HomeMy WebLinkAbout1999-0318 SS/Special Mtg PACKET CITY COUNCIL STUDY SESSION
Thursday, March 18, 1999 at 12:00 p.m.
Council Chambers
Continuation of Consideration of a Resolution Calling a Special Election to
submit to the voters the question of contracting a general obligation
bonded indebtedness in the amount of$7,600,000 to finance the
expansion renovation of the city's historic Carnegie Library.
2. Strategic Planning wrap up.
3. Discussion of Fire Station planning effort.
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City Council Communication
Administration
Strategic Planning
Study Session - March 18, 1999
Submifted by Mike Freeman
Title:
Strategic Planning.
Synopsis:
The City Council and staff have been working for the past four months to develop an initial strategic
plan for the City. To date, a citizen survey has been completed, public input has been solicited, a
weekend workshop was held to begin drafting the plan and several study sessions have been held.
Today's study session will focus on the departments ability to accomplish the projects and priorities
identified in the draft strategic plan. Each department head will discuss with Council their ongoing
projects and priorities, those projects identified in the draft strategic plan that can be accomplished in
FY 99—00 and those projects the departments feel cannot be accomplished next fiscal year and/or are
not priorities.
Recommendation:
It is recommended that Council discuss their view of the department work plans for the next fiscal year
and determine if the department work plans meet your expectations and priorities. It is also
recommended that the strategic plan come back to Council at the 4/6 meeting for adoption.
•Page 1
Support Departments
Administration
Current Projects/Priorities That Will Continue into Compensation/Classification Study
1999—2000
Update HR Policies and Procedures
Strategic Planning
Performance measures program
Technology Planning
Y2k Preparation
Space Planning
Union contrast negotiations
AFN Implementation
Projects/Priorities Identified in the Draft Strategic Define the essential steps in the citizen
Plan That Can be Accomplished involvement�process
Develop printed materials that outline the goals of
the City regarding business relocation .
Improve the sound and video quality in the
Council chambers
Develop a constrained 10 year transportation plan
Explore intergovemmantal,delivery of services
Explore the relationship between the Rogue
Valley Blue Print and the City's strategic planning
Evaluate the feasibility of sub regional planning
Ensure the City s budget is consistent with the
strategic plan
j Projects/Priorities Identified I' D Strategic Conduct joint study sessions MOM
u�U^' Y Plan that are row riority to My Depay ntl governments
Sfiould be Com M a a a er ime
Administrative Services
Current Projects/Priorities That Will Continue into Solar Electric
1999—2000
Water conservationrimplementation plan
Employee Advisory Committee
ra' " _ r " Implementation of the Communication Plan
Marketing AFN services
i Continuati on of video production with RED
BPA subscription/long term wholesale power
p contract
(1.1Cry,/�j", ProjectslPriorities Ident�ed in the Draft Strategic Ihcrease the use of techndogyto encourage
Plan That Can be Accomplished citizen participation and communication
Green power alternatives
Develop a plan to meet the water conservation
goals adopted as part ofrthe 19913 water study
Encourage the displaying of historic photos in
community buildings
•Page 2
-�
„ } ' $ ation'to theb r�r urnty on Cnd"financial issues to promote a more unndder's"tanding of where
r;
the City receives its funding andlhow it is spent
Finance
Current Projects/Priorities That Will Continue into Ashland.Fiber Network implementation
1999—2000
Ensure compliance with newtelecommunications
ordinance
Complete financing for assessment for Parks
projects
Review options for ilitwbilling software
Installation of new legacy.software
Support operating departments financial
mana ent needs
Projects/Priorities Identified in the Draft Strategic Ensure the City's budget is consistent with
.Plan That Can be Accomplished strategic plan
Yr2k preparedness
Review of labor contracts to address escalating
fringe benefits costs
Assist�with electric undemrounding plan
Review the City's financial management strategy
that addresses existing and potential revenue
sources to ensure the City has a balanced
revenue portfolio
" ° � ' • t6' °� � ' Provide comprehen"siS-esm`fortnation to the
community on City bud a and financial issues to
promote a more thorough understanding of where
the City receives its funding and how it is spent
Public Safety
Police Department. ,
Current Projects/Priorities That Will Continue into Citizens Academy
1999—2000
Projects/Priorities Identified in•the Draft Strategic Y2k Preparation
Plan That Can be Accomplished
Developing regional partnerships for services
such as dispatch
Employee developmen nd training
Pursuing intergovernmental service delivery
ji '•
Projects/P, ' a�n the Qraft Strategic Invesfigate the need to
Plan that re Low Priority to Department and high-tech crimes
Shoultl be �o e _ �a gal a 'terTme JM
Current Projects/Priordies That Will Continue into 1999—2000 Fire Station location siting
Yr2k orenaration
Emergency preparedness
traming/readiness
CERT Program
Wildfire training exercise
Restructuring study
Silvicultural projects plan
- OSHA respiratory program compliance
Operating Departments
Electric
Current Projects/Priordies That Will Continue into 1999— Ashland Fiber Network implementation
2000
Buckhom Sprinps.evaluation
Y2k planning/coordination—Reeder
Reservoir planning for emergency power to
SOU
Monitor electric°der�egidation
let;islation/nlansi
BPA Subscription process
Undergroundconversionjprojects
Projects/Priorities Identified in the Draft Strategic Plan That Develop undergrounding plan and financing
Can be Accomplished plan
A)graMr�ementafionand'c"�tinued
lic Works/En ineering
Current Projects/Priorities that Department Strategic Plan/Training Plan Staff time.
