meadows Subdivision.
VI. PUBLIC HEARINGS (testimony limited to 5 minutes per speaker. All hearings
must conclude by 9:30 p.m. or be continued to a subsequent meeting).
1. Proposed adoption of a new ordinance regulating the construction of
wireless communication facilities (cellular towers).
I
VII. PUBLIC FORUM: Business from the audience mtt included on the agenda.
(Limited to 5 minutes per speaker and 15 minutes total.)
VIII. NEW & MISCELLANEOUS BUSINESS:
1. Request by Richard Davis, 478 Fordyce Street, for a clarification of council
intent on inclusion of area designated as riparian zone in calculation of land
area for LID assessment.
2. Adoption of Communication Plan.
3. Memo from the Director of Community Development requesting council
approval to commence neighborhood improvement process for
Strawberry/Alnutt/Scenic/Westwood LID.
4. Request by Councilor Reid requesting council action for opening of Central
Avenue between Helman and Water Streets, and discussion of future
improvements.
�Q IX. ORDINANCES, RESOLUTIONS AND CONTRACTS:
U��cbb1 IX) Secon�read.in y title only of °an Ordinance Modrfying Section 3.08.050
o "tlia repealing Ordinance No. 1415 as amended, in its
entirety, in order to modify the procedure for creating a Position
Classification Plan for the City of Ashland."
2. First readino by title only of "an Ordinance Amending Sections 18.72.020,
18.72.040, 18.72.180 and 18.68.120 of the AMC relating to Wireless
Communication Facilities (cellular towers)."
X. OTHER BUSINESS FROM COUNCIL MEMBERS
XI. ADJOURNMENT
I
Ad Hoc Citizen's Communication Committee
Recommendations
May, 1997
Introduction
One of the goals established by Ashland's Mayor and City Council for the Fiscal Year 95-
96 was to "develop and implement a citizen/government communication program which
includes citizen input". Their recognition of the need to do so reflects a national trend to
explore the changes in citizen involvement in government.
There is a wealth of information and speculation about what has caused the current
situation, which is characterized by low voter turnout, lack of public discourse, and
increased negativity, apathy or lack of trust towards government. Causal explanations
range from the introduction of the television, the consumer-ization of our political process,
past experience with government that left people feeling powerless, and time pressures on
personal lives, to transformative paradigm shifts.
Government representatives are being challenged to share power with citizens and to
commit to decision making that incorporates a broad diversity of interests and expertise.
The wisdom guiding this shift is familiar: people like to be heard, included; they like to
know ahead of time about things that may change their lives; to know why someone
decided that changes are necessary and that many options were explored. People want to
make a difference in their community, want to be involved; people like to talk about their
lives, but hate "politics" and witnessing conflict. They want to help generate solutions.
Matthews says, "the public must reason with itself on hard policy issues- well before
solutions by government are arrived at."Through respectful discussions among people with
differing opinions and perspectives, the complexity of issues can begin to soften rhetoric.
People experience change in relationship to other components of their lives. We are
leaming that people want to de-compartmentalize decision-making and examine the
relationships between issues.
Some argue that the process of inclusive decision-making takes longer than more
authoritarian models. Processes that build citizens' trust can reduce criticism later and
contribute to an atmosphere of cooperation that will have unanticipated positive results.
Ashland has a wealth of active citizens. People meet regularly to talk about their children,
livelihoods, environment, health, animals, and history. This plan recommends that Council
and staff make a point of attending those types of meetings on a periodic basis to listen to
people in less formal settings.
Many of the recommendations pertain to increasing the availability of information. It is a
challenge to inform citizens about rapidly changing issues. As our community grows in size
Ad Hoc Citizen's Communication Committee page I
Recommended Plan, May 1997
and diversity, investments into systems of technology and effective information flow are
vital.
This plan includes recommendations for citizens. We believe that we each have a
responsibility to enhance the quality of life in our community and to model responsible
citizenship for our children. We encourage creative efforts by citizens that are designed to
increase constructive involvement.
We respectfully acknowledge the Mayor and Councilors who have taken steps to improve
communication with citizens during the last year. We look forward participating in many
of the activities suggested in this plan.
Ad Hoc Citizen's Communication Committee page 2
Recommended Plan, May 1997
Goal l
Enable and facilitate effective citizen involvement in formal city processes
Many people's first experience of formal city processes is at a City Council meeting,
dealing with a controversial issue. If they do not understand the protocol or range of
options for action on items, they may leave thinking that the process is arbitrary, politically
motivated or lacks a way to incorporate public input.
A significant number of citizens report feeling burnt out, disillusioned or angry. Citizen
evaluation of local charettes and neighborhood planning processes has ranged from
successful to divisive. The city has many committees which perform well, however, some
have been criticized for their lack of diversity or low attendance. Increasing the visibility of
meetings held by committees and commissions would allow citizens to get involved earlier
and learn more of the information upon which decisions are made. Since people's personal
schedules vary, it is important to offer a wide variety of levels at which citizens can get
involved.
Recommendations for Council and Staff
1. In addition to the regular listing in the local newspapers' "Calendar" section, place a
paid advertisement that shows one week's (or month's) schedule of meetings at one
time.
2. Post City Council agendas at several key locations (i.e. public bulletin boards, public
library, kiosks, ICCA) for people who don't receive newspapers.
3. Locate one City Council packet(non-confidential information)at the City Recorder's
office and the public library when it goes to Councilors. Monitor its use over a period
of months.
4. Implement a phone line at City offices to provide residents with taped information on
meetings and meeting changes.
5. Encourage citizens to exercise their legal right to speak, while adhering to established
time limits for all speakers at Council and other formal meetings.
6. Following any City Council public forum period at which a citizen speaks, the mayor
will review major topics raised and state whether and how the city is addressing the
topic. This respects Councilors' policy to avoid debate on topics during the Public
Forum period while providing a substantive response to citizen input.
7. Adopt a policy of strong consideration of new candidates to replace committee and
commission members who have served two complete terms.
8. Increase the visibility of all committees and commissions. Feature committees at
Council meetings periodically through the introduction of members and a brief update
of their activities.
9. Expand the level of citizen involvement in the City Council's formulation of annual
goals. (See Appendix One.)
10. Create a process to evaluate past and completed planning processes(charettes and
neighborhood plans) with the goal of refining processes for effective involvement of a
cross-section of the public.
Ad Hoc Citizen's Communication Committee page 3
Recommended Plan, May 1997
11. Create a brochure that can be made available at city offices and meetings that explains
how meetings are conducted, when and how citizens participate in them,time
constraint policies, Council's policy on refraining from discussion during Public
Forum, legal constraints on Councilors' discussion of particular actions, protocol for
state land-use decisions vs. local land-use decisions, glossary of unfamiliar terms,
acronyms and abbreviations used during meetings.
12. Sponsor a celebration/open house for the public to meet Councilors, committee and
commission members and learn about the many ways to volunteer time in the city.
13. Research the possibility of using Senior Program vehicles to transport senior citizens to
civic meetings. Survey to see if such a service would be used.
14. Upgrade the assisted-hearing equipment in the City Council Chambers and publicize
having done so.
15. Upgrade the video equipment in the civic center that is used to televise meetings. To
ensure that citizens utilize their access to televised meetings, Council must guarantee
quality transmission.
16. Implement close-captioned technology for City-sponsored Rogue Valley Television
programs.
Recommendations for Citizens
1. Design and implement how-to classes for citizens, focusing on how city government
functions and how citizens can participate.
2. Become informed about how city government works, who decides what, when, how,
and where it happens.
3. Participate in formal meetings and discussions.
4. Form ad hoc committees to study an issue or initiate action.
5. Work with City officials to develop.a brochure outlining opportunities for citizen
involvement according to their interest level and time constraints.
6. Discuss citizenship curriculum with School District officials. Explore avenues for
hands-on learning locally through having Councilors lecture, students attend City
meetings, adopt-a-Council person exercises, etc.
Goal 2
Increase citizens'access to information regarding current and future city projects and
decisions
Many projects, because of their complexity or the City's need to work with multiple
agencies and jurisdictions, are studied and negotiated long before the public learns about
them. If decisions are made before adequate opportunities for public input occur, mistrust
and suspicion of the process may result. Citizens must have the opportunity to participate
early in the process to express their values and opinions, to help select the range of options,
and to comment on proposed decisions or solutions.
Recommendations for Council and Staff
Ad Hoc Citizen's Communication Committee page 4
Recommended Plan, May 1997
1. Create a City newsletter for residents. Include information about upcoming actions,
planning matters, city committees, and a calendar of city meetings and events. (See
Appendix Two.)
2. Utilize newsletters, homepage, Cable Access and Council meetings to offer detailed
information and give updates. Use a variety of methods and media to assure access by
all. Periodically assess the efficacy of communication tools used. (See Appendix
Three.)
3. On the homepage, list all liaison assignments for each Councilor. Provide updates on
assignments that are not part of city committees or commissions.
4. Televise committee/commission meetings on a rotating basis, prioritizing informational
presentations on issues of interest or significance to citizens.
5. Encourage and support televising Parks and Recreation Commission meetings.
6. Write a description of what city information and records are available to the public,
which are not, and what the process is for obtaining information. Make it available at
City Hall, the public Library, and at the Civic Center.
Recommendations for Citizens
1. Organize and attend town hall meetings to become informed about city matters and to
offer input before decisions are made.
2. Encourage the local media to participate in public journalism projects and to take
seriously their role of educating the public about the complexities of an issue, including
the long-and short-term consequences of decisions. (See Appendix Four.)
3. Encourage SOU students to research and produce videos on specific topics relevant to
community decisions.
4. Exercise curiosity. Pursue information through reading departmental reports and
meeting minutes and asking questions of staff and representatives.
Goal 3
Increase opportunities for dialogue within the community among citizens, elected and
appointed officials, and staff
We need more opportunities for citizens to dialogue with each other,and with elected/
appointed officials on topics of significance to the community. Many citizens complain of
not feeling heard and officials complain of not knowing how their constituency thinks on a
particular issue. Meetings that are held well in advance of decision-making, are less
formal, and are attended by a diversity of the public allow time for people's concerns and
values to surface and be integrated into solutions.
Recommendations for Council and Staff
1. Initiate public discussion of issues well in advance of when decisions will be made.
Invite citizen involvement in defining problems and generating solutions; make the
implicit value choices explicit. Include at these meetings people who can address
questions on specific topics of interest. Where possible, partner with local civic groups
Ad Hoc Citizen's Communication Committee page 5
Recommended Plan,May 1997
to conduct these meetings and provide staff time and funding where necessary. (See
Appendix Five.)
2. Councilors commit to attending 3-6 informal meetings a year, either specially convened
or at various established volunteer or civic groups. Go to where citizens are already
gathering and feel comfortable.
3. Utilize the City's Internet homepage for a moderated forum of current significant
issues. A moderated forum is an electronic discussion between citizens that is
facilitated by a designated person. Participants' comments can be read by anyone
accessing the forum.
4. Implement a regularly scheduled visioning/strategic planning process for citizens that
incorporates and integrates social issues with planning issues.
Recommendations for Citizens
1. Initiate neighborhood and interest group meetings to build familiarity and a sense of
community. These informal groups could increase social interaction in the context of
neighborhoods and sponsor parties, meetings, coordinated presentations by social,
civic, or municipal groups.
2. Organize town forums that allow facilitated, respectful discussion of issues pertinent to
people's lives. Work toward solutions through creating informed dialogue with as
broad a segment of the community and as many viewpoints as possible.
Goal 4
Include citizens and staff in evaluating city junctions
A formal system for feedback from the public on city services, personnel or processes will
provide the City Council and staff with valuable information upon which to make
decisions. It will let citizens know that their experiences are useful to the City.
Recommendations for Council and Staff-
I. Create and publicize a form which citizens can use to give feedback on city operations.
The City Recorder will maintain forms and files according to department and make
them available during departmental evaluations.
2. Implement the use of a form to track the city staff's response to citizen requests for
service. Establish a policy determining the amount of time within which citizens are
contacted by appropriate staff. Direct staff to prioritize response. Assign the
responsibility of monitoring actions to the City Recorder's office.
3. When formal surveys are utilized, include members of the general public in their
development.
Recommendations for Citizens
1. Participate, monitor provide constructive feedback and suggestions.
Goal 5
Ad Hoc Citizen's Communication Committee page 6
Recommended Plan, May 1997
Monitor and Evaluate the Implementation of the Communication Plan
Human and material resources must be allocated for the implementation of this plan.
Monitoring its implementation will provide important information on how to refine our
efforts.
Recommendations for Council and Staff
1. Prioritize adopted recommendations and create an action plan for implementation.
Meet with staff to discuss and assign staff responsibilities.
2. Assess other municipal models for ways to structure City Recorder position or a
"Public Information Center."
3. Evaluate the annual goal-setting process regularly.
4. Include information about the benefits of citizen participation and effective
communication processes in staff paining materials and City Councilor orientation
packets.
Recommendations for Citizens
1. Participate, monitor and offer suggestions
Recommendations for Citizen Committee
1. Meet quarterly for a period of one year to receive information from staff and citizens
about the progress of implementation efforts. Committee members could attend
departmental meetings to (briefly)receive suggestions for improved communication
that is specific to their department's services. Where appropriate, make
recommendations to Council for modifications.
For future consideration
The following suggestions were discussed but were not addressed through the creation of
recommendations at this time.
• Create a plan for teaching issue management principles to Council, staff and interested
citizens.
• Appoint a city representative as liaison to the School District's Curriculum Committee
to plan creative interface between the Council, city commissions.
• Consider the use of opinion leaders from neighborhoods.
Ad Hoc Citizen's Communication Committee page 7
Recommended Plan,May 1997
Appendix One
Community Goal Setting
The Committee supports increased community involvement in the City Council's goal-
_ setting process. The community is currently asked to make recommendations through a
public hearing, or other written or oral communications. Most citizens are not involved in
or informed about the discussions that have led up to the goals. We propose a revision of
the city goal-setting process that would give the general public more direct involvement. It
could increase both the investment and knowledge that people have towards the goals.
Each August, the City Council conducts a Citizen Satisfaction Survey through the media.
The Survey is not an attempt to get a representative picture of citizens' attitudes,but to
allow people who have specific complaints or praise to communicate them to the city.
Based on the results, a City Public Involvement Committee would determine whether there
are questions about which it would be useful to have a representative sample of the
public's opinions. If so,the City would contract trained professionals to conduct a
scientific sample of the public by telephone in September.
Scenarios for increased public involvement include a range of activities. One scenario is
could include the following elements:
Public meetings-Public meetings could be conducted informally in the fall to summarize
the activities of City departments and outline emerging problems and opportunities. These
meetings would be facilitated by people other than City employees,though city staff would
be present to present information and answer questions. Citizens could discuss these
reports and discuss suggestions for city goals for the next year.
Generation of goals - In December of each year, the Council would combine feedback from
the surveys and meetings with their own ideas and formulate up to ten potential annual
goals. In January, all civic organizations, interested individuals, and the media would be
encouraged to feature discussions of these goals.
Advisory vote-Following a discussion of the goals, an unofficial public advisory vote
could be taken. The procedures for this would be determined by the Council.
Goal definition-The City Council would determine and prioritize goals which they believe
respond to the concerns of citizens. Council could consider televising the deliberation of
these goals.
Appendix Two
City Newsletter
The Committee recommends that the city expand its monthly utility insert into a
newsletter. We suggest that it be used to inform citizens of existing and future programs
and projects. Several components need to be considered in planning the newsletter.
Distribution/Cost:
The Committee discussed the cost and benefit of a city newsletter. Various formulas were
discussed to match readership to distribution, such as subscription forms, quarterly or semi-
annual mailings to all residents with interim partial mailings, and distribution from
sidewalk stands. The newsletter could be made available at pickup spots around town, such
as the library, utility department, outside Council chambers, food stores, etc. City staff has
indicated that the maintenance and use of partial lists could be more costly and
complicated than mailing to all residents. The Committee recommends that mechanisms
be built in to monitor readership and adapt use of the newsletter accordingly. Sample
copies of municipal newsletters are available.
Content:
The content of the newsletter should be factual rather than persuasive, and present
comprehensive information that will provide citizens with background on significant
issues. Attention should be given to appearance and readability. It could contain:
• features on planning and policy issues
• regular columns highlighting, on a rotating basis,the various committees and
commissions in the city
• Calendars of meetings and city-related events
• Listing of resources and literature related to feature articles or city topics
• Neighborhood information
Oversight:
The Committee recommends an ongoing citizen/staff committee to coordinate production
of the newsletter. Citizens will help staff prioritize information that is perceived as being
useful to residents and will ensure that the newsletter presents information in an objective,
rather than persuasive manner. The presentation of accurate, unbiased information will be
a major factor in the level to which the public uses the newsletter. We recommend that the
city hire a part-time editor with experience publishing informational newsletters. Creative
partnerships could be explored with SOU's Department of Journalism for production
services.
Appendix Three
Cable Access
Rogue Valley Television, at SOU is the operator of cable channels 9,30,3 1, and 33, under a
long-term contract with the City of Ashland.
The Public Access Channel goes to 4700 Ashland homes,or approximately three of every
four homes. While there is no means for measuring viewer rates, it is assumed that the
relevancy of an issue and the degree to which programs are advertised influences how
many people watch it.
Cable Access has three components:
• Public Access Channel, channel 9
The Public Access Channel plays productions made by local citizens.
• Ashland City Government Access Channel, channels 9 and 32
The City has a contract with SOU Public Access Programming to air City Council,
Planning Commission,and other selected meetings.
• Educational Access
Educational Access allows the airing of programs that are produced through SOU
and Ashland Public School District.
Public Access programming is available for a nominal fee of$35 and is currently played on
Friday evenings only. Eventually public access programming will move to a permanent
home on Channel 31. To apply for use of services, a form is required and availability of
airtime cleared by calling 552-6898.
The City of Ashland has to approve any government programming from city committees or
departments. Live viewer call-in programs cost $195. Two repeats cost$50 for showing on
channels 9 and 30. These figures are based on RVTV operating costs. Government
programming is scheduled Monday through Thursday only. There is an approximate delay
of four weeks between scheduling and airing.
The Civic Center is a site for live programming and is available on a limited basis. Cost is
$25 for a video operator and$50 per hour for air time. Equipment at the Civic Center is
marginally adequate, and the room has both sound and lighting quality problems. Since the
cameras are mounted in the room, programming is somewhat limited.
Appendix Four
The Role of Public Journalism in Citizen /City Communication
For many reasons, the media has recently been chewing over something called"public"or
"civic"journalism. The following article from the League of Women Voters journal is
typical of the discussion. It's very relevant to our topic of citizen/city communication.
If citizen/city communication is going to be effective, it must deal with reality. Too often
there is no real communication taking place, for at least three reasons:
1. most citizens don't feel (for many reasons)that they want to devote much time to
public issues;
2. closely related to that it is not convenient to enter into worthwhile discussions for
either"city" or citizens;
3. it is not easy for citizens to obtain vital information from third party sources.
It is this last problem that public, or civic journalism can do much to solve.
If citizens and the city are to move from opinion to reasoned judgment, two things are
required: extended discussion, and information.
We suggest that the city put on two forums, augmented by public journalism projects and
discussion groups. A forum in the spring would focus on the commissions,committees and
boards on which citizens serve. The second forum would occur in the fall and focus on
results of the annual survey and Council goal-setting activity.
Tom Pyle, SOU professor of journalism, has suggested that an advanced class taught by
Terrie Claflin(formerly of the Ashland Daily Tidings,now a lecturer in journalism at
SOU)might be willing to put together feature material concerning either of the proposed
forums. He suggested that he, Terrie, and representatives from the City meet with the
editors of the local papers to discuss the possibility of the journalism students submitting
feature material for possible use by the papers.
The accompanying"Publisher and Editor's Note"points out that most journalists, "...are
jealous of their independence from public opinion and pressure groups. As much as they
might like to,community leaders are unlikely to meet with much success by marching
down to the local editorial office and demanding a public/civic journalism project."As
with all questions, it might take discussion to establish the ground rules of any such
collaboration.
That said, both the local papers and the community have important potential gains from an
effort led by citizens, representatives from the city, SOU and the newspapers to inform
citizens about the important issues facing the city.
Appendix Five
Town Hall Meetings
In Meaningful Chaos, the Harwood Group states that in order for public opinion to be
legitimate or authentic, it"has to formed independently by the interaction of citizens with
citizens." Informally, people gather and talk about the issues of the day, but there are few
settings where people can listen to and engage with others who hold differing perspectives
on issues. People can present their views in public hearings,but there are too few places
where people can shape their opinions through thoughtful deliberation and dialogue.
The public hearing is a formal process, with strict rules on time and dialogue. The court-
like setting encourages adversarial roles and intimidates some citizens enough that they
will not speak. Public hearings on issues that have been"around" for awhile generally do
not include presentations on the full range of alternatives that have been considered. A
program that involves citizens as early as possible will help decrease the stress people feel
when trying to get their perspective across at the eleventh hour.
The town hall meeting is a model that is enjoying renewed attention. As suggested in this
plan, it offers the following benefits:
• It is informal. This will appeal to some people who dislike formal settings and allow
people to choose the level of involvement they are comfortable with.
• There is more time to focus on identified issues, in a more in-depth manner.
• It is possible to address projects early in the process and allow citizens to identify
issues and opportunities. This gives people the choice of staying involved with a project
as it evolves, and to contribute to problem-solving. It also allows city staff to gauge the
level of outreach necessary and to conduct follow through on addressing individuals'
issues and concerns.
• It provides an opportunity for safe and respectful dialogue among citizens and with
decision-makers. This helps shape people's understanding of the complex nature of
many issues, to see things from their neighbor's point of view. It also affords decision-
makers the chance to listen to some of their constituency while they are off the "hot
seat".
• It provides an opportunity for people to hear information together and to provide new
or different information that could contribute to better decisions.
The Committee discussed particular elements of Town Hall meetings.
1. Dialogue:
They should be distinguished from informational meetings by the amount of time that's
allocated for dialogue among participants. While the presentation of some information may
be desirable or necessary, participants should attend with the assurance that most of the
time will be scheduled for small and large group dialogue on the identified topic. Separate
informational meetings could play an important role in briefing people on the history and
choices involved in particular matters. They could be scheduled in conjunction with Town
Hall meetings.
2. Goals:
The goal of Town Hall meetings is not to arrive at consensus. These meetings would be
attended by a self-selected group of citizens who would not presume representative
authority. The goal is to increase the breadth of understanding people have on particular
issues. Any follow-up, such as the formation of groups or committees to pursue action or
policy would be the prerogative of participants.
3. Sponsorship-
Town Hall meetings could be sponsored by city government, civic groups or a collective of
citizens. There are pros and cons to each of these entities being a sponsor. The particular
issue or goal of the meeting will help determine when each is appropriate. The public's
perception of legitimacy and neutrality in convening such a meeting is a factor. Other
considerations are that there not be so many that the public is overwhelmed by their
frequency,that they be conducted to high process standards, and that people perceive that
they have results. There may be times when co-sponsorship is logical and beneficial. We
suggest that these meetings be coordinated, so as not to conflict in time or topic, but not
that the City maintain any authority over when or if they occur. If Councilors hear a
consistent desire to address a particular issue, they could initiate the process.
4. Structure:
Many people avoid political discussions or meetings because they do not like to be around
conflict. It is important that these Town Hall meetings be facilitated and structured to
provide a model of respectful debate and exchange.
5. Outreach:
Notes from Town Hall meetings could be taken by the sponsoring body and provided to a
centralized location. Videotapes of meetings about significant issues could be aired on
Cable Access and/or loaned out to citizens. Participants of Town Hall meetings could
suggest topics for future meetings. Lists of citizens interested in particular topics could be
assembled for use by the city or civic groups.
6. Attendance:
While the Committee does not presume that City Councilors would attend Town Hall
meetings,the meetings would provide a opportunity that we hope the Councilors would
find helpful.
ORDINANCE NO.
AN ORDINANCE AMENDING SECTIONS 18.72.020,
18.72.040, 18.72.180 AND 18.68.120 OF THE ASHLAND
MUNICIPAL CODE RELATING TO WIRELESS
COMMUNICATION FACILITIES.
THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS:
SECTION 1. Section 18.72.020 of the Ashland Municipal Code, Land Use Ordinance
is amended as follows:
"'18.72.020 Definitions. The following terms are hereby defined as they apply to
this chapter:
A. Accessory Equipment -All appurtenances defined in wireless
communication facilities, with the exception of the support structure and
antennas.
B. Antenna -The device used to capture an incoming or to transmit an
outgoing radio-frequency signal from wireless communication systems.
Antennas include the following types:
1. Omni-direction (whip) antenna - receives and
transmits signals in a 360 degree pattern
2. Directional or Parabolic (panel or disk) Antenna -
receives and transmits signals in a directional pattern
They
are typically rectangular in shape.
3. Microwave antennas - receives and transmits
to link two telecommunication facilities
together by line of sight. They are typically
circular or parabolic in shape and can be a
grid or solid material.
C. Collocation -The use of a single wireless communication facility by
more than one wireless communications provider.
1
DA. Floor-Area Ratio (FAR) -The gross floor area of all buildings on a lot
divided by the lot area.
ES. Infill -The development of more intensive land uses upon vacant or
under-utilized sites.
F. Pre-existing structures - Structures in existence prior to an application
for a wireless communication facility installation.
GE. Primary Orientation - Direction of the front of the building with the main
entrance to the public.
H. Wireless Communication Facilities -The site, structures, equipment
and appurtenances used to transmit, receive, distribute, provide or offer
wireless telecommunications services. This includes, but is not limited to
antennas, poles, towers, cables, wires, conduits, ducts, pedestals, vaults,
buildings, electronics and switching equipment.
I. Wireless Communications Systems -The sending and receiving of
radio frequency transmissions and the connection or relaying of these
signals to land lines and other sending and receiving stations, and
including, but not limited to cellular radiotelephone, personal
communications services (PCS), enhanced/specialized mobile radio, and
commercial paging services, and any other technology which provides
similar services.
