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1998-1117 Council Mtg PACKET
Importan t: Any;;citizen attending 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 rill out the speaker Request form located near the entrance to the Council Chambers. The chair will recognize you and: inforn you as to the amount of time allotted-to:you. The time granted will be dependent to;isome extent on' the<nature of the;item under_discussion; the number of people who wish robe heard an d the length of the agenda. AGENDA FOR THE REGULAR MEETING ASHLAND CITY COUNCIL November 17, 1998 Civic Center Council Chambers, 1175 E. Main Street 6:30 p.m. Executive Session -City Attorney Annual Evaluation 7:00 p.m. Regular meeting I. PLEDGE OF ALLEGIANCE: 7:00 p.m., Civic Center Council Chambers. II. ROLL CALL: III. APPROVAL OF MINUTES: Regular meeting minutes of November 3, 1998. IV. SPECIAL PRESENTATIONS &AWARDS: 1. Presentation by Ashland Friends of the Library. V. CONSENT AGENDA: 1. Minutes of Boards, Commissions and Committees. 2. Approval of Liquor License Application from David Lewis dbaiPiayers. 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). (None) VII. PUBLIC FORUM: Business from the audience not included on the agenda. (Limited to 5 minutes per speaker and 15 minutes total.) VIII. UNFINISHED BUSINESS: _ (None) Council Meeting Pkt. BARBARA CHRISTENSEN CITY RECORDER IX. NEW AND MISCELLANEOUS BUSINESS: 1. Council Meeting Look Ahead. 2. Appointment of City Councilor to Council Position No. 4. 3. A Motion to Vacate a Public Utility Easement on a Portion of Lot 39 1 E 5BD 1902 Off Thornton Way. 4. National League of Cities (NLC) Membership. 5. Memo from City Administrator regarding participation in Guanajuato 30`" anniversary celebrations. 6. Letter from ODEQ regarding air quality. 7. Acceptance of 1997-1998 Audit Report. X. ORDINANCES, RESOLUTIONS AND CONTRACTS: 1. Second reading by title only of"An Ordinance Amending the Liquor License Review Chapter(Chapter 6.32) of the Ashland Municipal Code to Update Provisions Relating to Evaluation of Applications." 2. Second reading by title only of"An Ordinance Amending the Physical and Environmental Constraints Chapter(Chapter 18.62) of the Ashland Municipal Code to Make Certain Sections Clear and Objective." 3. First reading of"An Ordinance Adopting the Transportation System Plan (excluding Chapter 10, 11 and 12) as Part of the Transportation Element of the Ashland Comprehensive Plan, and Repealing Resolution 91-39 Regarding Street Capacity." 4. First reading by title only of"A Resolution Authorizing an Interfund Loan to the Community Development Block Grant Fund and Electric Fund." 5. Authorization for Mayor to sign Amended Joint Agency Agreement for a Computerized Regional Public Safety Service System. XI. . OTHER BUSINESS FROM COUNCIL MEMBERS: XII. ADJOURNMENT: Reminders Study Session on Friday, November 20 at 12:30 p.m. to 9) Discuss the status iof the Ashland Creek Restoration'Project;and potential Downstream Improvements and Updat fillth e Wetlands Demonstration Project; and 2) Ashland Fiber: Network Update. Executive Session on Tuesday, December 1 at 6:00 p.m. for City., dministrator 6-month evaluation. MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL November 17, 1998 PLEDGE OF ALLEGIANCE Mayor Shaw called the meeting to order at 7:04 p.m., in the Civic Center Council Chambers. ROLL CALL: Councilors Laws,Hauck, Wheeldon,and DeBoer were present. Councilor Reid was absent. APPROVAL OF MINUTES The minutes of the regular meeting of November 3, 1998 were approved as presented. Councilors Laws/Hauck m/s to move the appointment of a City Councilor to Council Position#4 from"New and Miscellaneous Business"and make the appointment at this time. Voice vote: All AYES. Motion passed. Councilors DeBoer/Laws m/s to appoint Cameron Hanson to Council Position #4. Voice vote: All AYES. Motion passed. Ashland Municipal Court Judge Allen Drescher administered the oath of office. SPECIAL PRESENTATIONS&AWARDS 1. Presentation by Ashland Friends of the Library. Barbara Ryberg, President of Friends of the Ashland Public Library, introduced the Library Board and gave a brief history of Ashland Public Library. Explained,that the improvements being considered would bring the library to American Library Association (ALA)standards'based on the population. Noted that several sites had been looked at around the City,and the architect felt that improvements on the current site were the best option. Stated that surveys have been done,and the business adjacent to the library site is currently available,meaning that expansion could take place. Emphasized that the County is aware of this situation,but that the Library Board has had some frustration in dealing with the County and is seeking the City's help. Appealed to the Council to place the issue of expanding the library before Ashland voters on March 9'", 1999 and to allow the Board to hire an assessor and an architect and bring financial information back to the Council in December. Council discussion noted that there is some uncertainty as to whether the County would be moving ahead with improvements to the Ashland Public Library. Noted that depending on the timing of the placement of this issue on the ballot,a double majority would be required for passage. Ryberg noted the County's poor track record with recent ballot measures,and questioned whether the County would give priority to the central library over the various branches. Councilor Laws expressed concerns that the County was responsible for operations and maintenance costs, and the proposed improvements would increase these costs. Questioned whether this would be legal. Ryberg indicated that costs would increase with any improvements,and stated that the Board's concerns were with the facility and not with operations. Mayor Shaw stated that she has spoken with the County on this issue,and that the Ashland branch is not included in their current Request for Proposals (RFP) and increased operations and maintenance costs are not considered. Suggested that this concerns her. Emphasized that with the development of the Ashland Fiber Network (AFN)the library will once again be an information hub within the community,and it is incumbent that any bond measure include the cost of furnishings and computers to provide AFN access. City Council Meeting 11-17-98 1 Councilor Laws suggested that the County's plan for a larger library would have more operations and maintenance costs, but stated that he was still concerned with the possibility of County opposition to this project. Mayor Shaw questioned the County's architect having proposed increasing the square footage of the library to 31,000 square feet when only 21,000 were called for in ALA standards. Stated that this was not due to need, but merely to maximize the use of the site. Councilor Hauck stated that libraries are a key element in any community, and suggested referring this issue to the voters. Discussion that an architect could not likely prepare materials to meet the January deadline for placing this issue on the March ballot. Noted that more time, and more information, are needed to make a decision within a framework that works for the architect and the neighboring property owners. Discussed having the appraiser now being hired by the City on another project also appraise the neighboring property and approaching the neighbor to see determine what price is being sought. Noted that the property owner has been approached and is aware of interest in the site. Discussion of where funds could be located in the budget. Noted that an architect would cost between$10-25,000. Discussion of whether an RFP would be necessary,with City Attorney Nolte explaining that if the City were involved, an RFP would be necessary unless the Council exempted the project from this requirement. Councilor Hauck noted that requiring an RFP should not create any problem. Suggested that City staff should prepare the RFP in consultation with the Friends of the Ashland Public Library. Councilors W heeldon/Hauck m/s to support the actions of the Friends of the Ashland Public Library,and direct staff to prepare an RFP for architectural services and seek an appraisal of the adjacent property. DISCUSSION: Councilor DeBoer indicated that he would like to see a report on financing this project. Councilor Laws indicated that it would be appropriate to word the RFP in such a manner as to consider an architect's past experience with the Ashland Public Library site. Roll call vote: Laws, Hauck, Hanson, Wheeldon,and DeBoer,YES. Motion passed. CONSENT AGENDA 1. Minutes of Boards,Commissions and Committees. 2. Approval of Liquor License Application from David Lewis d.b.a.Players. Councilors Hauck/Whceldon m/s to accept the consent agenda. Voice vote: All AYES. Motion passed. PUBLIC HEARINGS None. PUBLIC FORUM None. UNFINISHED BUSINESS None. NEW AND MISCELLANEOUS BUSINESS 1. Council Meeting Look Ahead. City Administrator Mike Freeman noted that this item was presented to Council for informational purposes. Also indicated that he had met with newly appointed Councilor Hanson,and had familiarized him with the format of the Look Ahead. City Council Meeting 11-17-98 2 Councilor Wheeldon noted that item#13(Consideration of Changes to LID Process)was scheduled to be discussed at the December 15 and January 5 meetings,and suggested that the current LIDS be brought forth and dealt with so that bills could be sent out. Emphasized that she would like to have these taken care of before dealing with the financing issue. Councilor Laws questioned the City providing funds to the existing LIDS if it may be unable to do so in the future. Councilor Wheeldon stated that these LIDS should be given the benefit of the new process. Council discussion of whether acceptance of the LID Report was conditional to future actions. Noted that costs increase as billing is delayed because interest accrues to the City on the interim financing,and is passed along until it reaches 110%of the estimated project cost. Staff indicated that it would not be possible to deal with this issue prior to the December 15"meeting. Councilor DeBoer suggested that the current LIDS be billed now, and credited later if the Council chooses to do so. Emphasized that bills for the full amount should be sent now. Director of Finance Jill Turner confirmed that this would be possible,and noted that public hearings would be necessary at the time of final assessment. Stated that this required ten days' notice. Council consensus that billing now with the possibility of reimbursing later, dependent on a final Council decision on LID financing,was acceptable. 2. Appointment of City Councilor to Council Position No.4. Dealt with above(page 1). 3. A Motion to Vacate a Public Utility Easement on a Portion of Lot 39 1 5BD 1902 Off Thornton Way. Public Works Director Paula Brown provided background information for the Council,noting that the right of way was vacated in 1978 but a public utility easement had been retained. Residents have requested that it be vacated. Councilors Laws/W heeldon m/s to vacate the public utility easement under discussion and authorize the Mayor and City Recorder to sign the quitclaim deed. Voice vote: All AYES. Motion passed. 4. National League of Cities(NLC)Membership. Discussion noted that the price for membership has been temporarily reduced, and that membership would allow for lower costs to attend NLC conventions. Councilor Hauck noted the value of information that the NLC makes available only to members through its database. Councilors Hauck/Wheeldon m/s to authorize that the City become a member of the National League of Cities. Voice vote: All AYES. Motion passed. 5. Memo from City Administrator regarding participation in Guanajuato 30"anniversary celebrations. City Administrator Freeman provided background and noted that he needed to begin preparing an estimate of who will be traveling to Guanajuato next fall. Noted that this would be paid out of pocket,but that the Minister of Tourism for Guanajuato has arranged special airfares,with a round trip from San Francisco to cost roughly$450,and transport to the Bay Area by bus running approximately$50. Emphasized that he needed to get an idea of who would be attending soon. 6. Letter from ODEQ regarding air quality. Councilor Wheeldon asked for confirmation that the same wood burning advisory now applied valley wide. It was confirmed that this was the case with the recent passage of the model wood heating ordinance. 7. Acceptance of 1997-1998 Audit Report. Councilors Laws/Hauck m/s to accept the 1997-1998 Audit Report. Voice vote: All AYES. Motion passed. City Council Meeting 11-17-98 3 ORDINANCES,RESOLUTIONS AND CONTRACTS 1. Second reading by title only of"An Ordinance Amending the LiquorLicense Review Chapter(Chapter 6.32)of the Ashland Municipal Code to Update Provisions Relating to Evaluation of Applications." Councilors Hauck/Wheeldonm/sto adopt Ordinance#2833. Roll call vote:Hauck,Hanson,Wheeldon,DeBoer, and Laws,YES. Motion passed. 2. Second reading by title only of"An Ordinance Amending the Physical and Environmental Constraints Chapter (Chapter 18.62) of the Ashland Municipal Code to Make Certain Sections Clear and Objective." Councilors Hauck/Wheeldon m/s to adopt Ordinance#2834. Roll call vote:Hanson,Wheeldon,DeBoer,Laws, and Hauck,YES. Motion passed. 3. First reading of"An Ordinance Adopting the Transportation System Plan(excluding Chapter 10, 11 and 12) as Part of the Transportation Element of the Ashland Comprehensive Plan, and Repealing Resolution 91-39 Regarding Street Capacity." Mayor Shaw briefly explained for the audience that the narrative paragraph concerning a North Mountain freeway interchange was not in the transportation system plan,and emphasized that this was merely a stipulation that because an interchange may eventually happen,planning should accommodate that future possibility. Stated that there was no hope of an interchange being built anytime in the next twenty years. Councilor Laws noted that the item under consideration is the Transportation System Plan,which details implementation of the Transportation Element of the Comprehensive Plan. Pointed out that the Transportation Element was adopted months ago, and includes reference to a freeway interchange which concludes that while it is not likely, it is not precluded in the future. Stated that the narrative paragraph referring to a possible future interchange needs to be looked at in that context. Mayor Shaw noted that the Oregon Department of Transportation(ODOT)had called to confirm that this had not been added to the City's plans. Councilor Hauck questioned the elimination of the street capacity language. Director of Community Development John McLaughlin noted that this is covered by the new street standards. Mayor Shaw questioned why the narrative reference to a freeway intersection does not address intersections which might potentially be affected;McLaughlin responded that this was because it was to be only a narrative reference and was not intended to deal with design issues. Opened to public comment at 8:10 p.m. Kenneth Darling/846 Stony Point/Suggested that three questions need to be addressed before this issue is considered: 1)How will this affect the high school? 2)What will be the educational costs? 3)How will the high school and the kids cope with the traffic this would create? William Craven/]51 Ashland Acres Road/Stated that he was confused when he heard about this issue. Explainedthat he owns about 50 acres off of Eagle Mill Road,and is opposed to an interchange. Feels that problems created will not be addressed,and the City should exclude the possibility from its planning. Mayor Shaw explained that this is already part of the Comprehensive Plan, and that this reference merely asks that the future possibility be kept in mind when streets are laid out. Joan Hertzberg/681 Nepenthe Road/Questioned whether the future possibility of an interchange had been kept in mind when the City put in North Mountain Park. Expressed concerns over traffic so near a busy park and the high school. City Council Meeting 11-17-98 4 Harry Cook/710 River Rock Road/Stated that the mention made in the Comprehensive Plan lists reasons why such an interchange would not be feasible,and with these reasons in mind,the City should not make preparations for a future interchange. Suggests that a public hearing is needed before Council adopts this narrative reference. Larry Bradford/720 Meadowlark Way/Opposed to Ashland citizens having to take on the financial burden of a freeway interchange's construction,and opposed to the idea of an interchange. Charlotte Rising/621 Nepenthe Road/Concerned that an interchange here would be bad for students. Luc Anne Cook/710 River Rock Road/Concerned with the adverse effects of an interchange on North Mountain Park's student environmental programs. Explained that so far this fall,400 students have visited the park. Also concerned that traffic would have a negative impact on wildlife. Suggests that such traffic would be more suited to Oak Street. Cate Hartzell/881 East Main Street/Suggested that this is a"sleeper" issue,with a lot of embedded conflict. Stated that "not precluding" begins the process of planning for an interchange. Concerned that other goals need to be addressed. Madeline HilUno information given/Surprised when this issue came up,given that both of the committees that looked at the issue were opposed to it and the Council did not bring it up at the last meeting until after the public hearing had been closed. Feels that an interchange would be in conflict with the North Mountain Neighborhood plan. Linda Chesney/215 Scenic Drive/Has reservations about the reference in the Comprehensive Plan,and more with its inclusion here. Suggests that the issue needs to be reexamined to preclude the future possibility of an interchange here. Closed to public comment at 8:35 p.m. Mayor Shaw clarified that this issue had come before the Planning Commission twice before and they chose not to include it in the plan. It then came before Council. Suggested that it might be better to remove the reference. Councilor Hauck concurred,emphasizing that there is no likelihood of an interchange being built in the immediate future,and the inclusion of a reference merely muddies the waters. Councilor DeBoer emphasized that the reference is not about building an interchange,it is merely a planning document. Feels that the possibility needs to be kept open for the Oregon Department of Transportation(ODOT). Reiterated that this item is not even on the twenty year planning horizon,and citizens would not be asked to pay. Stated that it was a mistake not to consider the possibility that this will be necessary in thirty years. Councilor Laws explained that he has not advocated an interchange since 1988. While he is able to accept this reference as a placeholder in the plan,he feels it might be better to remove it given citizen concerns. Councilor Hanson asked that he be allowed to abstain from the vote as he was not sufficiently familiar with the history of this item to make an informed decision. Confirmed that he could only be allowed to abstain by a motion of the Council. Councilors Laws/Hauck m/s to allow Councilor Hanson to abstain. Voice vote: All AYES. Motion passed. Councilors Hauck/Laws m/s to move the ordinance to a second reading with items 1-7 included in the attached exhibit A. (The ordinance was read in its entirety.)Roll call vote: Laws,Hauck,and Wheeldon,YES. DeBoer, NO. Hanson,ABSTAIN. Motion passed 3-1. City Council Meeting 11-17-98 5 4. First reading by title only of "A Resolution Authorizing an Interfund Loan to the Community Development Block Grant Fund and Electric Fund." Councilors Hauck/Wheeldon m/s to adopt Reso.#98-_. Roll call vote: Laws,Hauck,Hanson,Wheeldon,and DeBoer,YES. Motion passed. 5. Authorization for Mayor to sign Amended Joint Agency Agreement for a Computerized Regional Public Safety Service System. Councilors Hauck/Laws m/s to authorize the Mayor to sign the Amended Joint Agency Agreement for a Computerized Regional Public Safety Service System. Roll call vote: Hauck,Hanson,Wheeldon,DeBoer,and Laws,YES. Motion passed. It was noted that Chief of Police Scott Fleuter was available to answer any question the Council might have. Heater and Police Department Administrative Service Manager Linda Hoggatt explained that the existing system was not Y2K compliant and had to be replaced,and by working with other agencies within the County they were able to save money and provide inter-agency access to all agencies in the County. Emphasized that this would tie into the new GPS. and GIS systems, and would be invaluable in a major emergency. OTHER BUSINESS FROM COUNCIL MEMBERS Councilor DeBoer raised the issue of citizen concern over lack of public notice of the recent addition of a driving range at the golf course. Councilor Wheeldon noted that she had attended the Ashland Parks & Recreation Commission meeting on Monday and that this issue was discussed. Explained that notices were hand-delivered to properties adjacent to the course. Stated that the driving range has been planned for years. Explained that the neighborhood homeowners' association has many members who are not immediately adjacent to the course who were not noticed, and who felt notice should have been mailed. Emphasized that the Parks Commission is taking this issue very seriously. Pointed out that this addition went through all required process,but that it did not require a permit because of its location. ADJOURNMENT The meeting was adjourned at 8:52 p.m. Derek D.Severson,Assistant to the City Recorder Catherine M. Shaw,Mayor City Council Meeting 11-17-98 6 August 27, 1998 Memorandum to Mayor Catherine Shaw, Ashland City Council, and Mike Freeman, City Administrator Re: Ashland Public Library Expansion From: Barbara Ryberg, President, Friends of the Ashland Public Library and Bob Wilson, Librarian The Carnegie Library was built in 1912 . The addition was completed in 1954 . The parking lot was added in 1972. In 1990 the Jackson County Library System sought an analysis of all the branch libraries by library consultant, Raymond Holt. That assessment recommended expansion of the Ashland library to 21,000 square feet from its existing 7,000 square feet. This increase met American Library Association standards for Ashland' s population, at that time. Soon after, students at then Southern Oregon State College did a voter survey to determine attitudes about the library. They determined that public opinion strongly favored maintaining the current location, but that more parking was needed. In 1998 Jackson County conducted a telephone survey of 500 households to find out how voters ranked county needs. Results of that survey were mixed relative to libraries, except in Ashland, where a response favorable to library upgrades, countywide, was in the 60th percentile. It is worth noting that since 1990 library use, in Ashland, has increased from an annual circulation of 175,000 to appoximately, 300,000. Taking this background into consideration, the board of the Friends of the Ashland Public Library, along with library staff, recommend no further delays in upgrading the library. It is widely acknowledged that the Jackson County Library system is one of the best in the state. In Ashland this excellent service stands to be significantly diminished because of a failing physical plant (building) which includes lack of space, poor wiring, and continual leakage during rainstorms, endangering valuable equipment and books. When high tech needs such as increasing internet access and the space that requires are added, the current facility falls far short of meeting public demands. In December of 1997 members of the board and Bob Wilson met with Mayor Shaw (Golden) . She recommended that we continue our efforts to gain information about the site. We then met with architect, Tom Giordano, who recommended we undertake a topographic survey of the site, and that we also conduct a geological survey. Marquess & Associates completed the topographic survey and geologist Bill Hicks completed the drainage study. Using information from these two surveys, Tom Giordano completed a space assessment to determine the feasibility of library expansion on the present site. (The Hicks report and Giordano' s assessment (reduced) are attached. The topographic drawing and full-scale Giordano space assessment drawing will be available at the meeting, September 15. ) Since spring of 1998 we have met with an architect from Portland who worked on the remodel of the Multnomah County library, with Tom Giordano of Ashland, and Richard Turi, of North Bend, who designed the Roseburg library. In talking with these specialists, two features emerge: 1) the current site is worth keeping, and 2) the acquisition of adjacent business property is crucial to the project. A space assessment from Richard Turi also accompanies this memo. We ask the council to give approval to the Ashland Public Library' s plans to put before the voters of Ashland in May, 1999, a bond measure to cover costs of an expansion/remodel, plus adequate parking, of the Ashland Public Library. We need to know if the council feels our purpose is justified, and if we are correct in pursuing additional on-site parking (acquire adjacent property) . Once this is known, we can proceed with the RFP. Specialists assure us that an architectural drawing and cost estimate can be made available by December. Thank you for your consideration. Attachments: Hicks report Turi assessment Giordano assessment (2 parts) _== = JACKSON COUNTY OREGON CBURKE M. RAYMOND OUNTY ADMINISTRATOR 10 S.OAKDALE• MEDFORD, OREGON 97501 (541) 776-7269 • September 21, 1998 Barbara Ryberg President Friends of the Ashland Library 373 Vista Ashland, OR 97520 Dear Barbara Ryberg: I am in receipt of your memo of September 16 requesting funds from the Hays' Ashland library bequest to the Ashland friends. In your memo you state that the Ashland Friends group wishes to hire Richard Turi, Architect, to develop preliminary design options that the friends want to present to the Ashland council on October 21, 1998. No expenditure can be made from the trust without Board of Commissioner approval. I will forward your request along with the steps outlined below to the Board. Under the current arrangement that we have with Ashland, the county pays all of the operating and maintenance costs of the Ashland Branch Library. We expect that this arrangement would continue in the future. Since we will be asked to maintain, insure, and pay operating costs of any expansion or new construction, we feel that it is in the interest of all Jackson County taxpayers that we have some say in the planning. In our project planning for fiscal 1998-99, the Budget Committee approved funds for architectural studies of the Jackson County library facilities. In order to facilitate your desires and the county's responsibilities, we have entered into a personal service contract with Mr. Turi. We have asked Mr. Turi to report to us on the feasibility of expanding the Ashland library at its present site to include necessary parking on the present or adjacent property and a determination of the present building's code FAX(541) 776-7118 Barbara Ryberg Page 2 September 17, 1998 compliance needs. In particular, the modifications that will be required to meet the new seismic code and the Americans with Disabilities Act law. Given the scope of work, I don't know if the architect's task will be complete by October 21. We look forward to working with the friends and the city of Ashland on this project. S' 4Raymon uCo mab ashland.lib c: BoC Ronnie Budge Jackson County Library Advisory Committee Mayor Cathy Shaw City Administrator Mike Freeman Ashland Branch Librarian Bob Wilson Ashland City Council via City Administrator Art RICHARD P. TURI -Xrchirecture & Planning August 27, 1998 Mr. Bob Wilson Ashland Branch Library 410 Siskiyou Boulevard Ashland, OR 97520 RE: Proposed New Library Construction/Expansion Dear Bob: It was nice to visit with you, Ronnie, and Barbara last Tuesday and I very much enjoyed our discussion regarding ideas for expanding your existing facility. Within this letter I will try to document the thoughts I shared with you regarding the feasibility of your considered expansion, as well as offer my opinion as to what steps I think you should consider next in your planning process. To date it appears that you've had a topographic survey completed, a preliminary geologic study performed, and a conceptual building mass plan prepared by a local architect. All of these are necessary "first steps" towards the evaluation of this proposed expansion. I understand that you are planning for a 23,000 - 25,000 square foot completed facility, and that the "building mass diagram" indicates that up to 28,000 square feet of habitable space could be accommodated on-site. However, this would require the expansion to be two stories high, thus separating library operations on separate floors. Further, very limited parking (25 spaces) would be provided in a basement level parking garage beneath the main floor of the building. There are several factors that would lend support to expanding your existing facility. The first is the original Carnegie Building which has a lovely character about it and with a bit of cosmetic upgrading could really be a beautiful building both inside and out. The public apparently likes the location (geographically) of the current building, the site is nicely landscaped, and I imagine you own the property outright. The site appears to be large enough to accommodate a library of an appropriate size to serve your community for the next 20-30 years. The geologic study that was completed suggests that very favorable soil conditions exist and that sub-surface water conditions are relatively easy to address. P. O. Box 1107 • North Bend, Oregon 97459 • (541) 756.1111 • FAX (541) 756-2908 Mr. Bob Wilson Ashland Branch Library Page Two August 27, 1998 While on one hand there are many positive factors supporting this expansion, there are a number of concerns I have as well. I don't want you to view these concerns I raise as simply "negative issues", but rather as obstacles that will need to be addressed should the Library and/or City choose to proceed with this project. My concerns are listed as follows: LIMITED SIZE OF SITE This aspect of your project has many implications that I will list separately below. Multi-Story Operation: It appears that to accommodate a building of 23,000 - 25,000 square feet you will have to separate your library operations on two floors. Library design standards J suggest that library buildings of under 40,000 square feet should be of a one- story design to maintain efficient operation. By splitting your building up on two floors, you are probably going to increase your day-to-day (and thus yearly) operational costs. Often times libraries cannot afford the additional staff it takes to properly supervise and service a multi-story building. Hence, patrons end up not receiving adequate assistance and incidents of theft and vandalism greatly increase. Future Expansion Capability: Not possible without adjacent property acquisition. Limited Parking: You indicated that your local zoning ordinance only requires that you provide 25 parking spaces. However, you have a parking problem nah now, and I'm concerned that some people will criticize the project because the problem was not adequately addressed. Library buildings of this size in other communities I've worked in usually require 100+ parking stalls. Construction Feasibility: This is potentially a big (and expensive) issue. Because the expansion will likely cover the entire existing parking area, there is virtually no space left over for "staging" of the construction phase. Where will the contractor locate his field office, construction trailers, and equipment such as forklifts? Where will materials be stored? How will semi-trucks access the site to deliver materials? Mr. Bob Wilson . Ashland Branch Library Page Three August 27, 1998 Where will concrete trucks and pumpers locate? These are very real issues and will reflect in the construction costs. The alley currently providing vehicle access to your parking lot is very narrow and serves a number of surrounding homes. It probably cannot be blocked off without greatly upsetting the neighbors. East Main Street is a very busy highway, so restricting (or eliminating) a traffic lane to serve this project may not be a popular alternative either. This issue is going to take a lot of thought. ENTRANCE ORIENTATION I find it desirable for community buildings to face their main entry in the direction most apparent to the public. Usually this is the "main street" or the parking area. Your expansion proposal will make this most difficult. The "main street" is so far below floor level that wheelchair accessibility might not be possible. Therefore, a second entry (as you'have now) would need to be provided. A double entry library is not desirable from a control and supervision standpoint. A new main entry could be created oriented towards the alley, but it will, in essence, be hidden from the mainstream of traffic below. As one of the community's more significant public buildings, the City's Library should have an entrance that is easy to find and identify as one approaches the building. ACCESS ROAD The "narrowness" of this alley is a concern, not just during construction but as a long- term solution for providing vehicle access to your building. Widening this road and improving vision clearances should be explored. BUILDING HEIGHT A three-story structure totaling over 30,000 square feet (including basement parking) at this location will have a big impact visually on the neighborhood in general. The commercial building to the south is only one story high and the structures to the west are residential in nature and in scale. The overall mass of this expanded building may be objectionable to some. Mr. Bob Wilson Ashland Branch Library Page Four August 27, 1998 SEISMIC UPGRADE OF EXISTING BUILDING The new addition could hopefully be designed as a stand-alone structure with merely a "soft connection" to the existing building. However, if functional requirements of the design suggest that the existing south exterior building wall be "opened up" to any sort of significant degree, the building may need to be seismically reinforced. The exterior walls appear to consist of un-reinforced brick masonry with a stucco finish. Reinforcing these types of older construction systems can get very costly. ASBESTOS ABATEMENT Your existing building should be surveyed by a company specializing in asbestos identification. Depending upon the amount of asbestos materials found and the degree of remodeling proposed for within the existing building, required asbestos abatement can get very expensive and needs to be factored into the project's overall cost estimate. Once again, please do not construe the above concerns as "negativity" towards your proposed expansion. If you choose to proceed with the expansion of your existing building, they simply need to be addressed early on and reasonable solutions found for all. WHERE TO GO FROM HERE? I gathered from our discussion that a general obligation bond measure is being considered to go before the voters in May of 1999. One option you have is to "some how" come up with a dollar amount, tell the voters you are going to expand the existing library (without any specifics, plans, or renderings) and see what happens. I would not recommend this... simply because I've seen this approach fail too many times in the past. Mr. Bob Wilson Ashland Branch Library Page Five August 27, 1998 What I would recommend you do is the following: A. Select An Architect: Prepare a Request For Proposal (RFP), spell out a preliminary scope of services, and get some expertise "on board". Your contract with the architect need only commit monies to cover the preliminary services work. No further commitment should be implied in the event your bond measure is unsuccessful. B. Recommended Preliminary Services By Architect: 1. Work with Owner to refine building program. 2. Prepare conceptual design for expansion proposal and develop project cost estimate. 3. Compare expansion project design and costs to one or both of the following: a. New building project costs on an alternate site. b. Renovation of an existing building on an alternate site. 4. Conduct community town hall meetings to discuss these options with the public. Evaluate public input (expansion vs. new construction). 5. Select which proposal to proceed with and develop schematic design drawings including a site plan, floor plan(s) and exterior elevations. Prepare project cost estimate. 6. Conduct another town hall meeting to share the design with the public. Assimilate public input and incorporate into the design. Proceed with bond measure. Completion of the above process will give you the following: 1. A program document that will add credibility and justification as to "why" the City of Ashland needs a 25,000 square foot library (someone will ask). 2. The ability to say that"options" were looked at (expansion vs. new construction), and that the design proposal selected was done so for reasons "A", "B", and "C'. 3. A set of design plans and "pretty pictures" will serve as an invaluable marketing tool for both private fundraising and public awareness during the bond measure promotion campaign. People will now be able to identify what exactly they are being asked to spend their money on. Mr. Bob Wilson Ashland Branch Library Page Six August 27, 1998 Well, I'm sorry this letter is so long but there was a lot (and more yet) to say. If you need any assistance with formulating an RFP, locating an asbestos surveyor, or want some ideas on fundraising tactics, please feel free to give me a call. Thank you for asking for my input. re' 6;R'inchardP. Turi Principal Architect RPTTjk B.G. HICKS- CONSULTING ENGINEERING GEOLOGIST 190 VISTA STREET ASHLAND, OR 97520 541 482-8451 FAX 541 482-8638 TO: Barbara Ryberg July 13, 1998 373 Vista Street Ashland, OR 97520 C/C: Robert Wilson Ashland Public Library ASHLAND PUBLIC LI lkARY PROPERTY GROUNDWATER DRAINAGE STUDY PROBLEMS, ISSUES, AND CONSTRUCTION RECOMMENDATIONS SUMMARY In summary, the Library property has excellent drainage potential and foundation characteristics. The problems experienced at the existing library (original and addition) can be corrected and have served as design guides for any future construction on this property. This report covers specific details of all phases of drainage and foundation characteristics. L INTRODUCTION NOTE: This report focuses on the existing structures as this is the best method to analyze the drainage problems any new construction may encounter. The report also highlights relatively straightforward methods to correct the drainage problemsiflooding that have been experienced in the lower floor at the original Library building. I have used a report format employing site photography to show the issues re. damage/flooding to the existing structures. The photographs also depict the various issues that could arise at any new construction (involving excavation)at this property. Location: The site of this study is the City of Ashland Library property located at the southeast corner of Gresham Street and Siskiyou Blvd. My focus was necessarily on the existing original Library and the newer addition (or annex). Purpose: The purpose of this report was to investigate the importance of the ground water and surface water drainage problems that have been experienced at the present Library in relation to the potential use of the Library property for expansion or other construction. It was important to establish the historic link between Ott design of the original structure re. the handling of water drainage(subsurface and surface). This was needed both for the future use of this property and to help solve the current problems at the Library. These original drainage design findings can be applied, with updating, to future construction on this property. Scope: The principal item of maximum use for this study were the copies of the original plans and elevations made available by Terry Skibby. The connection that I made between those old drawings and the modified conditions present now allowed for a complete evaluation of the property. (Observations at recent/current sites of construction excavation in the vicinity of the Library property as well as my experience dealing with drainage problems at my home, with the same foundation situation, added to the confidence of the interpretations.) In conjunction with the original plans, the site map (scale I inch= 10 feet)prepared by Marquess and Associates, Inc., Medford, OR was invaluable for use in developing MAP A. MAP A uses a portion of the Marquess map as the basic framework for my work; it combines features of both the that map and the original plans. My field work involved several visits to interior and exterior of the building including a'walk and crawl-through' of the passage adjacent to Back Retaining Wall. The discussions with Bob Wilson regarding flooding were essential to my work. It was originally envisioned to use tracer tests to determine sources and paths of ground water. The problems appear sufficiently simple such that tracer tests are not used. If future flooding in the existing lower floor of the Library continues after remedial work is completed, tracer test may be required.) No contacts were made with prior maintenance workers or contractors, as originally envisioned; discussions and on-site trips with Bob Wilson were believed adequate. Neither drilling through the concrete nor backhoe excavations were not used to finalize my report. These methods would have increased the detail but are not believed necessary at this time. If site drawings and project construction specifications require this detail I am available to obtain this additional information. IL CONSTRUCTION RECOMMENDATIONS GENERAL STATEMENTS: Ground water flows to the full library area at both shallow and deeper depths. The passage way at the Back Retaining Wall (BRW) was believed designed to both pump the deeper water flowing along fractures in the granitic bedrock and the water flowing to the passageway from the concrete sidewalk entry (see MAP A).This pumpage would relieve the pressure on the ground water throughout the foundation area. At the original Library it is interpreted that the shallow water was diverted around the BRW to flow away from the Library. I interpret that a sub-concrete floor drain system was installed for the original library. This system may not have used pipes; possibly only'protected' pervious gravel was placed in shallow trenches before the concrete was placed. I believe the eventual, natural, plugging of these drains is contributing to the 'water problems' at the lower floor of the Library. Modern design can essentially render these drain systems permanent by using filter fabrics and provision for easy clean-out of drain systems. In addition, greater attention can be given to interception and 2 diversion of ground water away from the foundation area; so that sub-floor drainage issues are less of a problem. No drainage lines now enter Siskiyou Blvd. from the buried Library drain system. I believe the entire subsurface system is connected to the storm drain in Gresham Street. FOR NEW CONSTRUCTION ON THE LIBRARY PROPERTY: 1. DRAINAGE At upslone retaining walls a. Place pervious backfill or artificial drain material behind the retaining wall to lower the water table behind the wall. Conduct any water intercepted, by gravity flow if possible, to the end of wall and direct into a sealed storm drain system. Pumping may be required in some situations. b. Downslope either excavate a drain trench or drain sumps and use gravity or pumps to lower the water table to keep water from percolating toward the foundation concrete slab. This water can be directed beneath concrete floor slabs in sealed/solid pipes to the storm drain system. At concrete floor slabs: Construct a network of solid pipe and geotextile drains beneath the slab at a 20 foot by 20 foot spacing. Use woven filter fabric specifically designed for maximum life(durability and plugging). Design system for'cleanout' by flushing from both directions. Grade on this drain system must be downslope at maximum slope allowed by terrain -- toward collection point or pump. At foundation walls: Construct structure perimeter foundation drain trench at one foot greater depth than slab floor elevation for any floors designed for occupancy. Slope all trenches to maximum allowable by site terrain. Use gravity to drain to storm drain inlet if possible. Design for future cleanout by flushing if at all possible. 