J. Wireless Communications Support Structure -A structure used to
support wireless communications antennas and connecting
appurtenances. The purpose of such structures is to elevate an antenna
above the surrounding terrain or structures and may be attached to an
existing building or other permanent structures or as a free-standing
structure which may include, but are not limited to monopole support
structures and lattice support structures, and may have supporting guyed
wires and ground anchors.
1. Monopole -A support structure which consists of a single
pole sunk into the ground or attached to a foundation.
2. Lattice Tower -A support structure which consists of
a network of cross braces that forms a tower. These
types of structures are primarily used for taller towers
and require a larger base than that of a monopole.
2
3. Alternative Structure - Man-made structures that, by design,
camouflage or conceal the presence of wireless
communication facilities, such as clock towers, bell towers,
church steeples, water towers, light poles and similar
alternative-design mounting structures."
SECTION 2. Section 18.72.040.A of the Ashland Municipal Code, Land Use Ordinance
is amended as follows:
"18.72.040 Approval Process
A. Staff Permit. The following types of developments shall be subject to
approval under the Staff Permit Procedure. Any Staff Permit may be
processed as a Type I permit at the discretion of the Staff Advisor.
1. Any change of occupancy from a less intensive to a more intensive
occupancy, as defined in the City building code, or any change in
use which requires a greater number of parking spaces.
2. Any addition less than 2,500 square feet or ten percent of the
building's square footage, whichever is less, to a building.
3. Any use which results in three or less dwelling units per lot, other
than single-family homes on individual lots.
4. All installations of mechanical equipment in any zone. Installation
of disc antennas shall be subject to the requirements of Section
18.72.160. Any disc antenna for commercial use in a residential
zone shall also be subject to a Conditional Use Permit (18.104).
(Ord. 2289 S5, 1984; Ord. 2457 S4, 1988).
5. All installation of wireless communication systems shall be
subject to the requirements of Section 18.72.180, in addition
to all applicable Site Design and Use Standards and are
subject to the following approval process:
3
Zoning Designations Attached to Freestanding
Existing or Support
A'temafive Structures
Structures
Residential Zones(i) Prohibited CUB' Prohibited
C-1 CUP p Prohibited
G 1 E) (no=f awap—-GWF--
C-1 - Freeway overlay Site Review W B„Yt fy CUP
E-1 Site Review ReYiij CUP
M-1 Site ReviewBRi CUP
SO Site Review CUP
NM (North Mountain) Prohibited Prohibited
Historic District- C-1-D CUP rattlfite Prohibited
A-1 (Airport Overlay) CUP CUP
HC (Health Care) CUP Prohibited
Prohibi:::::dl
Only allowed on existing structures greater than 35 feet in height
(2) Permitted on pre-existing structures with a height greater than 50 feet in the Downtown
Commercial district. Prohibited in all residential districts within the Historic District.
65. Any exterior change to eany structure listed on the National
Register of Historic Places."
SECTION 3. A new section, 18.72.180, is added to Chapter 18.72 of the Ashland
Municipal Code, land use ordinance:
"18.72.180 Development Standards for Wireless Communication Facilities
A. Purpose and Intent -The purpose of this section is to establish
standards that regulate the placement, appearance and impact of
wireless communication facilities, while providing residents with the
ability to access and adequately utilize the services that these
facilities support.
Because of the physical characteristics of wireless communication
facilities, the impact imposed by these facilities affect not only the
neighboring residents, but the community as a whole.
4
The standards are intended to ensure that the visual and aesthetic
impacts of wireless communication facilities are mitigated to the
greatest extent possible and are not located in or near residential
areas.
B. Submittals - In addition to the submittals required in section
18.72.060, the following items shall be provided as part of the
application for a wireless communication facility.
1. A photo of each of the major components of th&VfOpesed=
iM installation, including a photo montage of the overall
facility i <pC' E".
2. Exterior elevations of the proposed wireless communication
facility (min 1"=10').
3. A set of manufacturers specifications of the support
structure, antennas, and accessory buildings with a listing of
materials being proposed including colors of the exterior
materials.
4. A site plan indicating all structures, land uses and zoning
designation within 150 feet of the site boundaries, or 300
feet if the height of the structure is greater than 80 feet.
5. A map showing existing wireless communication facility sites
operated by the applicant within a 5 mile radius of the
proposed site.
6. A collocation feasibility study that adequately indicates
collocation efforts were made and states the reasons
collocation can or cannot occur.
:7. Mitten statements from the Federal Aviation
Department of TranspeFtatien, and the Fedefal
administered by that ageney or that the tower is exempt kom
those regulations
7. A copy of the lease agreement for the proposed site
showing that the agreement does not preclude collocation.
8. Documentation detailing the general capacity of the tower in
terms of the number and type of antennas it is designed to
accommodate.
9. Any other documentation the applicant feels is relevant to
comply with the applicable design standards.
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C. Design Standards -All wireless communication facilities shall be
located, designed, constructed, treated and maintained in
accordance with the following standards:
1. General Provisions
a. All facilities shall be installed and maintained in
compliance with the requirements of the Building
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b. All associated transmittal equipment must be housed
in a building, above or below ground level, which
must be designed and landscaped to achieve minimal
Visual impact with the surrounding environment.
C. Wireless communication facilities shall be exempted
from height limitations imposed in each zoning
district.
d. WCF shall be installed at the minimum height
and mass necessary for its intended use. A
submittal verifying the proposed height and
mass shall be prepared by a licensed
engineer.
e. Signage for wireless communication facilities shall
consist of a maximum of two non-illuminated signs,
with a maximum of two square feet each stating the
name of the facility operator and a contact phone
number.
f. Applicant is required to remove all equipment
6
and structures from the site and return the site
to its original conditip.910M!�CGikitt[p01
if the facility is
abandoned for a period greater than six
months. Removal and restoration must occur
Y L ••
within 90 days of the "MOB Hsix month
period.
2. Preferred Designs
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b. Ir rY <iE3tY:f; SIbIFI sIF WCF shall be attached
to pre-existing structures, when feasible.
C. If(a) or (b) above are not feasible, alternative
structures shall be used with design features that
conceal, camouflage or mitigate the visual impacts
created by the proposed WCF.
d. If(a), (b), or (c) listed above are not feasible, a
monopole design shall be used with the attached
antennas positioned in a vertical manner to lessens
the visual impact compared to the antennas in a
platform design. . ^ sg.n
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e. Lattice towers are prohibited as freestanding wireless
communication support structures.
3. Landscaping
The following standards apply to all WCF with any primary
or accessory equipment located on the ground and visible
from a residential use or the public right-of-way
a. Vegetation and materials shall be selected and sited
to produce a drought resistant landscaped area.
b. The perimeter of the WCF shall be enclosed with a
security fence or wall. Such barriers shall be
landscaped in a manner that provides a natural sight
obscuring screen around the barrier to a minimum
height of six feet.
C. The outer perimeter of the WCF shall have a 10 foot
landscaped buffer zone
d. The landscaped area shall be irrigated and
maintained to provide for proper growth and health of
the vegetation.
e. One tree shall be required per 20 feet of the
landscape buffer zone to provide a continuous
canopy around the perimeter of the WCF. Each tree
shall have a caliper of 2 inches, measured at breast
height, at the time of planting.
4. Visual Impacts
a. Antennas, if attached to a pre-existing"or alternative
structured};b irtk 'gr�t(fd t to t#t , attgh , 0
f�.l ...... Natty , to the greatest extent possible,
shall not exceed the height of the pre-existing or
alternative structure. In no ease shall the height
exeeed ten feet above the highest poftion of the
b. Wireless communication facilities shall be located in
the area of minimal visual impact within the site which
will allow the facility to function consistent with its
purpose.
C. Antennas, if attached to a pre-existing or alternative
structure shall have a non-reflective finish and color
that blends with the color and design of the structure
to which it is attached.
d. WCF, in any zone, must be set back from any
residential zone a distance equal to twice its overall
height. The setback requirement may be waived
t3itt3 if,ast �fatct>by,f Hticy it
can be demonstrated tlrr7ftti ` s #at hat
increased mitigation of visual impact can be achieved
within of the setback area. Underground accessory
equipment is not subject to the setback requirement.
e. Exterior lighting for a WCF is permitted only when
required by a federal or state authority.
f. All wireless communication support structures
must have a non-reflective finish and color that
will mitigate visual impact, unless otherwise
required by other government agencies.
g. Should it be deemed necessary by the Hearing
Authority for the mitigation of visual impact of the
WCF, additional design measures may be required.
These may include, but are not limited to: additional
camouflage materials and designs, facades, specific
colors and materials, masking, shielding techniques.
8
5. Collocation standards
a. Each addition of an antenna to an existing WCF
requires a building permit, unless the additional
antenna increases the height of the facility more than
ten feet
b. Addition of antennas to an existing WCF that
increases the overall height of the facility more than
ten feet is subject to a site review."
SECTION 3. Section 18.68.120 of the Ashland Municipal Code, Land Use Ordinance
is amended as follows:
"18.68.120 Utilities. )M` - '"'` € -
C.P ttiE yni t%t ySf sU; ha erection, construction, alteration, or maintenance
by public utility or municipal or other government agencies of underground or
overhead gas, electrical, steam or water transmission or distribution systems,
collection, communication, supply or disposal systems, including poles, towers,
wires, mains, drains, sewers, pipes, conduits, cables, fire alarm boxes, police
equipment and accessories in connection therewith, but not including buildings
or satellite disc antennas, shall be permitted in any district, subject to the normal
permit process. Utility transmission and distribution lines, poles and towers may
exceed the height limits otherwise provided for in this Title, except in the Airport
Overlay District."
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 ' 19—,
and duly PASSED and ADOPTED this_day of ' 19—.
Barbara Christensen, City Recorder
SIGNED and APPROVED this day of 1997.
Catherine M. Golden, Mayor
Approved as to form:
9
Paul Nolte, City Attorney
10
ASHLAND PLANNING DEPARTMENT
STAFF REPORT
March 11, 1997
PLANNING ACTION: 97-027
APPLICANT: City of Ashland
LOCATION: Not Applicable
ZONE DESIGNATION: Not Applicable
COMPREHENSIVE PLAN DESIGNATION: Not Applicable
ORDINANCE REFERENCE: 18.72 Site Design and Use Standards
REQUEST: Ordinance revision
I. Relevant Facts
1) Background - History of Application:
The Telecommunications Act of 1996 provides local governments with the authority and
responsibility to regulate the placement and construction of wireless communication facilities
within its jurisdiction. This can be accomplished in a variety of ways, including designating
specific siting locations on a map and creating zoning restrictions. What local governments
are not able to do is prohibit entirely the installation of such facilities.
Wireless communication facilities have become more and more prevalent due to the ever
increasing number of subscribers. The number of users dictate the number and size of the
cells, which then dictate the number of antennae needed to properly support the cell.
A wireless communication system is made up of switching offices, cell sites and individual
communication devices (telephone, pager, modem). A call from a wireless device is
transmitted through the cell site the user is located within and passed on to a switching office.
The switching office converts the transmission to either a ground line or the cell where the
recipient is located.
Wireless communication facilities require antennae to be located at a height adequate for
transmitting signals. This height varies depending on the physical characteristics of the terrain
and the frequency on which the signal is sent, but typically range from 40 to 150 feet.
PA 97- 027 Ashland Planning Department --Staff Report
The antennae are mounted on either freestanding support structures (lattice towers, monopoles)
or they are attached to existing structures (buildings, water towers, etc.). Some locations are
conducive to co-location, which means that multiple wireless communication providers are
able to mount their antennae on a single support structure. Co-location requires a larger
structure to be constructed due the additional antennae required by multiple providers, which
makes co-location beneficial in some applications and an additional burden in others.
2) Detailed Description of the Proposal:
The proposed addendum to the Code regulates the placement of freestanding support
structures, as well as the installation of antennae on existing structures. The intent of the
addendum is to provide wireless communication providers with the ability to adequately serve
Ashland residents with services in such a manner that impose a minimal degree of impact upon
the residents of Ashland. This is done with development standards that specifically relate to
wireless communication facilities and zoning restrictions that place an emphasis on protecting
residential and historic areas of Ashland. Some of the major points of the addendum are as
follows:
• Site review required on all installations -
• Freestanding facilities prohibited in R-1, C-1 and Historic Zones
• Conditional Use Permit required in E-1 and M-1 when facility is in excess of 80
feet in height or within 300 feet of an R-1 zone
A draft of the addendum was discussed at a joint study session of the City Council and the
Planning Commission. The draft was amended to prohibit facilities in any residential zone,
rather than permitting them through a conditional use permit process. Other modifications
included the allowance of freestanding support structures in the freeway overlay district and a
reference to the Airport overlay restrictions.
H. Procedural - Ixgislative Amendments
All Land Use Ordinance amendments are processed pursuant to Section 18.108.170 of the
Ashland Municipal Code.
III. Conclusions and Reno m ndatio s
With the industry need for installing additional cell sites at a rapid pace, amending the
Municipal Code with site design and use standards specifically designed for wireless
PA 97- 027 Ashland Planning Department -- Staff Report
Page 2
communication facilities is critical in maintaining a livable environment for the citizens of
Ashland. This is accomplished through mitigating potential visual and aesthetic impacts that
such facilities may generate.
The projects with proposals having a potentially significant impact will be processed as
conditional uses, which requires that the citizens living near the proposed site will be noticed
by mail. This increases the public awareness and,allows for a high degree of public input
throughout the process.
Without specific guidelines for processing wireless communication facility applications,
Ashland citizens are left with much less protection and input in how wireless communication
facility decisions are made.
PA 97- 027 Ashland Planning Department -- Staff Report
Page 3
ASHLAND PLANNING COMMISSION
REGULAR MEETING
MINUTES
MARCH 11, 1997
CALL TO ORDER
The meeting was called to order by Chairperson Jarvis at 7:05 p.m. Other Commissioners present were
Armitage, Hearn, Bass, Gardiner, Howe and Carr. Absent members was Giordano. Staff present were
Molnar, Hanks, and Yates.
APPROVAL OF MINUTES OF FINDINGS
Carr moved to approved the Minutes and Findings of the February 11, 1997 meeting. The motion was
seconded and approved. Bass abstained because he was not present.
PUBLIC FORUM
No one came forth to speak.
TYPE III PUBLIC HEARINGS
PLANNING ACTION 97-027
REQUEST FOR AMENDMENT OF SECTION 18.72.040 AND ADOPTION OF SECTION 18.72.180 OF
THE ASHLAND MUNICIPAL CODE RELATING TO WIRELESS COMMUNICATION FACILITIES.
APPLICANT: CITY OF ASHLAND
STAFF REPORT
Molnar said the initial draft of the ordinance was discussed in December. The wireless communication
Industry has been successful in its demand for service. The City wanted to develop an ordinance that
speaks directly to installation of facilities as they cannot be banned from the City as per the
Telecommunications Act of 1996. Certain standards, however, can be applied.
Molnar introduced Adam Hanks, the City's Code Compliance Officer. Hanks has done most of the
research and the initial draft of the ordinance.
At the Study Session one issue that came up was concern about allowing tower facilities in any type of
residential district, however, the prohibition of these facilities did not get Into the draft so there is a short
memo that suggests inclusion.
Also, there was some language in the ordinance that these types of facilities be subject to any special
restrictions that might be dictated through the Airport Master Plan, specifically the conical and horizontal
surfaces that surround the airport restricting penetrating of structures into the three-dimensional flight
areas. Staff added a standard #9 as noted in the Staff Report. This area is different than the AO
(Airport Overlay). Having standard #9 would probably exclude a large area which Staff felt would be
some of the better areas to focus some of these structures, mainly the area around Croman or the
Jefferson/Washington Industrial Park. Therefore, Staff would like to delete standard #9 and leave it up
to FAA regulations which allow for these structures but might have special standards for painting or
lighting.
This proposed ordinance will be added to the Site Review Chapter and each application would be
subject to a Staff Permit review. Molnar reviewed each section of the proposed ordinance.
Carr suggested adding to Section 2(A)6, 'Any exterior change to 'any' structure...".
Armitage wondered if there are places being excluded that are better than other places. Have we built
ourselves a box that we will have to change later. For example, the worst place Armitage can think of to
place a tower would be the Railroad District. Molnar said that is the biggest area in question. The area
is quite visible with construction in the area being mostly one-story.
Bass was concerned about the noticing range during the Staff Permit process. Molnar said it could be
noticed more than 100 feet and/or place a notice sign at the site. -
Jarvis found under definitions that it is unclear what *facilities" are if they are not WCF.
Armitage noticed in 18.72.180(6)3 the words "minimal visual Impact". is there something else in the Site
Design Standards that ties to landscaping that would apply to the associated equipment that would need
to be hidden? Molnar suggested getting rid of the word 'minimal" and insert "diminished".
Jarvis wondered how"other antennas' (18.72.170) are handled. Molnar said the representatives of SOSC
have raised questions about that too. There have been discussions with the City Attorney about tying
the definition for antenna with the definition for wireless communication facilities so it is obvious
18.72.170 pertains to those facilities that provide a type of commercial communication service. Hearn
agreed limiting it to commercial use or perhaps non-profit use.
Hearn mentioned that the Post Office could be exempt from local zoning If the property is owned by the
federal government. Hanks said the Ashland Post Office is on leased property.
Molnar said Bruce Moats, SOSC would like the Commission to consider deleting 18.72.040(A)(5)(a),
where wireless communication facilities are subject to Conditional Use Permits. Added to (c), it would
only be a CUP when a facility exceeds 80 feet in height and are located within 300 feet of a residential
zone. Molnar said Staffs concern is going to that change would be dramatic. If the facility was 79 feet
it could be right at the edge of a residential zone, making it subject to site review but not a CUP so
some of the power to amend the proposal would not be there.
Howe asked about a modification of the definition of antenna (18.72.020(A)1, 2, and 3). Molnar
suggested the following wording: "...include but are not limited to the following types...".
Howe noted a change in 18.72.020(A)2, change "...an arc 'or' 120 degrees.." to "...an arc 'of 120
degrees".
BRUCE MOATS, 1043 Canyon Park Drive, said he is representing SOSC. He said the college has
concerns about the broad definition of wireless communication facilities and in addition seeking to
impose on the college the CUP process for everything that falls under the definition. The language he
proposed wouldn't encompass everything and If Staff works with the City Attorney on language, that will
be acceptable to the college.
PAT ACKUN, 322 Bridge Street, stated the SO zone is in her backyard. She noted from a student paper
that at the Study Session it was discussed since there was already a 70 foot concrete wall and 80 foot
light standards (stadium), of course this would an appropriate place to have monopoles. She believes
that the SO zone impacts a number of residential areas and hers in particular. She is not anxious to
2
ASHLAND PLANNING COMMISSION
REGULAR MEETING
MINUTES
MARCH 11, 1997
have what view she has left obscured with monopoles of any height. It appears with the proposed
ordinance, the Commission has willingly excluded all other residential areas in Ashland yet right over the
boundary of the SO zone, it just takes a CUP to install a monopole. Acklin suggested striking
18.72.040(A)5(a) and adding the exclusion of the SO zone in the memo addendum (e).
Carr asked if we had any expert at City Hall that would say you can get the same result from a shorter
pole? Molnar said the standards are set up so the burden of proof will fall to the applicant.
Acklin wondered if the monopoles can be placed in the M-1 and E-1 zones, why would they--be needed
within the SO zone with a CUP?
Jarvis asked why Acklin felt it would be an imposition on the neighbors. The neighbors the Commission
hear from prefer a CUP. Acklin believes the community tends to over indulge themselves in CUP's. The
stake in the political Iffe in her neighborhood is not as great as it is in other neighborhoods because
there are many rentals with college students.
Carr wondered about using wording that would make sure it was related to a function of the college.
Armitage asked why North Mountain and the HC zones were excluded. Molnar said the primary reason
for including the SO zone is because it is a very large area in the center of town that has different
topographies. There are currently structures, buildings, and light towers on campus that are of a scale
compatible to the monopoles so there might be opportunities to locate a tower on the SOSC campus.
In the Telecommunications Act the FCC is required to assist state property to provide opportunities for
facilities. Bass suggested an additional buffer around the edge of the campus so a facility would be
pulled into the campus. Howe considered that communication could be put all over SOSC as long as
they are not on individual towers.
Jarvis thought with the CUP, it would allow all the issues to come out and the Commission and Council
could say "no you can't put them there if they are obtrusive".
SPENCER VAII-, AT&T Wireless Services, Land Use Planning Consultant, 4505 N. E. 24th, Portland, OR
97211 RON FOWLER, Real Estate Manager, 1600 S. W. Fourth Avenue, Portland, OR 97201 spoke.
FOWLER said ATT&T is presently involved with 17 to 20 code rewrites in the state. They have been
looking for two sites in Ashland. It looks like the sites they are focusing on would be acceptable under
the proposed code revisions. Ashland is a city of very low buildings. The proposed code has to look
down the road and acknowledge there will be other providers with different needs. Technologies cannot ,
work on buildings less than 60 feet in height. It is line-of-site technology which is why the height is
necessary. In the future, companies will be using wireless office services. Many companies are asking
for this service. Fowler questioned why the hospital was excluded as hospitals are asking for this
service. Because residential is excluded, it basically excludes the town. Common places used for
towers are water tanks, school property, and churches and the proposed ordinance excludes those
placements.
Fowler said there are aftematives to monopoles such as clock towers and other objects that become an
outstanding architectural feature of the community.
ASHLAND PLANNING COMMISSION 3
REGULAR MEETING
MINUTES
MARCH 11, 1997
VAIL said a concern is the meaning of the word "facility". Does it refer to things mounted on structures
such as a water tower or church. He would like the Commission to clarity that definition so there is a
distinction between antennas mounted on a freestanding tower and antennas mounted to other existing
structures. That may help differentiate between what needs CUP's and what does not. He also referred
to the definition of commercial activities. Ownership should not be a consideration in determining a land
use impact. Vail said he would be happy to share definitions arrived at by other cities. They have
limitations in placement of facilities.
Vail asked If monopoles will be considered structures. That should be defined. He asked the
Commission to reconsider 18.72.180(6)7—they don't want to be limited in their design options.
Fowler wondered why the airport overlay zone was excluded. This is the area where most cities place
facilities. The FAA carefully monitors facilities.
Fowler questioned the proposed ordinance with regard to restoring property to its original state when
sometimes people do not want it restored.
Vail said he believed some latitude should be given if adding an antenna to a pole If the City wants to
encourage collocation in any way.
Carr would like to see more information than what is in front of the Commission tonight. She was
hopeful Vail and Fowler could send the material they have so the Planning Dept. can review before the
next meeting. Molnar said it be worthwhile to review the new material and make changes to the
ordinance for next month's meeting.
Fowler passed around some pictures of the antennas.
Fowler said they have been talking to Croman about locating a pole. The rule of thumb, unless there
are a lot of terrain issues, is the pole would be about 100 feet in height in order to clear the trees.
Gardiner mentioned a facility in Medford located behind Larson's furniture. The pole is 125 feet high.
There is a building that houses equipment inside. The equipment houses are pre-tab.
Fowler said they are considering the Mark Antony as a possible site.
Knox wondered if the Commission can give direction to Vail and Fowler. What Staff was trying to do
with this ordinance is to reduce visibility and work toward something aesthetically pleasing. Heam said
there is such a wide range of design options, that it would be hard without a CUP to cover all kinds
antennas, towers, etc.
Vail asked if the Commission wanted to have a definition that separates freestanding structures from
antennas mounted on something different. Would they allow collaction In residential areas, given the
right design? Jarvis added that the process needs to be discussed as well (type 1 or Type II).
Carr moved to continue PA97-027 to the April 8, 1997 Planning Commssion meeting. Howe seconded
and all Commissioners approved.
ASHLAND PLANNING COMMISSION 4
REGULAR MEETING
MINUTES
MARCH 11, 1997
ASHLAND PLANNING DEPARTMENT
STAFF REPORT
Addendum
April 8, 1997
PLANNING ACTION: 97-027
APPLICANT: City of Ashland
LOCATION: Not Applicable
ZONE DESIGNATION: Not Applicable
COMPREHENSIVE PLAN DESIGNATION: Not Applicable
ORDINANCE REFERENCE: 18.72 Site Design and Use Standards
REQUEST: Ordinance revision
I. Additional Information
A draft of the proposed ordinance revision was discussed at the Planning Commission on
March 11, 1997. Concerns were raised from representatives of AT&T Wireless
Communications regarding the limitations on potential sites, particularly with the restrictions
in the airport overlay area and the prohibited use in residential zones. A concern was also
raised by a resident in attendance that the SO zone should be prohibited as well, due to the fact
that it is surrounded by residential areas.
The representatives from AT&T provided the Planning Commission and staff with valuable
industry information, some of which has been incorporated in the new draft. Highlights of
some additions and changes are as follows:
• Additional submittals, specifically dealing with the Airport Overlay zone.
• Inclusion of a stated preferred design that impose minimal visual impact
• Addition of a zoning designation chart that more clearly states where wireless
communication facilities can be located and what type of process is involved.
• More specific landscaping and visual impact standards designed to lessen the
degree of impact of the facilities, both freestanding and attached.
PA 97- 027 Ashland Planning Department -- Staff Report
H. Procedural- Legislative Amendments
All Land Use Ordinance amendments are processed pursuant to Section 18.108.170 of the
Ashland Municipal Code.
M. Conclusions and Recommendations
It is the opinion of staff that the new draft more clearly and comprehensively addresses the
specific impacts that wireless communcation facilities have the potential of imposing on
surrounding residents. As was noted at the last Planning Commission meeting, the wireless
communication industry is changing rapidly and certain aspects of this ordinance may not fit
with new advances. That fact makes this ordinance one to revisit periodically to ensure that
the standards continue to adequately regulate and mitigate the associated impacts.
PA 97- 027 Ashland Planning Department -- Staff Report
Page 2
ASHLAND PLANNING DEPARTMENT
STAFF REPORT
March 11, 1997
PLANNING ACTION: 97-027
APPLICANT: City of Ashland
LOCATION: Not Applicable .