2. BEARING CAPACITY The granitic rock underlying the Library property has excellent foundation bearing strength. The weathered zone(below generally two feet in depth) can be rated at 1 to 2 tons per square foot 'allowable foundation pressure' whereas deeper depths in less weathered/decomposed rock can accept 3 to 5 tons per square foot ('allowable foundation pressure'). Site specific values can be assigned when exposed at test excavations. These materials do m1 have the high shrink-swell properties of many other foundation materials in the Bear Creek/Rogue Valley area. III. REHABILITATION EXISTING STRUCTURES (ORIGINAL BUILDING AND LIBRARY ADDITION) LIST OF FEATURES REQUIRING ATTENTION -- WITH DESCRIPTIONS: — SEF MAP A AND THE PHOTO SECTION. LIST A• ORIGINAL DEWATERING METHODS DRAINA . S IMP NO. 1: Note: I started this pump during my July inspection; however it needs rehab, etc.. I recommend thorough cleaning of the sump 'well' and replacement of the system with a newer design, internal 'float' control pump. These are not expensive -- $80 to $120.The important piping system from the sump appears to be in excellent shape--but should be checked to insure that the outlet -- to the east --can handle all the discharge from this sump. BOILER ROOM SUMP: (Note: The water level was at about 1 foot in July.) This sump is believed used when the boiler must be drained (for cleaning?). In that case it could have acted as 'dry well' absorbing the water discharged from the boiler. The installed pump probably acted to move the discharged boiler water to the main drain system and is believed also suitable for dewatering of the subsurface. It may be determined that a new'sump-type' pump should be installed. It may requires both of these sumps (the Sump No.l and Boiler Sump)to reduce the ground water pressure and keep water from the lower floor of the Library. In any case it seem apparent that use of this sump as a 'dry well' to 'soak up' boiler water is not practical in the winter-- when water inflow rates and pressures are high. Note: Discharge of boiler water or mineral deposits from the boiler -- into this sump -- may have contributed to problems with the drainage system below the concrete floor. NORTH OFFICE_E ST JNV_(Reported)7 MAP A shows the reported location of a former 'sump' in the 'north' office on the lower floor of the Library. This feature was apparently sealed over many years ago. I can find no indication of a sump at this location on the original drawings. I can not rationalize the presence of a sump here but I do believe a'through-going' sub-concrete floor drain system was probably installed beneath this original Library. LIST B• WATER SOURCES SEEP 'A' The presence of water source at ground surface well into the'dry' season indicates either a natural shallow ground water source or lawn watering drainage or a leak in the storm drain system. (See PHOTOS 1, 2, and 3.) In any case it is a continual a source of water flowing via the construction joint or crack in the north retaunng wall into the passageway and on to Drainage Sump No.1. (See PHOTOS 4, 5, and 6.) [The periodic increase in seepage at this location in July appears to connect this flow with lawn watering seepage.] MAJOR FLOOR LEAK: This periodic major leak is in the periodical room near the center of the lower floor. (See MAP A.) At my inspection it appeared to have been sealed but could leak under 4 high ground water pressure in the winter. I believe this leak is connected to a 'plugged' subfloor drain or is issuing from a rock'joint'which transmits water. It is possible that reinstallation of Drainage Sump No.I could sufficiently lower the ground water level and pressure so that this area ceases leaking. Alternatively, and much more difficult, the subfloor drain system may require cleaning and rehabilitation. (Note: The external foundation drain trench system--to lower the water table — described below may be a simpler method to solve the internal (e.g., periodical room) leak problems. Careful monitoring at each step of the process of drainage reconstruction will allow the most economic system to be developed.) W i As with the Major Floor Leak described above, Bob Wilson indicated these locations which I transferred to MAP A. (a) Corner D TO E: These leaks, which develop sufficient water to force the storage of supplies, etc. on wooden pallets, appear to be connected with wall/floor leakage plus possibly the general high ground water table due to the malfunctioning or intermittent functioning of the main Drainage Sump No. 1 pump. (See MAP A.) Extension of the pipe at DS-6; discontinuance of use of the sprinklers near the foundation from Comer C to D to E to F and re-establishment of the pumping at Drainage Sump No. I may alleviate this problem. If not then a foundation drain trench system must be installed. The exit elevation and location is critical. (b)Comer F: This apparent leak area (the concrete is badly'stained' in this vicinity) may be drained by as simple a method as redirecting the water from DS-7;however it is most likely that a foundation drain trench to lower the water will be required. (c) Boiler Room: Although not reported as leaks there is significant 'staining' at the south wall of the boiler room. Therefore I believe there is evidence of long term high water level at or immediately below the concrete floor. This situation should be corrected by reinstating the full operation of the Drainage Sump No. 1 (and the possible use of the Boiler Room sump pump). (d) End Passage at 10 Foot Height; MAP A indicates the location where the passage way along the BRW changes from+/- 10 feet in height to about 4 feet. It is interpreted that water inflow and seeps were encountered during excavation west of this point thus the installation of Drainage Sump No.l at this location. (I interpret that this sump was also needed to handle the water flowing from the entry -concrete- walkway.) VENT AND OLD DOWNSPOUT (D'): (see MAP A, near DS-3.) These pipes could only be seen from the ground level and therefore I could not check how they were connected. These pipes/outlets appear to have been modified during construction of the newer south entrance area. I recommend that they be carefully checked to confirm that this area is properly drained. 5 LIST C: DOWNSPOUTS Following are recommendations/conditions of the downspouts on both lihrary strictures: DS_l: Discharge from pipe is too close to foundation; extend to Gresham St. if possible. DS-2: The roof gutter is probably functioning satisfactorily but since significant volume is transported to DS-2 it should be checked for integrity. DS-3l Outlet out into the lawn area(6 feet from wall) should be extended to the gutter near the Book Drop Box'. DS-4 and DS-5: These down spouts appears to be functioning properly; observations during heavy storms should be used to confirm this interpretation. DS-6: The present pipe is disconnected near the wall (see PHOTO 12); it is strongly recommended that this drain be extended a minimum of 10 feet downslope and toward the street. DS--Z: The tray at downspout outlet discharges water too close to the foundation; a pipe should be attached to extend the outlet a minimum of 10 feet from the building. DS-g: This downspout appears to be functioning properly however there is the apparent unexplained problem in the north office area. Steel pipe into which downspout discharges is near existing ground surface; soil fines may have entered at this point -- check for plugging and add extension to seal this potential entry. DS-9: The entry point from this pipe to the subsurface system is crushed (see PHOTO 7); it requires repair and checking that it is working properly. IV. PHOTOGRAPHS Attached are representative photographs of various locations and features described in the report and shown on MAP A. The captions should be read in conjunction with MAP A. GERTIFIFO GOON .G. HICKS CONSULTING ENGINEERING GEOLOGIST �FRI`NGG G�0 6 11/16/98 13:34 '8`541 776 7118 JACKSON CO ADMIN Z001 NEON C O V E R FAX To: Mike Freeman, City Administrator Fax#: 488.6993' Subject: Library Construction i;:_ Date: November 16, 1998 �! NOV Pages: One, including this cover sheet COMMENTS: UU�u Mike, I understand discussions are underway in Ashland regarding library services. As you may be aware, the Library Advisory Committee and the Friends' groups in each of the cities where libraries exist have been discussing capital needs for some time. The Library Advisory Committee believes the needs of Ashland to be a critical component of any library plan. We are hopeful Ashland will be part of the overall effort. The Library Advisory Committee has scheduled a special meeting with the Board of Commissioners to discuss various ' bond election dates. That meeting of the Board and LAC will takeplat�e D er 7, 1998 hope this information is helpful. C: Board of Commissioners From the desk or... Burke M.Raymond county Adminhtr•tor Jaokew county 10 South oakdak Medford,Oregon 97501 541-7744MM Fax:541-776-7118 raymonbmQad min 1.00.lsokson.or.us November 12, 1998 Jackson County Library Advisory Committee Dear Advisory Committee: I wanted to take a moment to thank you for your efforts to move the Ashland Library building improvements forward thus far. I can imagine what a difficult balancing act it must be to meet the library needs for each of the cities in Jackson County. As I expressed during the last meeting, in order for a project of this magnitude to succeed in Ashland, we must involve the citizens. While I heard that you supported that concept,the composition of the committee as presented at your meeting I feel will not meet the rigid Ashland standards of community involvement. After discussing the layout of the Library Board meeting with our city attorney, administrator,city planner and city council, I feel at this time it is in the best interests of this project to move it under the jurisdiction of the Ashland City Council and the Office of the Mayor. Knowing just how much work you must have to conduct for overall library services, I am sure this must come as a relief. The Friends of the Ashland Library has asked to be placed on the next council agenda, and I am supporting that request. It is my understanding, at that time, they will ask for the city to begin negotiations for acquisition of the adjacent property and to retain a qualified architect who will bring concrete numbers forward for the Ashland voters to approve or disapprove in the next election. I also wanted you to know that I will be assembling a committee to see this process through. The committee will be comprised of a member of the library neighborhood, a local builder,a downtown business owner, an Ashland historian,the chair of the Ashland Historic Commission as well as two members of the Friends of the Ashland Library Board. In addition to these voting members I will also include ex-officio, non-voting members from the Ashland Community Development Department, Ashland Library Staff, the City Council and the Jackson County Library Board. It is my hope that the ex- officio members will help guide and serve as a resource to the committee members. Thank you again for your efforts in this task, I will keep you apprised as events unfold. Sincerely, Catherine M. Shaw Mayor cc Jackson County Board of Commissioners Friends of the Ashland Library MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL November 3, 1998 PLEDGE OF ALLEGIANCE Mayor Shaw called the meeting to order at 7:05 p.m., in the Civic Center Council Chambers. ROLL CALL Councilors Laws, Reid,Hauck, Wheeldon,and DeBoer were present. APPROVAL OF MINUTES The minutes of the regular meeting of October 20th, 1998 were approved as presented. SPECIAL PRESENTATIONS&AWARDS None. CONSENT AGENDA - 1. Minutes of Boards,Commissions and Committees. 2. Authorize additional Federal Funding for the Central Ashland Bike Path project. Councilors Hauck/Wheeldon m/s to accept the consent agenda. Voice vote: All AYES. Motion passed. PUBLIC HEARINGS 1. Adoption of the Transportation System Plan(excluding Chapters 10,11& 12 relating to the Financing Plan)as part of the Ashland Comprehensive Plan,Transportation Element. Director of Community Development John McLaughlin provided background information. Noted that this is an implementation measure,over the next twenty years,as part of the Transportation Element of the City's Comprehensive Plan. Explained that cities of Ashland's size are not required to prepare financing plans,but that this was done based on the likelihood of available funding over the next 20 years. Stated that these portions need not be adopted by the Council, as they are dependent on available funding,and are above and beyond what is required by state law. Noted that the Planning Commission recommended changes in a memo that was sent to the Council in the packet materials. Explained that Councilor DeBoer had recommended the addition of a North Mountain Avenue freeway interchange,but that the Planning Commission chose not to include this in their recommendations. Councilor Wheeldon happy with plan, suggests looking at"soft element"to discuss items to be done that won't cost a lot in order to make the most of available resources. Suggested she would be willing to be involved. McLaughlin suggested that this could be included as an implementing item,and noted that they will be preparing 2-5 year short term plans. Clarified that Wheeldon wanted a committee to look at the implementation of pieces that are low or no cost. . Shaw noted disappointment that North Mountain recommendation for interchange was not embraced by the Planning Commission. Stated that with increased development, she feels that it is unfair not to include an interchange. Public hearing opened at 7:16 p.m. No speakers came forward. Public hearing closed at 7:16 p.m. City Council Meeting 11-03-98 1 Council discussion of the need for a freeway interchange for North Mountain Avenue. Noted concerns that current configuration would funnel interchange traffic directly past the high school. Councilor DeBoer emphasized that he would like to see this included in the twenty year plan, even if it were a half interchange to supplement the current interchanges. McLaughlin explained for Councilor Wheeldon that funding would be from federal monies,through the state,and would not likely be approved given traffic counts. Stated that funding would have to be found locally if an interchange was desired sooner. Explained that in any event, a proposed interchange would have to meet federal and state warrants. Councilor Wheeldon stated that she would not want an interchange included in the plan if it would compete with the Nevada Street bridge. Mayor Shaw and Councilor DeBoer concurred. Councilor Laws questioned the possibility of including wording in the Transportation System Plan to keep the possibility of an interchange open in future designs. McLaughlin confirmed that this was in place with the existing street standards, and the construction of an interchange would only require retrofitting of the existing streets. Mayor Shaw noted that the Nevada Street bridge is important,but stated that it would compromise the quality of life in the neighborhood if the interchange were not constructed as well. Councilor Wheeldon disagreed,noting that the freeway interchange's being constructed is unlikely. Councilor Laws stated that in any case, traffic will need to be routed through the area before an interchange is constructed. Mayor Shaw suggested that some sub-text in the Plan indicate that future road development must take into account the possibility of an interchange. Councilor Hauck stated that this would require changes in the Transportation Element. Emphasized that there is no realistic possibility of this item being completed in the next twenty years. Mayor Shaw urged that no freeway commercial development be allowed around the interchange. McLaughlin confirmed that because the location is within the City limits, this can be done as part of the Comprehensive Plan. McLaughlin asked Council to clarify for staff what wording they would like to have included in the Transportation System Plan. Councilor Laws suggested that it be indicated that future streets in the area not be designed so as to preclude the eventual construction of an interchange. Councilors DeBoer/Reid m/s to include a narrative reference to a freeway interchange or half-interchange at North Mountain Avenue(just a reference)which includes the comment that no commercial development will be allowed. Roll call vote: Laws,Reid,and DeBoer,YES. Hauck and Wheeldon,NO. Motion passed 3-2. Staff was directed to draft an ordinance for the Council's adoption to implement the plan,as amended above. Council discussion of the language used with regard to"avenues"and"half-streets". 2. Amendment of portions of the Physical and Environmental Constraints Chapter of the Ashland Land Use Ordinance,specifically relating to Hillside Development Standards. McLaughlin provided background information,noting the on-going appeal by the Rogue Valley Association of Realtors. Stated that the Hillside Ordinance;as originally adopted, is in use and being enforced.. - Public hearing opened at 7:41 p.m. John Freedom/150 Nursery St./Stated that he attended the Planning Commission meeting,and supports the proposed changes. Emphasized the need to be cognizant of the environment and to protect our natural resources. Expressed concerns after witnessing recent decisions with regard to development. Stated that while he favors development and private property rights,he also favors Ashland's historic concept as a small,pleasant village in Southern Oregon. Feels that the strategic planning process discussed earlier,with the determination of a defining vision and identification of collective values,will help to galvanize the City. Emphasized the importance of strategic planning both for its role in City Council Meeting 11-03-98 2 defining vision and values and in achieving goals and objectives. Urged that decisions with regard to development need to fall within acceptable values that do not change the City's future. Approves of the changes taking place in this ordinance, and recognizes the importance of structuring a vision of the future. Stated that the Planning Commission cannot be held fully responsible for development,and noted that there are more resources available. Suggested that the City may need to expand the role of existing commissions to address development with reports.(Mayor Shaw clarified City processes relative to development and the role of the existing commissions.) Mayor Shaw read a letter from David J. Hunnicutt,the attorney for Oregonians in Action, into the record. Public hearing closed at 7:54 p.m. City Attorney Paul Nolte confirmed for the Council that procedurally, letters need not be read if a copy is included in the record. First reading of"An Ordinance Amending the Physical and Environmental Constraints Chapter(Chapter 18.62) of the Ashland Municipal Code to Make Certain Sections Clear and Objective." City Administrator Mike Freeman read this item in its entirety. Councilors Reid/Hauck m/s to move the ordinance to a second reading. Roll call vote: Laws, Reid, Hauck, Wheeldon,and DeBoer, YES. Motion Passed. PUBLIC FORUM No speakers came forward. UNFINISHED BUSINESS None. NEW AND MISCELLANEOUS BUSINESS 1. Council Meeting Look Ahead. Freeman noted that item#18,the study session on water planning,has been scheduled for December 7"at 7 p.m. It was also stated that the public hearing and decision on the water plan have been scheduled for the regular meeting of December 15'". Councilor DeBoer stated that he would like to finish with the LID issue before the end of the year if at all possible. 2. Update on the Implementation of Council's 1998- 1999 Goals Freeman indicated that this was a routine update,and stated that Councilors could call him with any questions they might have. Noted that staff is moving ahead rapidly with the Fire Stations and Council will be updated at a later date. 3. Ashland Emergency Preparedness Exercise Schedule. Fire Chief Keith Woodley read his memo to Council into the record. 4. Southern Oregon Regional Economic Development, Inc.(SOREDI) Partnership Agreement. Freeman noted that legislation passed by Governor Kitzhaber calls for an analysis of the delivery of services by state and local agencies. Noted that he had been invited to initial meetings,and it was decided that Southern Oregon would be used as a pilot case. Explained that this puts the region in a better place to receive state funds and grants. Stated that SOREDI has met with the Jackson and Josephine County Commissions,and they have asked that SOREDI be in charge of implementing this state agreement. Freeman expressed concerns over some uncertainty in the details,but stated that he has been assured that this will be worked out. Noted that the three Southern Oregon cities involved are Medford, Ashland and Grants Pass,and none have signed agreements to date. City Council Meeting 11-03-98 3 Councilor Wheeldon explained that she became involved at this point in the process, as the Council's liaison to SOREDL Stated that she had been told that this was not about money,and that SOREDI would not be recommending projects,but would merely serve as a"pass-through"for the discussion of regional concerns. Indicated that she would bring back further information as it becomes available. 5. Council discussion regarding appointment of Council Position No.4. Mayor Shaw suggested that the Council consider waiting to appoint someone for this position until after the election is decided to allow for some continuity. Councilor Reid noted she was appointed in this way, and feels this is traditionally the way to deal with these circumstances. Councilors Hauck and DeBoer concurred. It was indicated that this issue will be carried forward to the next meeting, for discussion after the election results are available. 6. (New item,added at Councilor Reid's request) Discussion regarding the Northwest Energy Coalition's (NWEC)recommendation to support breaching of four dams on the lower Snake River. Councilor Reid noted meetings with NWEC, and explained that the information distributed to Council included an editorial from the Lewiston Morning Tribune. Stated that the NWEC has met with each of its members to discuss the removal of four dams on the lower Snake River. Emphasized that this removal would help fish,and be the most cost- effective option. Concluded that NWEC will be meeting next Saturday to make a decision. Director of Electrical Utilities Pete Lovrovich noted that this is a controversial issue. Stated that it is not merely about losing dollars, but about re-evaluating existing practices and attempting to re-establish salmon in the Snake and Columbia Rivers. Explained that the Bonneville Power Administration(BPA)has said that this could increase the cost of providing power,and feels that other options are available. Councilor Reid noted that NWEC feels they are able to replace the lost power at no greater cost. Stated that she wanted to give the Council,as an associate member of NWEC, awareness of this issue prior to the decision. Mayor Shaw and Councilor Reid suggested that the City seek full voting member status. Discussion of taking out the dams versus going around them, noting that removal would be considerably more expensive. Councilor Reid clarified for Council that this was presented purely for informational purposes,and no action was requested from the Council at this time. ORDINANCES RESOLUTIONS AND CONTRACTS_ 1. Second reading by title only of"An Ordinance Replacing Chapter 2.22 of the Ashland Municipal Code to Change the Name of the Bicycle Commission to the Bicycle and Pedestrian Commission and to Amend Its Powers and Duties. CouncilorsHauck/Wheeldon m/s to adopt Ordinance#2832. Roll call vote:Laws,Reid,Hauck,Wheeldon,and DeBoer,YES. Motion passed. 2. First reading by title only of"An Ordinance Amending the Liquor License Review Chapter(Chapter 6.32)of the Ashland Municipal Code to Update Provisions Relating to Evaluation of Applications." Councilors Hauck/Wheeldon m/s to move the ordinance to a second reading. Roll call vote:DeBoer,Wheeldon, Hauck,Reid,and Laws,YES. Motion passed. 3. First reading of "An Ordinance Amending the Physical and Environmental Constraints Chapter (Chapter 18.62)of the Ashland Municipal Code to Make Certain Sections Clear and Objective." Dealt with during Public Hearing. City Council Meeting 11-03-98 4 OTHER BUSINESS FROM COUNCIL MEMBERS Councilor Wheeldon questioned the recent changes in the styrofoam ordinance. Administrative Services Director Dick Wanderscheid clarified that the change applied to allowing the packaging of all meat,poultry and seafood in styrofoam. Wanderscheid emphasized that the recent amendment was to ensure that nothing be repackaged,so as not to increase the waste stream,and explained that styrofoam is a better packaging material because it is breathable,durable,and will not break and cut store personnel. In addition,the recent amendment means that only one type of material appears on store shelves. Wanderscheid noted that the issue paper on styrofoam was included in the packets in response Io concerns expressed by Councilor DeBoer. Councilor DeBoer noted that the previous ordinance had actually worked to create more landfill, so the amendment was an improvement. Stated that styrofoam is no longer made the way it was when the ordinance was originally adopted,and is no longer a big issue for landfills. Stated that he had researched this issue at length,and would be passing his findings on to Wanderscheid. Councilor Reid noted that she had received information on the"Y2K"issue from the Bonneville Power Administration (BPA). City Administrator Freeman stated that a link would be created between the City's web-page and BPA's in order to make this information readily available to the public. Councilors and viewers were reminded that there will be an executive session at 6:30 p.m.on Tuesday,November 17 for the City Attorney's annual evaluation. It was also noted that there will be a study session at 12:30 p.m.on Friday, November 20 to discuss the status of the Ashland Creek Restoration Project and potential Downstream Improvements and Update on the Wetlands Demonstration Project. ADJOURNMENT The meeting was adjourned at 8:30 p.m. Barbara Christensen,City Recorder Catherine M. Shaw,Mayor City Council Meeting 11-03-98 5 MINUTES FOR THE STUDY SESSION ASHLAND CITY COUNCIL October 30, 1998 CALL TO ORDER Mayor Shaw called the meeting to order at 12:30 p.m. in the Civic Center Council Chambers. IN ATTENDANCE Councilors Laws, Reid, Wheeldon,and DeBoer. Staff present included: City Administrator Mike Freeman, Assistant City Administrator Greg Scoles,Administrative Services Director Richard Wanderscheid,Director of Finance Jill Turner, City Attorney Paul Nolte,Communications/Marketing Manager Ann Seltzer,Director of Community Development John McLaughlin,Parks Director Ken Mickelsen,and Public Works Director Paula Brown. DISCUSSION OF THE WATER MASTER PLAN Public Works Director Paula Brown presented information on where the water planning process currently stands, what alternatives are available to the City,what needs to be done next,and what is requested of the Council at this time. Brown commented that Kay Atwood has prepared a 45 page document on water issues for the past one hundred years,which will be distributed to the Council at a later date. Noted that Carollo Engineers and the Water Advisory Group have helped to prepare options for the Council,but will not make any recommendations. Emphasized that their goal is to bring back sound,clear options for the Council to consider. Noted that they have identified six options,with several sub-options for each one. Stated that a community water forum has been scheduled for November 10'at Southern Oregon University's Stevenson Union from 7-9 p.m.,and that this forum will serve as a follow-up to the previous one. Informed Council that another study session will be set to allow for more lengthy,detailed discussion. Discussed the possibility of combining options,noting the complexity of the viable options and sub-options. Brown noted the options under consideration as using Talent Irrigation District(TID)water, re-using effluent,using groundwater wells,participating in the Talent Ashland Phoenix(TAP)Intertie,and building a new storage reservoir. Noted that based on temperature,elevation,and logistics,the"snow making"option was not viable. Brown discussed the TID option,citing the possibility of piping the TID ditch and establishing year-round water rights. Stated that savings from piping could be substantial,but would depend on the irrigation practices of larger agricultural users who also use the water. Discussed the possibility of implementing water marketing and water banking. Noted that discussions have occurred about increasing capacity at Emigrant Lake to address increased water storage needs. With regard to the Effluent Re-use and Reclamation option, Brown noted that it is being looked at for additional irrigation purposes. Noted that treating effluent to provide potable water is not viable given current restrictions in. . state law. Explained that the technology to re-use effluent is not available now for spray irrigation,but could be made available in the future. Stated that effluent re-use for irrigation could be combined with the TID option. Councilor DeBoer asked for clarification as to whether this planning is based on emergency needs or general water needs. Explained that he is operating under the assumption that this discussion is based on the need to address an emergency. Councilor Wheeldon stated that this study is to determine water needs for the next fifty years and as such needs to look at water source options. Councilor Reid noted that the initial interest in the TAP Intertie project was driven by concerns over the effects of a catastrophic fire on the Ashland Watershed. Explained that after this initial consideration,the Council began looking at the bigger picture. Ashland City Council Study Session Minutes 10-30-98 1 Brown discussed the Groundwater Wells option,noting that while it is continuing to be looked at, it is not believed to be the most reliable option. Explained that well production varies significantly,and based on the geology of the area,the long-term reliability is questionable. Stated that more information was needed from the state and county. Discussion of the number of streams and springs in Ashland. Councilor Reid suggested that the City meter water that is going into storm drains. Councilor DeBoer noted the need for a decision on the TAP Intertie within the next sixty days. Mayor Shaw suggested that Ashland building its own pipeline to Phoenix may be more cost-effective than TAP participation. Commented that the water supply issue needs to be looked at in a comprehensive way,and stated that the TAP project should not be allowed to drive the decision. Councilor Reid indicated that a decision on building a pipe to Phoenix was ultimately up to the Medford Water Commission,and noted that they had already agreed to provide water for the TAP intertie. Brown explained the three options relative to the TAP project: 1)Just up-size the TAP line for emergency and incremental use,up to 3 million gallons/day(mgd).2)Up-size the TAP line all the way to Medford to supply the total water needs for Talent, Ashland and Phoenix.3)Build a separate pipeline to the Rogue River. In any case,the City would have the option of up-sizing the pipe. With regard to the Snow Making option, Brown re-emphasized that this was not a valid option. Brown briefly discussed the possibility of building a new storage reservoir,on city owned lands or the Winburn property,to supplement the existing reservoir. Confirmed that Council direction to staff has been not to consider new dams. Council discussion of the potential use of water from a new source to aid in firefighting. Brown noted that based on today's discussion, four options remained-TID,Effluent Re-use, Groundwater Wells and Springs,and the TAP Intertie Project. Discussed the need to address future needs of the community as well as look at emergency water needs. Mayor Shaw urged the need to develop a Comprehensive Water Plan. Brown discussed the Water Study evaluation criteria,noting that four categories were used. Emphasized that the idea of"sustainable ecosystems"came up repeatedly. Stated that information will be brought back to Council to provide qualitative descriptions of where the options fit in the bigger picture. Discussed"imp/ementability",or how the options could be implemented,at what level of reliability, flexibility and cost. Councilor Wheeldon questioned how much time it would take to get water to Ashland if piped from Talent in the event of a catastrophic situation,how long would this last, and what would the City be able to do with only 25%on the average demand? Brown discussed scenarios for meeting emergency demand, and stated that she would get numbers for Council to address these scenarios. Council discussion of potentially using the TAP Intertie pipeline for a connection to the Medford Water Commission for all water needs. Councilor DeBoer stated that he sees no problem with becoming a customer of the Medford Water Commission. Stated that he would like a report from the Fire Department as to whether the fire hydrants were full or empty on January 2nd after the flood. Stated that as a citizen,he has no problem with using less water for a month and having 25%of the needed water coming from the TAP intertie. Emphasized the importance of having drinking water available. Ashland City Council Study Session Minutes 10-30-98 2 Brown explained the difference between pushing 1 million and 3 million gallons of water through the pipes,and noted that the proposed pipe size has the capacity to handle most daily needs during off peak periods. Brown noted that she had been told by the Medford Water Commission that more water could be made available as needed in an emergency. Noted that she would bring back numbers for the smaller pipe size, and for a larger pipe to handle fifty year peak demand. Noted that all options discussed presume that conservation measures will be in place,with the potential of curtailment measures as needed. Councilor Laws stated that the Council needs to decide whether it is making a decision on a twenty year or fifty year planning horizon. Council discussion of whether the issue before them is based on emergency-catastrophe preparation or long range planning. Councilor DeBoer suggested that rather than dwelling on a fifty-year planning horizon the Council should consider meeting the City's needs over the next ten years. Stated that a decision could be made now,based on the options available through the TAP Intertie. Councilor Laws questioned how much it would cost the City in the future by dealing with this as only an emergency supply issue, if additional water is needed in the future. Mayor Shaw questioned whether savings for piping the TID ditch,and increasing the efficiency of irrigation practices,are taken into account in the scenarios being discussed. Also questioned the exposure of the TID ditch in the event of a catastrophic fire in the water shed. Brown noted that the Water Advisory Group(WAG)has discussed some of the issues involved in the decision making process,and leaves the decision to the Council. Emphasized that Councilors can still get questions to her before the Water Forum on November 10'". ADJOURNED The meeting was adjourned at 2:05 p.m. Submitted by Barbara Christensen,City Recorder Ashland City Council Study Session Minutes 10-30-98 3 MINUTES FOR THE STUDY SESSION ASHLAND CITY COUNCIL November3, 1998 CALL TO ORDER Councilor Chairperson Wheeldon called the meeting to order at 6:05 p.m. in the Civic Center Council Chambers. IN ATTENDANCE Councilors Laws,Reid,Wheeldon,and DeBoer. Mayor Shaw and Councilor Hauck arrived late. Staff present included: City Administrator Mike Freeman,Assistant City Administrator Greg Scoles,Administrative Services Director Richard Wanderscheid, Director of Finance Jill Turner, City Attorney Paul Nolte, Fire Chief Keith Woodley, Director of Electrical Utilities Pete Lovrovich,Chief of Police Scott Heater,Public Works Director Paula Brown,and Director of Community Development John McLaughlin. CITIZEN ATTITUDE SURVEY Administrative Services Director Dick Wanderscheid provided background information on the preparation of the surveys. Noted the better flow of the new surveys. Stated that results would be to Councilors by December 18th. Council discussion of whether the survey's sample should include all residents,or only registered voters. Wanderscheid read letter from Russ Silbiger urging that the sample include all citizens. City Administrator Mike Freeman noted that no cities he knows of survey the general public. Freeman suggested surveying only those registered to vote,as they are the ones who shape policy through voting. Councilor Laws questioned where the lists are obtained,and how they are made up. Stated that if a reliable list were available,he would prefer to poll the general public. Wanderscheid noted that 400 people will be surveyed,at a cost of$8,000.00. Council concurred that the sample should be composed of the general public. Wanderscheid asked for input,and said that the surveys will soon be pre-tested and ready. Suggested that he would take input through Wednesday,November 4'". Councilor Hauck noted that the choice of sampling is normally determined by the objective of the survey, and stated that he feels that the difference is not great in some areas. Concurred that the general public was an acceptable sample, with cross-tabbing to compare responses of voters and non-voters. Mayor Shaw noted her experience that a fairly large percentage of people who are politically involved are in fact not registered to vote. DISCUSSION OF STRATEGIC PLANNING Councilor Laws questioned implementing a new process when there is currently a process in place. Council discussion of the unique nature of comprehensive plans in Oregon, in light of state law. Councilor Reid expressed concern that those coming from other states don't realize that there are specific, state-imposed constraints on the comprehensive planning process. City Administrator Mike Freeman suggested that there is a need to look at the specific elements valued by the City,and to develop a more detailed road map to achieve stated goals,which will be embodied through the budget process and in all city operations. Mayor Shaw stated that she sees strategic planning as laying a foundation for the City's comprehensive plan,to envision where the City wants to go and facilitate getting there. Asldand City Council Study Session Minutes I1-03-98 l Freeman stated that the Council should work notjust on immediate needs. Emphasized the need to retain what is good in current City processes,while implementing new ideas in order to improve. Stressed that having an implementable schedule,to keep the City's progress toward its goals current and alive,would be a much needed improvement. Noted the need for a mission statement and a vision to be woven into this process. Councilor Wheeldon stated that her understanding is that while a comprehensive plan speaks of what to do,a strategic plan speaks more to how this is to be achieved and in what spirit. Suggested that City government can learn from the practices of successful businesses. Councilor Reid noted her willingness to participate in this process,but expressed concerns at encumbering the next Council and Budget Committee. Emphasized that the Council needs to be responsive to the immediate needs of the community. Councilor Laws countered that the Comprehensive Plan is a binding document on future Councils,and noted that he sees problems with the current process where the Comprehensive Plan, Capital Improvements Plan, and such are prepared separately,with improvised goal setting. Suggested that more integration of all elements is necessary. Also stated that the legal nature of the Comprehensive Plan will make preparing a Strategic Plan difficult,but that the inter- connection of all elements into one unified approach has merit. Mayor Shaw stated that future Councils are encumbered in many ways,and that they can make amendments as they see fit. Suggested that this plan would be to provide guidance rather than encumber,and suggested viewing this as a means to find ways to realize the vision of Ashland's Comprehensive Plan. Councilor Hauck noted that a strategic plan would be subject to continued annual refinements. Freeman emphasized this,noting the need to keep goals in mind. Suggested that the strategic planning process would replace annual goal setting,but that short-term,yearly items would remain to be implemented each fiscal year. Councilor Wheeldon questioned City Attorney Paul Nolte on the legality involved. Nolte suggested that the Comprehensive Plan would be apart ofthe Strategic Plan,and that the Comprehensive Plan would need to be amended as necessary according to state guidelines. Brief discussion of the need for procedural training for new councilors, to address procedure, land use law, basic budgeting, and etc. Councilor Hauck noted that the Rogue Valley Academy is a resource available locally that could provide such training. Freeman noted that he and City Recorder Barbara Christensen have discussed the need for this training,and were prepared to provide new Councilors with the information needed. Freeman stated that he would like to kick-off the strategic planning process in mid-January,with roughly a day and a half of sessions. Stated that he would move forward with scheduling these sessions,to get this integrated into the City's processes as preparations for the next fiscal year are made. ADJOURNED The meeting was adjourned at 6:50 p.m. Submitted by Derek Severson,Assistant to the City Recorder Ashland City Council Study Session Minutes 11-03-98 2 ASHLAND PLANNING COMMISSION REGULAR MEETING MINUTES OCTOBER 13, 1998 CALL TO ORDER The meeting was called to order by Chairman Steve Armitage at 7:05 p.m. Other Commissioners present were Russ Chapman, Chris Hearn, Alex Amarotico, Mike Morris, Marilyn Briggs, Mike Gardiner, and Anna Howe. Staff present were John McLaughlin, Bill Molnar, Mark Knox, Maria Harris and Susan Yates. Armitage introduced Alex Amarotico, the newest Commissioner who has taken Ron Bass' place. APPROVAL OF MINUTES AND FINDINGS Briggs said page 4, paragraph 2, "Richardson said there would be no 'flat' roof..." should read"...no 'metal' roof. Howe moved to