ZONE DESIGNATION: Not Applicable
COMPREHENSIVE PLAN DESIGNATION: Not Applicable
ORDINANCE REFERENCE: 18.72 Site Design and Use Standards
REQUEST: Ordinance revision
I. Relevant Facts
1) Background - History of Application:
The Telecommunications Act of 1996 provides local governments with the authority and
responsibility to regulate the placement and construction of wireless communication facilities
within its jurisdiction. This can be accomplished in a variety of ways, including designating
specific siting locations on a map and creating zoning restrictions. What local governments
are not able to do is prohibit entirely the installation of such facilities.
Wireless communication facilities have become more and more prevalent due to the ever
increasing number of subscribers. The number of users dictate the number and size of the
cells, which then dictate the number of antennae needed to properly support the cell.
A wireless communication system is made up of switching offices, cell sites and individual
communication devices (telephone, pager, modem). A call from a wireless device is
transmitted through the cell site the user is located within and passed on to a switching office.
The switching office converts the transmission to either a ground line or the cell where the
recipient is located.
Wireless communication facilities require antennae to be located at a height adequate for
transmitting signals. This height varies depending on the physical characteristics of the terrain
and the frequency on which the signal is sent, but typically range from 40 to 150 feet.
PA 97- 027 Ashland Planning Department -- Staff Report
The antennae are mounted on either freestanding support structures (lattice towers, monopoles)
or they are attached to existing structures (buildings, water towers, etc.). Some locations are
conducive to co-location, which means that multiple wireless communication providers are
able to mount their antennae on a single support structure. Co-location requires a larger
structure to be constructed due the additional antennae required by multiple providers, which
makes co-location beneficial in some applications and an additional burden in others.
2) Detailed Description of the Proposal:
The proposed addendum to the Code regulates the placement of freestanding support
structures, as well as the installation of antennae on existing structures. The intent of the
addendum is to provide wireless communication providers with the ability to adequately serve
Ashland residents with services in such a manner that impose a minimal degree of impact upon
the residents of Ashland. This is done with development standards that specifically relate to
wireless communication facilities and zoning restrictions that place an emphasis on protecting
residential and historic areas of Ashland. Some of the major points of the addendum are as
follows:
• Site review required on all installations
• Freestanding facilities prohibited in R-1, C-1 and Historic Zones
• Conditional Use Permit required in E-1 and M-1 when facility is in excess of 80
feet in height or within 300 feet of an R-1 zone.
A draft of the addendum was discussed at a joint study session of the City Council and the
Planning Commission. The draft was amended to prohibit facilities in any residential zone,
rather than permitting them through a conditional use permit process. Other modifications
included the allowance of freestanding support structures in the freeway overlay district and a
reference to the Airport overlay restrictions.
H. Procedural - Legiglative Amendments
All Land Use Ordinance amendments are processed pursuant to Section 18.108.170 of the
Ashland Municipal Code.
M. Conclusions and Recommendations
PA 97- 027 Ashland Planning Department -- Staff Report
Page 2
With the industry need for installing additional cell sites at a rapid pace, amending the
Municipal Code with site design and use standards specifically designed for wireless
communication facilities is critical in maintaining a livable environment for the citizens of
Ashland. This is accomplished through mitigating potential visual and aesthetic impacts that
such facilities may generate.
The projects with proposals having a potentially significant impact will be processed as
conditional uses, which requires that the citizens living near the proposed site will be noticed
by mail. This increases the public awareness and allows for a high degree of public input
throughout the process.
Without specific guidelines for processing wireless communication facility applications,
Ashland citizens are left with much less protection and input in how wireless communication
facility decisions are made.
PA 97- 027 Ashland Planning Department -- Staff Report
Page 3
DRAFT MINUTES OF APRIL 8, 1997 MEETING
DRAFT
what a good program has to be.
Jarvis did not quite agree with Howe's explanation. The high
school is in a residential zone. If it were like the college, it
would be in an SO zone and it would be subject to a Conditional
Use Permit, not a variance which makes it a significantly unique
circumstance. Perhaps there should be a school zone overlay.
Giordano believes the whole purpose of the Variance to is to
allow exceptions like this to occur.
The motion carried with Carr voting "no" .
' TYPE III PLANNING ACTION
PLANNING ACTION 97-027
REQUEST FOR AMENDMENT OF SECTION 18.72 .040 AND ADOPTION OF
SECTION 18.72 . 180 OF TEH ASHLAND MUNICIPAL CODE RELATING WIRELESS
COMMUNICATION FACILITIES. .
APPLICANT: City of Ashland
McLaughlin said based on last month's comments, Staff has made
several adjustments. On Page 3 of the proposed ordinance, the
first step is setting the zones in which antennas are
appropriate. Refer to the chart. Under "Development Standards"
there is a Purpose and Intent section. On Page 6, "Preferred
Designs" -- the antennas can hide them or use them on existing
structures. If there is not an option there, go to b, c, or d.
Armitage asked why antennas would be restricted from being
attached to an existing structure that was already in place
anywhere in town. McLaughlin said they are trying to take the
most conservative route in residential areas. There are ways to
do them and hide them but there are probably ways to interpret
through the code where they will end up being visible. There are
plenty of other opportunities within other zones that antennas
are not needed in residential.
Giordano referred to the chart on Page 3. The chart and approval
process seems inappropriate to have an antenna in the Historic
District. McLaughlin said in the Historic District it only
applies to the Mark Antony.
Giordano wondered if Staff has considered the need in the health
care facilities for these structures. McLaughlin said not
allowing a tower in a health care zone does not preclude health
care users from having access to communications.
Armitage is concerned about cutting out some viable options.
Jarvis said the article in the packet has challenged them to
include provisions for co-location and more importantly, provide
incentives in order to cut down the number of sites. That seems
to be the opposite of what is happening with this ordinance.
DRAFT
McLaughlin said it would depend on the situation but wording can
be included on co-locations under Preferred Designs.
CATE HARTZELL, 881 East Main Street, said she did not think we
have been ruling out so much land in this town that this industry
is going to be hampered in placing their equipment. They have
been left with options. Technology will rise to the occasion--
when there are eventually enough towers in the designated area,
she believes the telecommunications industry refine the
technology. She said this body cannot prohibit the towers but
she is concerned about health hazards. There are enough people
in town who do not want towers in residential areas.
SPENCER VAIL, AT&T Wireless, 4505 N. E. 24th, Portland, OR
97211, made the following comments. On Page 1 not all
directional antennas (#2) use a 120 degree arc (end the sentence
after the wrod "pattern") . On Page 3, the exclusion of all
residential zones prohibits consideration of creative designs.
The police station which is located in a residential zone is in a
residential zone. Vail would like the 'Commission to consider a
process whereby innovative designs be considered and judged on
their own merits. Some hospitals and businesses have their own
in-house system with a little antenna on the outside and a
wireless environment on the inside.
Carr moved to continue the meeting until 10:30 p.m. The motion
was seconded and carried.
Vail stated on Page 4, Section 3 (B) (1) , he would prefer instead
of requiring a photo of each of the major components of the
installation that a photo of a "similar" installation be
provided.
On Page 6 (#7) , Vail said the FAA and FCC don't issue letters.
The FCC licenses allow them to serve this area. He would rather
see the letter from the FAA be part of the building permit
process and drop the FCC requirement. They can also notify the
Oregon Aeronautics Board during the building permit phase too.
Vail commented on Page 5 (C) (1) (f) with regard to returning a site
to its original condition. His company does not mind taking the
pole down when they leave but there are times when the equipment
building was an add-on to the existing building or the owner may
want to keep the shelter for some other purposes. He would
prefer adding wording "return the site to its original condition
or acceptable condition" .
On Page 6 C(2) (c) Vail would prefer that remain option. Letter
(d) would refer to the Police Department.
Vail asked on Page 7 (d) by what process is the setback waived?
There should be some criteria for waiving.
Vail added that throughout the document that the spelling of
CRAFT
"antenna(s) " should remain consistent.
McLaughlin reviewed the changes asked for by Vail.
1) Section 1(B) (2) - delete "typically encompassing an arc of
120 degrees".
2) Chart on page 3 - After Commissioner discussion it was
decided to allow an "Attached to Existing Structure" with a CUP,
add another column, "Alternative Structures" requiring the
structure to be integrated into the existing building
architecturally. The Historic District would be excluded except
for the Mark Antony. The same requirement could be applied to
the Health Care zone.
3) Section 3 (B) (1) - delete "the proposed" and add "a similar"
and add "as proposed" at the end of the sentence.
4) Section 3 (B) (7) - drop FCC and add FAA and Oregon
Aeronautics "at the time of building permit" . Use the word
"comments" in place of "statements" .
5) Section 3 (C) (1) (f) - " . .return the site. . .original
condition 'or acceptable condition' . " .
6) Section 3 (C) (2) - include a section encouraging collocation.
7) Change spelling of antennae to antenna(s) .
8) Section 3 (C) (4) (a) - add wording "alternative
structure. . .shall be integrated into the existing building
architecturally and. . . "
9) Section 3 (C) (4) (d) - add specific standards so there are
ways one could make a finding the setback could be waived.
Carr moved to sumbit this ordinance covered in Planning Action
97-027 to the City Council. Howe seconded the motion and it
carried unanimously.
OTHER
Carr moved to continue the meeting until 11:00 p.m. It was
seconded and carried.
The retreat has been scheduled for Saturday, May 17th.
ADJOURNMENT
The meeting was adjourned at 10:45 p.m.
City of Ashland �`' City Hall
•*.O4EG0� ,.
City Recorder's Office 20 E.Main St.
Barbara Christensen,City Recorder Ashland,Oregon 97520
(541)488-5307(phone) (541)488-5311(far)
May 1, 1997
TO: Mayor and Council
FROM: Barbara Christensen, City Recorder/Treasurer
SUBJECT: Liquor License Application
Application has been received from Vincent and Celine Anthonioz
for a LIQUOR license for an ESTABLISHMENT, La Crepe at 247 E.
Main Street, Ashland.
OLCC has completed the necessary background investigation and
approval of this application is recommended.
We're laking lelevision
into lonurrrow.
® �)
TO Cablevision of
Oregon, Inc.
Apri 121, 1997
City of Ashland
Mayor& Council
20 E. Main St.
Ashland, OR. 97520
Dear Mayor& Council:
Attached is the information we will be sending to all of our customers later this week. The
information outlines our adjusted rates and programming price changes that will take place on June
1, 1997.
If after reviewing this information you have any questions or concerns please feel
free to give me a call at our TCI office,779-1814.
Sincerely,
Dan Bickford
TCI General Manager
cc: Mr. Brian Almquist
City Manager
926 S.Grape Street
P.O.Box 399
Medford.OR 97501
(541)779-1814
FAX(541)776-2278
An Equal Opportunity Employer
OT C I
IMPORTANT INFORMATION ABOUT YOUR CABLE RATES
AND CHANGES IN YOUR SERVICES AND BILLING
Dear Valued Customer:
Value. That is what cable television furnishes you,the customer,24 hours a day.With the variety of programming that cable television
provides in areas such as news, sports, movies, and comedy, cable television is one of the best entertainment values in today's
economy.
Unfortunately,our costs to provide you with exceptional cable television programming,reception and service have increased. In order
for us to continue to bring you the quality entertainment and service you value, we will be making a rate adjustment to some of our
rates beginning on June 1, 1997. Our rates are calculated according to a federal formula designed to assure reasonable cable rates. We
have elected not to increase the rates to the maximum level the formula would permit. +
WHAT'S DRIVING THESE CHANGES?
These adjustments are the result of our higher costs of doing business. A key area of our increased expenses has been the cost of
programming. You may not realize it,but TCI pays fees to cable networks such as CNN, ESPN,The Discovery Channel and others,
in exchange for the right to carry their programming. As the cable networks experience higher programming costs,our fees increase.
The increase in the networks' fees are consistently the#1 factor in any rate increase.
Please be assured that aggressive steps are being taken to contain costs. TCI is working with each cable network on ways to continually
upgrade the quality of programming while keeping rising costs to a minimum.
In addition, customer service is a top priority at TCI. We strive to respond to your phone calls and service needs immediately. And
we are constantly evaluating ways to improve our service. Our customer service staff is available 24 hours-a-day, seven days a week.
Our service technicians guarantee their appointment times,and we continually monitor our cable systems to make certain our customers
receive quality reception. All of this requires a substantial financial investment.
RATE ADJUSTMENTS'
Below is a chart showing various old and new TCI rates. These and other changes will also be published in your local newspaper.
Converter charges are now based on your level of service as shown below.
Description Current Rate June Rate
Basic Service $ 9.83 $11.02
Expanded Basic Service $17.90 $18.35
FCC User Fee $ 0.04 $ 0.05
Unwired Home Installation $34.16 $44.95
Wired Home Installation $17.08 $24.95
Additional Outlet Connection
(at time of initial install) $11.39 $12.50
Additional Outlet Connection
(requiring separate trip) $17.08 $18.75
Move Outlet $17.08 $18'75
Upgrade of Optional Services
(addressable service) $ 2.00 $ 1.99
Upgrade of Optional Services
(requiring separate trip) $11.39 $12.95
Hourly Service Charge $22.78 $29.00
Remote Control $ 0.23 $ 0.35
Basic Only Equipment N/A $ 1.50
Non-Basic Only
Standard Equipment N/A $ 1.81
Non-Basic Only
Advanced Equipment N/A $ 3.00
MEDPRe
w
Restructuring of Expanded Basic Service and the Elimination of Variety Package Service '
In March of this year, we began to offer our customers the choice of taking the Expanded Basic level of service, a separate
programming offering called Variety Package,or both. The services that were offered as part of the Variety Package(Disney, AMC,
USA,ESPN2)were originally part of our Expanded Basic level of service. We offered these new choices for many reasons,including
our desire to see how such choices would be received by our customers. We were surprised by the response. By and far, the vast
majority of customers continued to receive both levels of service,despite the option to do otherwise.
Because of this, effective immediately, we are no longer separately marketing the Variety Package to our customers. Effective June
I, 1997, the Variety Package will no longer be available to our customers as a separate level of service, nor will it be listed separately
on the monthly bill. The programming contained in the Variety Package will once again be added to, and included in, the Expanded
Basic level of service. We believe,in light of the limited response to the separate offering of these services,the discontinuance of the
Variety Package as a separate level of service, will simplify the services our customers take and limit the possibility of confusion
relating to them.
What does this mean to you our customer? First, for those of you who have chosen to take both the Expanded Basic and Variety
Package levels of service, we will continue to provide you with the programming you have already chosen to receive. After June I,
1997, the Expanded Basic level of service will, once again, contain the programming which was offered separately as part of the
Variety Package. The adjusted rate for the Expanded Basic level of service after that date will be$18.35. No action is necessary for
you to continue to receive this programming you have already chosen to receive. Your monthly bill will reflect an itemized charge for
the Expanded Basic level of service.
If you are one of our customers who has elected to receive only the Expanded Basic level of service'or the Variety Package, without
taking them both, we will need to hear from you if you would like to receive the all inclusive Expanded Basic level of service, which
will include that programming previously offered as part of the Variety Package. If,by June 1, 1997,we have not heard from you,we
will delete them from your bill and stop providing them to you.
If you wish to order or to cancel the new, all inclusive, Expanded Basic service, you may do so by completing and returning the pre-
addressed,postage-paid card attached to this notice. You may also do so by calling either locally at 779-1851 or 1-800-585-6756,
and place your order with one of our service representatives.
We thank you for the opportunity to explain these changes that will affect your services and cable rates. We are confident that you
will continue to enjoy an exciting array of entertainment and other services through the viewing of our cable offerings.
Sincerely,
®ETC 1
To avoid having to pay any charge for the Expanded Basic Service,you must ratify us of your wish to cancel the undesired services within ten(10)days alter you receive the
first bill containing a charge for those services. It your notice of cancellation does not reach us in time to deduct the charges as quickly as is reasonably possible,which we
anticipate will be your next billing statement.TCI will credit your account on the next billing statement thereafter.
-We reserve the right to alter,modify.delete or otherwise otter to market our service,Including any optional or additional levels of service and related costs to our customers.
Pricing,programming,packaging and channel locations may change. Call your cable company for complete details about services and prices. You must subscribe to Basic
Service to receive Expanded Basic Service or other optional services. Additional installation,equipment and charge of service charges may apply. Additional franchise fees,
taxes,and other fees may apply and will vary depending upon location.
MED Re
L
Agreement No. 12748 #1
City of Ashland
IN WITNESS WHEREOF, the parties hereto have set their hand and affixed their seals
as of the day and year hereinafter written.
This Project was approved by the Oregon Transportation Commission on July 20, 1994,
as a part of the 1995-1998 Statewide Transportation Improvement Program, page 149.
On March 7, 1996, the Oregon Transportation Commission adopted Delegation Order
2, which grants authority to the Region Manager to approve and execute agreements
for work in the current Statewide Transportation Improvement Program.
STATE OF OREGON, by and through
its Department of Transportation
By
Region Manager
Date
Approved As To
Legal Sufficiency CITY OF ASHLAND, by and
By Agency Attorney through its Elected Officials
By
Date Title:
Agency Billing Address By Title:
Date
2
April 11, 1997 Misc. Contracts & Agreements
No. 12748 #1
AMENDMENT NO. 1
LOCAL AGENCY AGREEMENT
ENHANCEMENT PROGRAM PROJECT
The State of Oregon, acting by and through its Department of Transportation (State),
and the City of Ashland acting by and through its Elected Officials (Agency), entered
into Local Agency Agreement No. 12748 on January 5, 1995. Said agreement covers
an enhancement project on the Central Ashland Bike Path, hereinafter referred to as
"Project'.
It has now been determined by State and Agency that the agreement referenced
above, although remaining in full force and effect, shall be amended by this agreement
to extend the term of the agreement.
Page 3, Paragraph 1, which reads:
1. The parties agree that this agreement shall become null and void if the funds
for this project are not obligated for construction within two calendar years
after the date this agreement is executed.
Shall be amended to read:
1. The parties agree that this agreement shall become null and void if the funds
for this project are not obligated for construction by September 1, 1997.
['ITY COUNCIL STUDY SESSION
April 16, 1997
CALL TO ORDER
Councilor Laws called the meeting to order at 12:30 p.m., in the Council Chambers.
In Attendance: Councilor Laws, Reid, Hagen and DeBoer. Guests Talent Councilor Lisa
Shapiro, Talent Joy Riley, Phoenix Mayor Parducci and Phoenix Public Works Director,
City Staff Scoles, McLaughlin, Pearce, Barnts, Clements, Woodley, Turner, Nolte and
Wanderscheid, Zach Brombacher, Darrell Boldt, George Jensen, Joan Jensen, Jon Gasik,
Jennifer Lee, Susan Hunt, JoAnne Eggers, and Tom Kennedy.
A. Discussion on Medford-Ashland-Phoenix Water Intertie
Paula Brown explained the proposed intertie, the current status of the options involved with
the intertie and the costs associated. Stated that there were three different options which
involve or do not involve, Medford, Phoenix and Ashland. Cost was estimated on the
amount of mileage for piping, size of pipe and the amount of water being delivered.
Final design will take place next month and then construction would begin, funding would be
sought for final design and construction. Next month there will be an opportunity to file for
grant assistance.
Brown clarified that the 25% was based on an estimated percentage on estimated delivery of
water and size of pipe. 100% was discussed, but at the time feasibility was the issue.
Cost figures quoted are based on piping to Talent only and do not include costs of piping to
Ashland. Total of estimated costs which includes all three cities for a 24" line from Medford
to Talent is about $5.4 million. The costs do not include the costs associated with obtaining
right-of--ways from the railroad. The Ashland share based on these costs is estimated at $1
million.
Brown stated that the only way for Ashland to participate without being included in the initial
cost is if Ashland were not to use the water immediately. There may be a way for Ashland
to "buy into" the intertie at a later time, but this option has not been thoroughly discussed at
this time.
Councilor Laws explained that the decision to participate or not to participate has not been
made. Suggested that council hear this issue during a regular council session and make a
policy decision at that time. Councilor Reid clarified that council did vote to send her as a
liaison to these committee meetings.
City Council Study Session 416.97
1
Shapiro shared that some of the problems that the City of Talent has had deals with obtaining
water rights and that the City of Ashland may want to attend a meeting on this with the water
master.
Public Works Superintendent, Dennis Barnts answered questions for council regarding size of
pipe and delivery of water through this size of pipe. Barnts explained that during the winter
the city water usage is 1.8 to 2.2 million gallons, during the summer months it doubles. The
city has a 6.5 million gallon total reservoir capacity. It was explained that water brought
over from the intertie would need to be pumped up to the reservoirs and re-chlorinated to
bring it back up to proper level of chlorination.
The estimated length of piping for the intertie varies from 3-5 miles, depending on where the
connection is made. Very estimated figures on cost is based on $500,000 per mile.
Discussion on buying rights or storage rights from Lost Creek Dam. Water rights Va
begin from the day the rights were purchased.
Discussion on impact of the use of Lost Creek Dam water and how it impacts instream flow
and fish. Impact of the use of this water is not known at this time.
Attending public shared concerns about the city not being ready to make a decision when a
decision needs to be made. Question regarding the lack of water during the flood crisis was
believed to be a lack of water. It was explained that the problem was not a lack of water but
needed repair of piping to deliver water within the distribution system due to the damage by
the flood.
It was explained that once the pipe is in place, water could be turned on and off at Talent
when the need in Ashland is necessary. Pipe would need to be kept clean and maintained
which could involve additional costs. It may be necessary to keep water flowing at all times
once the pipe is in place.
Ashland will be asked to make a decision as to whether the city would like to participate with
Medford and Phoenix, possibly on May 24, 1997 which would be at the time funding is
sought for the final design and construction costs. A commitment of money is not requested
from Ashland at the May meeting, only a decision as to whether they want to participate or
not.
It was agreed that there will need to be time to hold a public hearing to allow public
testimony and deliberation on this subject. It was suggested that the options be presented in
a conceptional presentation with pros and cons, and any possible questions submitted in
writing to council and then a time set for a public hearing.
Brown was requested to bring back a time-line which outlines dates of decision deadlines and
additional methods of calculating costs associated with the intertie.
City Council Study Session 416-97 2
B. Communication Plan Update
Dick Wanderschied presented an update on the Communication Plan. Committee would like
to bring the plan for adoption at the next council meeting. Plan has eleven items which total
$18,725.
Councilor Reid shared costs associated with printing a newsletter from the City of Coos Bay.
It was agreed to pass this on to the sub-committee for Central Services.
ADJOURNED
Meeting was adjourned at 1:55 p.m.
Barbara Christensen
City Recorder
City Council Study Session 416-97 3
MINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
April 15, 1997
PLEDGE OF ALLEGIANCE
Mayor Golden called the meeting to order at 7:00 p.m., Civic Center Council Chambers.
ROLL CALL
Councilors Laws, Reid, Hauck, Hagen and DeBoer were present, Councilor Wheeldon was
absent.
APPROVAL OF MINUTES
The minutes of the Regular meeting of April 1, 1997 were approved as presented with
spelling correction on page 3, item #3, paragraph 2; medium should be median.
SPECIAL PRESENTATIONS & AWARDS
1. Presentation of James Ragland Award to "The Citizens of Ashland."
Mayor Golden explained that the award was established in 1994 by the City Council to
recognize individuals who have done extraordinary things for the city, primarily in their
service of time to what city government does.
The Citizen's of Ashland were presented the James Ragland Award due to their outstanding
volunteer effort and assistance with city crews at the time of the New Year's Eve flood of
1996-97.
Midge Tieroff was introduced and stood as an example of the invaluable assistance of those
individuals who volunteered their time and energy to the flood effort. Along with Midge,
others were introduced representing several groups in our community who were outstanding
in their volunteer efforts.
Midge read statement giving overall picture of how the volunteers coped with this emergency
and shared their appreciation of all, including the workers of the city. Group shared stories
of flood related experience by the volunteers.
Councilor Laws recognized the volunteer efforts by National Guard and those individuals that
helped to provide water to senior citizens.
2. Mayor's Proclamation declaring May 11-17, 1997 as "National Historic
Preservation Week" in Ashland.
Mayor read proclamation on "National Historic Preservation Week".
3. Mayor's Proclamation declaring the month of April, 1997 as "Sexual Assault
Awareness Month."
Mayor read proclamation on "Sexual Assault Awareness Month".
City Council Meeting 415-97 1
4. Introduction and Presentation by Airport Commission.
Introduction postponed for another Council meeting.
CONSENT AGENDA
1. Minutes of boards, commissions and committees.
2. Monthly Departmental Reports - March, 1997.
3. Modification of location of pedestrian easement on property located off Oak
Meadows Place.
Mayor Golden removed item #3 from the Consent Agenda and placed it as item #3 under
New Business due to a request for speaking on the item from the public.
Councilors Hagen/Hauck m/s to approve consent agenda items #1 and #2. Voice vote:
all AYES. Motion passed.
PUBLIC HEARINGS
1. Proposed formation of a Local hmprovement District for the installation of Street
and sidewalk improvement on Fordyce Street.
Interim Public Works Director Jim Olson gave overview of formation of the Fordyce Street
Local Improvement District. Presented memo with background information which stated that
a total of 25 agreements had been acquired to date representing 77 individual lots, or 17.414
acres of the total 23.570 acre district. The percentage in favor by agreement is 73.9% and a
map was provided showing the lots "which are signed in favor" of the proposed
improvement.
Olson reported that neighborhood meetings had been held to finalize street design, parking
issues, sidewalk locations, and the possible inclusion of a power undergrounding option.
Olson explained to council that at the last meeting, a year ago, there was no conclusion or
enough support of including the power undergrounding in the assessment district.
The assessment district includes curb and gutter, paving, sidewalk on both sides and some
parking bays.
Olson reported to council that different methods of how to assess costs to the project were
considered. Front footage was considered, but not favorably as there are only 32 lots which
have frontage on the streets out of the 92 lots. Per lot basis was considered, but was not
favored at the neighborhood meetings. Using the method by area basis seemed to be the
most equitable.