approve as corrected, Chapman seconded and the minutes of the September 8, 1998 meeting were approved. PUBLIC FORUM- No one came forth to speak. Changes to agenda: PA98-106 has been postponed. PA98-109 will be heard before PA98-105. McLaughlin announced there will be a public hearing before the Planning Commission regarding the Transportation Plan on October 27, 1998 at 7:00 p.m. at the Council Chambers. TYPE II PUBLIC HEARING PLANNING ACTION 98-091 REQUEST FOR A SITE REVIEW TO DEMOLISH THE EXISTING HOTEL AND CONSTRUCT A 10,901 SQUARE FOOT RETAIL BUILDING, AND CONVERT THE EXISTING 24 HOTEL UNITS TO STUDIO APARTMENTS FOR THE PROPERTY AT 1520 SISKIYOU BOULEVARD APPLICANT: ALEX JANSEN Site Visits and Ex Parte Contacts Previous site visits were made by Fields, Chapman, HeaRn and Morris. Briggs, Gardiner, Howe and Armitage had current site visits. Amarotico abstained. STAFF REPORT Molnar reported the applicant has supplied an addendum to their application addressing several items from the last meeting. The Planning Commission suggested removing trees and installing several large caliper trees(6" dbh). The applicants have submitted a revised landscaping plan. They are proposing installing eight, four inch caliper red oak trees throughout the site, situated at the rear of the structure, close to the entrance and along Siskiyou Boulevard. An additional retaining wall has been introduced alongside the driveway entrance off Siskiyou Boulevard enabling the existing red maple and cedar trees to be retained. The revised plan shows the driveway location has been pushed further up Walker but it appears they could push it another five feet. The applicant has increased the public space. The revised plan shows 1,015 sq. ft. provided which does not include the walkways. If the Planning Commission agrees that it should not include the walkways, that is a minor issue. There is an existing large cedar tree behind the structure off the parking lot. There have been some revisions to the plan in order to reduce the impervious surface in the dripline of the tree by introducing pavers. Staff felt the paver area should be expanded to include the entire dripline. The applicant has highlighted the building entrances by recessing the windows and using a wider and deeper awning above the entrances and a narrower awning over the window areas as well as incorporating columns adjacent to the double door entrances. Molnar suggested Condition 4, dealing with the revised landscaping plan. The street trees along Siskiyou be four inch caliper. The Tree Commission recommended not having the vine maples four inch caliper. Include street trees at four inch caliper with the exception of the vine maples. Strike the second sentence of the Condition. Go on to say: "Street trees along Siskiyou Boulevard shall be located within the sidewalk and planted in the ground." On Walker, it would be as stated in the first sentence--behind the sidewalk. Howe does not see any plans for planting while moving the driveway up Walker. Molnar said there should be some obligation to replace plants. Molnar noted the two letters in the packet that were submitted. Molnar received a letter from Mr. and Mrs. Peter VanFleet. They have purchased a new historic property in Talent and could be interested in taking any mature trees from the applicant if it would work. PUBLIC HEARING DAVE RICHARDSON, project architect, 1105 Siskiyou Boulevard ALEXJANSEN LEO JANSEN JOHN GALBRAITH, landscape architect. 815 E. Jackson Richardson said they overlooked providing the square footage of the public space and the extra 65 square feet can be added. Moving the driveway five more feet can probably be done as well but that will require a retaining wall. Briggs said there is a double trunked cedar tree where there is a proposed patio off Walker. Could the cedar be saved if the patio were on the level of the parking and cut a corner of the building out to accommodate the cedar? Richardson said the patio is down about six feet from grade. He could not get an opinion from anyone on how far back the building would have to be cut to save the tree. Briggs wondered if they could hold the building back to the dripline? Richardson said yes, but it is still no guarantee the tree will survive. Galbraith said the four inch tree will look good initially but will not grow as fast. A smaller caliper tree will grow faster. The Tree Commission agreed. He agreed to re-planting at the Walker entrance. Fields wondered if all the planters on Siskiyou are at grade. Richardson said yes, however, there will be some slope because the road slopes but they will be at grade. ASHLAND PLANNING COMMISSION 2 REGULAR MEETING MINUTES OCTOBER 13,1998 Fields wondered what light fixtures they would use. Richardson said they would be placed out by the sidewalk. Molnar said an appropriate design will need to be discussed internally since this will establish a pattern on Siskiyou. Howe asked Richardson if he is agreeable to extending the rear permeable surface around the tree. Richardson agreed. RALPH LEPRE, 2605 Ashland St, #631, is opposed to this project. The cedar is majestic. Site review says as many healthy trees need to be saved as possible . The Planning Commission has the power to require retention of the existing trees. This is a major intersection into town. The large trees anchor the property. LePre put a sketch up on board. He does not buy the fact that there should not be a two-story building.. The original plan encompassed everything. He wants the trees saved. JOHN FREEDOM, 150 Nursery, drove by the site today and looked at the trees. It is a shame to bulldoze the trees. He gathers there is no clear policy in the City of Ashland regarding the management of old trees. It would seem if there had been discussion, the building design would have taken into consideration the trees. Before approving the plan, they ought to see what the possibilities are of maintaining the health of the trees on this site. He agreed with the comments of the previous speaker. We should avail ourselves of other opinions before deciding the fate of the trees. Staff Response Molnar met several times with the applicant and there was originally a two-story footprint proposed. Rebuttal Howe said the two-story plan addresses a lot of the problems the Commission is having with retaining the trees. What was thinking that turned you away from this plan? JANSEN said the first approach was to save the trees and try a two-story concept. They have done their homework for the last six months and the design of the single story building is being driven by prospective tenants. They found it would be more difficult to find tenants to rent a two-story design. COMMISSIONERS' DISCUSSION AND MOTION Howe moved approval of PA98-091 with the recommendations of Staff with the following modifications: That a requirement be included that the public open space for the commercial property be brought up to the 1,090 square foot level. Condition 4, the second sentence should read: Street trees along Siskiyou Boulevard shall be located behind the sidewalk and any sidewalk cuts be covered by permeable hard surfaces...(continue sentence). Condition 9 read: This modification including landscaping be reflected on the revised site plan. Chapman seconded the motion. Briggs feels the applicants have not honored and respected the magnificent trees. They did not bring any modifications except change the calipers of the trees. She referred to page 3 of the Staff Report where it refers to the trees and efforts be made to save as many healthy trees as possible. Howe said the applicants have tried to mitigate the removal of these trees by installing larger than required trees. She respects the applicants desire for market driven spaces. Chapman believes the Jansens have been such responsible caretakers of this property and to say now that there are changing market conditions and it will no longer be beautiful is something he cannot accept. ASHLAND PLANNING COMMISSION 3 REGULAR MEETING MINUTES OCTOBER 13,1998 He trusts the applicants will continue to care take. Fields sympathizes with the applicant. It is a terribly difficult site to develop with removal of buildings and landscaping and he believes there has been a lot of thought that has gone into this project. The details of the elevations have not been worked out so it is important to have the building work but he is willing to take the reach that they will make it come together. The motion carried with Gardiner and Briggs voting "no". Amarotico abstained. TYPE III PLANNING ACTION PLANNING ACTION 98-109 LOCAL STREET STANDARDS The basis for the street design standards is traditional neighborhood design. It is a blend of land uses arranged in manner so that travel by walking, bicycling, transit or auto are all options. It is based on the design of neighborhoods before WWII and tried to bring the best of those features and combine them with the conditions today to make livable neighborhoods. Harris gave a brief overview of the draft Street Standards. Harris reviewed the current street standards (page 19). The main changes for the arterials and collectors are the sidewalks, planting strips and bike lanes which are larger. In the neighborhood collector the curb- to-curb pavement width is a little narrower but still two travel lanes with no parking, parking on one side or parking on both sides. The old standard was 42 feet for parking on both sides. The proposal is for 32 to 34 feet in a residential setting. The travel which was 13 feet in the old standard has been reduced. The most changes are proposed for the neighborhood streets. It is limited primarily to single family zones. The proposal is for 18 to 20 foot wide street with no parking, five to six foot sidewalks and eight foot planting strips. There are cuing streets where there is parking one side with an 11 to 14 foot cuing, so if by chance there are two cars parked directly across from each other and two cars coming from opposite directions, one might have to pull over and let the other car come through. Harris said that the narrower streets seemed to be working well in other cities. Briggs wondered why not leave the width at 20 feet instead of 18 feet because we don't know when a neighborhood street might become a collector. Harris said typically when a street gets built the city knows what the long-term classification will be. If a street is built residential, it will be residential for the next 20 years. A national manual states that using a nine foot travel lane is workable. There are a couple of standards in town where the 18 foot standard seems to be working (Hillcrest). Briggs thinks 20 feet would be safer. McLaughlin said the 18 foot standard would be on streets with the lowest of the low volume so at the peak hour might have 100 trips per day. The conflicts would be low: The Commissioners made other comments and corrections that will be incorporated in the draft. Howe mentioned the 20 foot street width in the area on Iowa between the two ball fields. Why isn't it comfortable? With the 20 foot width in a car, you are at the mercy of whatever car is coming at you. There is no way to get away from a dangerous situation. Hearn too has some level of discomfort with skinny streets and feels they can be dangerous. PUBLIC HEARING ASHLAND PLANNING COMMISSION 4 REGULAR MEETING MINUTES OCTOBER 13,1998 ALAN DEBOER, 2260 Morada Lane, beginning with page 1 at the bottom -- referring to sidewalks on both sides -- he would like added, "or necessitate removal of parkrow". His biggest problem is with the 20 foot street widths with a two-way street with no parking. He would like to see this Commission to allow no less than a 22 foot street to be built in Ashland. This would be for the neighborhood collector residential with no parking. He would propose to make it 22 foot width with 11 foot travel lanes. DeBoer believes it is a problem pulling onto a 20 foot street, especially with a fire truck. The extra two feet makes is so much nicer. If we make a mistake with street width now, we cannot do anything about it later. KEITH WOODLEY, Fire Chief, said they have reviewed the standards presented by Harris and he is comfortable with standards presented. He does not have a great problem with most of the designs, however, there are a few that create some real concerns for access for emergency vehicles. Assistant Chief Paul will address those. DON PAUL said the Fire Department has been involved in the planning process and have been able to provide input. As streets have narrowed, it has required the Fire Department to have a different way of thinking. The Fire Department's vehicles are typical in other communities. Their vehicles measure 9' 2" and the largest is 10', 6". When a fire truck enters a street, traffic freezes because people don't know how to respond. As they approached finding an agreeable width, there was at one time an agreement that with parking on one side, 25 feet would be a little less than what they would like, but it could work. When they got to 22 feet the Fire Department got pretty concerned. It is tight. When they saw 20 feet and 18 feet proposed, it seemed time to make a statement. They have reached what they feel they can work with without encumbering the drivers. Eighteen feet would be in conflict with the present ordinance of the Uniform Fire Code (20 feet is the minimum). Twenty-two feet is probably the expectation. It is not ideal but they can work with it. Woodley said they can look at narrowing the streets and some new designs but for the Fire Department the bottom line is functionality. The physical measurements of their equipment will not change. Howe reviewed page 19 with Woodley and Paul. Under neighborhood collector residential, no parking, DeBoer suggested 22 feet and 11 feet. Would an 11 foot lane accommodate a fire truck? If you assumed that a fire truck is 11 feet with two feet of driving room on each side of it(totals 15 feet) and a parking lane is seven feet that is 22 feet for a minimum for one lane of parking. Does that seem reasonable? Woodley said that design would be zero risk. Paul said he would prefer 22 feet of width in the Neighborhood Collector and Neighborhood Street with no parking or parking on one side. McLaughlin noted the 20 foot minimum width has been the minimum standard since 1980. It was before Iowa Street was done. He believes the 20 foot streets have been effective in slowing down speeds and working well in neighborhoods. You don't see cars jumping the curb daily. How often do those levels of risk occur compared to the daily livability of a neighborhood? If Iowa were 22 feet, it would be a faster street than it is now. All those in favor of a 22 foot street width on neighborhood collector residential, no parking are Fields, Chapman, Hearn, Briggs, Gardiner, and Howe. Morris, Amarotico and Armitage voted for 20 feet. McLaughlin suggested using Don Paul's suggestion of 22 feet to keep it consistent. This will eliminate the no parking option. Everyone agreed. Gardiner moved and Hearn seconded the motion to recommend approval to the Council to adopt the Local Street Standards with the amendment as stated in the paragraph above and with the other minor amendments. The motion carried unanimously. ASHLAND PLANNING COMMISSION 5 REGULAR MEETING MINUTES OCTOBER 13, 1998 TYPE II PUBLIC HEARING REQUEST FOR FINAL PLAN AMENDMENT AND VARIANCE. THE FINAL PLAN AMENDMENT ADJUSTS BUILDING ENVELOPES TO FIT THE NORTH MOUNTAIN NEIGHBORHOOD SETBACK REQUIREMENTS. THE VARIANCE IS FOR LOTS 17, 18,AND 19 TO REDUCE THE GARAGE SETBACK REQUIREMENT. APPLICANT: MOUNTAIN MEADOWS LLC Site Visits and Ex Parte Contacts-Site visits were made by all. STAFF REPORT Knox explained the applicant is requesting an adjustment of the envelopes approved at Final Plan. The Variance is for Lots 17, 18, and 19 (the three bluff lots). The applicants are requesting instead of going to 15 feet setback behind the facade, they would like to stay with the traditional 20 foot setback from the front property line and have the porch sit up front to minimize the visual impacts of the garage. The Variance can be justified because the loop street acts as an alley/street because eight of the 12 lots served by the street already front out to the main streets. Staff would agree there is some uniqueness about this circumstance. In the rear of the three lots, it drops off. Staff agrees that the circumstance was not purposely self-imposed. If the applicants would have known about the setbacks, they would have provided for longer lots. The applicants also note that the North Mountain Plan does not really accommodate single level senior housing. Staff somewhat disagrees with this point as the North Mountain Plan was not intended to serve just one type of housing but an entire array of housing types and sizes to accommodate multiple income levels and multiple housing types. Overall, Staff believes this change will reduce the problem with the garages up on the street better than the original plan would have done. Staff has recommended approval of the Variance with an added Condition 3 stating: "The applicants look at some surface improvements or design elements that would help mitigate or minimize the appearance of the garages on the three noted lots to be done at the Staff level." PUBLIC HEARING LARRY MEDINGER, 115 Fork Street and MADELINE HILL, representing Mountain Meadows, 641 Nepenthe Medinger said there are some possible problems with the North Mountain Neighborhood Plan with regard to setbacks and he will address those to Staff. Fields commented that if the street is not traditional but more like a private drive, everything is very close and has different scale. With Medinger's plan, it seems like it is neither. Hill said they are trying to provide housing for seniors. COMMISSIONERS' DISCUSSION AND MOTION Gardiner moved to approve and the motion was seconded. Briggs commented that in the future she would hope we are careful about street/alley combinations. Fields said they have no control over how the back side is dealt with and we are giving away the front ASHLAND PLANNING COMMISSION 8 REGULAR MEETING MINUTES OCTOBER 13,1998 elevation of the building Howe noted we are at a point now where we could start doing flexible Performance Standards. For example, the average setback has to be ten feet behind the house so certain lots could be 20 feet or in the backyard with an alley access and others that are closer to the front of the house. In other words so the houses are not all the same setback. The motion carried unanimously. OTHER Volunteer Hours for the City--The Commissioners agreed they spend between eight and 14 hours per month (sometimes more, sometimes less) volunteering as Planning Commissioners. ADJOURNMENT-The meeting was adjourned at 10:00 p.m. ASHLAND PLANNING COMMISSION 7 REGULAR MEETING MINUTES OCTOBER 13,1998 ASHLAND PLANNING COMMISSION HEARINGS BOARD MINUTES OCTOBER 13, 1998 CALL TO ORDER The meeting was called to order by Chairman Steve Armitage at 1:35 p.m.. Mike Morris was present. Chris Hearn was absent. Staff present were Bill Molnar, Mark Knox, and Sue Yates. APPROVAL OF MINUTES The minutes of the September 8, 1998 Hearings Board were approved. PLANNING ACTION 98-100 REQUEST FOR A SITE REVIEW AND CONDITIONAL USE PERMIT FOR THE CONSTRUCTION OF A 65-UNIT,THREE STORY MOTEL OFF THE FUTURE RE-ALIGNMENT OF CLOVER LANE. APPLICANT: BUGGSI HOSPITALITY GROUP Site Visits and Ex Parte Contacts-Armitage had a prior site visit and Morris had a site visit. STAFF REPORT Knox reported last year a Minor Land Partition and Lot Line Adjustment were approved and part of that approval included vacation of a section of Clover Lane. Last week the vacation was approved. The approval opened up development potential for these properties for freeway commercial development. The 65-unit motel is proposed to be built on a relatively flat property. The street fronting the property will have a 53 foot right-of-way consisting of two travel lanes, sidewalks, and on-street parking spaces. The surrounding properties are vacant presently but the Masonic Lodge building was approved for one of the parcels. The Transportation Plan shows a connection from Clover Lane to Spring Hill. The motel will be three stories. The building's exterior elevations provide interest and relief with the towers and hipped and gabled roofs and clock tower. The site plan shows landscaping along the perimeter and parking area. There are three main areas of concern. There appears to be a lack of storm drain facilities to accommodate this area. Dave Hammond, Engineer, has stated this issue can be resolved. with an on-site detention system to hold peak times. Staff has asked that the plan be submitted prior to issuance of building permits. Also, the plan should have the flows go toward the landscaped areas This type of detention system would significantly change the current landscaping plan. Staff has asked that the new plan and the detention plan be somewhat combined to incorporate a bioswell (where some water would percolate through to the landscaping.'