Olson explained that the power undergrounding part of this project was discussed with the
city Electric Department to see if the cost of this undergrounding could be decreased if the
city were to be more of a partner in this project at this time. Olson reported that the
overhead line was rebuilt only a number of years ago, so in normal operations it wouldn't be
scheduled for major maintenance for a number of yeas. There will be some advanced
City Council Meeting 4-15-97 2
undergounding done in the future and some conduits will be laid at that time. The estimate
for undergrounding is $60,000.
The total project costs are $239,316 which includes a credit of$33,950 received from
Jackson County Public Works for jurisdiction transfer and a credit of$12,750 from the City
to compensate for oversized storm drains.
Olson covered some of the questions that were frequently asked from the neighborhood
meetings.
PUBLIC HEARING OPEN: 7:37 p.m.
Cynthia Martin/1355 E. Main/On record only as in opposition. Did not wish to speak.
Helen Malena/1225 Kirk Lane/On record only as in opposition. Did not wish to speak.
Richard Davis/478 Fordyce/Spoke in favor of the Fordyce LID. Believes that the method
of assessment by square footage should be flexible to account for "aberrations". Described
the LID as an owner-usage LID. Commented on lots #704 and #709, felt that these, as well
as proposed future streets, should be excluded. Questioned if other methods of assessing had
been considered.
Carolyn Eidman/554 Fordyce/Submitted to council three agreements to be introduced into
the records. Commented on a request by the city, that she was against, that a street be built
connecting Millpond and Romeo Drive. Does not believe the creek area should be assessed.
Jessie Camp/475 Fordyce/Does not believe that this LID is necessary and is too costly. Is
not in support of the LID.
Colin Swales/461 Allison/Concerned with cost, how and when costs proportioned and if
there is a need for the LID. Questioned how the proposed LID meets with past discussion
regarding improvements. Stated that the suggested costs are higher than what would be
submitted from private contractors. Mentioned the oversized storm drains and an oversized
sidewalk that will be included in the LID. Would like to see a cost justification.
Questioned discrepancy in his figures compared to the city assessment by about $15,000.
Jill Turner/1275 Munson Drive/In favor of proposed LID. Commented on the increase of
traffic that will be generated by the development of No. Mountain Avenue and encourages
the council to approve the LID which would provide sidewalks for much needed safety
reasons.
PUBLIC HEARING CLOSED: 7:54 p.m.
City Council Meeting 415-97 3
Olson responded for council on questions presented by the speakers. Stated that the riparian
area discussed, Roca Creek, comes in two forms. Two of the subdivisions have created their
riparian areas as dedicated open space. The rest of the riparian area does not exist as open
space and would be acquired as easements. As the Roca Creek improvement project
progresses, they would acquire the rest of the easements. Stated that the open space could be
easily excluded, but the easement would be more difficult to exclude as the title stays with
the property owner. Explained that rights-of-way will be excluded from the assessment
district and the rights-of-way for the proposed Ashland Willows subdivision along with
mentioned streets and the extension of Mill Pond Drive will be excluded from the final
assessment.
Olson clarified for council that the estimate proposed, was based on an average assessment
rate for the last 10 years of assessment projects completed in the city. Explained how
difficult it was to compare these to the proposed LID, because they were all different. Olson
also explained that the discrepancy mentioned by property owner, was due to the property
owner using a method of calculating by frontage rather than a method of calculating by area.
Olson stated that all sidewalks in the proposed district are standard sidewalks and there are
no oversized sidewalks. Paving of streets are not full pavement, but an oil map that was
constructed by the Jackson County.
Councilor Reid commented that she had received several phone calls dealing with pedestrian
safety issues and encouraged the LID in favor of sidewalks.
Councilor Hauck commented that it if easements are going to be taken for these riparian
areas that the property owners should not be charged for an assessment.
Council discussion, that if easements are considered, then should riparian areas also be .
considered and pulled out of the assessment district. And, what the procedure would be if
the method of assessment were changed. Comment was made, that if these were excluded, it
would raise the costs to other property owners. It was determined that if the council should
make a change to the assessment district, which would raise the cost beyond 10% of the
original assessment cost, re-noticing would need to be done for the property owners of this
proposed district or the city would need to fund whatever the revision of costs would be.
It was suggested that the riparian ways be treated the same way as "future street" right-of-
ways. Mayor Golden suggested that the city pull out the riparian areas as part of the
easement and, if it takes it above the 10%, the city would pick up the difference of cost.
Planning Director John McLaughlin clarified that on unbuildable areas you cannot attain
density bonus points, there were no density bonus points given on these proposed areas. The
area does count in the overall lot area, for total number of units. Dedicating it as open space
does not allow density bonus. This was transfer density not a density bonus.
City Council Meeting 415-97 4
Council discussion that since property owners are allowed density transfers for unbuildable
areas, the number of units that they can construct on their property is not diminished.
Therefore, there is no reason to take out riparian areas from the assessment.
Olson reported to council that the cost associated with the suggestion of removing the
riparian areas would mean an additional cost, on a 25ft wide easement, an additional $550
per acre for assessment, most lots are 1/4 of acre or less.
Councilors Laws/Hagen m/s to approve Resolution 1/97-19, Authorizing and Ordering
the Local Improvements consisting of curbs, gutters, storm drains, paving and sidewalks
for Fordyce Street from East Main Street to Munson Drive for the Fordyce Street Local
Improvement District and authorizing the assessment of the cost of the improvements
against property to be benefitted and providing that warrants issued for the cost of the
improvement be general obligations for the City of Ashland. Roll Call vote: DeBoer,
Hagen, Hauck, Reid and Laws, YES. Motion passed.
PUBLIC FORUM
Elias DeChristo/205 Granite/Representative of Ashland Community Bike Program. Shared
the progress that has been made with the bike program. Announced that there will be a
parade on Saturday at 10:30 a.m. which will debut the Bike Program along with speakers
promoting the program.
UNFINISHED BUSINFSS
1. Approval of Findings, Conclusions and Order on a seven-lot subdivision under
the Performance Standards Option located at 25 Westwood Street.
Councilors Hagen/Hauck m/s to approve. Roll Call: Laws, Hauck, Hagen and Mayor
Golden, YES. Councilors Reid and DeBoer abstained due to their absence at the Public
Hearing. Motion passed.
NEW & MISCELLANEOUS BUSINESS
1. Memorandum from Forest Commission regarding fire management program in
the Ashland Watershed.
Mayor Golden clarified that the "draft" letter included in the council packet was mistakenly
drafted by staff and does not correctly state her position on the proposed "HAZRED" timber
sale. Felt it should be a dialog between Ashl d Ranger District and the public. Does not
believe that the city should have any influen over this issue and should not be between the
two governments. (y n, j�
Bill Robertson, Chairman of the Ashland Forest Commission p� th 1 .
Council requesting their support for the "HAZRED" timber sale. VQB
a.DL,
City Council Meeting 415-97
Commented that the "HAZRED" projects could help return the watershed to a fuel loading
level where the forest is less prone to complete destruction by wildfire. Explained the
project to council, the proposal would help the Ashland Watershed return to an ecosystem
that would be more resilient when exposed to natural wildfire processes. Artificially
reducing fuel loading and timber stand densities by thinning and introducing controlled burns
begins to mitigate the impact of 100 years of fire suppression.
Councilor Reid shared how the Forest Commission had encouraged Linda Duffy, District
Manager of the Ashland Ranger District to work will all the interested groups and provide
public input and communication.
Jim Moore/1217 Park St/Representative of HeadWaters. Commented on the major decision
that surrounds the cutting of 400 year old trees. Supports concepts of thinning for fire
control, but believes that the fire control should be done in the lower elevation.
Bill Rhodes/US Forest Service/Gave further explanation on the project. Project was
initiated through agreement with City of Ashland and Mayor Prickett at that time. Does not
believe that the proposed project is the answer to fire reduction.
Eric Schnenen/368 Bridge/Submitted paper to council on Ashland Watershed problem not
wildfire, but water. Is opposed to the cutting of 589 acres of old-growth forest from the
Ashland watershed. Does not believe there is a need for this expensive project and there are
many questions that have not been answered.
Councilor Laws felt it was a legitimate position that the council could take. Laws
commented that because there is an on going dialog between interested parties and the US
Forest Service, that it would not be appropriate at this time for the council to take a position
on this one way or another.
2. Presentation of The Hamilton Creek Proposal by the Roca Study Team.
Richard Hart/308 Avery Street/Presented Hamilton Watershed study proposal on the recent
flood. The Study Team proposed the following: 1) Perform a geomorphic survey throughout
the drainage to identify headwater and channel conditions; 2) Map channel cross sections,
choke points, drains, piping size, and final delivery areas; 3) Organize and conduct pubic
involvement leading to an understanding of the Hamilton watershed's dynamics.
Submitted questions on areas of investigation and requested $15,000 to perform the
assessment and the community outreach portions of a two-year study. Commented that they
are seeking other funding and partnerships as well.
Council agreed to refer this to the proper budget sub-committee and return again to council
with a report after the budget sub-committee review.
City Council Meeting 415-97 6
3. Modification of location of pedestrian easement on property located off Oak
Meadows Place.
Planning Director John McLaughlin presented modification request of the location of a public
pedestrian easement - Oak Street Subdivision. The dedication of the easement was a
condition of approval and was intended to provide a future connection from the Oak Street
Meadows Subdivision to the Ashland Creek Floodplain/Greenway. The actual improvement
of the easement would not occur until public access is acquired down to Ashland Creek and
the surrounding floodplain. Applicant is requesting that the public easement be moved from
original placement and in order to do this, the original public easement would need to be
terminated and the new one dedicated.
Don Greene/375 Normal/Provided council with maps that showed building locations.
Commented on the contingency of the easement as a condition of approval on the
subdivision. This was contingent upon tax lot #1901 being dedicated to the city and
becoming part of the Greenway. Explained that when the preliminary layout of the
subdivision was done a place was determined where it was thought to have the least impact
on the homes. With a revised survey, it was found that the location of the foundation for the
home on the adjoining lot of the public easement would need to be moved for several
reasons, including solar access and set-back requirements. A new request for solar access
had to be completed when new property owners took ownership of the adjoining tax lot and
they were not willing to sign a solar access agreement. Requested that council approve the
moving of this public easement to the proposed location which would only effect one home
and is a better location compared to others.
Maureen Graham/1109 Oak Street/Felt that the change in the pedestrian easement puts it
too close to their property and there is major concern regarding privacy. Feels there are
alternative places for this easement which would cause less concern. Because their lot could
possibly be divided, the proposed relocation of the pedestrian easement could effect the
assessed value of their property. Asked council that they not bear the burden of public
access without consultation. Requested that the easement be dropped for now or that it be
located elsewhere within the subdivision.
Greene explained to council that the current easement is a 33% down slope, which is a 20
feet of drop requiring over 40 steps and would be used primarily as a local access.
Discussion on what the distance of the public easement is currently, and what the distance
would be at the proposed location. Question on whether this easement would be necessary
with access to the Greenway so close through Nevada Street.
Pat Acklin/322 Bridge Street/Spoke as potential buyer for the lot which currently has the
public easement adjacent to it. Commented that when she became aware of the current
public easement, she found that it allowed very little access to the front and back yard of the
property. Stated that she felt the Planning Department had used a "check list" method for
this project rather than an actual "on the ground work" method. Stated that the impact was
severe, due to the density of the homes. Suggests that the easement be removed considering
City Council Meeting 415-97 7
the close proximity of access onto the Greenway off Nevada Street. If this is not possible,
requests that the council approve the moving of the easement to the proposed site area.
McLaughlin explained that if the council should approve the removal of the easement, it
would need to be returned to the Planning Commission for action. He explained that the
condition of the public easement was made by the Planning Commission, but that the
placement of the public easement was made by the developer.
City Attorney Paul Nolte clarified for council that the process in sending this back to the
Planning Commission could involve up to two months but not longer than 120 days. Nolte
stated that it may not require modification on the approval of the subdivision, but he would
need to discuss this with the Planning Director. Stated that this is an easement owned by the
public, and the council could quit claim its public interest back to the property owners.
Councilors Laws/Reid m/s to take whatever action is necessary to abandon the
easement. Roll Call vote: Laws, Reid, YES; Hauck, Hagen and DeBoer, NO. Motion
did not pass 2-3.
Councilors Hauck/Laws m/s to relocate the pedestrian easement to proposed location.
Discussion: Councilor Deboer disagrees with moving an easement next to a property
owner that increases the distance in the variance, supports moving the easement between
lots 7 and 8 or leave it where it is. Or, pursue the planning process and let the
Planning Commission remove this easement. Councilor Hagen concerned with moving
easement, did not want to encumber the new property owner, agrees it should stay
within this development. Roll Call vote: Hauck, YES; Laws, Reid, Hagen and DeBoer,
NO. Motion did not pass, 1-4.
Councilors Laws motion to refer this to the Planning Commission and ask for
disposition of the matter. Motion lacked second, no action.
Council discussion ended with no action on item.
ORDINANCES. RESOLUTIONS AND CONTRACTS
1. Fhst reading by title only of an "Ordinance Modifying Section 3.08.050 of the
Ashland Municipal Code and Repealing Ordinance No. 1415 as Amended, in its
Entirety, in Order to Modify the Procedure for Creating a Position Classification
Plan for the City of Ashland."
Councilors Reid/Hauck m/s to approve first reading and place on agenda for second
reading. Roll Call vote: Reid, Hauck, Hagen, DeBoer and Laws, YES. Motion passed.
Councilor Hauck/Hagen m/s to continue meeting past 10 p.m. Voice vote: all AYES.
Motion passed.
City Council Meeting 415-97 8
2. Reading by title only of a "Resolution Providing for a Deferral of Local
Improvement District Assessment of Payments for Qualifying Senior Citizens and
Disabled Persons."
City Attorney Paul Nolte pointed out to council that resolution will need to be corrected as
the resolution passed out to council in the packet were figured at 100% rather than the 80%
figures. A new resolution will be printed with the correct figures.
Councilors Hauck/Reid m/s to approve Resolution #97-17. Roll Call vote: Hauck,
Hagen, DeBoer, Laws and Reid, YES. Motion passed.
3. 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. 96-37."
Councilors Hagen/Hauck m/s to approve Resolution #97-18. Roll Call vote: Hagen,
Laws, Reid and Hauck, YES; DeBoer, NO. Motion passed 41.
OTHER BUSINESS FROM COUNCIL MEMBERS
Councilor Reid requested that the Local Improvement District between Helman Street and
Water Street that would connect Central Street be put onto the next council agenda.
Councilor Hagen commented on a mailing that he received from the Planning Department
dealing with local street plan process. Stated that the meeting scheduled at Bellview School
has a difficult handi-cap access and would like the planning staff to consider this in the future
when scheduling meetings.
Councilor Hagen was requested by Ron Roth to request that a public hearing be held for
public discussion on the necessity of hiring a licensed engineer for the Public Works Director
position. Mayor Golden commented that she would prefer that she receive comments and
suggestions on issues in writing as she is able to give better time and concentration on
letters. She would pass these on to the interview panel for their review also.
ADJOURNMENT.
Meeting was adjourned at 10:05 p.m.
Barbara Christensen, City Recorder Catherine M. Golden, Mayor
City Council Meeting 415-97 9
3
Valdez Principles
By endorsing these Principles, we publicly affirm our belief that the City of Ashland, Oregon, has a direct responsibility for
the environment. We believe that we must conduct the public's business as responsible stewards of the environment and
seek goals only in a manner that leaves the Earth healthy and safe. We believe that the City must not compromise the
ability of future generations to sustain their needs.
We recognize this to be a long-term commitment to update our practices continually in light of advances in technology and
new understandings in health and environmental science. We intend to make consistent, measurable progress toward the
ideal that these principles describe, and to apply them wherever we operate, in a manner consistent with our other
obligations under law.
1. Protection of the Biosphere. 6. Safe Products and Services.
We will minimize and strive to eliminate the We will provide services that minimize adverse
release of any pollutant that may cause environmental impacts and that are safe for
environmental damage to air, water or earth or consumers. We will inform consumers of the
its inhabitants. We will safeguard habitats in environmental impacts of our service.
creeks, ponds, wetlands, natural areas and will
minimize contributing to global warming, 7, Damage Compensation.
depletion of the ozone layer, acid rain or smog.
2. Sustainable Use of Natural Resources. We will take responsibility for any harm we
cause to the environment by making every effort
to fully restore the environment and to
We will make sustainable use of renewable compensate those persons who are adversely
natural resources, such as water, soils and affected.
forests. We will conserve nonrenewable natural
resources through efficient use and careful B. Disclosure.
planning. We will protect wildlife habitat, open
spaces and wilderness, while preserving We will disclose to our employees and to the
biodiversity.
public incidents relating to our operations that
cause environmental harm or pose health or
3. Reduction and Disposal of Waste. safety hazards. We will disclose potential
environmental, health or safety hazards posed
We will minimize the creation of waste, and by our operations, and we will not take any
wherever possible, recycle materials. We will action against employees who report any
dispose of all wastes through safe and condition that creates a danger to the
responsible methods. environment or poses health and safety hazards.
4. Wise Use of Energy. 9. Environmental Directors and Managers.
We will make every effort to use At least one member of management will be a
environmentally safe and sustainable energy person qualified to represent environmental
sources to meet our needs. We will invest in interests and will commit management
and promote energy efficiency and conservation resources to implement these Principles.
in our operations and that of our citizens.
10. Annual Assessment.
5. Risk Reduction.
We will conduct and make public an annual self-
We will minimize the environmental, health and evaluation of our progress in implementing these
safety risks to our employees and the Principles and in complying with all applicable
communities in which we operate by employing laws and regulations.
safe technologies and operating procedures and
by being constantly prepared for emergencies.
Endorsed by the Ashland City Council May 15, 1990
ASHLAND HISTORIC COMMISSION
Minutes
April 2, 1997
CALL TO ORDER
The meeting was called to order at the Ashland Community Center by Chairperson Jim
Lewis at 7:40 p.m. Members present were Jim Lewis, Terry Skibby, Vava Bailey, Cliff
Llewellyn, Keith Chambers, Larry Cardinale and Bill Harrill(arrived at 8:10). Also present
were Associate Planner Mark Knox and Secretary Sonja Akerman. Members Curt Anderson
and Joyce Cowan were absent.
Lewis announced Planning Action 97-018 would not be heard again tonight because nothing
had changed except for the application of a Solar Waiver. The design had not been altered.
This action will still be heard by the Planning Commission on April 8th.
APPROVAL OF MINUTES
Cardinale moved and Bailey seconded to approve the March 5, 1997 Minutes as submitted.
The motion was unanimously passed.
STAFF REPORTS
Planning Action 97-032
Conditional Use Permit
174 Church Street
David and Sandra Hoxie
Knox explained this is a request to construct a 943 square foot accessory residential unit
behind the existing house. The owner's son and daughter-in-law will move into the existing
house and the owners, who have had the property for over 40 years,0 will move into the
accessory unit; thus the property will remain in family ownership. Knox noted they could
actually divide the property, but are not asking to do so. The applicants have met with the
Review Board, which agreed with Staff the design is compatible and consistent with the
existing home. Siding, extended eaves, roof pitch and window trim will be similar. Access
to the new unit will be off the partially paved alley which links Church and Pine Streets.
The majority of the alley is already paved, and one of the conditions of approval will be that
prior to issuance of a Certificate-of-Occupancy for the accessory unit, the unpaved portion
of the alley will need to be paved or a one-year bond posted.
Chambers asked for clarification of the last point. Knox stated the neighbors and applicants
want the alley paving completed.
Skibby questioned the window spacing between the double hung windows. David Hoxie
answered it will be the same as in the existing house, with 1"x 6" trim. Hoxie added he will
turn in a full scale set of plans for the Building Permit.
Llewellyn suggested using knee braces or corbels and Lewis agreed because of the large
overhang. Lewis also said 6"x 6"porch posts would look better than smaller ones. He then
noted the existing house is one of the finer bungalows in town.
Chambers moved to recommend approval of this planning action to the Planning
Commission with the condition 1" x 6" trim be used, the roof pitch be 7'/i x 12, knee braces
be used, and the porch posts be 6" x 6". Cardinale seconded the motion and it passed
unanimously.
Planning Action 97-030
Conditional Use Permit
136 North Second Street
Mary Nelke
Knox gave the Staff Report for this proposal, noting the Commission should all be familiar
with this planning action. The Site Review for the construction of a 1,640 square foot house
on the rear of the property was approved at the March 11 Planning Commission meeting.
This application is for the approval of a two-unit travellers' accommodation, with one unit
being in the existing house and the other on the first floor of the new house. Parking will
be in the rear off the alley. Staff feels the application should be approved. Because of the
R-2 zoning and the fact that only two residential dwelling units would be allowed, one of
the conditions of approval will be if the property converts to residential usage, one kitchen
in the new house will be removed. This will be in the form of a deed restriction.
Chambers asked about the three travellers' accommodation units versus two residential
units. Knox said this is justified because a B & B unit would have less. impact on the
neighborhood. The person(s) renting a unit for a night or two wouldn't be doing laundry
or driving as much as a permanent resident, especially because of the proximity to the
downtown area. Chambers then agreed the proposed use is a good one.
Skibby asked about the alley. Knox said it is paved up to the property. One of the Site
Review conditions placed on the property by the Planning Commission was that the unpaved
portion of the alley be paved. This will also affect the church and ICCA.
Don Greene, contractor for the applicant, stated he feels most people will walk downtown.
The deed restriction is alright with the owner because the kitchen upstairs will be minimal
so there would be no problem with removing it if the property reverts back to a residence.
When Chambers asked when the project will begin, Greene answered it will start soon, as
the owner would like to open during this year's.season.
(Harriff arrived at this time.)
Skibby moved to recommend approval of this application to the Planning Commission and
Llewellyn seconded the motion. The motion was unanimously passed.
Ashland Historic Commission
Minutes
April 2, 1997 Page 2
BUILDING PERMITS
Permits reviewed by members of the Historic Commission and issued during the month of
March follow:
5 North Main Street William Purdy Install 3 Windows
209 Almond Street John & Sharon Javna Partial SFR Demolition
406 Iowa Street David Sammons Addition to Garage
148 Strawberry Lane David Sherr Addendum
70 Coolidge Street Jack Evans Reroof
20 South First Street Savage/Orell Demolition
107 Granite Street Jeff & Michelle Zundel 2nd Story Addition
107 Granite Street Jeff & Michelle Zundel Guest House/Garage
101 Scenic Drive Sechan/Messner Addition
152 Helman Street Don Wilson Addition
31 Water Street Haines/Couchman Repair Flood Dam. (interior)
499 Iowa Street Tom Marvin Carport
36 North Second Street Dale & Pierre Verger Carport Addition
253 East Main Street Johnny Kiwiseed, Inc. Sign
467 Scenic Drive Scenic View Inn Sign
250 Oak Street Jungle Taco Sign
REVIEW BOARD
Following is the schedule (until the next meeting) for the Review Board, which meets every
Thursday from 3:00 to at least 3:30 p.m. in the Planning Department:
April 3 Bailey and Skibby
April 10 Skibby, Chambers and Harriff(?)
April 17 Skibby and Lewis
April 24 Skibby, Lewis and Harriff(?)
OLD BUSINESS
Project Assignments for Planning Actions
PA # Address Person(s)Assigned
96-063 62-66 East Main Street Terry Skibby
96-075 265 North Main Street Vava Bailey
96-071 248 Eighth Street Curt Anderson
96-058 264 Van Ness Avenue Jim Lewis
Ashland Historic Commission
Minutes
April 2, 1997 Page 3
96-098 190 Oak Street Vava Bailey
96-086 685 "A" Street Curt Anderson/Jim Lewis
96-110 499 Iowa Street Joyce Cowan
96-112 249 "A" Street Jim Lewis
96-139 545 "A" Street Terry Skibby
97-014 20 South First Street Joyce Cowan
96-143/97-030 136 North Second Street Terry Skibby
97-018 661 "B" Street Jim Lewis
97-032 174 Church Street Vava Bailey
National Historic Preservation Week - May 11 through May 18
The schedule of events was discussed, and Lewis reminded the members they should make
every effort to be at the award ceremony, which will be on the Plaza Island at noon on
Friday, May 16.
Memo to City Council Regarding Ashland Pioneer Cemeteries
Knox explained he will speak with Finance Director Jill Turner to determine if there would
be enough money in the cemetery fund to finance Kay Atwood's completion of the cemetery
nomination. Hauck suggested Staff find out what funds would be available and how easy
it would be to obtain this money prior to speaking with Turner.
NEW BUSINESS
Historic Commission Web Page
Harriff proposed the Commission look into starting a web page as part of the City's Internet
link. He suggested changing topics and historic photos periodically. The photos could be
scanned into the computer. Hauck noted the City is always looking for "hot topics". It was
recommended Computer Systems Manager Phil Lind come to a Review Board meeting to
discuss this.
Ashland Downtown Criteria
Knox related he needs three members to help develop design standards for creating second
and third stories in the downtown area. He would like to be able to give applicants
standards they can use in designing their additions. The committee would probably meet
Ashland Historic Commission
Minutes
April 2, 1997 Page 4
I
every other week for the next few months. The standards will be incorporated into current
ordinances. Lewis said it would be good to do a survey first, as most of these buildings will
probably involve demolitions. We will lose the buildings, but get seismic retrofitting and
more floors. Knox agreed and said the key is to get in there and have design standards that
give good direction and keep the historical context. The conclusive designs will probably
be simplistic drawings with a graphic approach regarding appropriateness. Chambers,
Harriff, Skibby and Lewis volunteered. If the meeting times do not work out, Bailey may
substitute.
Historic Commission Involvement in Tax Assessment
Skibby stated the Review Board had been approached by a property owner in the Historic
District who requested a letter stating her house should not be classified as 'vintage". She
wanted to take this letter to the Jackson County Tax Assessor's office. The Commission
discussed this and agreed it would be inappropriate to get involved in tax assessment.
Historic Commission Introduction at Council Meeting
Hauck stated the Historic Commission will be introduced at the City Council meeting on
August 19th as part of the new Communication Plan compiled by the Ad Hoc Citizens'
Communication Committee.
ADJOURNMENT
It was the unanimous decision of the Commission to adjourn the meeting at 9:10 p.m.
Ashland Historic Commission
Minutes
April 2, 1997 Page 5
City of Ashland
PARKS AND RECREATION COMMISSION
REGULAR MEETING
MINUTES
March 17, 1997
ATTENDANCE:
Present: Al Alsing, Bob Bennett, Teri Coppedge, JoAnne Eggers, Laurie MacGraw,
Director Ken Mickelsen.
Absent: None
1. CALL TO ORDER Chair Coppedge called the meeting to order at 7:00 p.m. at the Department
Office in upper Lithia Park.
II. ADDITIONS OR DELETIONS TO THE AGENDA
Commissioner MacGraw asked to place an item under Old Business regarding the golf course.
III. APPROVAL OF MINUTES
A. Regular Meeting - February 24, 1997
Commissioner Bennett commented that under the discussion of appointing Celia Meese to a
second term on the Parks Foundation Board that he would like it clarified and inserted into the
minutes that the Foundation by-laws indicated that because her original term had not been a
complete term that she was eligible for a second term. The other Commissioners concurred.
Commissioner MacGraw made a motion to accept the minutes as corrected. Commissioner
Alsing seconded.
The vote was: 5 yes - 0 no
IV. REVIEW OF FINANCES
A. Approval of previous month's disbursements
Commissioner Bennett made a motion to approve the previous month's disbursements as
indicated by checks #15705 through #15892 in the amount of$165,520.17. Commissioner
Alsing seconded.
The vote was: 5 yes - 0 no
V. PUBLIC PARTICIPATION None
Vl. OLD BUSINESS None
Regular Meeting - March 17, 1997 Page 2
Ashland Parks and Recreation Commission
VII. NEW BUSINESS
A. Ashland Gun Club oroiect
Bill Longiotti, President of the Ashland Gun Club, and Superintendent Gies gave a brief
overview of the club's project to complete improvements to the training facility on the property.
Mr. Longiotti said that a grant from Fish and Wildlife has provided funding for a portion of the
project which will enable the club to improve its ability to offer safety and training programs.
MOTION Following brief discussion, Commissioner r-Alsing make a motion to approve the project as
identified. Commissioner Bennett seconded.
The vote was: 5 yes - 0 no
B. Request by Lithia Arts Guild for use of west side of Ashland Creek
Commissioners reviewed a letter received from Jim Young, Chairman of the Lithia Arts Guild,
which requested permission from the Commission to use the park property on the west side of
Ashland Creek across from Calle Guanajuato for this coming summer for marketplace crafts
booths. He indicated that it was for one season only and due to the loss of regularly used space
on the Calle due to the 1997 flood.
MOTION Following brief discussion, Commissioner Alsing made a motion to approve the request for the
marketplace to use the west side of the creek for one season only under the guidelines that the
Guild work with Department staff to determine the number and placement of booths and to leave
a small area with a picnic table open for general use by the public. Commissioner Bennett
seconded.
The vote was: 5 yes - 0 no
On a related matter, Commissioner Bennett inquired as to the condition of the small public
restroom adjacent to the Calle. Director Mickelsen said that right now there is no water or sewer
hookup for the restroom and until water and sewer decisions have been made in connection with
the Winbum Way crossing that the restroom cannot be opened. It is likely to remain closed all
summer and the nearest public restroom to the plaza area is the playground restroom in Lithia
Park.
C. Golf Course maintenance
Commissioner MacGraw said that in a recent conversation with the president of the Men's Club
that he had expressed some overall concern with maintenance conditions at the golf course, in
particular, the condition of some of the t-boxes and that the area around hole #4 had not yet
been repaired following the damage of the New Year's Day flood. She said that he had also
mentioned that the Men's Club would be willing to assist with the bridge at Hole #4 and in
rebuilding some of the t-boxes.
After brief discussion, it was decided that the Director and Commissioner MacGraw would
attend the next Men's Club meeting to address members' concerns and to determine how they
might like to participate in making improvements to the course.
Regular Meeting - March 17, 1997 Page 3
Ashland Parks and Recreation Commission
VIII. COMMUNICATIONS and STAFF REPORTS
Director Mickelsen reported that the inspectors from FEMA had completed their assessment of
the damage to Lithia Park due to the 1997 flood and the appropriate documentation has now
been forwarded to the state. Projects totalling approximately $250,000 had been identified and,
if everything receives approval, FEMA will most likely reimburse the Department for 75% of
that amount.
Director Mickelsen reported that the ice rink facility has been stored for the season and that the
process had gone well. He did report that as the ice was being melted down that in spotty
locations there had been some heaving of the asphalt. He said that in speaking with the City
Engineer and the contractor who had done the work that it is believed that when the weather
warms up that a roller will be able to flatten the surface down again; its already gone down
some. Worst case scenario would be that some of the asphalt would need to be replaced. If that
should occur, proceeds from this year's operation of the rink should be able to cover the cost.
Superintendent Gies said that next year the Department may put down some kind of frost liner
which would provide a buffer between the asphalt and the ice.
Commissioner Bennett inquired about a financial statement for the rink. Director Mickelsen
indicated that some invoices were still in process related to the operation but that the Department
would be working up a report for the Commission. Commissioner Eggers inquired about a
statement for construction costs also indicating that she would like to see a comprehensive
statement which would include both City and Department staff time invested in the project.
Director Mickelsen indicated that he would be able to provide that for the Department but that
he would have to check with the City to determine whether or not that information was available
on the City's side.
Director Mickelsen also reported, for those Commissioners who would be able to attend, that he
had just received notification that a ground breaking ceremony for the Wetlands Pilot Project on
the Greenway would be taking place on Wednesday at 10:30 a.m. on the site.
IX. ITEMS FROM COMMISSIONERS
Request for summer program funding
Commissioners reviewed a request by Sue Parrish to offer high school students a summer, week-
long backpacking experience. As in previous years, the Commission's share of the cost of the
program would be $3,000 and funded through the Youth Activities Levy.
MOTION Following brief discussion, Commissioner.MacGraw made a motion to approve the expenditure.
Commissioner Eggers seconded.
The vote was: 5 yes - 0 no
Letter concerning black swans
Commissioners reviewed a letter from Jeanette Russell regarding the possibility of establishing
black swans in Lithia Park. She indicated that she had located two yearling black swans and
would be willing to spearhead a fund raising campaign for purchase the swans if the
Regular Meeting - March 17, 1997 Page 4
Ashland Parks and Recreation Commission
Black swans - continued
Commission approved of the concept. Commissioner Bennett said that many years ago a pair of
black swans were located at the upper pond but that they "didn't last long". Although he did not
have the specific cause, he indicated that they had not thrived and died of disease. He also
indicated that he would like additional information concerning black swans and whether or not
establishing a pair in the park would be feasible.
Director Mickelsen reported that he had just received information from the Oregon Department
of Fish and Wildlife regarding new administrative rules related to owning and keeping non-
indigenous wildlife. He said that according to the new rules if male and female mute swans are
paired, the male swan needs to be neutered. He also expressed some concern that the
Department was not geared up to taking care of non-native wildlife; that we have an obligation
to the community to take care of the mute swans in the lower pond but that he had some
concern about establishing another pair.
Following discussion in which Commissioners expressed varied interest in establishing black
swans in the park, consensus was that they did not choose to take on the project at this time
considering the time it would take to gather adequate information to make an informed decision.
They felt that considering the many other projects underway and the decisions which will need
to be made regarding restoration of Lithia Park that they could not make this a priority. Chair
Coppedge asked staff to write a letter to Ms. Russell indicating that the Commission did not
choose to pursue the idea at this time.
Commissioner Bennett inquired about two items. First, he suggested that the Commission might
receive periodic reports from the Parks Foundation as to its financial status and "how things were
going." Speaking for the Foundation, Al Alsing indicated that that could be done.
Commissioner Bennett said that he had also been receiving complaints from neighbors near
Triangle Park about groups of young people gathering there and who were not taking care of the
property or leaving it clean. Director Mickelsen said that he would have the Park Patrol officer
check it out and, if the area was being used in violation of city ordinance or park policy, the
officer would address the problem.
X. UPCOMING MEETINGS and PROPOSED AGENDA ITEMS
Commissioners set the following meetings:
Monday, April 14, 1997 - Golf Course Study Session
Monday, April 21, 1997 - Golf Course Study Session
Monday, April 28, 1997 - Regular Meeting
XI. ADJOURNMENT With no further business, Chair Coppedge adjourned the meeting.
Respectfully submitted,
Ann Benedict, Business Manager
Ashland Parks and Recreation Department
ASHLAND AIRPORT COMMISSION
Wednesday, March 5th, 1997
ASHLAND AIRPORT
City Council Chambers
1175 East Main Street
MEMBERS PRESENT: Commissioners Present: Chairman Alan DeBoer; Marty
Jacobson; Linda Katzen; Lillian Insley; Bill Skillman; and.
Paul Mace. Staff Present: Jim Olson; Pam Barlow; Jim
Olson; and Caralyn Dusenberry.
I. CALL TO ORDER: 12:00 Noon:
Chairman DeBoer called the meeting to order at 12:00 p.m.
ll. APPROVAL OF MINUTES: Wednesday, February 5th, 1997
Chairman DeBoer stated the minutes were approved as presented.
III. OLD BUSINESS
A. Pending Projects:
Flight Patterns: Update:
Discussion was held on flight patterns for ultra-lights. Barlow stated the
City has not heard back from the F.A.A. in reference to the flight pattern
for the Airport.
Status of Compass Rose Painting: Yeamans/Insley
This project is pending due to the weather.
Electrical Service (what's metered where): DeBoer:
DeBoer stated there is a possibility of double billing with Pacific Power
and Light (PP&L). DeBoer is still working on this and will report to then
Commission as soon as he has all the information. The average electric
bill ranges from $295 to $338 per month (security lighting, runway lights,
etc.). Discussion was held on the lighting and meter locations. Steve
Green is being charged $75 per month by the City for his electricity.
Insley stated PP&L will come out and do an energy audit.
PAGE 1- (c:airp\minutes\mar97.Min)
Green Hangar Maintenance Issues:
Maintenance has not been completed on the Green hangar.
B. Maintenance Issues: Staff:
Barlow stated FEMA (Federal Emergency Management Agency) and the
Federal Highway Administration is arguing over who is responsible for
the flood damage to the Airport area. City has requested a letter from
F.A.A. to confirm their position which is they will not reimburse the flood
damage.
Storm Drain Work:
.Olson stated the storm drain work is going on as is evident. The 30
inch culvert is three quarters finished. The 12-inch culvert will be placed
next.
Airport Waterline:
The surveying fir the waterline has been completed. There is a
preliminary lay-out drawing of the waterline if anyone is interested in
reviewing. The City still expects to go out for bids this May.
Crack Sealing/Slurry Seal Apron:
The budget allows $3,700 for the sealing and is expected to be done
this year.
Storm Drain Damage Repair:
Barlow stated a letter has been drafted for Mayor Golden to sign.
Fuel Tanks:
The fuel tank project is still pending and waiting for funding which is
scheduled for 1998. Barlow stated the City is budgeting and will have a
consultant hired soon. Mace stated the replacement date is December
21, 1998.
Olson stated the tanks are scheduled for "tightness" testing. This will be
done within the next few months.
PAGE 2— (c:airp\minutes\mar97.Min)
Pump Repairs:
There is leakage in the pump and a repair service was contacted and
they will make the repairs/replacement. The equipment is outdated and
will be replaced.
C. Other:
IV. NEW BUSINESS:
A. Financial Report & 1997-98 Budget:
Barlow disbursed copied if the current budget accounts for the Airport.
Discussion was held by Commission. Discussion was held on the 1997-
98 budget to be proposed. The total budget amount will go up to
$25,000 from $20,000 for this year. The majority of the funds will be for
the apron slurry fill. This leaves $5,000 for maintenance. Funds to be
expended will depend on cost of replacing the fuel tanks. Discussion
was held on the City's insurance coverage and the amount the Airport
budget shows.
There is a 20% increase in operating over-head which shows two
specific items reflecting the increase: 1) Insurance; and 2) Central
Services Charge. Next meeting Barlow will give breakdown on these two
items.
B. Commercial Lease Rates:
Yeaman's asked about the hangar lottery. The City is waiting for
response from the lottery winner. Discussion was held as to whether
there is a time frame for building the hangar. Yeamans recommended
that a commercial lease needs to have a time frame for constructing the
hangar.
C. CAP Hangar Lease:
The hangar lease was sent to the CAP. Chris Adams, Wing
Commander, contacted Barlow and they will be working with Bill
Skillman. The lease expires July 31, 1997 and this will be placed on the
next agenda. Skillman verified that the hangar is owned by Corporate
CAP. If squadron loses Charter it will be sold by sealed bid or removed
and placed at another location.
D. Economic Impact Studv Review Meeting: Review Results 3/17
Monday, 7:30 p.m., SOSC. CE 132:
Insley stated this meeting will be held for one hour. Everyone is invited
PAGE 3— (c:airp\minutes\mar97.Min)
to attend and discuss what the study shows. The SOSC professor
working with this project encouraged all Commission members to attend
this meeting.
V. AIRPORT MANAGER REPORT/17130 REPORT/AIRPORT ASSOCIATION:
A. Status of Airport - Skinner:
Skinner was not present.
B. Review of Safety Reports - Skinner:
DeBoer stated the normal things were listed and taken care of.
C. Airport Association - Weather Service Connection:
Airport Day is May 18th. Sunday April 18th, 12 noon, will be the
association's next meeting. EAA will put on breakfast and lunch and
there are substantial volunteers from the association.
Barlow stated Skinner requested assistance in the computer weather
service display. Yeamans stated he would help with this. Available
weather service information on a screen is very valuable. This is a
major safety factor. Yeamans stated $40 per month on weather service
is more safety warranted than $5,000 for Central Services. Discussion
was held on donating to the weather service on the computer. This will
be addressed at the Airport Association meeting and a consensus will
be taken.
DeBoer recommended the Mayor make a proclamation and the utility
billing have a blurb in.
VI. INFORMATIONAL ITEMS:
A. Other:
DeBoer stated he will be the City Council liaison and requested letters
be sent to the Mayor from those interested in serving on the Airport
Commission.
Mrs. Schafer asked what the duties are for the security person at the
Airport. Mace stated he is placed there for a presence to deter theft
activity. There have been no thefts since the placement of the mobile
home. Yeamans stated small airports throughout the State have this
type of security and it works well.
PAGE 4- (c:airp\minutes\mar97.Min)
VII. ADJOURN
There being no further business the meeting was adjourned at 1:07 p.m.
Respectfully mitted
Caraly
Administrative Secretary
PAGE 5— (c:airp\minutes\m r97.Min)
BICYCLE COMMISSION
Thursday, March 20, 1997 \
4:30 P.M., Council Chambers
MEMBERS PRESENT: Jack Hendricks; Darrel Gee; Larry Hobbs; Austin Murphy; Russ
Rickert; and Councilor Ken Hagen. Staff present: Pam Barlow;
and Caralyn Dusenberry
I. Call to Order:
Councilor Hagen called the meeting to order at 4:35 p.m.
if. Approval of Minutes: February 20, 1997:
Hagen stated the minutes would stand approved as corrected.
III. Items for Discussion:
A. Public Forum:
Commissioner Gee stated the Tidings has the wrong day and time for this
meeting. Hagen stated he would contact the Tidings and have them change
the day advertised for the Bicycle Commission meeting.
B. Remaining & Next Year's Budget:
Barlow stated the High School's bill indicated is $421.00 that needs to be paid
out. A purchase order was submitted for the community bike program for
$300 approved at the last meeting.. A Bicycle Commission banner will also
need to be paid for out of this years budget. Discussion was held on funds
available.
Hagen stated he talked with Midge Thierolf in reference to the Siskiyou
Boulevard plan. She needs to know the scale for the drawings. Discussion
was held on the drawings availability and work that could be done by Thierolf.
Commissioner Gee moved that the balance of the funds necessary for the
community bike program, tools, etc be paid. Hobbs seconded motion. Motion
approved.
PAGE 1-(c:biketrninuteslmarch97.Min)
Bicycle locker purchase will be $1,000 from the Bicycle Commission fund and
the remainder from the Planning Department.
Total budgeted amount for this years is $4,000. The following items are
expended from this years budget: Donated $428 for tools. There is $500 for
bicycle racks. The banner will be less than $200. Videos were $400 and
were ordered this year. Education money was also available for this year.
Barlow was requested to obtain specific figures for this years expenditures and
report back to the Commission at their next meeting. Money for advertising
is also needed for placing information in the Tidings. Money needs to be paid
out to Thierolf for doing work on the Siskiyou Boulevard plan. There should
be $1700 remaining in the budget. This would allow $1,000 to be paid
towards the Siskiyou plan. Discussion was held on the aforementioned
expenses.
C. Facility Development: Update/Planning:
Status of RR Bikepath ISTEA CMAQ grant:
Barlow stated the Railroad Bikepath will be placed in the 1997-98 budget. The
City expects to go to bid for the construction of the bikepath in July. This will
be sent to ODOT as one project. The initial design engineering cost estimate
was determined to be low. This estimate will be revised. Barlow will be
meeting with Jill, Director of Finance, on the grants and costs for this project.
Barlow stated the original cost estimate was $320,000. We will add 15% for
a five year inflation factor, which will total $380,000 for the new total amount
to be budgeted.
Discussion was held on the storm drain upgrades in the area where the
bikepath will be placed. Discussion was held on the Shamrock to Tolman
section of the bikepath and the cost estimate for this section was also low.
A fence will have to be moved off Takelma Drive's pedestrian easement.
Bicycle Lockers: Meeting with Key Bank, Lay-out.
Barlow and John McLaughlin, Director of Planning, met with Kim, the assistant
manager of Key Bank. They are very open to the idea of placing the lockers
on their parking lot. Manager will submit the proposed plan to their corporate
headquarters. We are currently waiting for Key Bank to respond to the
proposal. There will be eight steel lockers, power coated and with the "U" bar
locking device. Discussion was held on installation and Hagen recommended
this issue be settled before the lockers are ordered.
Siskiyou Boulevard:
Barlow stated the Commission discussed displaying the Siskiyou Boulevard
proposed plan at SOSC for Earth Day. Hagen stated the community bike
program is going to parade from the Plaza to the Community Food Store.
PAGE 2-(c:bike4ninuleslrnarch97.Min)
They have 30 used bikes and 50 new ones will be purchased. This will take
place Saturday, April 19th, with the parade starting at 10:30 a.m. The Mayor
will attend and speak. Hagen recommended the Bicycle Commission banner
be placed at the Plaza before the parade. A display will need.to be placed at
the food store. Hagen invited the Commission members to ride in the parade.
D. - Bike Commute Week '97/Earth Day Activities:
Commissioner Gee stated the sub-committee, Austin, Gee and Russ held a
meeting to discuss Bike Commute Week. They suggested four places be
used for stops. The Beanery, Morning Glory Cafe, The Roasting Company
and Brothers Restaurant. The Roasting Company owners are agreeable.
Rickert will check with Morning Glory. At the Morning Glory site the Siskiyou
Boulevard Plan could be displayed.- Rickert stated the idea for choosing these
locations was to get the stop-off locations closer to the schools. It was
recommended a critical mass ride be organized and take place this same day.
It was recommended the date for this event be the same as "Earth Day."
Discussion was held on a date. It was recommended Ashland use the same
day as Medford's bike commute day.
After discussing displays, talking to cyclists, and the whether or not to continue
this annual event, it was the consensus of the Commission to continue the "Bike Commute"
day. Commissioner Gee stated Ellsworth was considering presenting the bicycle education
program information. Gee also recommended the bicycle laws be placed in the utility billing.
Also, petitions need to be available at the tables. Petitions will support the continuation of
the ISTEA funds. Rickert will check with City of Medford for their bike commute date.
Discussion was held on meeting at the Plaza in the afternoon for a "critical mass."
Discussion was held on preparing flyers. The sub-committee will continuing working on this
program.
Hagen requested the Police Department be contacted and the bike patrol
persons be requested to be present at the Bike Commute Day.
E. Bicycle Safety Education:
Hobbs stated the Bicycle Safety Education sub-committee met. They are in
the planning stage and working on goals. A program in Medford has been
implemented in the schools and the committee will check into their program.
F. Review and Update Action List:
Commission reviewed and discussed the Action List. Flyers, pamphlets, and
videos have been re-ordered. Discussion was held on placing the bicycle
video at "Video Stop." Hagen stated Cantwells would be another good
location for the bicycle video.
PAGE 3-(c:bike4ninutestrnarch97.Min)
Barlow stated the banner is almost completed. She hoped to have it at this
meeting. The delay was due to the question on the size.
G. Police Department Bicycle Improvements: Gee:
Commissioner Gee obtained information for purchasing police bicycle from
Cycle Sport. They do make a law enforcement bike. If this is to be pursued
we need to check the budget for purchasing the bikes and review this section
for placement in the next years budget. Hagen stated this section of the
budget will be addressed April 28th at 3:00 p.m. Trek 7000 mountain bikes
cost approximately $700. Commissioner Gee took the price quote to Officer
Deffenbaugh and Gee will continue working with him.
H. Community Bicycle Program:
Hagen stated the Community Bicycle Program is proving to be quite a
program. These are high school kids and they are committed to this program.
Obtaining the bikes is a fairly simple issue. All the bikes are being made
single speeds. Tomorrow is painting day for the bikes. All the bikes will be
green with a logo sticker, and details on how to operate and instructions for
use as well as a liability waiver. Currently their goal is to place the bicycles
on the streets so they will be available. They also need to determine good
locations for depots. Hagen will meet with Barlow and Mac to discuss these
issues.
I. Innovations Video:
Pam loaned the video to Larry Hobbs.
J. Other:
Hagen recommended the RVTD bus shelter plans be displayed at"Earth Day."
IV. COMMENTS: Commission or Spectators:
V. INFORMATIONAL ITEMS;
VI. ADJOURNMENT:
There being no further business the meeting adjourned at 6:15 p.m.
Respectfully miffed,
lCaraly Dusenberry
Administrative Secretary
Public Works Administration
PAGE 4-(c:bikeVninutes4narch97.Min)
Traffic
Safety
Commission
Community Center
March 20,1997
Members Present: Christine Schumacher; Susan Beardsley; Rodney McWhinney; and Bob
Goeckermann. Staff present: Officer Brent Jensen; Pam Barlow and
Caralyn Dusenberry.
I. Call to Order:
Schumacher called the meeting to order at 7:15 p.m.
ll. Approval of Minutes:
Schumacher stated the minutes would stand approved as presented.
III. Items for Discussion:
A. Public Forum:
B. Review of Traffic Requests/Project Pending:
Discussion was held on the projects that had been addressed and/or completed.
C. Traffic Safety Future Proiects:
There was no report on this agenda item.
D. Second Street Parking:
Barlow stated this item was on the last meeting agenda. The residents in the
area were notified and flyers were handed out to local businesses.
Barlow displayed overhead drawing of parking lot located on Second Street next
to the new building which has Century 21 Real Estate as one of the tenants. The
purpose of the City parking lot is to serve businesses in the downtown area. All
parking in the downtown area has a two hour limit unless otherwise signed.
Parking lots in the downtown parking district are four hours during the summer
months. The parking lot on Hargadine is limited this way. The more demand for
parking the more restrictive the time limit. Options are 2 hours year around or 4
hours summer months only. Parking in timed zones requires vehicles to be
chalked and ticketed. If the need is for two hour parking this should function for
PAGE 1— (c:traf\minutes\mar99.Min)
those that need to come and go all day long, such as the real estate agents.
There is a exemption for real estate employees and they can obtain a special
parking permit from the City Police Department.
David Skillman, 945 Tolman Drive made the following comments: The lot was
for downtown shopping use only. Since the completion of the building located on
Second Street and East Main it has become an adjunct lot for that building.
When the lot was developed it really helped the customers for the downtown
merchants. This is no longer happening. Most weekdays by 9 a.m. the lot is full.
Most of the retail shops are open at 10 a.m. and he believes the persons using
the parking lot are employees not downtown customers. The lot has become a
lot for the Golden Fields building. A four hour parking limit constitutes a lunch
time shuffle and this does not solve the problem. A two hour time limit will keep
in the consistency of the rest of the City. The City should strive for some
consistency in their parking. This lot was designed to help the downtown
business.
Letters from Silk Road Gallery and the Cobbler businesses were received and are
attached.
Kyle Ahrberg, Century 21 Broker, made the following comments: All of the people
in the area used the lot. A piece of land that was used for parking has been
eliminated. He has never come to Second Street and found a parking spot. There
are 18 people at Century 21. There are no more than three or four people in the
office and at the peak times there are six. The customers that come to the real
estate office are not two hour parkers. They go out with a realtor. His concern
is to not have a place for their customers to park. He is in favor of leaving
parking the way it is. By changing the parking to two hour parking it will also be
full. There are hundreds of 2-hour parking places and few 4-hour. The 4-hour
parking spaces are needed for that purpose.
William Barchet, Century 21 agent/broker, made the following comments: It is
important to have four hour parking. The issue is not two hours verses four hours
but the lack of parking in general. The building requires less parking compared
to retail businesses. It helps the parking shortages as opposed to restaurant
parking. The City has to deal with the parking problem as a whole. It appears
the situation at the Mark Anthony presents opportunity because of their
tremendous parking area behind the hotel. The City should have creative
solutions by converting use of the parking lot behind the Mark. The real estate
agents provide a service because they pick up their clients, drive them around
and drop them off.
Mike Diaz, proprietor across from new building, made the following comments:
The last three and one half years he has noted increase in traffic due to the new
building. He is a local businessman. A lot of his clients complain about the
horrendous parking problem. They have to drive around the block several times
before finding a parking space. He is for control from the City to turn the parking
lot into a two hour time limit. He presented a letter from attorney Allen Drescher
(see attached).
PAGE 2— (c:traf\minutes\mar97.Min)
Sandy Spaulding, Century 21, made the following remarks: Had the parking
remained unpaved the dirt space would have created a parking problem. Change
to two hour parking and it is still going to be a full parking lot. Everyone that has
businesses will be parking there. She worked on the parking committee years
ago. She thinks the City should look at putting a multi-level parking lot at the
Mark Anthony. People should pay to park in the parking lot. She would like the
City to take a serious look at the Mark Anthony parking since they owe the City
a lot of money.