.The applicants have tentatively agreed to do this. Another issue is the 1-5, Highway 66 and Clover Lane intersections. ODOT has said they are concerned over the next 15-20 years there is likely to be a need for some improvements to the overpass. The applicant has agreed to sign in favor of a LID. It would be based on a pro-rata to the impact. Staff believes a 65-unit motel will generate some pedestrian trips and there is a missing link between this site and the Highway 66 connection. Therefore, the hotel use cannot meet the requirement of the Conditional Use Permit and Site Review Chapters that would require they provide adequate facilities for paved transportation unless the connection is made. The applicant has agreed to install the sidewalk facilities. Knox said Staff has recommended approval of the application with the added Conditions. Armitage wondered if the Detailed Site Review zone applies in this case as it is not very clear. Molnar said it appears the city limits lie in the Detailed Site Review zone but should be further south, closer to where Spring Creek Drive comes in. Staff will double check this. PUBLIC HEARING BOB ROBERTSON, Pacific Western Limited, 835 Alder Creek Drive, Medford and KEN THIEL, K-2 Construction, 8555 Hacksmore, Boise, Idaho Robertson said all the property on this site and all the remaining property is all within the City of Ashland. The cul-de-sac ends at the city limits. The conditions imposed by Staff are agreeable to the owner and developer. Thiel said these are preliminary drawings and if there are changes, the architects can incorporate them. He has talked with the owner and he approves of the conditions. VERN LUDWIG, 545 Clover Lane, did not speak but favors the proposal. CURT BROWN, 3207 Auburn Way, Medford has represented Pacific Western and Ludwig in this transaction as a realtor. With conditions imposed by Staff he believes the application meets the criteria for approval. Staff Response- No response Rebuttal - No rebuttal COMMISSIONERS' DISCUSSION AND MOTION Morris moved to approve 98-100 with the attached conditions. Armitage seconded. TYPE I PLANNING ACTIONS PLANNING ACTION 98-094 REQUEST FOR A CONDITIONAL USE PERMIT AND SITE REVIEW FOR THE EXPANSION OF A NON-CONFORMING STRUCTURE AS WELL AS A 150 SQ. FT. EXPANSION OF AN EXISTING MEDICAL OFFICE 521 N. MAIN STREET APPLICATION: SCOTT YOUNG, MD This action was called up for a public hearing. PLANNING ACTION 98-097 REQUEST FOR A CONDITIONAL USE PERMIT FOR THE TRANSFER OF OWNERSHIP OF THE FOUR-UNIT(INCLUDING OWNER'S QUARTERS) TRAVELER'S ACCOMMODATION. 75 WIMER STREET APPLICANT: TOM &CHERYL CHARLES WORTH This action was approved. PLANNING ACTION 98-098 ASHLAND PLANNING COMMISSION 2 HEARINGS BOARD MINUTES OCTOBER 13,1998 REQUESTS FOR A SITE REVIEW TO CONSTRUCT A CENTER FOR THE VISUAL ARTS, INCLUDING A CONDITIONAL USE PERMIT TO ALLOW FOR A SECOND FLOOR ADDITION TO THE SISKIYOU COMMONS IN EXCESS OF THE 40 FOOT HEIGHT. 1280 SISKIYOU BOULEVARD APPLICANT: SOUTHERN OREGON UNIVERSITY This is all part of the SOU Plan 2000. This action was approved. ADJOURNMENT The meeting was adjourned at 2:30 p.m. ASHLAND PLANNING COMMISSION 3 HEARINGS BOARD MINUTES OCTOBER 13,1998 City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES October 19, 1998 ATTENDANCE: Present: Al Alsing, Bob Bennett, Teri Coppedge, JoAnne Eggers, Laurie MacGraw Director Ken Mickelsen, Councillor Wheeldon Absent: None I. CALL TO ORDER Chair MacGraw called the meeting to order at 7:00 p.m. at the Council Chambers, 1175 E. Main. II. ADDITIONS or DELETIONS TO THE AGENDA None III. APPROVAL OF MINUTES A. Regular Meeting - September 21. 1998 Commissioner Eggers made note that on page three, second paragraph that reference was made to the Department's computerized "irritation" system rather than irrigation system and recommended a correction. Commissioner Alsing made a motion to approve the minutes of the Regular Meeting of September 21, 1998 as corrected. Commissioner Coppedge seconded. The vote was: 4 yes - 1 abstain (Bennett) IV. REVIEW OF FINANCES A. Approval of previous month's disbursements Commissioner Coppedge made a motion to approve the previous month's disbursements as indicated by checks #21142 through #21403 in the amount of$317,083.71. Commissioner Alsing seconded. The vote was: 5 yes - 0 no B. Approval of June 30, 1998 Quarterly Financial Statement Commissioner Eggers made a motion to approve the June 30, 1998 Quarterly Financial Statement as presented. Commissioner Alsing seconded. The vote was: 5 yes - 0 no Regular Meeting -October 19, 1998 Page 2 of 5 Ashland Parks and Recreation Commission V. PUBLIC PARTICIPATION A. Brett's Walk - Bridge Donation Margie Plein and Bob Bernard, representatives of the volunteer organizers of the annual Brett's Walk, were present in the audience to formally make a presentation to the Cotmnission of monies to be spent on bridge restoration in Lithia Park. Ms. Plein explained that usually the entire net proceeds from Brett's Walk was donated to the Ashland Public Library for "Brett's Books" in memory of Brett Bernard. Ms. Plein said that in the aftermath of the 1997 New Year's Day flood, however, the volunteers decided that it would be appropriate to split the proceeds with approximately half being donated to the library and the balance to Parks and Recreation to help with reconstructing the footbridges in Lithia Park. She said that the Walk set aside $1,350 in 1997 and $1,399 in 1998 for a total of$2,744 which was being donated to bridge repair. Commissioners thanked Ms. Plein and Mr. Bernard for making the presentation and all the volunteers and participants in Brett's Walk who made the contribution possible. B. Open Forum None VI. OLD BUSINESS A. Report from Squire Associates on Calle Guanajuato west hillside Commissioners reviewed the Squire Associates report of September 24, 1998 and an accompanying staff memorandum related to the hillside failure on the west side of the Calle. Based on additional analysis of the subsurface materials, Squire Associates modified its earlier recommendation related to treatment of the hillside, in particular, the need for placing a revetment at the toe of the slope. Squire has determined that the hillside is an erosion hazard, not a landslide hazard. Director Mickelsen said that having reviewed the Squire report with consultants Brian McCarthy and Paul Fishman, staff was recommending that the Commission move forward with the Minimum Recommended Repair as outlined in the September 24' report which would allow more flexibility in the overall final design for long-term restoration of the Calle area. In response to questions by Commissioners, Director Mickelsen said that it was his understanding that adjusting the slant of the slope would likely eliminate a portion of the lawn area on the west side but would not affect private property on Granite Street above the slope. MOTION Commissioner Bennett made a motion to accept the Squire report on Calle Guanajuato Landslide Stabilization dated September 24, 1998 and to approve staff moving forward with the minimum recommendation as outlined in the report. Commissioner Coppedge seconded. In discussion of the motion, Commissioner Eggers said that she was concerned about what would be the consequences to the creek from eroded material which would come from the Regular Meeting - October 19, 1998 Page 3 of 5 Ashland Parks and Recreation Commission Calle Guanaivato west hillside-continued hillside during high water, i.e. what would be the impact of the eroded material on the creek both at the Calle area and downstream. Director Mickelsen said that Squire would be unable to answer that question. He said that he believed it would involve additional work on the part of OTAK to make that determination. Commissioner Alsing said that if the Commission chose to accept the Minimum Recommended Repair as stated in the report that it would know that a certain amount of risk would be taken related to further erosion of the slope and the addition of eroded material into the creek. Commissioner Eggers said that she understood that additional risks would be taken and that she was not looking for an additional study prior to approving action. However, she felt that it was always important to be as informed as possible about the possible consequences of actions and, if anyone were willing to make a statement related to the impact downstream of additional erosion, she would like to have that information. The vote was: 5 yes - 0 no B. Decision related to new pro shoo/clubhouse for Oak Knoll Golf Course Commissioners reviewed a memorandum from staff which outlined the various options related to upgrading the pro shop/clubhouse facility at Oak Knoll Golf Course as part of the overall capital improvement plan for the course. Director Mickelsen said that staff was looking for a decision from the Commission as to which option it chose to pursue: remodeling the original portion of the existing facility or removing the existing facility entirely and constructing a new facility. He said that staff would need to begin work on the facility soon so that it could be operational by spring or early summer in 1999. MOTION Commissioners having briefly reviewed the pros and cons of remodel vs. new and discussions which had taken place in meetings and with the golfing community over the past several years related to the clubhouse facility, Commissioner Alsing made a motion to proceed with removing the old structure entirely and begin the designing of a new pro shop/clubhouse facility which would better meet the needs of golfers at Oak Knoll. Commissioner Eggers seconded. In response to inquiries from Commissioners, Director Mickelsen said that a temporary "traitor" would be placed at the course to serve as a pro shop during the time that a new facility was under construction. The vote was: 5 yes - 0 no VII. NEW BUSINESS A. Rate schedule for Darex Family Ice Rink Director Mickelsen presented a proposed fee schedule for the ice rink for the 1998-99 season. Essentially, staff was recommending that the fees remain the same as in the previous two seasons except for a decrease in skate sharpening from $7.00 to $5.00. MOTION After brief discussion, Commissioner Eggers made a motion to approve the 1998-99 rates for the Darex Family Ice Rink as proposed in the staff memorandum dated October 15, 1998. Commissioner Bennett seconded. The vote was: 5 yes - 0 no Regular Meeting - October 19, 1998 Page 4 of 5 Ashland Parks and Recreation Commission VIII. COMMUNICATIONS and STAFF REPORTS Director Mickelsen said that he was looking for input from the Commission concerning moving forward on the long-range planning process for the Calle area. He said that City staff and Parks staff had met with consultants Brian McCarthy and Paul Fishman to review the preliminary information which had been gathered related to future goals for the area. He said that staff was proposing a joint Study Session of the Council and Commission to discuss the process which would be used to determine a long-range plan and to delineate responsibility between the two bodies. Prior to proceeding, staff needs direction from the Council and Commission on such issues as who would make decisions related to flood control and who would assume the financial responsibility for whatever decisions are made on various aspects of the project. He said that in order to have a functional plan in place by this Spring so that work could proceed next Summer, the decision making process would need to begin soon. In discussion, Councillor Wheeldon said that she would be willing to take the suggestion for a joint Study Session to the Council at its upcoming meeting. She also suggested that rather than try to determine an outline of the process which would be followed leading to long-term decisions from a cold start at the Study Session, that perhaps volunteers from the Commission and the Council could meet with staff to draft a proposed outline which could then be accepted or modified by both bodies at the Study Session. Commissioners Coppedge and MacGraw indicated that they would be willing to work with a Councillor or two and staff to come up with an outline to present to a joint Study Session on the decision making process for the Calle. In further discussion it was determined that if the Council chose to meet in a joint Study Session, that the session would be shaped with the following goals in mind: that consultants McCarthy and Fishman would give a brief overview of the information which has been gathered to date related to ideas for a long-range plan for the area, that from the presentation the Council and Commission would recommend concepts it would like to have developed further, that the Council and Commission would decide a "planning process" agreeable to both which would begin after the first of the year, and that a basic understanding of which body would take responsibility for which parts of the decision making process would be achieved. IX. ITEMS FROM COMMISSIONERS Commissioner Coppedge announced that the BMX track on the Greenway property near the Dog Park is open for use. She said that the young enthusiasts of the BMX committee had been on site shaping and re-shaping the piles of dirt which the Department had placed in the area until they were pleased with the final result. In discussion, it was decided that an "official opening" of the BMX track would be announced jointly with the Skate Park when it was ready. It was also decided that posting rules and regulations for use similar to those adopted for the Skate Park would be appropriate. Commissioners asked staff to bring a proposed list of rules and regulations to the Commission for approval at the November meeting. In the interim, the Parks Community Service Officer would patrol the site and enforce those general park rules and city ordinances appropriate for the site. Regular Meeting-October 19, 1998 Page 5 of 5 Ashland Parks and Recreation Commission BMX Track rules and regulations -continued Commissioner Eggers inquired about three items which had been brought up at the previous month's meeting. The first was an update from Brian McCarthy on financial options related to a time line for development of the sports fields at N. Mountain Park. Director Mickelsen said that McCarthy and staff were still working on final cost projections and did not have an definitive answer for Commissioners as yet. Secondly, she inquired about a time line for the public making presentations to request monies from the Youth Activities Levy. Director Mickelsen said that staff was working on that also and would be advertising so that groups would have time to prepare applications in time for the Commission's preparation of the 1999-2000 budget. The third item was related to a formal opening of the newly established east side trail in Lithia Park. Director Mickelsen said that staff was still completing some work in the area above the Department Office and suggested that, if the Commission wanted an "official opening" of the trail that it could hopefully be done lime time in early November. Commissioner Bennett inquired about the status of discussions with Greg Williams about determining an entrance to the Greenway property off Nevada Street. Director Mickelsen said that they were still waiting for the survey work from Public Works in that area. Once that was completed, a meeting would be set with Mr. Williams to discuss options which might be available. X. UPCOMING MEETING DATES and PROPOSED AGENDA ITEMS The next Regular Meeting would be held Monday, November 16, 1998 at 7:00 p.m. at the Council Chambers. Due to the proximity of the Christmas holiday, the Regular Meeting in December would be set back one week to Monday, December 14, 1998. If the Council Chambers were unavailable, the Commission would meet at the Department Office in December. XI. ADJOURNMENT With no further business, by consensus, Chair MacGraw adjourned the meeting. Respectfully submitted, 4 rr 4_z� Ann Benedict, Business Manager Ashland Parks and Recreation Department t Council Communication Department of Community Development Planning Division November 17, 1998 Submitted by: John McLaughlin Approved by: Paul Nolte t/ Approved by: Mike Freeman Title: First reading of an ordinance adopting the Transportation System Plan (excluding chapters 10, 11 & 12) as part of the Transportation Element of the Ashland Comprehensive Plan, and repealing Resolution 91-39 regarding street capacity. Synopsis: The Council held a public hearing on the adoption of the Transportation System Plan (TSP) at the November 3, 1998 meeting and approved the plan, with eight amendments. The amendments are outlined on the attached Exhibit"A" of the ordinance, and includes the addition of a narrative paragraph regarding the Mountain Avenue freeway interchange. The ordinance also includes the repeal of Resolution 91-39 regarding street capacity. Recommendation: Staff recommends approval of first reading of the ordinance. Background Information: The Council is familiar with the TSP and its requirements. The new paragraph proposed for addition to the plan relating to the Mountain Avenue freeway interchange is as follows: Eutarelitratticidernan , s may require th`e 1 stallationlreflan, additional freeway ROM hange to the Ashland system afQthe intersection of North Mountain AvepLUe and Interstate i his interehange�may'be designed as a full north/south interchange, or may only involve a northbound on-ramp and southbound ram PICA Future plans for this area shLould consider the possibility of such a freeway Interchange, and accesWroads should be designed to accommodate future traffic flows. Ad�tl1tlonallyt glvenIthe residential nature of�thls neighborhood; freeway comme�ciahuses shDuldtibIs prohibited w .r .nq. _ .. It is our belief that this paragraph encompasses the issues raised by the council. The ordinance also involves the repeal of Resolution 91-39 regarding street capacity. The TSP contains specific standards regarding street classifications and standards that make the resolution unnecessary. Further,the City has taken additional steps, such as limiting the allowable grade for l� new streets, and adopting specific local street standards and widths that address the issues originally included in the resolution. Therefore, the resolution is no longer necessary. The process relating to street improvement and approvals is now much clearer. ORDINANCE NO. AN ORDINANCE ADOPTING THE TRANSPORTATION SYSTEM PLAN (EXCLUDING CHAPTERS 10, 11 & 12) AS PART OF THE TRANSPORTATION ELEMENT OF THE ASHLAND COMPREHENSIVE PLAN, AND REPEALING RESOLUTION 91-39 REGARDING STREET CAPACITY. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. The City of Ashland Transportation System Plan prepared by W&H Pacific, Inc. and dated April 1998, a copy of which is on file with the City Recorder, is adopted as part of Chapter X, Transportation, of the Ashland Comprehensive Plan, with the following changes: A. Chapters 10, 11, & 12 of the Transportation System Plan (relating to the Financing Plan) are not adopted. B. . The Transportation System Plan is amended as specified on the attached Exhibit "A". el k Gw -J�-0 SECTION 2. Resolution 91-39 regarding Street Capacity is repealed. The foregoing ordinance was duly PASSED and ADOPTED this 17th day of November, 1998. Barbara Christensen, City Recorder SIGNED and APPROVED this _day of , 1998. Catherine M. Shaw, Mayor Rev' to for�p: Paul Nolte, City Attorney Page 1 - ORDINANCE (GAPAWORMtransportation SP ordmpd) 4 EXHIBIT "A" Ordinance adopting Transportation System Plan The following pages, figures and tables in the Transportation System Plan (TSP) are amended to read (shaded ords are to be added to the TSP, fined through words are to be deleted): 1) Page 4-2 Update with current RVTD schedule and routes 2) Figure 4-3 Update with current RVTD routes 3) Figure 4-5 Update with Traffic Signal at East Main St./Mountain Ave. 4) Page 5-5 Table 5-1: Change to the following: Average Daily Managed Roadway Type Vehicles Speed (mph) Boulevard 8,000-30,000 30-40 mph Avenue 3,000- 10,000 25 mph Neighborhood 1,500-5,000 25 mph 15=,20 mph Collector Neighborhood Street *1609 <�`�1,,500 25Ynph 1;0-20 mph 5) Page 5-6 Add to the paragraph under Avenues: The standard avenue is characterized by a wider range of use that typically results in a greater intensity of development along its route and at major intersections with other collectors or arterials. Land uses such as low to medium-high density, mixed residential, commercial, or industrial, and their associated traffic volumes are examples of this kind of development intensity. Identified traffic calming techniques may be tatilized on avenues. 6) Page 7-11,12,813 Update transit shelter designs to incorporate "canted" design preferred by Ashland. 7) Page 8-8 Item D near the bottom of the page is amended to read: Half-street improvements (sidewalks, curb and gutter, bike lanes/paths, and/or travel lanes) should be provided along site frontages which do not have full build- out improvements in place at time of developm� JiThe Oil' may, after , assessing the Impacf of"the development andlikel hood offtiture development *r . �, rgqulre the full improvement ofstreets �� Page 2 — ORDINANCE (G1PAWORMtransportadon SP ord.wpd) r 8) Page 9-25 Add a new paragraph at the end of the 9.5 Special Improvements section: Future traffic demands may require the installatioh'of an atlditional'freeway interchange to the Ashland system at the intersection of North Mountain�A enue and Interstate 5. This interchange may be designed as a full north/south L .interchange, or may only involve a northbound on-ramp and southbound off ramp. Future plans for this area should consider the possibility of such a freeway interchange, and access roads should be designed to accommotlafe future traffic flows. Additionally, given the residFn tial nature of this neighborhood, freeway commercial uses should e p rohibited: Page 3 — ORDINANCE (GAPAWORDUransportation SP ord.wpd) City Council Communication November 17, 1998 Submitted by: Barbara Christensen� 1• Approved by: Mike Freeman l�� Title: Liquor License Application from David Lewis dba/Players. Synopsis: Approval of Oregon Liquor License as provided by OLCC. Recommendation: The City Recorder and Ashland Police Department recommend approval of this application. Background Information: This is a change from the establishment being a dispenser, Class A (beer/wine)to Greater Privilege (full bar), owner is remodeling establishment to include a full kitchen. A background investigation has been completed on the applicant by Ashland Police Department. w City of Ashland ° ` City Hale •., OgEOpe� ,. City Recorder's Office 20 E.Main St. Barbara Christensen,City Recorder Ashland,Oregon 97520 (541)488-5307(phone) (541)488-5311 (fax) November 9, 1998 TO: Mayor and Council FROM: Barbara Christensen, City Recorder/Treasurer SUBJECT: Liquor License Application Application has been received from David Lewis for a "Greater Privilege"LIQUOR license for an ESTABLISHMENT, Players at 41 N Main Street, Ashland. OLCC and the Ashland Police Department has completed the necessary background investigation and approval of this application is recommended. Res ectfully submitted, azbara Christensen City Recorder 1155 E.MAIN ST. ASHLAND,OREGON 97520 Phone(541)482-5211 <tiP ,�11i 0M Z �RTME ® November 4 , 1998 SCOTT FLEUTER Chief of Police TO: Mayor and Council FROM: Scott Fleuter, Chief of Police SUBJECT: Liquor License Application Application has been received from John Sambrano, David Lewis dba\Players for a LIQUOR license, for an ESTABLISHMENT located at 41 North Main Street, Ashland. A background investigation has been completed on the applicant and approval of this application is recommended. SCOTT FLEUTER CHIEF OF POLICE MC:kmh � / � � k \ 2 � E 2 + - « A 2 o n. 0 t ) » ) §§ 2 I � e o 0 @ � \ k 2 - - c E \ � § § ) nf ( ) ) § � ° ° _ § ca V _ j � _ - E ' _ $ ! — @ \ 2 | § § # � � � k \ { k \k : 2l � I d0k Co CL | \ " y m , 2f , k , ® ) 2 � Oo \$§ — ! § 3, / \ r � m § \ E k / \ k j k 2 I 6 f § , _ © , k ! § a § { 2 � k N ° ) o EE E ` Bk ƒ ; a ee ° E d . « 6 ° ! 