Schumacher stated all of the Traffic Safety Commission minutes go to the City
Council. The idea of decking the Hargadine parking lot would be very expensive
and complicated. The best direction to take would be to develop the project via
the Chamber of Commerce. If a body of downtown merchants would get together
and pursue this issue with the City Council it would be looked into at the top.
Skillman stated he empathizes with Kyle and all realtors. He does not believe it
is the merchants versus Century 21. Even if the lot is made a 2-hour parking lot
and it continues to be filled it will give more people a shot at a parking space. He
would rather see it be 2-hour than to set it at a 4-hour limit.
Officer Jensen stated the parking is not adequate for the building. The zone does
not require off-street parking for downtown. The property owners and merchants
pay for parking improvements in their special assessment district.
Thomas Crown, Century 21 made the following comments: The heart of the
problem is that there is not enough parking in the downtown area. This problem
needs to be alleviated. People are going to play musical parking places. They
will swap spots. A compromise that may help is to make one half of the parking
lot 1-hour parking and the other half of the parking lot 4-hour parking.
Sandy Spaulding stated if we had more motorcycle parking downtown they would
be able to park two per car space rather than take up one whole space.
Horace Worth made the following comment: The City of Redding went the route
of not building two story parking, and huge shopping malls outside the downtown
area were built causing the downtown area to become a ghost town.
Commissioner McWhinney discussed the needs of short term parking for
customers.
Diaz asked Commissioners to go to the parking lot at 9 in the morning and they
will see that by 10 a.m. the lot is full.
Crown stated the office needs parking for customers.
Spaulding stated people are taken out to see property and it will take up to four
hours.
Diaz stated the clients need a longer term than four hours. Realtors are exempt
and they need to get their pass and use it.
PAGE 3— (c:traf\minutes\m r9 7.Min)
I
Skillman asked if it would be possible to have their customers park in the
Hargadine parking lot.
Discussion was held on 2-hour and 4-hour parking lots. Discussion was held with
Officer Jensen in reference to enforcement of the 2-hour parking lots.
Schumacher read the three written communications the Commission received.
(All three written communications received by the Commission are attached to
these minutes.)
Schumacher asked when the building opened for business. Kyle stated
September 1st. Discussion was held on unlimited parking during the winter
months and people parking in the evenings and all night.
Barlow stated not adding parking is an intentional strategy to encourage people
to use alternative transportation, bus systems, bicycles, etc. Comments were
made that the strategy is not working and there needs to be more parking.
-After discussing the possible situations of the parking at two and four hour limits,
Commissioner Beardsley moved to make one half of the parking lot 2-hour
parking limit and the other half of the parking lot 4-hour parking limit.
Commissioner McWhinney seconded motion. After discussion motion was
approved. Schumacher requested Barlow make this new signage a priority with
the Street Division.
E. No Parking: Nutley:
Barlow stated, at the neighborhood's request, that a "No Parking" sign be placed
at either side of the driveway at 112 Nutley. The City Engineering Division looked
at it and there is negative vision clearance. After discussion McWhinney moved
the parking spaces be removed. Goeckermann seconded motion. Motion
approved.
Tom Foster stated that he lives at the corner of Nutley and Scenic. He stated
cars drive fast to get through the graveled section of the street. Discussion was
held on the placement of "Stop" signs in the Scenic/Nutley area.
Schumacher said the enforcement issue would be looked into and this item would
be placed on the list of traffic actions. She also stated this area does not meet
warrants for a downhill "Stop" sign.
F. Stop on Guthrie and Gresham at Holly:
Engineering initially supported the stop, but after traffic counts they are now
recommending "Yield" signs and not "Stop" signs. Traffic counts are as follows:
Guthrie, 621 ADT; Gresham, 523 ADT; Holly below Gresham, 399 ADT; Holly
above Guthrie, 239 ADT.
PAGE 4—(c:traf\minutes\ma 97.Min)
G. Other:
Barlow will be monitoring the handicap parking spot approved on Oregon Street
to enure that it is not used as on-street storage for a non-functioning vehicle.
Barlow stated she has received information on D.U.I.I. programs and the info is
available.
IV. Informational Items:
Crosswalk Awareness Week will be held the first week of June. The Safety Chicken will
be used for this event.
Barlow presented a source book by SOLV on working with volunteers. It is available to
Commissioners.
V. Adjourn:
There being no further business the meeting adjourned 8:50 p.m.
Respectfully su itted,
Caralyn usenberry
Administrative Secretary
Public Works Administration
PAGE 5- (c:traf\minutes\mar97.Min)
ASHLAND HOUSING COMMISSION
MINUTES
MARCH 19, 1997
CALL TO ORDER
The meeting was called to order by Chairperson Gerry Sea at 4:05 p.m.. Other Commissioners present
were Kenefick, Hauck, Ware, Trlfany, and Vaughn. Hill and Mahanay were absent. Medinger arrived
later. Staff present were McLaughlin, Molnar and Yates.
SH/FT OF HOUSING DUT/ES
Kelly Madding took the job as City Administrator of Rogue River, therefore, some of the responsibilities
in the department have been shifted. Bill Molnar will be working primarily with Housing. The
administration of the block grant will probably be separated from Moines duties.
HOUSING ELEMENT
The Commissioners were all given a copy of the current Housing Element(1981). It Is outdated. There
will a process similar to what was done for the Transportation Plan in updating the Housing Element.
McLaughlin discussed the Statewide Planning Goals and Guidelines and how Housing fits Into that.
Staff has a college intern compiling information, contacting other cities and gathering data.
This Commission will work on the citizen Involvement portion of the Element in order to gather Input
from the community Staff Is trying to get as much support from the college to gather data and do an
inventory of housing stock in Ashland.
The City Is working cooperatively with the City of Talent which Is going through this at the same time. It
should be helpful because much of what we do affects the other. .At some point, there may a joint
meeting with Talent.
A meeting will be scheduled soon with the Housing Commission, Planning Commission and Council for
a brainstorming session at the beginning of the process because each of those bodies see a lot going
on in town too.
The process will be broken down into tasks and timelines.
Ware wondered how much of Molnar's time will be devoted to this Commission. McLaughlin said he
and Molnar will devote what time It takes to get the Housing Element completed.
Sea asked what purpose the Housing Element serves. McLaughlin said the goals and policies that are
adopted at the Housing Commission level then lead to specific ordinances that implement what the
Commission wants to see happen in the community.
Sea asked what kind of time frame they would be looking at meeting with the Council and Planning
Commission. McLaughlin brought probably In May Sea Inquired what kind of education or positioning
the Commission could to do increase their visibility and credibility. Hauck said beginning In April the
Council will hear from the Commissions and Boards what each Is doing.
McLaughlin said a Study Session could be held the fourth Tuesday. He is hoping the entire process
could be complete In a year.
McLaughlin said to prepare for the next meeting, Commissioners should read the old Housing Element,
the ORS and Statewide Goals and Guidelines. Staff will make available a book by Mitch Rohse, 'Land-
Use Planning In Oregon' McLaughlin will try to bring a video for the next meeting regarding land use.
Staff will provide the Commission with a collection of Information in the way of books, videos and
websites.
Medinger joined the meeting (4:50 p.m).
Each of the Commissioners and Staff Introduced themselves.
This is Kenefick's last meeting. At least one position will need to be filled. Mahanay may re-apply.
APPROVAL OFMINUTES
Vaughn moved to approve the Minutes of the February 26, 1997 meeting. Hauck seconded the motion
and the Minutes were approved.
The Commissioners talked about the two programs from the last meeting. Tiffany will go to the First-
Time Home Buyer subcommittee. Vaughn will be on the Rental Assistance subcommittee.
SUBCOMMITTEES
The Commissioners broke into their subcommittees.
ADJOURNMENT
The meeting was adjourned at 5:00 p.m.
ASHLAND HOUSING COMMISSION 2
MINUTES
MARCH 19 1897
ASHLAND CONSERVATION COMMISSION
MINUTES
FEBRUARY 26,1997
APPROVAL OF MINUTES
Members in attendance were Amarotico,Buck,Evans,Hagen,Tuck Chapman,Moats and Otte.Staff present were Wanderscheid,
Amrhein and Pearce. Minutes were approved as corrected.
PUBLIC FORUM
Georgia Varaday reported Gary Schrodt will be submitting a report regarding the completion of a 90 day test on the Laundry Solution.
Three students from a Regional Planning Class at SOSC were in the audience.
ASHLAND SANITARY UPDATE
Special Flood-Cleanup Household Hazardous Waste Collection Event:There were 538 participants in attendance;53,000 pounds of
material in Ashland. Grants pass had about 55,000 pounds of material. 65%of the participants came from Ashland and Talent with
35%coming from Medford,Phoenix,Central Point,Jacksonville,White City and Eagle Point.There were participants from as far away
as Shady Cove and Butte Falls.It was estimated that the event in Ashland cost DEQ approximately$60,000 or$100 per vehicle.
comments include how well organized the event was and how easy it was to go through the program.The annual event will occur in
May(2nd&3rd)at the Expo. Then is a chance that future event location will move rather than always being at the Expo. Possibly
every third year the event could be in Ashland.
Compost Update:The Farmer's Market will put an article in their March newsletter outlining our proposal to bring clean-green
postconsumer vegetative food waste from local grocery stow and restaurants to their farms for composting or spreading.Cbapman
and Amrhein will attend their March 16th meeting to answer questions and determine if anyone is interested in pursuing a
relationship.They are also in close contact with DEQ and the Department of Agriculture to make sure we follow all regulations and
all parties understand the rules needed to abide by.
U.S.West Telephone Collection Drive:March 14th through April 7th is when the phone book collection pickup drive will occur. U.S.
West will have their own drop-off located at Safeway. Ashland Sanitary will sponsor the five elementary school's collection. ASR will
advertise both the school's program and the Recycle Center drop-oft location.The two programs will be kept separate. Otte and
Amrhein will work together to coordinate the school's activities.
Spring Clean-up:The Spring Clean-up has been finalized for May. ASR will no longer pick up everything for free at curbside during
the first week of May. This year ASR will sponsor a discount day at the Transfer Station on May 10th.The discount will be$3S0 per
load(1/2 yard).Goodwill Industries will have a truck on-site at the Transfer Station to collect re-usable items. goodwill will not
collect on the curb as they haw done in the past.
Leaf&Grass Recycling at the Transfer Station: Leaves and grass can be delivered to the Transfer Station during the month of april
for no charge.
On-Route Chipper Service for Ashland Residents The on-route chipper will be available the week of april 21-25.A new program to
ASR will be free chipping service a the Transfer Station on Saturday,April 19.The material chipped for free at the Transfer Station
on April 19th most be taken home.
OLD BUSINESS
A.Committee Reports
1.Precycling/Sourm Reduction Committee-This committee met again with Dana Rayburn from the Chamber. They are
continuting to work together to make both programs as efficient as possible without duplicating anything. This group shared their
most recent label. Also two students from the Wilderness Charter School are researching how OSF is purchasing their cleaning
products and conducting their recycling program. The students will report to the full commission next month and make
recommendations as to how the City might be able to incorporate similar procedures. Otte recommended the students also contact
Bob Cyr at the School District to understand what products and how the School District purchases their products and conducts their
recycling program.
2. Education Committee-'Ibis committee conducted the walk through of Lincoln School with Sooni Viani.They are
developing a form for a school walkthrough.They will continue to develop the form,have the form circulated for comment before
submitting it to the full Commission for review,then schedule assessments at the other schools. Otte stated the School District has
adopted a policy to purchase only white paper for use in the district. Otte also wrote a letter to Shelby Price,Superintendent of ESD
requesting they also establish a policy to purchase only white paper. Tuck stated there are no standards for the teachers to follow with
recycling The Education Committee will continue to develop procedural standards. Otte stated there is a student from the Wilderness
Charter School trying to design and manufacture a vertical recycle unit from recycled materials for use in the schools.
3.Tree I=Paper Committee-Evans reported he has talked with Karen Wood from Williams who is willing to work as a
broker for the purchase of Tree Free Paper. Wood has a sample pack of paper available and will get a catalog to Evans.
Wanderscheid suggested Wood make a presentation to the full commission.The quarterly newsletter from Conservea-Tree has
arrived. Evans will review the newsletters and report tot he full commission at the next meeting Wanderscheid stated the City is now
using 20%recycled paper. Hagen stated OSPRIG is encouraging the use of 30%recycled paper.
a TShirt Update-Staff is involved in dialogue with a local tshirt company regarding the cost of a transfer production,
sharing the production cost and saleability of the design.Hagcn suggested the Commission front the cost of the initial set of tshirts
and have the tshirt company agree to roll the money bark into purchasing additional tshirts Staff will continue to research this
project.
C. Jefferson Monthly Article by Bruce Moats-Commissioner:approved the article and requested staff to forward it to the
Jefferson Monthly. Amrhein will submit an article for April on Hazardous Waste.Otte will submit an article for the May issue.
D. Revised Class Survey Questionnaire Update-Changes will be made to the original questionnaire.The forms will then be
distributed at City Hall,the Recycle Center,the Ashland Community Food Store(ACFS)and through the mail to last year's compost
class attendees.
I1 1997 Commission Gook Discussion-Discussion included a variety of progmm suggestions to be created and/or implemented such
as working with the Tree Commission to create a shade tree program,expanding the chipper use,continued educational programs
(efficient landscape tours, Roca canyon group presentation),water conservation in landscaping at the time of subdivision development,
greywater).
F. Earth Day Activities-The ACFS will have activities on the 19th,the Bike Program will have it's kickoff on the 19th,SOSC
will have a program on the 22nd.Discussion will continue at the March full commission meeting.Otte moved to purchase a banner for
Earth Day if the price is less than M.Tuck seconded.Motion was carried.Staff will research coast and availability of the banner as
well as availability of the space.
G. New Solar Electric Product-Bob Maynard of Energy Outfitters in Grants pass will soon receive from Trace Manufacturing
an integrated solar photovoltaic panel with a built in inverter which can safely be plugged into any electrical outlet to offset grid
produced electricity.Maynard has agreed to donate it to the City for our use to monitor its safety and energy production and to use it
for a demonstration or educational purposes.
NEW BUSINESS
A.Change match Meeting Date-The Match meeting will change to March 31st at 7pm in the council Chambers
B.New Subcommittee Assigaments-The new committees are as follows:
Education/Schools/Precycle-Buck,Amarofrco,Tuck,Otte,Amrhein-Monday,March 3,4pm,Blue Mountain Cafe
Solid Waste/Composting/Air Quality-Chapman,Amarotico,Buck,Amrhein-Wednesday,Match 19,3:30pm,Blue
Mountain Cafe
Water/Energy-Evans,Moats,McCory,Pearce. Meeting will be scheduled after McCory checks in.
Evans moved to formalize the new subcommittees.Chapman seconded.Motion carried.
COMMISSION ITEMS
Wanderscheid announced the Watershed Partnership will be presenting a flood analysis update at Pioneer Hall on March 6th at
7:30pm
ADJOURNMENT
Meeting adjourned at 9:00pm
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CITY OF ASHLAND
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Office of the City Attorney (541) 488-5350 o
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�REGO�
Paal Nob,Chy Ammay
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April 24, 1997
Richard Davis
478 Fordyce Street
Ashland, OR 97520
After your visit with me yesterday, I talked with John McLaughlin, the community
development director, and reviewed the audio tape of the council meeting. While I
know that John agreed with you that he thought the council may have exempted
future riparian easements on Roca Creek for purposes of calculating the Fordyce LID
assessments, it is clear from my review of the tape that the council did not make such
exemption.
The preliminary assessment on your property, therefor, was not changed nor will it be
modified on final assessment for any riparian easement that may then exist or that
may exist in the future. The reason the council decided not to exclude riparian
easements is because the area within the easements is still included in the calculation
of total land area for computation of the number of units which may be constructed on
the property.
Paul Nolte
City Attorney
c: John McLaughlin, Director of Community Development
Jim Olson, Acting Public Works Director
Greg Scoles, Assistant City Administrator
(pAwlydavis.latl
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CITY OF ASHLAND o{•�f °may
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�'•.�REGO�
Paul Maas,Cary Aftm•Y
elrarlwra P.SWOMM lsptl AsshftM
May 12, 1997
Richard vis
478 F dyce Street
As and, OR 97520
At your request, the city council, on May 6, 1997, reviewed the issue of excluding
riparian easements from the calculation for Fordyce Street assessments. The members
of the council concurred that the assessments were to include the area within riparian
easements whether the easements exist now or are created in the future.
The preliminary assessment on your property, therefor, remains unchanged from the
assessment adopted by the council after the public hearing on April 15, 1997.
P"-� �J'
Paul Nolte
City Attorney
c: Mayor Catherine Golden
City Recorder Barbara Christensen
IP:dailY\davis2."
E-Mail Addresses: paull0aahland.ar.us sharlana@shla d.ar.us
MY OF ASHLA1vD
Department of Community Development
Planning Division
MEMORANDUM EGO."
DATE: May 1, 1997
TO: Honorable Mayor and City Coun4��
FROM: John McLaughlin, Director of Community Development
RE: Strawberry/Westwood/Scenic/Aleut Local Improvement District Process
ACTION: Council approval to commence neighborhood involvement process for the
formation of a local improvement district for Strawberry, Westwood, Scenic, and Alnut Streets.
ATTACHMENTS: Neighborhood Vicinity Map
BACKGROUND: The Strawberry/Westwood area of the community has been within the city
limits for many years, and has been included in our vacant lands inventories for future development.
The area was under a water moratorium for several years, but was removed when the new reservoir
system was constructed off of Hitt Road. With sewer and water service now available to the area,
development pressures are mounting, and the last public facility for the area - transportation- needs
to be addressed.
As with many areas of the city, we have been acquiring agreements for future street improvements as
properties have been partitioned or subdivided over the years, and we have several on file for these
streets. Further, the property owners at the "top" of the hill, or in the Strawberry saddle area, are
currently preparing plans for development of the area, in accord with the planning efforts which took
place during the Strawberry/Westwood neighborhood planning process.
It has been Staffs understanding that the Council's expectation is when the upper area of Strawberry
Lane is proposed for development, that the access streets through the lower areas should also be
improved. Given that this will likely be one of the largest local improvement districts proposed, Staff
believes that a neighborhood process, supported by the Council, needs to used. However, should the
Council feel that some other approach is more appropriate, Staff will gladly adapt.
Our recommendation for a tentative meeting schedule is as follows:
Thursday May 29, 1997 Strawberry/Westwood Committee Meeting
Thursday June 12, 1997 Full Neighborhood Meeting
Thursday June 30, 1997 Full Neighborhood Meeting
Late July/August/September City Council LID meeting process
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CITY OF ASHLAND
Department of Community Development t,
Planning Division
MEMORANDUM
DATE: April 30, 1997
TO: Honorable Mayor and City Council
FROM: John McLaughlin, Director of Community Development
RE: Opening of Central Street between Helman and Water Streets
COUNCIL ACTION: To open Central Street between Heiman and Water Streets and
direct staff to commence process for improvements with Lloyd Haines.
ATTACHED ITEMS: "A" Vicinity Map
"B" Minutes of City Council Meeting 10/15/91
"C" Final Order for PA91-099 (conditions)
"D" Project site plan indicating 'phasing"
"E" Letter from Lloyd Haines 10/25/95
BACKGROUND: In 1991, the City Council approved the Haines development on the
property bounded by Water, Central, Helman Streets and the Lithia Way viaduct, A
condition of the approval, attached as part of the motion to approve the development,
stated:
"If the City decides to open Central Street along the frontage of the subject property,
Central shall be constructed to a full City street improvement resulting in a travel surface
equal to the improved portion of Central east of Heiman Street, and shall include curb,
gutters, and storm drains on both sides of the street, and sidewalks on the south side of
the street along the subject property frontage. Alternatively, Central Street may be
improved to the standards described above under a Local Improvement District with
applicant (Haines) bearing all costs of said improvements.
"The City Council shall decide whether to open Central Street between Water and Heiman
Streets, and the decision whether to open Central Street will be made at a later time and as
a separate decision."
Mr. Haines has chosen to develop the property over a longer time period rather than all
at once. He has maintained an active building permit on the property since the original
approval, and has effectively been developing the property in phases. This has been
understood by the City and is permitted under the land use ordinance and building code.
While the development has been occurring continuously since the first permit was issued,
it is basically designed for development in three phases. Phase I involved the new
office/restaurant building near the creek and the Lithia Way viaduct. Phase II is
presently under construction at the corner of Water Street and the Central Avenue right-
of-way. Phase III involves the construction of the buildings on Helman Street and at the
comer of Helman and Central Avenue.
Access to these phases has been by different streets. The applicant had adequate off-
street parking credits along Helman Street for the new office/restaurant building, and no
on-site parking was required at the time of construction. Phase II, 15 residential units,
has direct access to the parking areas off of Water Street. Phase III, when constructed,
will have access off of Central Avenue.
During the issuance of building permits for this development, Staff conferred with the
applicant regarding the timing of improvements, and agreed that since Phase II did not
access directly off Central Avenue, we would not be requesting the street improvement
at this time. Rather, Central would be improved as part of Phase III, when access is
required off of Central, and the link to the downtown area would be enhanced by the
extension of the street.
This understanding, outlined in the attached letter from Mr. Haines in 1995,-was an
effort by Staff to interpret the conditions of the approval based upon Mr. Haines doing
the project in a phased manner rather than all at once, and to provide the necessary
access as it was required by the development plan. This understanding does not, in my
opinion, restrict the Council from requiring full compliance with the conditions, should
you choose to do so. Rather, it was done in an,attempt to relate the timing of the street
improvements to the timing of the development.
ACTION: Councilor Reid has requested staff to bring forward this item to commence
with the improvement of Central Street now that the applicant has been developing his
project adjacent to the right-of-way, and using the right-of-way during construction. As
stated in the above condition from the approval, 'The City Council shall decide whether
.to open Central Street...as a separate decision.". In Staff's opinion, there is no question
as to the long-term need to open Central Avenue. It will complete a grid pattern for this
area, provide additional opportunities for connections between neighborhoods, and
furthers the goals and policies of the recently adopted Transportation Element.
Should the Council choose to open Central, Staff will work with the applicant on the
method of improvement, which would either be completed by the applicant contracting
and constructing all the improvements himself, or utilizing the Local Improvement
District process with the City overseeing the improvements. In either instance, the
improvements would likely occur during the construction season of 1998.
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MINUTES OF THE REGULAR MEETING
ASHLAND CITY COUNCIL
OCTOBER 15, 1991
CALL TO ORDER: Mayor Catherine Golden called the meeting to order and
led the Pledge of Allegiance at 7 : 30 P.M. on the above date in the
Council Chambers.
APPROVAL OF MINUTES: The minutes of the Regular Meeting on October 1,
1991 were accepted as presented.
CONSENT AGENDA: City Administrator Almquist asked that item 2c be
amended by adding the following public hearings to the December 3rd
agenda: P.A. 91-085, Modifications to Annexation Criteria, and P.A.
91-143, Street and Driveway Grades. Acklin moved to approve the
Consent Agenda as follows: 1. Monthly Dept. Reports - September 1991;
2 . Set public hearings for amendments to land-use ordinance as
follows: a) P.A. 91-100 Wildfire Lands Or. , and P.A. 91-101
Conditional Use Permit Ord. (Nov. 5, 1991) ; b) P.A. 91-102 Parking
Ord. , and .P.A. 91-127 Sign Ord. Amendments (Nov. 19, 1991) ; and c)
P.A. 91-087 Manufactured Housing Dev. Ord. (Dec. 3, 1991) . Arnold
seconded and the motion carried on voice vote.
UNFINISHED BUSINESS: I. P.A. 91-099 Appeal (Lloyd Haines) . Winthrop
questioned the relevance of a letter from Rose Pessak and City
Attorney Nolte said it is not relevant and needn't be considered.
Arnold said Appellant Carola Lacy, a friend and former client,
contacted him. He did not discuss the appeal with her or read
materials she offered, but advised her on procedure. Reid expressed
concern about time-share units and said residential units need owners
who are available to answer neighborhood concerns which might arise.
Planning Dir. Fregonese said it is a form of ownership and time-shares
are not addressed in the Code. on a question from Reid regarding
traffic impact from retail use, Fregonese explained that the traffic
study uses a worst case scenario and most of the time the impact will
be less. Winthrop noted that in Murphey v. Ashland "minimal impact"
meant insignificant impact. On a question from Reid, Fregonese said
street signing is not required but the applicant will pay for Central
Avenue to be improved to one-half width, or full improvements will be
made if an L. I . D. is formed, and the Water St. bridge will be widened
to 18 ' travel surface as requested by the Fire Department. Arnold
noted that an LID for Central Ave. could be formed with the applicant
bearing the full cost. Acklin said the CUP process provides .that
conditions may be placed on a project which address concerns and
mitigate impacts. She stated that the traffic study concludes that
neighboring streets will be impacted little if at all, and that
improvements to abutting streets are required. She added that the
Public Works Director testified that there is adequate water and sewer
and she accepts that expert testimony. Acklin felt the impact issues
are adequately addressed in the record. On a question from Arnold,
Fregonese said it is the Council ' s decision whether to open Central
Avenue or not, and Nolte said neighborhood input can be obtained when
Regular Meeting - Ashland City Council - October 15 , 1991 - P. 1
P.A. 91-099 (Continued)
that decision is made. Winthrop moved to deny P.A. 91-099 and uphold
the appeal and Reid seconded the motion which failed on roll call vote
as follows: Laws, Williams, Acklin, and Arnold, NO; Reid and
Winthrop, YES. . Laws said visitors to this project would park and walk
downtown; not into nearby residential areas, and the project would
therefore reduce impacts on traffic and parking. Laws said the
nearest residential structure is several hundred yards away and noise
impact would be insignificant. He also stated that traffic impact
should be defined as more than minimal only if it raises the service
level at least one step, and the traffic study concludes it would not
go beyond the current level D.
Laws then moved to deny the appeal and approve the application and
Williams seconded the motion. Laws amended his motion to include
directing staff to prepare findings for Council approval to include
Planning Commission conditions, Water Street widened to 201 , traffic
impact not raised more than current level of service, and Central St.
improved by ap licant when Council chooses to open it Williams
amen a second to mo ion, w ich passed on roll call vote as follows:
Laws, Williams, Acklin, and Arnold; YES; Reid and Winthrop, NO.
NEW & MISCELLANEOUS BUSINESS: 1. Reimbursement Policy. After a short
discussion, it was agreed that comments will be submitted to the City
Administrator and discussed at the next meeting.
2. Standards for Commercial Developments. Jim Ragland, speaking on
behalf of Friends of Ashland, requested that Council consider
amendments to site review criteria which would minimize adverse
impacts of large-scale commercial developments on surrounding
properties. He asked that staff be requested to prepare a timetable
for this process and submit it at the next Council meeting. Fregonese
said all non-residential development will be considered, and he
envisions a six-month process. No further action taken.
3 . Brevik Property Purchase. City Admin. Almquist reported that the
details of the purchase of 120 acres of land from Robert Brevik have
been worked out. Ten acres will be purchased by 'Larry Medinger and
Vince Oredson at 1/2 the cost of the total purchase price. The
property is south of the Superior Lumber Co, land and provides that
the Ashland backdrop from Lithia Park to Mountain Ranch Subdivision
will now be in public ownership. Laws moved to authorize signing of
the documents and placing the transaction in escrow, Arnold seconded,
all AYES on voice vote.
PUBLIC FORUM: No comment.
ORDINANCES RESOLUTIONS & CONTRACTS : 1. Customer Accounting
Policies. Second reading by title only of an ordinance amending
Chapter 14 . 02 of the Ashland Municipal Code. Laws moved to adopt
same, Arnold seconded, all YES on roll call vote. (Ord. 2649)
Regular Meeting - Ashland City Council - October 15, 1991 - P. 2
h M ,
VIII
DECISION AND ORDER
Based on the record of the public hearing and upon the foregoing findings of fact,
r conclusions of law, and ultimate conclusions, the subject applications for conditional
use permit, site design review, and physical and environmental constraints review
(Planning Action 91-099) are found to be supported by evidence contained in the whole
record. Therefore, the City Council orders that the applications be, and the same hereby
is, approved, subject to all of the conditions set forth in Section IX below, and which
are hereby attached to the approval.
IX
CONDITIONS ATTACHED TO THE APPROVAL
1. The applicant will sign a deferred improvement agreement, irrevocably
consenting to the improvement of Water Street to City standards as well as the
widening of the existing bridge to match.
r If the City decides to open Central Street along the frontage of the subject
operty, Central shall be constructed to a full City street improvement resulting in
ravel surface equal to the improved portion of Central east of Heiman Street,
d shall include curbs, gutters, and storm drains, on both sides of the street, and
ewalks on the south side of the street along the .subject property frontage.
ternatively, Central Street may be improved to the standards described above
der a Local Improvement District with applicant bearing all costs of said
improvements.
The City Council shall decide whether to open Central Street between Water and
Heiman Streets, and the decision whether to open Central Street will be made at a
later time and as a separate decision.
3. The water system supplying the project shall be modified and improved such
that adequate water service, pressure, and fire flows can be maintained. Water
system improvements shall be completed prior to the issuance of a Certificate of
Occupancy.
4. Landscaping that does not survive during the first three years following initial
planting will be replaced.
5. Specific lighting plans and specifications will be provided by the applicant for
later review and approval by the City. All outdoor lighting will City standards.
6. Windows in the hotel/residential portion of the buildings will be predominantly
operable,not"fixed-pane."
7. Brush removal along Ashland Creek will be by mechanical means. Chemical
brush control along the creek will not be used. No healthy, mature trees within the
FINAL ORDER Page 44 Planning Action 91-099
0011,101m
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LLOYD M. HAINES
ATTORNEY AT LAW
1257 515HIYOU BLVD.
SUITE 232
ASHLAND, OREGON 97520
(503) 482 9300
OCT 0 1995
October 25, 1995
John McLaughlin
Planning Director
City of Ashland
20 E Main
Ashland, OR 97520
RE: Newbry Property Development
Dear John:
I appreciate the time you and Bill spent with me on Friday going
over matters relating to the Newbry property. I wish to confirm
the items we discussed:
1. First, the City' s position has been and still is that the
Newbry property may be developed in phases. Currently, the
first phase (the commercial building) is under construction.
As long as I or a prospective purchaser is making on-going and
reasonable progress toward completion of the development, we
will be fulfilling our planning requirements.
2. Second, I have chosen not to develop the temporary parking
facility on Helman Street but construct the permanent parking
lot on Parcel 4. The sidewalk shall be constructed within one
year- of the issuance of the certificate of occupancy for the
commercial building.
3. Third, off-site improvements to Central and Helman Streets
shall be made after the Helman Building is constructed.
4. Fourth, as approved, the project requires 125 off-street
spaces. In the event that it is constructed as a hotel, the
City will require one space per hotel room, plus another space
or two for employees.
5. Fifth, we resolved the issue of the City encroaching upon my
property when it constructed the parking lot on Water Street.
I have agreed to grant an easement to the City for ingress and
egress to the parking lot and permit the construction of
HAINES DEVELOPMENT - October 25, 1995/2
additional parking spaces on that portion of my property,
which is marked in red on the attached plat. In consideration
of this easement, and the waiver of any and all claims I might
have against the City, the City will acknowledge that the
commercial building which is being constructed on Parcel 1
will have the use of four (4) parking spaces, including a
fully accessible space, in the City's Water Street parking
lot. The credit for parking spaces shall be delineated in the
easement agreement which Paul Nolte, the City Attorney, will
prepare.
John, thanks for your professionalism and rational approach in
dealing with various development issues and problems. Please call
if you have any questions. I remain,
Very truly yours,
l
Lloyd M. H ines
LMH:sm
City of Ashland
Department of Public Works - Engineering Division
Estimate for Central Avenue Street Improvement
Street: Central Avenue
Limits: Helman to Water Street
Estimate By: James H. Olson '
Date: April 29, 1997
GENERAL INFORMATION
Length of Project: 320 Feet
Width of Street: 28 Feet
Pavement Design: 4" AC overlay
A. ESTIMATED CONSTRUCTION COSTS
Total Estimate $42,180.00
B. OTHER
Contingency (10%) $4,218.00
C. TOTAL $ 46,398.00
D. ENGINEERING & ADMINISTRATION @ 20% $ 9,280.00
E. PROJECT TOTAL $ 55,678.00
City of Ashland
Department of Public Works - Engineering Division
Preliminary Estimate
Central Avenue Improvement
April 29, 1997
ITEM
NO. ITEM UNITS UNIT PRICE AMOUNT
1 Site Work All Lump Sum $10,000.00
2 Excavation 300 CY $9.00 2,700.00
3 Imported Fill 400 CY $12.00 4,800.00
4 Remove & Replace Curb & 50 LF $18.00 800.00
Gutter
5 Handicap Ramp 3 Ea $500.00 1,500.00
6 Curb & Gutter 450 LF $8.00 3,600.00
7 Curb Inlet 3 Ea $700.00 2,100.00
8 12-inch Storm Drain 150 L.F. $22.00 3,300.00
9 -A.C.-Paving 120 Tons $40.00 4,800.00
10 A.C. Overlay 40 Tons $42.00 1,680.00
11 Rebuild Irrigation Alt Lump Sum 5,000.00
12 3k" -0" Crushed Rock 100 CY $15.00 1,500.00
13 Adjust Water Valve 1 Ea $300.00 300.00
TOTAL AMOUNT $42,180.00
Department of Public Works
Engineering Division
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r, 49RY-06-'97 TOE 1408 ID:SOSC STUDENT HEALTH FAX N0:503-552-6693 #862 P02
Lois Van Aken
140 Central Avenue
Ashland,OR 97520
May 6, 1997
Dear Council Members:
I am writing in reference to the proposed extension of Central Avenue from Helman Street to Water Street.
I have concerns that doing this will increase the traffic on Central Avenue to such a point that the livability and
safety of the residents on Central will be compromised. Central is a narrow residential street with parking on
both sides. Two can approaching each other can not pass each other if there are cars parked on either side
which there often is. It is a pedestrian friendly neighborhood with Central and the former Newb property
often used for residents of our neighborhood to travel to the downtown area. I understand from the vision
meeting I have participated in with the city that the city is committed to maintaining and cresting a more
pedestrian and neighborhood oriented city,de-emphasizing designs from the fifties and sixties that emphasized
use of the automobile. I believe that pushing Central Avenue through is contrary to that goal. One only has
to observe the traffic on Van Ness for 5 minutes to understand how inhospitable to pedestrians,bikers,playing
kids and running dogs it is. I have heard quite a few comments over the I1 years I have lived on Central Ave
as to how unpleasant it is to live with the traffic on Van Ness from those that live there. I would like to see the
currently pleasant, pedestrian friendly neighborhood of Central Ave be preserved. perhaps a well lit ,
improved pedestrian way and bike lane should be considered for the area in question. Thank you for
considering my letter.
Sincerely,
Lois Van Aken
1
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9
CITY OF ASHLAND
Office of the Mayor -
0
MEMORANDUM •�'•,0 EGOS,.`,•
DATE: May 2, 1997
TO: All Council Members
FROM: Cathy Golden, Mayor
RE: APPOINTMENTS/REAPPOINTMENTS TO COMMISSIONS
Based upon your prior recommendations and approval, I would like to make the
following appointments as indicated below at the regularly scheduled council meeting
of May 6, 1997:
AIRPORT COMMISSION
'97 AIaR4)9E e F - VACANT
'97 Martin Jacobson - reappointment to '00
'97 }eyra-6Favert - VACANT
198 William Skillman, 635 Oak Knoll Drive, 2-2148
'98 Unda-KatzeR (resigned) VACANT
199 John Yeamans, 376 Crowson Road, 2-2836
'99 Lillian Insley, 399 Mowetza Drive, 2-5536
'99 Paul Mace, 400 Williamson Way, B-2322
DUE TO MANY LETTERS OF INTEREST FOR COMMISSIONS ON THE AIRPORT
COMMISSION, APPOINTMENTS FOR THE THREE VACANT POSITIONS WILL BE
MADE AT THE MAY 20, 1997 COUNCIL MEETING.
AUDIT COMMITTEE
'97 Emile Joseph Amarotico - reappointment to '00
'98 Robert Dozier
Barbara Christensen, City Recorder
Steve Hauck, City Council
'96 Martin Levine
BAND BOARD
'97 Marvin Belford - reappointment to '98
'97 David Hoxie - reappointment to '98
'97 Mike Knox - reappointment to '98
'97 Raoul Maddox - reappointment to '98
'97 Glenn Matthews - reappointment to 198
'97 Dave Wight - reappointment to 198
BICYCLE COMMISSION
'97 Janine Ellsworth - reappointment to 100
'97 daek Hendr+eks - appoint Tom Powell to '00
'98 Darrell Gee, 520 Dogwood Way, 2-M9
'98 Larry Hobbs, 898 Glendower Street, 2-3731, 8-5563
'99 Austin Murphy, 860 Oak Street, 2-5701
'99 Russell Rickert, 164 Almeda, 2-8704
CONSERVATION COMMISSION
'97 Kari Tuck - reappointment to '00
'97 Kirk Evans - reappointment to 100
'97 Risa Buck - reappointment to '00
'98 Karen Amarotico, 195 Randy Street, 2-5498
'98 Russ Otte, 730 Grover, 8-1393
'99 Bruce Moats, SOSC Physical Plant Director, 552-6231
'99 Russ Chapman, Ashland Sanitary General Manager, 170 Oak Street, 2-1471
'99 John McCory, 549 B Street #5, 2-2696
Ex-officio members: John McLaughlin, Community Development; Jim Olson,
Acting Public Works; Mike Broomfield, Building Official; Pete Lovrovich, Electric
Utilities; Brian Almquist, City Administrator.
FOREST LANDS COMMISSION
'97 G. Philip AFAeld - appoint Fred Binnewies to '00
'97 Pete Seda - reappointment to '00
'97 Don FeFgUseR - no appointment necessary (7 commissioners total)
'98 Thomas G. Sander, 8580 Dead Indian Memorial Road, 8-8181
'98 C. Herschel King, M.D., 791 Faith Avenue, 8-3035
'98 Richard Brock, 881 E. Main Street, 2-4111
'99 Bill Robertson, 2175 Tolman Creek Road, 8-1363
'99 Teri Coppedge, 2927 Barbara Street, 8-2468/535-1552
Non-voting Members
Susan Hunt, Tree Commission, 220 Nutley, 2-9191
Bill Rose, USFS, 645 Washington, 2-3333
Marguerite Root, ODF, 5286 Table Rock, Central Point, 664-3328
1
I
HISTORIC COMMISSION
'97 G4W4Jewellyn - appoint Dale Shostrom to '00
'97 Bill HaFF - appoint Carol Lee Abrahamson to '00
'97 Larry R. Cardinale - reappointment to '00
'98 Keith Chambers, 715 Pennsylvania, 552-0338, 2-3179
'98 Vava Bailey, 165 Almond Street, 8-3176
'98 Terry Skibby, 611 Beach Street, 2-2805
'99 Joyce Cowan, 342 Vista Street, 2-7605
199 Jim Lewis, 640 A Street, 2-1173
'99 Curt Anderson, 248 Fifth Street, 2-4338, 8-2224, ext. 601
HOSPITAL BOARD
'97 Bruce Johnson, M.D. - reappointment to '01
'97 Stephen Lunt - reappointment to '01
'97 d -Uherbelaa - appoint Paul Nicholson to '01
'99 Pat Acklin, 322 Bridge Street, 2-2040
'99 Richard Nichols, 295 Granite Street, 83154
'99 Greg Williams, 744 Heiman Street, 2-5358
'00 Mary Ellen Fleeger, SOSC Nursing, 2-3497, 552-6268
(5590 Old Hwy 99 S)
'00 Mary O'Kief, 936 Mary Jane St, 2-0658, 776-5100-
'00 Jean Keevil, M.D., 935 Siskiyou, 2-2716
HOUSING COMMISSION
'97 Beyedy FFeley Kenefiek - appoint Joseph McKeever to '00
'97 Erin Mahanay - VACANT
'98 Jack Ware, 869 Garden Way, 776-4291 (Chairperson)
'98 Glenn Tiffany, MAI, 1229 N.Main Street, 2-2402
'98 Gerry Sea, P.O. Box 405, 8-1574
'99 Madeline Hill, P.O. Box 1334, 2-1806
'99 Larry Medinger, P.O. Box 702, 2-3961
'99 Jan Vaughn, P.O. Box 1363, Talent, 535-7280, 826-2111 ext. 3435
PLANNING COMMISSION
'97 denifer-Gary - appoint Marilyn Briggs to 101
'97 Ron Bass - reappointment to 101
'98 Barbara Jarvis, 1159 Emma Street, 2-5593
'98 Tom Giordano, 157 Morninglight Drive, 8-0325, 2-9193
'99 Anna Howe, 1555 Windsor, 2-7144
'99 Peter-Finkle resigned. Appoint Mike Morris to '99
'00 Steve Armitage, 205 Randy Street, 770-2200, 2-8543
'00 Christian E. Hearn, 350 Wimer Street, 2-0338, 2-3111
'00 Mike Gardiner, 349 Orange Avenue, 8-2602
I
i
SENIOR RROGRAI BOARD
'97 Betty Seymour - reappointment to 'oo
'97 Lillian Catranides - reappointment to '00
'98 Lawrence C. Hill, 420 Taylor Street, 2-0946
'98 Jeanne Monroe, 1155 Hillview, 2-2424
'99 Ron Maddox, M.D., 586 B Street, 2-3359
'99 Matt Kocmieroski, 565 Allison #1, 2-9365
TRAFFIC SAFETY COMMISSION
97 Rodney McWhinney - reappointment to '00
97 Ken-kagea - appoint Daniel J. Shutters to '00
'98 Joanne Navickas, 711 Faith Avenue, 2-0561
'98 Christine Schumacher, 2331 Morada, 2-1562
'99 Bob Goeckermann, 630 Oakwood Drive, 2-9420
'99 Susan Einhorn, 730 Alaska Street, 8-5839
TREE COMMISSION
'97 Donn Todt - reappointment to '00
'97 9avi l-Jasgdat (resigned 8/96) - appoint January Jennings to '00
'97 MaFkjenne (resigned 6/96) - appoint Bryan Nelson to '00
'98 David Mason (resigned 8/96) VACANT
'98 Nancy Kerr (resigned 2/97) VACANT
'99 Jack Goldberg, 1800 N. Valley View Road, 8-3680
'99 John McClendon, 105 Bush Street, 8-2918
i
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CITY OF ASHLAND
o,{pF
Department of Public Works Z
Public Works Administration
MEMORANDUM ".0 EGOS,"''•
DATE: May 1, 1997
TO: Honorable Mayor Catherine Golden & City Council Members
FROM: James H. Olson, Acting Public Works Director
RE: Termination of a Portion of a Public Utility Easement in Mountain
Meadows Subdivision
REQUEST:
Mr. Larry Medinger has requested a termination of a small portion of public utility
easement adjacent to his newly platted Mountain Hillside Condominium. The easement
areas to be terminated are areas of building encroachment where the newly constructed
building protrudes slightly into the public utility easement. It is requested that City
Council authorize the signing of 2 quitclaim deeds by the Mayor and City Recorder.
BACKGROUND:
The development of Mountain Meadows Subdivision, Phase II, created Mountain
Meadows Drive which included a 10-foot wide public utility easement on each side of the
street. Lots 38 through 48 are currently being further developed into condominiums.
The second phase of condominium development includes lots 42 and 48 which have
frontage on Mountain Meadows Drive. The condominiums are not sited to address
Mountain Meadows Drive and are subject only to side yard setbacks. The buildings are
nearing completion and the plat for the second phase of the condominium has been
submitted. In the process of plotting the buildings on the plat the encroachment into the
public utility easement was noted by the surveyor. There are encroachments on both
lots 42 and 48. On lot 42 the requested area of termination is one (1) foot wide by 15
feet long. Lot 48 terminates an area one (1) foot wide by 21 feet long. The remaining
nine (9) feet of public utility easement will be unaffected by this action.
We have received a positive response from all of the utility companies occupying the
easement. All have indicated that termination of one (1) foot of easement width would
not be detrimental to their operations.
PAGE 1—(c:engineer\subdivis\mtmedpue.Mem)
.
Mr. Medinger has provided two (2) quitclaim deeds to terminate a one (1) foot wide width
of the utility easement for each of the two lots.
RECOMMENDATION:
It is recommended that City Council authorize the signing of the attached two deeds by
the Mayor and City Recorder.
Attachments: Deeds
Maps
PAGE 2— (c:engineer\subdivis\mtmedpue.Mem)
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QUITCLAIM DIED
for the consideration hereinafter stated,does hereby remise,release and quitclaim unto.............................
hereinafter called grantee,And unto grantee's heirs,succesers,and assigns all of the grantor's...right, title and interest
in that certain real property with the tenements, heredifaments and appurtenances therpunto
belonging or in any
way appertaining,situated in the County of.......ola�CXSOD.................... .....State of Oregon,described as follows,to7ii-je:
Commencing at the Northeast corner of Lot 48 Of MOUNTAIN MEADOWS
SUBDIVISION, PHASE 2, A PLANNED COMMUNITY, according to the
Official Plat thereof, now of record, in Jackson county, Oregon;
thence South 43-091581, West 13.73 feet to a point being 10 feet
Southerly of the North lino'of said Lot 48 and Also being 10 feet
Westerly of the Westerly right-of-way li�e of mountain Meadows
Drive; thence parallel to and 10 feet Westerly from said right-
Of-way line, along the arc a 150.50 foot radius curve to the
left hav'
t ing a central angle of 0603601911, a distance of 17.35
feet ( he long chord of which bears South 08'41'501- East, 17.34
feet) to the 111:1LE141 thence continue parallel to
and 10 feet wester
'
KNOW ALLAfEN BY THESE PRESENTS,That........CITY-OR.ASHL.A.ND_.an..OregcUL.=niCiPal........................
^~ '. ^.." ronzuvc to ^ lx /al — -
06-00pll', a distance of 21.02 feet b'm` South zo^vv'm" East 2zoofeet)';—th�ce ~|`^" "^ °"��o !
u,., North m^e'^o" coxt' 1 �o �et toupoiu�»»suru��a� �|\
! «e.te/zy from said riyxt-oi'»�x line; mv»oepuuc/»��»�o»^�'e�
'
feet Westerly from said riv»t-of-vuxzi", Along the »« ' |
| uv.m foot radius curve tome right »^v/�suc�n�»�z «�� zv� a i
| »«^«o'z1^, a «i,t^oceofz000uet (,hel central angle |
bears North s^ov'o5" West �oo7 fe't)� t»o"« ��»»u »� v»��» |
aoe, �ou�xm^oo.vo" »�,� �� oo ��o� �o �»�eolo»« araniaz
� beo/ouiu«� cxumioio« oy«u��' �e'�, m,�� u� �^es��«e »«�»� »� i!
^"` � `
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THE PURPOSE OF THIS INSTRUMENT IS TO TERMINATE A PORTION OF THE PUBLIC LITILI
TY |
i
EASEMENT (P.I.I.E.) DEDICATED ON THE DECLARATION AND PLAT OF Mo
UNrAIN MEADOWS i!
SUBDIVISION PHASE z, FILED 6/5/96zw VOLUME 2zoF PLATS xr PAGE Z2orRECORDS
! 0r JACKSON COUNTx' OREGON. '
� .
(IF SPACE INSUFFICIENT.CONTINUE DESCRIPTION nw REVERSE u^n
ry Have and m Hold the same unto the grantee and grantee's heirs, successors and uuig»,/we,e" '
— ' The true and actual consideration paid for this transfer, stated/o terms v/d /u / � i
! - PeO~e,^� the o*o^/ p,o,a�m,�ocon�/,ao/ o, �oaoamo,�^/ p"v"'(r value given �!
m^~h"� «, »^o� *,"nmp,wo/,�xna�a � .�
�! pw/m'�"c»»`/«em/iononu�u/»n/,�h/«(rh.�"'=�/^/...."'h,p=b°h�x".'",,uw^� m."/d b.d"*'"u See ORB omo) .�
- Ivcxnu/n/ng ,h� deed, `,h*^ the u,",mt so ,e«o/,w. the ,i"gou,/oc/ud* �the plural And axgmmm-,�`/ /
|�
changes xhuxbe /"ade so that ,x�dmas»^oapply rv«^»/ /"corporations and /o " «
-- Ion/�o"mn'h^nu( /h^gmo,o,hooexrcuaxt»�/ost,omeot,h� � /individuals.
a^ «»pmu� g,ox,o� /,has caused its name ,ob^ »�m^a and its`'a� --n affixed ur«b—'n�officer—�''--other'~»v`—� �
""vovmuox^ow^*,o^/v,x*miuboan/v/d���mn� '
!
/ THIS INSTRUMENT CITY.�0F.8s��NQ,''--------''-----'`—�
, �AND
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KNOW ALL MEN BY THESE PRESENTS,That...... ...cQI...
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...................................................................................................................................................................hereinafter
called grantor,
for the consideration herei.affer slated,does hereby remise,release and quitclaim unto......................................................
............................................................................................................................................
hereinafter Called grantee,and unto grantee's heirs,succesors and assigns all of the grantor's right,title and interest
in that certain real property with the tenements, hereditaments and appurtenances thereunto belonging or in any
.11 way appertaining,situated in the County of...._jACX*9.n..........................Seale of Oregon,described as follows,to-wit:
it
Commencing at the Northeast corner of
Lot 42 of MOUNTAIN MEADOWS
SUBDIV ISION, PHASE 2, A PLANNED COMMUNITY, according to the
official plat thereof, now of record, in Jackson County, Oregon;
thence South 25-06-10- West, 11.05 feet to a point being 10 feet iI
Southerly of the North line of said Lot 42 and also being 10 feet
Southwesterly of the Southwesterly right-of-way line of Mountain
Meadows Drive; thence parallel to and 10 feet Southwesterly from
said right-of-.ay line, South 41-07-46- East, 25.96 feet to the II
L,ug; thence continue parallel to and 10 feet
Southwesterly from said right-of-way line, South 41-07146" East,
15.00 feet; thence North 48-52114-- East, 1.00 feet to a point
being 9 feet Southwesterly from said right-of-way. line; thence
parallel to and 9 feet Southwesterly from said right-of-way line,
North 41-07-46- West, I5.00 feet; thence South 48-52-141- West,
1.00 feet to the true point of beginning. Containing 15 square
feet, more or less.
THE PURPOSE OF THIS INSTRUMENT IS 70 TERMINATE A PORTION OF THE PUBLIC UTILITY
EASEMENT (P.U.E.) DEDICATED ON THE DECLARATION AND PLAT OF MOUNTAIN MEADOWS
SUBDIVISION PHASE 2, FILED 6-5-96 IN VOLUME 21 OF PLATS AT PAGE 22 OF RECORDS
OF JACKSON COUNTY OREGON
(IF SPACE INSUFFICIENT,CONTINUE DESCRIPTION ON REVERSE SIDEI
To Have and to Hold the same unto the grantee and grantee's heirs, successors and assigns forever.
The true and actual consideration paid for this transfer, stated in terms of dollars, is JI...
...............................
OfIciwevar, the actual consideration consists of or includes other property or value given or p*'romised which ;a
the m,hWb
"i part Dl the consideration(indicate which).@(Th.sentprice bpf..n the symbolsO,it not eppikble,sh.1d be il.1.1ed.See ORS 93.030.)
In construing this deed, where the context so requires, the singular includes the plural and all grammatical
1 changes shall be made so that this deed shall apply equally to corporations and to individuals.
In Witness Whereof,the grantor has executed this instrument this................day of................*..................119........
if a corporate grantor, it has caused its name to be signed and its seal, it any,affixed by an officer or other person
duly authorized thereto by order of its board of directors.