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CL § � 0 U t cc � cc /CL \ r. ca @ E \ c E o 12 0 ) � \ ?\/ / \« ?] MILD) seee�_®fik Ek � § 2� \ & f § � M0C.) § E ra) / E0 2 { k ) k - / £ » � , co ax § 2 = E ) 2 \ ` � ko (L CL & � o * kkf § � � ® k ) t . 2 � Cc % 3 P CO F— k EL - - - - - - - Council Communication Public Works Department p November 17, 1998 Submitted by: Paula Brown b Reviewed by: Paul Nobe Approved by: Mike Freeman Title: A Motion to Vacate a Public Utility Easement on a Portion of Lot 39 IE 51313 1902 Off Thornton Way owned by Mr. and Mrs. Roger Legoullon. Synopsis: This request vacates a portion of a public utility easement on one lot off of Thornton Way. This easement is the remnants of a former forty-seven foot wide street easement, a portion of which was vacated under Ordinance No. 1982 in September 1978. Recommendation: It is recommended City Council adopt this motion to vacate the public utility easement on a portion of tax lot 39 1E 51313 1902 off Thornton Way and authorize the Mayor and City Recorder's signatures on the Quitclaim Deed releasing this same easement. Background Information: Originally, Wiley Street was proposed to continue from Prim Street and Thornton Way. A forty- seven foot right of way was established for this proposed future road connection. In 1978, the City Council adopted an ordinance (attached) to vacate this portion of Wiley Street, yet retained the entire width for a public utility easement. The easement now encumbers a 23.1 foot portion of the southern boundary of the Christina Subdivision(tax lots 1902, 1904, 1905 and 1908) and 23.9 feet in the northern boundary of the Franeva Heights Subdivision(tax lots 913, 912, and 911). This is more clearly shown on the attached maps. A Quitclaim Deed has been prepared by Jackson County Title Co. which would release the 23.1 foot portion of the easement on tax lot 39 lE 5131) 1902 off Thornton Way owned by Mr. and Mrs. Roger Legoullon. r I N I M I I cr) I r0 r\ 1 00 I 01 1 — eata::a+: ::+:::: are :aaar ax :+: :aaax e at aea as r. a x r. a e 3 drixRR:_ ' i fi % f % afi i } ;• .: ` #9 I [} i° i s%y %.• i yy i - ly if! iif ! f } { s I 3:ev a�eseeea a <. r 6 } � y� t�} } l Ti �i iii#ii Y�ytiidii/ }i} 6x7•.1°eg°e 131 i # 1TI � � iF�itf:�!irlSfi�3Et � iip�Si # #I. d #ir aif e' €.,...!z :eaax :+a a a r a e + a :[ :xao: •f r� tT:laa:rra::: :I:a a:9a:l :l: 10, or H l 1��• • a'-% x' eFiYcl3S ` Y°%y7Y� e1 ° + i� li : �`g° — _ i i #;; 1�# Sic #i } fifis #vt3 # 3 } } � # tlldll ,lt '� 1 . i = u �' �'° �. �°-j r, iii 1• Pe. — IIt �� W y 1 —< \ 1 }•1 La _ ... �i iiticlt l9c iii : �c �) — V �r`t �• _} , �; } d as a: .:a:t::e:a x:. — ' 1 ' .. �' '� �• ' . .�. i � _� r .` s: ee:aa :e:ael c+ce �# 1" It:e::l :e: •.� � ate... �i •i :�+ i } d .ii. 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PLAT 1992 I PONGELI 1• A1Pp)1 (P-12996) I °j o ° Fs� I� 701 "a.•a �1 [51s.< . /tJ n• I OF*jr.EL 2 — i ^ L. -.- - 1800 PARTITION w 1: (P-10505' P-29_1- 11 I xaL„1�zra 0.27AC III J ►cPCE (cs 1]r.3o) a• re 14( !• no.e0 1403 111111 11 f; 1906 utr 1907 w 023AC „ 402 .1 - _ 4 5 -35'- �� , 1° 94.90 Ila.ee 1401 . 1904 Q' 1905 1908 caftl f-, , z 1902 • ,7 - � P=66 4-1991 EASEMENT AREA ` — (P-12564) ` 2 , 3 SkL(: - 1eo.ea IeLee '..do W I L E 1 ✓a :r. °6-a>•0.. as o.1 tf.1•' ].S� 111]1 �Ja /17-af' 's us' /tom 400 19 11033 913 912 911 o-3 s ,} •032 016 Ac orz' VACATED WILEY ST. a d - : t e s -12 6 7 Z $ 1�....a raa_<� 0 � f 9 7/.7 . 909 910 f L915 Ac Bo/z; 7 0.13 o \° (P- 9009) 13190.,x= 9 - •1 8 5 — �•/ /IC BY.°Y 10 908 N w 907 ;' : w L°<a•x 9101 /"rI 91VOOr " /\ 6 ' nLr- 125 a (F-boar) u s nl E o 132 AC w : 1 • r M F 4 p - � ^ azer' 5 1 L. 1 11 O17 r+i]a n , w MR fA - PROPOSED EASEMENT TERMINATION N CITY OF ASHLAND, ENGINEERING DIV. SCALE: 1' = 100' pp �7j [[ `` UKL 1lVr\l\VL r `� • i ACV, J � AN ORDINANCE VACATING A PORTION OF WILT Y STREET Iii:ND O THORNTON WAY- AND PRIM STREET, IN THE CITY OF ASI[LA\D, ORL•GON . WHEREAS , there is presently on file with the City of Ashland from owners of all of the land abutting on the subject street the consent to the vacation of such street; and WHEREAS, Notice of the Public Hearing and proposed vacation of the subject street has been given in accord with the provisions of • • ORS271. 110 ; NOW, THEREFORE, THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS : SECTION 1 . That it is determined that the public interest will be. best s�v�-by_ the vacation of a portion of W110Y Street located e the City. of. Ashland, County of Jackson, State of Oregon, and more particularly described as follows: Commencing at a 2h inch bronze disc mbnumenting the initial point at Franeva Heights Subdivision in the City of Ashland , Jackson. County, Oregon, said point marked Initial Point Scenic Heights Subdivision and being situated on the Westerly right of way at Priid Street; thence leaving said Westerly right of way North 89 048 '00" West, 3. 50 feet to the True Point of Begin- ning; thence continue North 89°48100" Nest_ 373. 74 feet; thence along the arc of a 15,00 foot radius curve to the left (t're long chord of which bears South 24 018 '30" West, 27. 38 feet) , 34.5.0 feet to the Easterly right of. way at Thornton Way; thence alohg said Easterly right of way, North 41° 35'rve to t , 78 ,48 feet; thence along the arc of a 50 .00 foot radius curve to the right (the long chord of which bears North 32 023101" West, 15 ..99 feet) , 16.06 feet; then a leaving the Easterly, iiglit of way at said Thornton Way, South 89 048 ' 00" East, 445 . 5 feet; thence South 00°30125" East , 47.00 feet to the l,oint of beginning. SECTION 2. That for the foregoing reasons., the street located on the land escribed in the preceeding section is hereby vacated. However, reserving therefrom for the benefit of said City a perpetual Easement for the installation and maintenance of all present and ftiture municipal utilities and that , for maintenance purposes , it is provided that buildings shall not be constructed on the land described in the preceeding section so as to interfere with the installation and maintenance of such utilities. Further, that access to the interior lot Ctaa lot 912) be approved br the Planning Commission nr).or to secon;? reading of this ordinance . The foregoing ordinance was first read on the /S�' day- of u , 1S and duly PASSED and ADOPTED this /94- day of 7 1977- Nan . Franklin City Recorder SIGNED and APPROVED this _V>-(day, of ?�- ,, •.,� ,�c! _� Mayor L. P�riekett� ayor rte. e FRAY NO..1-uunG WY UEEY tNY,NUY EnpwFnl� L• N9 •� r j_tY_..of__A_Sh 1_an d____________ _ STATE OF OREGON, ss. County of__________________________ I certify that the within Instrument ---"'""'----_"_"-6:�ti -------"-'---`-- was received for record on the ______ day ' B 13$p-r--B`--L-e9QU1-1QiI---------------------- of------------------------------•19------at _______________________________________________________ ___________o'clock------M.,and recorded in ------------------ book/reel/volume No- ___________ on page aRNCE RESFmm _______________ and/or as fee/file/instru- aaY DO; Fon ment/microfilm/reception No. ___________- �IALkS_011__C.0_UA -------------------- RECOrmaRS USE Records of said County. _l!1111__S_lSkfYQ1L__f_S___________________________ Witness my hand and scat of County As h1anA._0_rxgo D__�_7.5 2 Q__________________ affixed. Unm nawrw ouwMFF.w,w Eo m wYmFnu Y(NF,nF.Aa4aFw zW: . ________________________________________________________ --------------------------------------------- nwa mU _________________________ _________________ By---------------------------------Deputy. QUITCLAIM DEED KNOW ALL BY THESE PRESENT'S that_L1LY__IlF_ASHLANA�__d-_I011N_C1Ral__54f p o r a t_i o n-------- hereinafter called grantor,for the consideration hereinafter stated,does hereby remise,release and forever quitclaim unto_________ ROGER__8..__LEC.0111LO.N_and_SARORA__V_.__LE(i0LLL0-N_-------------------------------------------------------- hereinafter called grantee,and unto grantee's heirs,successors and assigns,all of the grantor's right,title and interest in that certain real property,with the tenements, hemditaments and appurtenances thereunto belonging or in any way appertaining, situated in --1a.CksOO-------------------County,State of Oregon,described w follows,lo-wit: The South 23.10 feet of the following described property; Lot One (1 ) of CHRISTINA SUBDIVISION to the City of Ashland, Jackson County, Oregon. *The purpose of this deed is to terminate an easement as reserved in Ordinance No. 1982 of the City of Ashland and as set out in document no. 78-22666 of the Official Records of Jackson County, Oregon; further, to relinquish any interest in that portion reserved for street purposes as set Out in said document no. 78-22666. aF EMfE a1511R1mENr.COIrra111E oesauRnort off REVERSE) To Have and to Hold the same unto grantee and grantee's heirs,successors and assigns forever. The we and actual consideration paid for this transfer,stated in terms of dollars,is S--NONE_t*________-m However,the - Actual consideration Consists of or includes other property or value given or promised which is 0 part of the 0 the whole(indicate which)considmtion.m(tae senNnca between the symbols m,if ant applicable,should be dekkd.See ORS 9).030.) In construing this deed,where the context so requires,the singular includes the plural,and all grammatical 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_Aytobex----------19--9&if - grantor is a corporation,it has caused its name to be signed and its seal,if any,affixed by an officer or other person duly authorized to do so by order of its board of directors. CITY OF ASHLAND: THIS INSTRUMENT WILL NOT ALLOW USE OF THE PROPERTY DESCRIBED IN _ ___ THIS INSTRUMENT IN VIOLATION OF APPLICABLE LAND USE LAWS AND REGU- Tiy: -C at herTne Sfi ait, 'hlayJf LATIONS.BEFORE SIGNING OR ACCEPTING THIS INSTRUMENT,THE PERSON ACQUIRING HE TITLE TO THE PROPERTY SHOULD CHECK WITH THE APPRO PRIATE CITY OR COUNTY PLANNING DEPARTMENT TO VERIFY APPROVED USES Tay: Bdf65ra Cfil`lStf-QS2-Q-;--C1Zy- eLTfrd r AND TO DETERMINE ANY LIMITS ON LAWSUITS AGAINST FARMING OR FOREST PRACTICES AS DEFINED IN ORS 30.930. _______________________________________________________________ STATE OF OREGON,County of___J d C k 9 0 M-------------------)as. This instrument was acknowledged before me on_______________________________________19------ by------------------------------ ------------------------------- -------------------------'°-----• I1 s i n nslm e w a nowt Iced bef o t r 19.9-- by ---CATHtRTNT_g�il�`W an`a' CNnWA tHRTS4�t ------"""------- as ---11A'(QR---aIld-D I T Y__RECORDER------------------•-----------°-------------------_---_ of-----C_11Y__Af__AS_H_L_AND — - ----------------------------------------------------------------- Notary Public for Oregon My commission expires----------------------------------------- City Council Communication November 17, 1998 Submitted by. Mike Freeman Title: National League of Cities (NLC) membership. Synopsis: The City is not a member of the National League of Cities. Recommendation: The National League of Cities has extended an invitation to the City for membership at 50% of the normal cost. The normal annual cost for membership for cities below 20,000 population is $1,046. The City may join NLC for$523 in the first year. NLC is the national association representing Mayors and Councilmembers from around the nation. NLC members participate actively in policy committees that address key areas of concern to cities such as intergovernmental finances, public safety, environment, community development, transportation and others. In addition, NLC is an important provider of information regarding local government issues. Annually, NLC hosts a Congressional City Conference in Washington, DC to highlight changes in Federal policy and law that impacts local governments and provides an opportunity for cities to meet with their congressional representatives to discuss areas of interest and concern. Each year, NLC hosts a annual conference that provides newer Councilmembers with an opportunity for training and provides more experienced Councilmembers training in emerging issues in local government. Many cities in Oregon are members of NLC, including: Albany, Beaverton, Bend, Cottage Grove, Dallas, Eugene, Grants Pass, Gresham, Hillsboro, Lake Oswego, Medford, Milwaukie, Portland, Sandy, Tigard, Tualatin, West Linn. It is the recommendation of the staff that Ashland should participate in NLC. City Council Communication November 17, 1998 Submitted by: Mike Freeman ^ Title: 30th Anniversary Guanajuato Sister Cities Program Synopsis: 1999 marks the cities of Ashland and Guanajuato's 30th Anniversary. Planning for the exchange of officials between the two cities is underway. One of the first steps in the planning process is to identify the participants from each city. The City of Guanajuato has identified approximately 100 people who will be visiting Ashland in 1999. Recommendation: City Council should indicate their interest in participating in the 30th Anniversary exchange program. It is expected that the Ashland delegation will travel to Guanajuato in September, 1999. on October 20, 1998 I ENVIRONMENTAL QUALITY 'o.y......-__.._e..,-.,...4- -._` COMMISSION Mike Montero Chair, Medford-Ashland Air Quality Advisory Committee P.O. Box 1608 Medford, OR 97501 Dear Mr. Montero: On behalf of Governor Kitzhaber and the Environmental Quality Commission I'd like to thank you and the members of the Medford-Ashland Air Quality Advisory Committee for your leadership in protecting air quality. There is great significance to the committee's recent accomplishments. The new air quality plans for particulate and carbon monoxide continue a long and successful history in the Medford-Ashland area of protecting public health and community livability through innovative air pollution control strategies. The dramatic air quality improvement that has resulted from these strategies is an achievement of which your citizens can be proud. We wish to commend all those of the Medford-Ashland area who have helped make these air quality programs one of the great success stories in Oregon. There are new challenges ahead for air quality in Oregon. New air quality health standards for fine particulate and ozone will soon test the progress made so far. More and more, solutions to these challenges will come from local stakeholders working together to safeguard the livability of their communities. The work done in the Medford-Ashland area exemplifies this cooperative approach, and is a model to the rest of the state for thinking both locally and regionally to address environmental issues. Governor Kitzhaber's comments were that your work is an excellent example of how people can cooperatively solve community problems. We agree, and thank you again for your commitment to improving air quality for all your citizens. Governor Kitzhaber also said that he would urge communities throughout the state to use this kind of approach to address environmental challenges. Sincerely, Carol Whipple, Shi Environmental Quality Commission cc: Medford-Ashland Air Quality Advisory Committee DEQ, Western Region, Medford DEQ, AQ, Headquarters Environmental Quality Commission DEQ: LTRWQ.DOC 811 SW Sixth Avenue Portland, OR 97204-1390 (503) 229-5696 DEQ-i6 Council Communication Finance Department November 17, 1998 Submitted by: Jill Tumer Approved by: Mike Freeman Title: City of Ashland, Comprehensive Annual Financial Report Recommendation: The Audit Committee recommends the Audit Report for 1997-98 be accepted by the City Council. Background Information: This annual report was reviewed by the audit committee on October 28`x. The minutes are attached. The Audit Committee report is found on page xv of the report. N:WnnualWudit\Committee\Council memo AUDIT COMMITTEE MEETING October 28, 1998 at 2:35 p.m. Civic Center Present at the above meeting were Carol Nemec, Barbara Christensen, Martin Levine, Emile Amarotico, with Susan Reid arriving at 2:55 p.m. Staff present were Jill Turner, Director of Finance, Ken Mickelson, Parks Director, Pat Caldwell, Staff Accountant and Karen Huckins, Supervising Accountant. Also present were Jerry Bums, C.P.A., and Brian Conover from Yergen and Meyer, LLP. Turner gave an overview of the draft audit document and noted that it was the earliest a document has been received. Burns noted that the document put the City of Ashland on par with other cities our size so that people unfamiliar with Ashland could have a basis for comparison. Bums reviewed the note disclosures with the committee. Christensen asked about a comparison on the food and beverage tax collections. Burns indicated that it was included on Table 2A page 87. Turner noted that the Parks portion of the tax is listed in their capital portion. Turner noted that a table could be included in future years for total food and beverage and property taxes with the history of collections. Christensen moved and Levine seconded that the minutes from the last committee meeting be accepted. Reid noted that the minutes would stand approved as they were the only members present at that meeting. Nemec moved and Amarotico seconded that Levine be elected chair. Ayes: All. Discussion was held on the 'Report of Audit Committee" letter that was new to the audit document. Christensen asked if Burns had a copy of the resolution setting the audit committee duties. Levine stated that the letter sounded as if the committee has some authority. Bums stated that he would rewrite the letter based on the discussion. Christensen moved and Nemec seconded that the committee accept the Comprehensive Annual Financial Report for the year ended June 30, 1998 with the requested changes to the letter and send the document on to the City Council. The meeting adjourned at 3:55 p.m. Council Communication City Attorney November 17, 1998 Submitted by: Paul Nolte r, Approved by: Mike Freeman Title: Second reading by title only of"An Ordinance Amending the Physical & Environmental Constraints Chapter(Chapter 18.62) of the Ashland Municipal Code to Make Certain Sections Clear and Objective." Synopsis: The council originally adopted the hillside ordinance in December, 1997. The Rogue Valley Association of Realtors(RVAR) appealed the decision to LUBA, who rendered an opinion in September, 1998 substantially upholding the ordinance except for six subsections determined to be not clear and objective. The amendments cure the defects found by LUBA. Recommendation: Staff recommends approval of second reading. The first reading took place at the council meeting on November 3, 1998. ORDINANCE NO. AN ORDINANCE AMENDING THE PHYSICAL AND ENVIRONMENTAL CONSTRAINTS CHAPTER (CHAPTER 18.62) OF THE ASHLAND MUNICIPAL CODE TO MAKE CERTAIN SECTIONS CLEAR AND OBJECTIVE THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. Section 18.62.040.J of the Ashland Municipal Code is deleted. SECTION 2. Section 18.62.080.13 of the Ashland Municipal Code is amended to read: 8. Site Grading. The grading of a site on Hillside Lands shall be reviewed considering the following factors: a. No terracing shall be allowed except for the purposes of developing a level building pad and for providing vehicular access to the pad. b. Avoid hazardous or unstable portions of the site. SECTION 3. The first sentence of section 18.62.080.D.5 of the Ashland Municipal Code is amended to read: Tree Removal. Development shall be designed to preserve the maximum number of trees on a site. The development shall follow the standards for fuel reduction if the development is located in Wildfire Lands. When justified by findings of fact, the hearing authority may approve the removal of trees for one or more of the following conditions: SECTION 4. Section 18.62.080.D.6.a of the Ashland Municipal Code is amended to read: Replacement trees shall be indicated on a tree replanting plan. The replanting plan shall include all locations for replacement trees, and shall also indicate tree planting details. SECTION 5. Section 18.62.080.D.6.c of the Ashland Municipal Code is deleted. SECTION 6. Section 18.62.080.B.5.a of the Ashland Municipal Code is amended to read: PAGE 1 - ORDINANCE c:wnuLwuwNiNCwiu.siDeamendmemoro.wwd Fill slopes shall not exceed a total vertical height of 20 feet. The toe of the fill slope area not utilizing structural retaining shall be a minimum of six feet from the nearest property line. The foregoing ordinance was first read by title only in accordance with Article X, Section 2(C) of the City Charter on the 3rd day of November , 1998, and duly PASSED and ADOPTED this _ day of 1998. Barbara M. Christensen, City Recorder SIGNED and APPROVED this day of 1998. Catherine M. Shaw, Mayor Reu,+�v�ed as to fi Pa([ulC//Nolte, City Attorney PAGE 2 - ORDINANCE c:tPADLtPLANNINGUiILt.sIDE%amendmentord.Vmd Council Communication Legal Department November 17, 1998 Submitted by: Paul Nolte V-/ Approved by: Mike Freeman Title: An Ordinance Amending the Liquor License Review Chapter(Chapter 6.32)of the Ashland Municipal Code to Update Provisions Relating to Evaluation of Applications. Synopsis: The proposed changes in this ordinance update the ordinance to conform to state law and to current practice. The changes minimize the role of the police department while utilizing the city recorder to determine if an applicant meets city land use and business license requirements. Recommendation: The Council passed first reading of this ordinance at its November 3, 1998, meeting. Approval of this ordinance at its second reading is recommended. Background Information: City departments have served an evolving role in the evaluation of liquor license applications. The extensive statutory regulation of licensees by the Oregon Liquor Control Commission (OLCC) leaves little room for city input regarding the issuance of licenses. The proposed changes in the existing ordinance minimize the role of the police department since the department's role duplicated in many respects the Oregon Liquor Control Commission's extensive background investigation of applicants. These changes, however, require the city clerk to determine that the city's land use requirements are followed thereby eliminating a potential problem brought to light within the last two years where a local restaurant converted to a sports bar. The changes also enact a procedure to ensure that an applicant meets the city's business license and restaurant registration requirements. G:\sharlene\COUNCIL\Communicalions\liquor license ord.N98.wpd ORDINANCE NO. AN ORDINANCE AMENDING THE LIQUOR LICENSE REVIEW CHAPTER (CHAPTER 6.32) OF THE ASHLAND MUNICIPAL CODE TO UPDATE PROVISIONS RELATING TO EVALUATION OF APPLICATIONS. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. Chapter 6.32 of the Ashland Municipal Code is amended to read: Chapter 6.32 LIQUOR LICENSE REVIEW Sections: 6.32.010 Purpose and Scope 6.32.020 Definitions 6.32.030 Application Process 6.32.040 Application Fees 6.32.050 City Recorder Duties 6.32.070 Hearing and Notice Procedure 6.32.080 Coordination with Other Fees 6.32.010 Purpose and Scope. The purpose of this chapter is to establish the principal criteria which shall be considered by the city council in making recommendations to the Oregon Liquor Control Commission (O.L.C.C.) concerning the granting, denying, modifying or renewing of all liquor licenses within the city; and to establish fees and a process, pursuant to ORS 471.210(4) to be utilized for the investigation of such license applications. 6.32.020 Definitions. A. Administrator. The City Administrator of the City, or a designee. B. Applicant. The person or persons submitting an application for a liquor license. C. Application. The application forms supplied by the Oregon Liquor Control Commission. D. C&. The City of Ashland. E. Council. The City Council of the City of Ashland. 6.32.030 Application Process.' A. Procedure. Any person, firm or corporation requesting a liquor license through the O.L.C.C. shall present the completed license application forms prescribed by O.L.C.C. to the city recorder. 'Revised February 1996 Page 1 — LIQUOR LICENSE REVIEW ORDINANCE G:�PAUL\ORDViquor lkens ord.wpd B. Additional Information. An O.L.C.C. Personal History form shall be completed for each person named on the license application. C. Completed Applications. Liquor license applications forms shall be accepted only when all required forms are properly completed, the requested information is submitted, and the required application fee, as set forth in Section 6.32.040, has been paid. 6.32.040 Application Fees. The city recorder shall charge and collect a license investigation fee at the time the application is filed. The fees for such services shall be established by resolution of the city council. (Ord. 2352, 1985; Ord. 2622 S2, 1991; Ord. 2774 S16, 1996)2 6.32.050 City Recorder Duties. Upon receipt of an application for a new liquor license, the city recorder shall: A. Refer the application to the Department of Community Development who shall determine if the location of the licensee's business complies with the city's land use requirements. B. Determine if the licensee has a business license and has registered as a restaurant, if applicable, for the city's food and beverage tax. C. Report to the city council as to the filing of the application and the determinations made under this section. D. Endorse the application, if approved by the city council. 6.32.070 Hearing and Notice Procedures. A. Council Consideration. If the city recorder determines that the applicant for a new liquor license has complied with the city's land use requirements, has obtained a business license and registered as a restaurant, if applicable, the matter will be placed on the next regular city council agenda for action. If the city recorder cannot make any of the above listed determinations, the recorder shall report such to the city council. The council may then schedule a public hearing and give notice as provided below. B. Applicant Notice. Before the city council recommends denial of a liquor license application, notice of a public hearing must be given to the applicant, either personally or by certified mail, postmarked no later than ten days prior to the hearing. The notice shall contain: 1. A statement of the time and place of the hearing; 2. A statement from the city recorder as to the findings made; 'Revised February 1996 Page 2 — LIQUOR LICENSE REVIEW ORDINANCE GIPAWOROWquor license ord.wpd 3. A statement that the applicant may be represented by legal counsel at the hearing, at the expense of the applicant. C. Public Notice. In order to facilitate public participation in liquor license applications, the city recorder shall, in the case of a recommendation for denial, publish a notice of public hearing once in a local newspaper of general circulation at least ten days prior to the date of the hearing. The notice shall specify the date, time and location of hearing, and the business name and address of the applicant. The notice shall also inform the public that written or oral testimony may be presented either for or against the application. D. Evaluation Criteria. The city council shall make its recommendation to the O.L.C.C., and in the case of denial or modification, shall specify the reasons for recommending denial or modification. The minutes of the city council shall reflect the reasons.for a negative recommendation. The city council may recommend denial of an application if: 1. The application is incomplete. 2. The applicant neglects or refuses to provide, in a timely manner, any information that is reasonably requested. 3. The applicant provides false or misleading information. 4. The location of the applicant's business does not comply with the city's land use requirements. 5. The applicant has failed to obtain a business license or failed to register as a restaurant, if applicable. 6. Any reason, which in the sole opinion of the city council, warrants an adverse recommendation based on public health, safety, welfare, convenience or necessity. E. Findings Transmitted. If the city council recommends approval, it shall make a general finding that the applicant meets all the criteria of this chapter. If the city council recommends denial, it shall include a finding or findings, based on the criteria of this chapter in support of its action. In either event, a copy of the city council minutes shall be transmitted to the O.L.C.C. with the recommendation. F. Blanket Renewals. 1. At the time of annual renewal of existing licenses, the city recorder shall make a report to the city council on any licensee which has failed to meet the criteria set forth in section 6.32.050. 2. In such case, the city council may recommend denial of the renewal, or the withholding of endorsement of the renewal until such deficiencies are brought to current status. The city council may otherwise grant blanket approval of all license renewals. 6.32.080 Coordination with Other Fees. The application fee set forth in Section 6.32.040 shall be in lieu of all other investigation fees, but shall not be in lieu of the Page 3 — LIQUOR LICENSE REVIEW ORDINANCE GAPA ORDUpuor license ord.wpd regular Business License Tax set forth in Chapter 6.04. (Ord. 2318, 1989; Ord. 2581, 1990) The foregoing ordinance was first read by title only in accordance with Article X, Section 2(C) of the City Charter on the 3rd day of November , 1998, and duly PASSED and ADOPTED this day of 1998. Barbara Christensen, City Recorder SIGNED and APPROVED this day of 11998. Catherine M. Shaw, Mayor Re Paul Nolte, City Attorney Page 4 — LIQUOR LICENSE REVIEW ORDINANCE GIPAULIORDIIiquorlimns ordmpd Council Communication Finance Department November 17, 1998 Submitted by: Jill Turner Approved by: Paul Nolte �AJ Approved by: Mike Freeman WV-L Title: A Resolution Authorizing an Interfund Loan to the Community Development Block Grant Fund and Electric Fund. Synopsis: This resolution permits the city to borrow money from one fund to another. Recommendation: Staff recommends approval of the attached resolution. Background Information: ORS requires the City Council to authorize a loan from one fund to another. If a loan is not repaid by the end of the fiscal year, it must be budgeted and repaid in the followings years budget. The fund borrowing will pay interest based on the City interest rate at the date of the loan, or the date of repayment, whichever is higher. The Community Development Block Grant Fund works on a reimbursement basis. This loan of $75,000 provides temporary cash flow until the paperwork is prepared and reimbursement is received from HUD. The highest monthly expenditure is $75,000. The Electric fund loan of$1,000,000.00 will provide cash flow for the fiber optic system until later this spring when permanent financing is secured. Bonds should be issued prior to June 30 and the interfund loan repaid in this fiscal year. RESOLUTION NO. 98- A RESOLUTION AUTHORIZING AN INTERFUND LOAN TO THE COMMUNITY DEVELOPMENT BLOCK GRANT FUND AND ELECTRIC FUND THE CITY OF ASHLAND RESOLVES AS FOLLOWS: RECITAL: ORS 294.46 requires an ordinance or resolution to permit a loan from one fund to another; and a loan cannot be made from a debt service fund to any other fund. If the loan will not be repaid by the end of the fiscal year, it must be a budgeted requirement in the following year's budget. SECTION 1. The Director of Finance is hereby authorized to borrow$75,000 from the Cemetery Trust Fund for the Community Development Block Grant Fund. The loan will be made prior to June 30, 1999, and will be repaid with accrued interest prior to June 30, 1999. Interest will be charged at the City's average interest rate at the date of the loan or the date of repayment, whichever is higher. SECTION 2. The Director of Finance is hereby authorized to borrow$1,000,000 from the Equipment Fund for the Electric Fund (telecommunications division.) The loan will be made prior to June 30, 1999, and will be repaid with accrued interest prior to June 30, 1999. Interest will be charged at the City's average interest rate at the date of the loan or the date of repayment, whichever is higher This resolution was read by title only in accordance with Ashland Municipal Code §2.04.090 duly PASSED and ADOPTED this day of 1998. Barbara Christensen, City Recorder SIGNED and APPROVED this_day of , 1998. Catherine M. Shaw, Mayor Rev' ed as to form: Paul Nolte, City Attorney NAacctg\Electric\fibeACouncil Loan Authorization Council Communication Police Department November 3, 1998 Submitted by: Scott Fleut �,,�� Approved by: Mike Free ;O Title: Authorization for Mayor to sign Amended Joint Agency Agreement. Synopsis: A"computerized" regional Public Safety services system was established in April/May of 1998 with the signing of a joint agency agreement between the City of Medford, Jackson County Sheriff's Office, and Southern Oregon Regional Communications. This consolidated Public Safety system includes computer aided dispatch (CAD), a record management system (RMS), and a corrections management system (CMS). These integrated systems will computer manage the delivery of police, fire, emergency medical, and jail services to the Jackson County Public Safety Agencies (JCPSA). Recommendation: The public safety providers of Ashland, both the Police Department and the Fire Department, would like Council's approval to join this multi jurisdiction program. The result would be the integration of ALL public safety systems within Jackson County. Background Information: There are many benefits to implementing the proposed CAD/RMS/CMS. The regional approach results in economic efficiencies to each jurisdiction due to the sharing of costs. These include set up and ongoing funds related to facilities, infrastructure, hardware, software, training, personnel, and general operations. At the functional and service delivery level, the benefits are significant. First and foremost, the CAD/RMS/CMS will completely automate the entire Public Safety information system. It provides the ability to deliver the highest level of accuracy possible to receive, locate, and process requests for emergency services in the E-911 system. This translates into shorter response times. The CAD/RMS/CMS provides the ability to access and share critical records at the multi jurisdiction level. In effect, one system-wide database services all agencies in the Public Safety arena. Another benefit of the proposed CAD/RMS/CMS is the ability of the system to track the status of all police, fire, and emergency medical resources in Jackson County. When emergencies escalate to the level of mutual aid assistance for police, fire, or emergency medical resources, the capability of the system is fully realized. In the event of a large scale and high resource event, the proposed CAD provides the ability to instantaneously assemble resources quickly, with ease, and with complete accuracy. HISTORY OF PROCESS: The need for a CAD/RMS/CMS (Computer Aided Dispatch/Records Management System/Corrections Management System) was recognized back in early 1990. Recognizing that the cost of such an endeavor was significant and the knowledge that no agency in Jackson County functioned under a good CAD/RMS/CMS, a regional approach to establishing a system to computer manage Public Safety services was pursued. The City of Medford, City of Ashland, Jackson County Sheriffs Department, and SORC obtained approval for exploring the concept of a shared regional CAD/RMS/CMS. A lot of commonality, goodwill, and synergy emerged around the table as the progress of this project began to take shape. Realizing the magnitude and complexities of the technology that drives a CAD/RMS/CMS, it was determined that contracting with Schema, an International Consulting firm that specializes in CAD/RMS/CMS technology, would be the best method to identify the current and future needs as well as intelligently develop a plan to acquire and ultimately install a system. Schema's services included participation in all aspects of this project as well as reviewing and advising on all proposals. Schema assisted the negotiating team for JCPSA(Jackson County Public Safety Agencies) with developing the best contract possible with Tiburon Inc. Once a contract was approved, Schema again, continues participation in the implementation, installation, system certification, and ultimately, system cut over. Working directly with Schema, the team was able to estimate the level of funding that would be required to move a project of this magnitude forward. Identifying each agency's use of the system gave way to identifying the levels of participation, and, hence, what percentage of cost sharing would be assigned to the JCPSA participants. (Exhibit A) The funding necessary to purchase system hardware and software as well as necessary services from Tiburon have been identified. (Exhibit B) Costs associated with developing facilities, infrastructure (fiber optics, communications, connectivity to JCPSA and all end users therein, LAN, WAN, etc.), as well as personnel and other operational elements was a complicated process. Ashland participated in the CAD/RMS/CMS from 1990 through mid 1997. At that time, budget restraints due to the 1997 Flood and questions about the impact of Measures' 47 and 50 precluded our ability to continue with the project. In late 1997 staff began again searching for a system to provide CAD/Police&Fire RMS. Since we had withdrawn from JCPSA already we decided to see if we could find a comparable system. We identified MOTOROLA's product, PALLADIUM, as a system that could handle our expected needs for CAD/RMS. This product is very comparable to Tiburon in functionality and base cost. The Tiburon product offers us advantages over Palladium. These are the opportunity to work jointly with other law enforcement agencies in our valley not only from the dispatching viewpoint, but in the sharing of records information as well as the potential to share future costs on projects. We therefore have recommended joining the multi jurisdiction program and going with the Tiburon product. Below is a cost comparison of the two systems. COSTS: JOINT AGENCY - TIBURON The CAD/RMS/CMS is built on two elements; purchase and operations. Purchase reflects those costs specific to Tiburon, while operations include all other cost elements such as facilities, infrastructure, communications, certain hardware and software, personnel, supplies, electricity, etc. Ashland's estimated cost breakdown is as follows: Year 98-99 * 99-00 00-01 02-03 03-04 Lease 240,000 52,490 52,490 52,490 48,117 Operations 79,761 85,303 88,013 90,771 TOTAL 240,000 132,251 137,793 140,503 138,888 TOTAL $789,435 * 98-99 costs represent initial buy-in costs, real time mapping and licensing/maintenance/software costs specific to Ashland. (Exhibit C) STAND ALONE - MOTOROLA (5 year estimate) Police Records Management(RMS) $136,641 Fire Records Management (FMS) $ 59,000 Computer Aided Dispatch (CAD) $190,000 Real Time Mapping (RTM) $ 50,000 Installation& Training $ 20,000 Personnel (I staff member @$60K for 5 yrs) $300,000 Maintenance Agreement Costs $105,027 TOTAL $860,668 PUBLIC SAFETY AGENCIES JACKSON COUNTY, OREGON CAD/RMS/CMS Exhibit A Computer Aided Dispatch (CAD) Costs associated with the CAD related operations of the regional facility. The projected allocations are based upon the following table: Medford CCOM 4,324 13,803 18,127 35.86% SORC 16,901 10,056 26,957 53.33% ASHLAND 1,808 3,656 5,464 10.81% TOTALS 23033 27515 50548 100.00% Records Management System (RMS) Costs associated with the RMS related operations. The projected allocations shall be based upon the following table: MENNEN Medford CCOM 179,353 0 179,353 59.04% SORC 44,714 0 44,714 14.72% JC Sheriff 48,987 0 48,987 16.13% ASHLAND 30,716 0 30,716 10.11% TOTALS 1 303,770 1 0 1 303,770 100.00% Corrections Management System (CMS) Costs associated with the Corrections related operations. The projected allocations shall be based upon the following table: IIIIIIN Medford 2,608 0 2,608 23.38% JC Sheriff 6,874 0 6,874 61.62% ASHLAND 1,674 0 1,674 15.00% TOTALS 11,156 0 11,156 100.00% PUBLIC SAFETY AGENCIES JACKSON COUNTY9 OREGON CAD/RMS/CMS EXHIBIT B Estimated CAD/RMS Lease 8: Operational Cost Totals R MEDFORD MEDFORD COUNTY COUNTY SORC SORC ASHLAND JASHLAND LEASE OPS LEASE OPS LEASE OPS LEASE OPS 997 1998 12,790 36,118 1,966 6,428 10,159 19,506 2,923 7,42 1998 1999 163,483 433,427 23 472 77,139 121,906 234,069 35,080 89,0 999 2000 153A83 286,437 23,472 63,310 121,906 146,986 35 080 67,62 000 2001 153.483 392,263 23,472 79,698 121,906 192,993 35,080 66,77 001 2002 153,483 404,7311 23,472 82,770 121.9061 198,088 35,080 68,92 002 2003 140,693 416,792 21,516 86,808 111,7471 203,148 32,157 71,01 TOTALS 767,415 1,969,768 117 360 -38-5,06-3- 609,6301 994,779 176 400 370 7 Estimated corrections Management System Cost Totals MEDFORD MEDJAIL ICOUNTY CNTY JAIL ASHLAND ASH JAIL R JAIL LEASE OPS JAIL LEASE OPS JAIL LEASE OPS 997 1998 2,261 3,161 5,960 7,744 1,451 1,36 998 1999 27,137 37,932 71,622 92,937 17,410 16,324 1999 2000 27,137 21,615 71,622 62,714 17,410 12,238 000 2001 27,137 32,678 71.522 79,824 1 17 10 18,632 001 2002 27,137 33,657 71,622 82,228 17A10 19,090 [ZOOT212003 24 876 34 766 66 662 86 168 15 960 19 76 LS 135 684 163 99 368 610 400 616 87,061 87 30 ES: Lease payments for FY 1997/98 one month only,lease payment for FY 2002/203 for 11 months only O erational costs for FY 1997198 one month only.operational costs for FY 2002 2003 for full 12 month iwind PUBLIC SAFETY AGENCIES JACKSON COUNTY, OREGON CAD/RMS/CMS EXHIBIT C ASHLAND COSTS 1998-1999 CAD $137,570 $204,645 0 $342,215 $36,993 RMS $268,315 $ 69,915 $73,288 $408,518 $41,301 CMS $ 45,530 0 $120,034 $165,564 $24,835 TOTALS $451,415 $271,560 $193,322 $916,297 $103,129 Ashland will have additional costs associated with initial paticipation in the Public Safety Joint Agency Agreement which are part of its initial buy-in. These are listed below: q1, y License Fees CAD $7,200 RMS $14,093 Technical Services $24,000 Travel & Per Diem $2,500 *Hardware $30,000 Integration $6,600 Total $84,393 *Hardware consists of four CAD workstations, two CAD printers and networking components to extend the LAN from the servers to the City of Ashland Real Time Mapping System License Fees RTM Server $12,500 RTM(workstations) $4,800 Technical Services $13,444 Travel & Per Diem $1,739 *Hardware $14,297 Integration $3,145 Total $49,925 TOTAL COSTS FY 1998-1999 $237,447