THIS INSTRUMENT WILL NOT ALLOW USE OF THE PROPERTY DESCRIBED IN THIS CITY OF ASHLAND ... ..............-..................
i INSTRUMENT IN VIOLATION OF APPLICABLE LAND USE LAWS AND REGULATIONS
BEFORE SIGNING OR ACCEPTING THIS INSTRUMENT,THE PERSON ACQUIRING FEE ...BY:
TITLE TO THE PROPERTY SHOULD CHECK WITH THE APPROPRL41E CITY OR COUNTY By.
PLANNING DEPARTMENT TO VERIFY APPROVED USES AND TO DETERMINE ANY ...................................................................................
LIMITS ON LAWSUITS AGAINST FARMING OR FOREST PRACTICES AS DEFINED IN
OAS 311930. STATE OF OREGON,County of.....................:.................
__............)ss.
This instrument we,acknowledged before me on.....................................................19........,
by ................................ ............... ....................... . .. .. ..... .................. .. ..........
This instrument was acknowledged before me on.....................................................19........,
by........................................................... ............. ...... ..............................
as
of......................
........................................................................................................
Notary Public for Oregon
My commission expires................................................................ it
............................................................................... STATE OF OREGON,
as.
....................................................................................... County of..........................................I I
........................................................................................ I certify that the within instrument ii
W.——d"d...
was received for record on the..........day
...................................................................................... of................................................,19.........at
......................................................................................... .................O'clock.......M.,and recorded in
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....................................................................................... Record of Deeds of said County.
.. .............................. Witness my hand and seal of
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County affixed.
111 I1x wee,.,,,Zip):
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................................................................................... By....................................................Deputy
- x 1 :1 :4 'f'�W_>b
ASHLAND PARKS AND RECREATION COMMISSION
340 SO. PIONEER STREET ASHLAND,OREGON 97520
COMMISSIONERS: .°"` "' Kenneth J.Mickelsen
°'OF ASh
Allen Alsing Director
Bob Bennett
Teri Coppedge
JoAnne Eggers ` TEL.:(541)488-5340
Laude MacGraw °°'.,�REGaa.•'�, FAX:(541)488-5314
MEMORANDUM
TO: Honorable Mayor and City Councillors
FROM: Ashland Parks and Recreation Commission
DATE: May 2, 1997
SUBJECT: Memorandum from OTAK on recommendation for front lawn of Lithia
Park and related Commission action
For your information, attached is a memorandum from the OTAK team on its
recommendation to the Commission on an early action plan for the restoration of the front
lawn of Lithia Park. At its Special Meeting on May 1, 1997, after a presentation by OTAK
representatives and discussion with interested members of the audience, the Comission made
the following decision related to front lawn:
1) To move forward to restore the sand-base lawn at the front entrance of Lithia Park to
an elevation which would be relative to the proposed wall but to delay construction of
the wall; and
2) Based on OTAK's current recommendation, in the event that funding is not available
for OTAK to complete the balance of the project as envisioned, that construction of
the wall will begin at such a time that it could be completed no later than the end of
November 1997.
Commissioners decided this action with a three to two vote. In discussion of the motion
prior to taking a vote, one Commissioner indicated a preference to proceed immediately with
construction of the wall; a second Commissioner indicated a preference for putting in a
temporary lawn stating a committment to doing a longer term decision on an issue this
sensitive.
AB:FL00D\MBM0S.97
Home of Famous Lithia Park
AP:2-26-97 17 : 22 FROM:OTAK Inc . ID- S03 63S S39S PAGE 1/7
Memorandum
• ,
To: Ashland Park Commission
From: Lawrence Magura and the Otak Project Team
17355 SW Boones Ferry Rd.
Copies: Greg Scoles, City of Ashland, and any concerned
Lake Oswego, OR 97035
Phone (503)635-3615 C1t1ZBII5
Fos (503)635-5395
Date: April 28, 1997
Subject: Early Action/Mood Risk Reduction Measures—
Otak L7844
Introduction
The Otak team has been placed under contract by the City of Ashland to make
recommendations for actions that are prudent to reduce the risk of flood during the
upcoming year. It was initially estimated that some of the larger project improvements,
such as improvements to the Windburn Way crossing may not be completed within this up
coming building season_ As such, there is a continuing degree of flood risk to the areas
impacted by last January's flood event until stream channel improvements can be
completed. In the short term, however, some improvements that will be part of a larger,
comprehensive effort can be constructed which will significantly reduce the risk of flooding
in the Park front lawn and Plaza areas.
We were requested to evaluate the stream conditions and report our initial
recommendations to you. Providing more immediate recommendations will allow you and
the community an opportunity to consider possible improvements that may be constructed
this summer and be in place before the start of the next rainy season. Although most of
these recommendations are expected to be completed near the end of May, recommendations
relating to lower Lithia Park were delivered to you this last week. These recommendations
are described more fully within this memorandum.
One of the objectives that was identified to us was the need to make recommendations for
visual and aesthetic enhancements to the lawn area of Lithia Park (Lower Lithia Park)
directly adjacent to the Plaza by May 1, 1997. Visual and aesthetic enhancements would
need\to be constructed in such a way that they would not have to be reconstructed once our
final recommendations are available by the end of May. To make these recommendations we
evaluated proposed flood risk reduction improvements together with various flood risk
reduction scenarios.
I.vMYLCT iPT7N VrtI,YACINO:
APR�26-97 17.22 FROM =OTAK Inc . ID, S03 635 5395 PAGE 2/7
Early Action/Flood Risk Reduction Measures -• Otak L7844
April 28, 1999 Page 2
Ken Mickelsen has advised the team that any proposed solutions should be evaluated using
the following criteria:
■ Enhance and improve the riparian corridor along Ashland Creek;
■ Should include a flood protection "line of defense"; for fighting future floods;
■ The lawn area should be functional for multiple park use;
■ Any proposal must blend with the existing aesthetics and historical characteristics of
Lithia Park.
Although significant citizen involvement is proposed for the total flood restoration project,
the Consultants understood that some of the early action items may have limited
opportunity for involvement because of the more immediate nature of the recommendations.
The Otak Team developed a concentrated effort to analyze several alternatives for interim
action items related to lower Lithia Park. Out of the various scenarios, three prominent
concepts emerged and were considered in more detail Each concept was designed to
redirect overbank flows that might occur in lower Lithia Park back to the existing channel
above Winburn Way for storm events similar in intensity to the storm event that caused the
New Years flood. These concepts included:
L Raise the grade of the lawn to a higher elevation, so that the low spot will not
exist to convey future flood events towards the Plaza area.
2. Construction of a flood protection berm along the outside fringe of the lawn
area near the creek.
3. Construct an aesthetically-designed rock faced structurally-sound flood wall
similar in appearance to the existing rock walls in the park.
Each of the alternatives has merit, but the third alternative provided the best solution
under the criteria mentioned above.
The rock wall concept not only provides a measure of flood protection, it also meets several
other park objectives. The wall is designed to create a demarcation boundary between an
active use lawn area and what can become an enhanced riparian zone. The wall serves to
separate two distinct areas of the Park. The lower Lithia Park lawn has historically been
used for active recreational use including picnicking, lounging, walking, gatherings, July
4th celebration and other uses. It is also the primary feature for pedestrian connections
between the Park and the Plaza. The use of the wall would not require significant
alterations to the existing elevation of the lawn area. The wall could provide a measure of
flood protection and preserve the historical characteristics and use of the lawn area.
Secondly, the wall helps to clearly establish a wider riparian zone between the lawn and the
creek. This particular area sustained significant erosion damage during the recent flood.
The area between the wall and the creek can be developed into an enhanced riparian zone.
APR-26-97 17: 23 FROM:OTAK Inc . ID• SO3 635 539S PACE 3/7
Early Action/Flood Risk Reduction Measures -- Otak L7844
April 28, 1997 Page 3
The wall would be aesthetically pleasing and would match the scale and texture of existing
walls within Lithia Park. Lithia Park has numerous locations where rock walls are used to
enhance the physical and visual characteristics of the Park. The wall proposed by the
Consultants would continue this theme in a manner that is aesthetically pleasing and
consistent with the overall architectural characteristics of the Park. It is our vision that in
years to come, park visitors will see the wall as an integrated aesthetic feature, not knowing
its design also provides a measure of flood risk reduction for the Ashland community,
Our recommendation for the flood wall was based on the extensive professional experience
of the Otak project team members with similar structures on other projects. Based on our
review of photographs of the lower park area taken during the flood event (provided by the
city) it appears that a wall between two and three feet in height, with an adequate
foundation, would have been sufficient to deflect the New Year's Day flood waters back
towards the creek, and would probably have been able to keep flood water out of the Plaza_
An important benefit of a flood wall, especially in areas of relatively shallow flooding, is
they create a line of defense that can be used effectively for sand bagging during future
major flood events, thereby giving a fairly modest wall the capability of being temporarily
raised to protect against more extreme events.
Once a detailed hydrologic and hydraulic evaluation of Ashland Creek has been completed,
a specific level of flood protection can be assigned to such a structure. The level of
protection provided by the wall itself is one important attribute.Another is created when
the wall is evaluated in conjunction with other planned improvements, such as the removal
and replacement of the major channel constriction that is caused by the existing Winbmm
Way Culvert. If the culvert is upgraded to a higher flow capacity, then the level of flood
protection provided by the low stone wall will also increase incrementally: The wall,without
culvert replacement may provide by itself something on the order of 25-year level of flood
protection to the Plaza, but the wall along with a new crossing at Winburn Way may work
out to more than 100-year level of flood protection. Clearly, the wall is a "down payment" on
reducing future flood damage in the Plaza area, but that down payment, combined with
other measures, such as replacing the Winburn Way culvert and the creation of an
enhanced riparian corridor between the wall and the creek, seem to clearly make it a"win-
win" proposition_ For these reasons, plus the fact that the wall itself doesn't require a high
degree of hydraulic or engineering analysis to justify its value led to our recommendation
that it be built now. Simply put, its a good idea that fits well into a holistic long-range plan
of flood reduction improvements.
Our understanding is that the Park Commission has approved the rock wall concept at their
April 21, 1997 meeting, subject to comments or questions that may arise within the next few
days..'Both Clay Moorhead and Paul Fishman (Principals with firms on the Otak Team)
were in Ashland April 22 and 23 to conduct stakeholder interviews, evaluate the response to
the Park Commission action and to gather ecological data on Ashland Creek_ Both Clay and
Paul attended a publicized meeting of the Ashland Watershed Partnership (AWP). Clay
Moorhead also attended the Chamber Issues Forum on April 23, 1997 to hear comments
related to the Park restoration and flood bond measure.
APR-28-97 17 . 23 FROM.OTAK Inc . ID. 503 635 S395 PAGE 4/7
Early ActionMood Risk Reduction Measures -- Otak L7844
April 28, 1997 Page 4
At the AWP meeting, Clay and Paul presented the consultant team's alternatives for lower
Lithia Park and explained them to the Park Commission. It was specifically mentioned not
only by the consultants, but also by members of the AWP, that the action of the Commission
left open the opportunity to present concerns related to the proposed rock wall
recommendation.
Numerous concerns, questions and alternatives were raised at the Ashland Watershed
Partnership meeting concerning the Otak team's recommendation to build a flood wall in
lower Lithia Park. It should be noted that many of the technical questions that were raised
at this meeting had previously been asked of the consultant team by Parks and Recreation
Department staff during our April 16th meeting with them. At that time, the Otak team
thoroughly addressed these similar technical concerns when they were raised by staff, and
the meeting concluded with a clear consensus for proceeding with the flood wall.
The Otak team has carefully reviewed the questions, comments and suggestions that were
made during the Ashland Watershed Partnership meeting. Since the same basic questions
were previously asked and answered during our earlier meeting with Parks and Recreation
staff, we did not hear anything new of a substantive nature at the AWP meeting that would
require us to revise or change our recommendation to construct the flood wall this year,
before the next rainy season starts. It should be noted, however, that at both the meeting
with Department staff and the AWP meeting, the consultant team pointed out that
refinement of the wall design height would certainly be possible and desirable if the results
of the proposed detailed computerized hydraulic model of Ashland Creek were available
before construction commenced. We anticipate that when the City of Ashland authorizes us
to proceed with development of the computer model, the results generated will only serve to
confirm our recommendation to build the flood wall in the lower lawn area of Uthia Park.
AWP Issues, Concerns, Comments
I.What happens if a flood goes aroundfbehind the wall upstream?
Paul Fishman and his staff were on site April 23 and looked at the area of the park
upstream of the existing wall to which the proposed flood wall would link. One of the
park staff showed us that flood water had been about 1 foot high against the existing
wall. The park area east of the existing wall (i.e. away from the creek)is higher
elevation than the path and the area between the wall and the creek. It appears that
flows coming out of the creek in the vicinity of the playground area would follow the
existing contours along the path and towards the creek and front lawn area, and
would be contained by the proposed wall and the higher ground extending from the
wall towards the playground area. The proposed wall could be extended south along
the path if needed to insure flood containment, the small area in question could be
easily sand bagged during a flood event if the threat of outflanking actually
developed.
APR-28-97 17. 24 FROM-OTAK Inc . ID. 503 635 S395 PACE 5/7
Early Action/Flood Risk Reduction Measures -- Otak L7844
April 28, 1997 Page S
2. An alternative was proposed instead of the three alternatives we had proposed:
change the grade in the front lawn area so the elevation decreases from the
sidewalk along the east edge of the park (i.e. along the base of the OSF facilities)
towards the creek.
The existing front lawn of the park is the low spot of the park, and conveys flood
flows into the Plaza area. Reducing the elevation of the front lawn so that it grades
towards the creek will make this low spot even lower, thereby exacerbating the
problem of flood conveyance into the Plaza area.
3. Can the wall be designed so that panels can be added to the top of the wall,
thereby increasing the wall height if needed for a larger flood event?
This can be considered; however, added wall height will require wider and deeper
wall footings. The goal of Phase 2 of our project, however, will be to provide adequate
hydraulic capacity within the Ashland Creek floodway to minimize the occurrence
and volume of overbank flows in the park, thereby eliminating the need for greater
wall height. As an interim measure, however, the wall can be used as a line of
defense for effective sand bagging operations, with added height being provided by
sand bags stacked up on the lawn side of the proposed wall.
4.Is there a more "temporary"solution to the front lawn area,such as an earthen
berm that could be removed later?
This is possible. Any temporary solution would need to be designed to provide the
desired flood protection, which might mean rock armoring of an earthen berm and
other measures. One of our goals was to recommend a solution that would be
compatible with park uses and aesthetics, and would not need to be removed later,
causing future disruption to the park lawn.
5. Can the existing configuration of W%nburu Way(with the temporarily lowered
"swale"profile) handle a flood event similar to the last one without flooding the
park and plaza? In other words, is the wall needed at all?
We can't answer this question until we have the hydraulic model developed. The wall
recommendation assumes that the Winburn Way crossing would not convey a similar
event without flooding some portion of the park, and is therefore a form of insurance
for that event. It is highly unlikely that citizens and city staff would be comfortable
0' with a swale in Winburn Way as a long-term flood control measure. Swales are OK
in rural areas, but are generally regarded as incompatible with urban values.
P. V mIGT:An:IUCNU.icTYU,
APR-26-97 17, 24 FROM-OTAK Inc . ID- SO3 635 S39S PAGE 6/7
Early Action/Flood Risk Reduction Measures -- Otak L7844
April 28, 1997 Page 6
6. The wall design should consider the elevation of the base of the wall in respect
to potential scouring from a flood event that would undermine the wall.
We agree.
7. There is some concern that the wall is a permanent object that might not work
(i.e. provide flood protection).
The wall could be removed if that decision was ever made, so it does not necessarily
need to be regarded as a permanent addition to the park. Our professional evaluation
determined that the wall will provide a measure of flood protection for the park lawn
and plaza area. The design compliments the existing design and uses of the park.
8.We are "putting the cart before the horse" by designing the wall (or other
facilities) before we have collected hydrologic data and built the hydraulic model.
The wall is a recommendation that our preliminary evaluation determined will
provide the desired measure of flood protection in the event another flood similar to
the last event occurs before the Winburn Way crossing and other problems are
corrected. Once built, the wall becomes a parameter of the hydraulic model and will
be factored into the design of other facility changes in the stream system. The
hydraulic improvements that will be proposed for the entire stream study reach
(klersey Street to Butler Bandshell) will be integrated with the wall design to protect
the city and park from future flood events larger than the New Years Eve storm.
Using the same analogy used in the comment, we're not really pulling the horse with
the cart, we're choosing to ride the horse for awhile before we hitch it to the cart so
we can make some progress on our journey.
9. Can't some flood event overwhelm or go around the wall?
The recommended design for the wall is based on providing flood protection for an
event similar to the January 1997 event. There is certainly the possibility of a larger
flood event out there somewhere in the future. Our design process for the entire
project (ie. the Hersey Street to upper Lithia Park study reach) will consider a
variety of possible storm events, and decisions will need to be made concerning the
size storm event that flood protection facilities will be designed to handle. The
resulting design will incorporate other measures that will, together with the wall,
provide the design event protection for storms larger than the New Years Eve event.
;Storm protection measures in urban areas are generally designed for a 100-year or
more extreme flood event. This assumes that an event larger than the 100-year event
will overwhelm the flood protection facilities, and other measures will need to be
implemented to protect life and property.
APR-29-97 17.24 FROM.OTAK Inc. ID. SO3 63S S39S PAGE 7.17
Early Action/Mood Risk Reduction Measures -- Otak L7844
Aprd 28, 1997 Page 7
Alternative Plan of Action
The Otak Team continues to strongly support our original recommendation to build a low
flood wall as an immediate improvement to provide a measure of flood protection for lower
Lithia Park and the Plaza area this year. The results of the proposed modeling work can be
available in a couple of months_As an alternative plan of action, the following sequence of
actions is suggested:
1. Approve the rock wall concept as an early action item and proceed with regrading
and planting of the lower lawn area in a way that will leave a construction zone for
construction of the wall at a later date. This construction zone would be graded and
seeded after construction of the wall is completed.
2. We believe that the City's risk of flooding has diminished considerably between now
and the middle of November, 1997. If construction of the wall will is determined to
be a prudent improvement, then it should be in place prior to the end of November,
1997. Allowing a minimum of three to four months for construction of the wall would
mean that a final decision on this matter should occur no later than July 31, 1997.
Based on these assumptions,we need to be very clear, that deferring a decision on
whether to build the wall beyond July 31, 1997 is in fact a decision as well. The
effect of deferring this issue beyond July 31, 1997 will likely mean that the rock wall
will not be built in time to provide a measure of protection prior to the start of the
next flood season.
The Otak team would like to suggest an alternative to the immediate construction of the
flood wall for consideration by the Commission: Delay construction of the flood wall until
after the proposed computer modeling work is completed,if the city authorizes us to begin
the modeling work within the next 30 days or so. The work itself can be completed within
about two months after receiving authorization to proceed. If the Commission chooses to
accept this alternative, this decision would have the following impacts: (1)The start of wall
construction would be delayed by about three months; and(2)The concerns raised at the
Ashland Watershed Partnership meeting about building the wall before the modeling
results are available would be eliminated.
Additional Comment. As mentioned in the beginning of this memorandum, these
recommendations are only part of the recommendations for early action items to reduce
flood risk in Ashland. Further recommendations are being developed and will be presented
later'in May. The Otak Team will endeavor to continue to encourage public involvement in
the development of our recommendations.
Thank you for your consideration.
�v,edcrn:.w.�uvnuvncTi«,
CITY OF ASHLAND O ".
Administration �{
Office of the City Administrator
MEMORANDUM 'e•••...EGO
e�
DATE: May 6, 1997
TO: Honorable Mayor and City Council /�,I /
FROM: Brian L Almquist, City Administraty�r///�
RE: Power Diversification Contract C ,/
Last month, the Council authorized the City Administrator to enter into a contract with
PG&E Energy Services for 15%of the City's power supply. This contract would replace the
current Surplus Power contract with BPA which expires on December 31, 1997.
Although BPA initially indicated that this would not be a problem, they subsequently were
informed by Pacificorp that they require an annual "wheeling agreement" to transmit non-
federal power over their facilities from Roseburg to Ashland. The cost of transmission by
Pacificorp would be 2.77 mills per KWH. This fee, when added to the energy rate of 16.15
mills and the BPA transmission rate of 1.37 mills, would result in an effective rate of 20.29
mills per KWH.
BPA has since come back with a net effective rate of 18.85 mills, down from its February
bid of 22.46 mills which was received at the same time we received the bid from PG&E.
Due to the administrative difficulties and uncertainty of negotiating an annual wheeling
contract with Pacificorp, my recommendation is that we accept BPA's offer at a total
delivered price of 18.85 mills per KWH.
This offer was received on May 5 and expires on May 16, and thus I request your approval
to enter into a contract with BPA
BLA:fb
w�vtao�".sos
MAY-05-1997 15:11 BPA PSW 700 5032303242 P.02
N Department of hnergy
a , Bonneville Power Administration
P.O. Box 3621
' Portland, Oregon 97208-3621
POWER BUSINESS LINE
May 5, 1997
in reply refer to: PSW/700
Brian Altnquist,City Adminishator
City of Ashland
City Hall -20 East Main
Ashland, OR 97520
Dear Brian,
As we discussed last Thursday I am offering revised pricing for Ashland's diversification load.
For the four Megawatt sale, during the months October through March,for the period January,
1998 through December, 2001,we can offer a rate of$18.85/MWh. This price includes
guaranteed delivery,is competitive with your earlier offers,and is vastly simpler to administer.
This product provides the following advantages to the City of Ashland:
• Saves more than$450,000 compared to the PF rate for this identical product.
• Avoids separate contracting for PacifiCorp and BPA Point-to-Point transmission agreements.
• Eliminates transmission availability risk associated with other offers.
No GTA implementation agreement will be needed.
Eliminates all GTA related cost sharing and other issues.
• Eliminates all scheduling concerns.
• Is a simple addition to your current BPA power bill.
BPA will handle all scheduling,contracting, and other administration. Completing this purchase is
as easy as signing the enclosed three page Confirmation Agreement You would sign and return
two originals,and we would return authenticated copies.This offer is available until 5:00 p.m.
May 16, 1997. Please call me at 501230-3965 if you have any questions.
Sincerely,
Jo P.Lebens
count Executive
Enclosure
MAY-05-1997 15:11 BPA PSW 700 5032303242 P.03
T
a Department of Energy
l�
Bonneville Power Administration
Eugene Customer Service Center
1600 Valley River Drive, Suite 230
Eugene , OR 97401
May 5, 1997
Mr. Brian L. Almquist, City Administrator and General Manager
City of Ashland
20 E. Main
Ashland, OR 97520
The following documents the terms of a transaction agreed to by Bonneville Power
Administration (BPA) and the City of Ashland, Oregon (Ashland) on
Delivery points, billing and payment provisions hereunder are in
accordance with Ashland's requirements power sales contract with BPA, Contract
No.DE-MS79-81BP90432.
BPA Account Executive. John P. Lebens (503) 280-3965
BPA Contract#-96MS- 97PB-10107 Customer Reference No;
BPA Contact John P. Lebens 641-482-3211
Customer Contact(s) Brian L. Almquist, Pete Lovrovich Customer Preschedulp
Desk
Seller BPA N/A
Buyer The City of Ashland Customer Real Time Desk:
Start date January 1, 1998 Hour Ending(BE) 0100 N/A
Pacific Prevailing Time (PPT)
End date December 31, 2001 HE 2400 PPT BPA SW Pregichedule N
Day of Week all
BPA NW
Delivery Hours all esched le No:
Quantity(MW) See Billing below.
Demand Limits (MW) See Billing below. B A Real-t" a Desk o:
Total MWhs See Billing below.
Price (miIIs/KWh) See Table 1 below MM er Cont caureen n Flvrm Ph No:
Total Revenue/Cost Per Billing section. 360-418-2136
Type of Energy firm Fax : 360418-2920
Curtailment Rights none
Point of Delivery Per requirements contract No.DE-MS79-
(POD) SIBP90432
Alternate PODS none
Point of Integration N/A
r
MAY-05-1997 15:12 BPR PSW 700 5032303242 P.04
J e
Scheduling: This sale will not be scheduled.
Billing: Billing and payment under this Agreement shall be made consistent
with and as a specific item in the Wholesale Power Bill.
The total energy and demand under this Agreement for each billing period are as
specified under Table 1 below. These amounts shall be deemed to be delivered.
Payment for demand and energy under this Agreement shall be at the price
specified in the Pricing Table below.
For purposes of determining Ashland's Measured Demand and Measured Energy for
PF Rate billing under the requirements power sales contract, the kilowatt demand
amounts in Table 1 will be deducted from Ashland's measured peak demand and the
energy amounts in Table 1 hereunder will be deducted from Ashland's measured
energy for the billing period.
The monthly rates for Firm Energy shall be in accordance with Bonneville s rate
schedule or its successor, and shall be as specified in section 5(b). The rates for
Firm Energy shall include charges for transmission service, transfer service (if
applicable), and associated losses over the Federal Columbia River Transmission
System to the point(s) of delivery. The rates do not include any applicable reactive
power or delivery charges. Ashland agrees to pay Bonneville for reactive power or
delivery charges, if any, based on Ashland's total load at the point(s) of delivery, as
further described in Bonneville's General Rate Schedule Provisions.
Table 1
Amounts of Demand and Energy and Pricing
Hourly Rate Monthly Price (mills
of Delivery Amounts of per/KWh)
Month (KW) Surplus Firm
Ener
October 4,000 2,976 000 18.85
November 4,000 2,880 000 18.86
December 4.000 2,976 000 18.85
Janus 4,000 2,976 000 18.85
February 4,000 2,688,000 18.85
March 4,000 2,976,000 18.86
MAY-05-1997 15: 12 BPR PSW 700 5032303242 P.05
�z
If the above accurately reflects your understanding of our agreement, please
indicate your approval by signing this agreement and returning it to me
Accepted
THE CITY OF ASHLAND
NAME:
typed/printed
TITLE:
DATE:
U1,11TED STATES OF AMERICA
Bonneville Power Administration
John P. Lebens
Account Executive
—Date:
TOTRL P.05