will continue into
1999-2000
astewater Treatment Plant- Staff time.
nalize design,and gain approvals for off site
struction begins late FY99 and
times into FY00 and FY01
Oak Street Traffic Calming- Staff design time. Up to
complete design,gain neighborhood financial $25,000 is required from
support,construct improvements neighborhood/City to
LAJ y�� complete.
(FYI 9 and consWc�on(begin FY99 Staff design 'I[
complete eady F�Y00) c'
Renegotiate 1966 Water Agreement with TID Staff time.
L ,
• Page 4
t�- Develop City's Geographic Infoirnation .= Staff.time. Jv
_- __J6ystem (GIS)Base,
� :
RVTD Bus Shelters-design (FY99)and Staff design time.
construction(begin FY99 complete.early
FY00)
iskiyou Blvd improvements-Complete = + Staff time and'consultant time
esi n1constructiorfin2002) for design.
Calle Guanajuato and Main Street Bridge Parks Department taking the
improvements-Design and constriction lead.
ater Street Bridge and Departmental Flood Discussfinancing:options with
anagement Define necessary Oouncif at study session
m rovements : "t,
Projects/Priorities Identified in Prepare an Implementation Plan for City Staff time. Water rights and
the Draft Strategic Plan Identified Council for the TAP water pipeline.intertie . TAP dollars are in the budget
for Department Lead project,(and secure water rights as.needed)
Art.O�L „ yt� nstall higtiyuality portable restrooms in-the, �tegwrei$15 000•$25,000 to;
°—Q alle area of Ashland Creek. Work wdtt complete
%or�Loh arks to develop along-term sotuhon to
estrcom availabilily in the Plaia Area - '
Study the,Feasibility of Jurisdictional Hwy 99 needs to be__
Transfers with ODOT(Hwy 99 Siskiyou completed in FY99 will
Blvd,Lithia Way and N. Main Street and actually bring transportation
ultimately Hwy 66 Ashland Street) ._ resources to the City.
tudy the Feasibility of Ju disn�onal� Staff 6me
ransfers with
o
Jacksad on Cn Cla Street
:)a d)
gi .- nd Tolman Creek•R Lam_
�e--s Projects/Priorities Identified in Use of Technology to Encourage.Citizen Staff time.
�ro �t
the Draft Strategic Plan Identified Participation(Administration)
for
Department Assistance
- ,.: - inalizeRiparianOrdinance Planron ) - _.'. Staff time :`. LL
Y2K Readiness Staff time
Projects/Prionties•Identified in alyie se . demand for tra sit services Recommend a consultant ,
are n mAV,transit use are s, am 75 evelop this in the future.
Qw Priorityto th - sing eas to further,ertcourage (FY00/01}$25,000
n mpleted,at a, . nsit use'
� . _tat
�D Consolidate master plan for bike trails and-=Part of G a q/Lq
sidewalks for construction improvements (oS�/V Q
�Sc 5-t cy�' rc Ph bx of ul fi s o UMW r-
Community Development' �atLt P �1
Current Projects/ Current planning applicati s, pre-application Full staff. Approximately 35%
Priorities that will conferences. overall staff time in Planning
continue into 1999-2000 Division.
• Page s d A �
t��Il Yl`J' uJ�JGll,fl �
Update Housing Element of Comprehensive Plan !Senior Planner(Bill) ,-
�3 ComDev.Director(Mac)
F u r with Housing Commission and
�Plannina Gomrriission.
Additional Resources necessary
Assistant Planner
Implementation of Neighborhood Compliance Code Compliance(Adam)
Program
Transportation SDC Update Process ComDev'Director(Mac)
Code C
,_ . pliance(Ads am)
Building Department Permit Tracking Software Code Compliance(Adam)
Implementation Building Inspector(Stu)
ComDev Director(Mac)
LaserFiche Implementation/File Storage Executive Secretary(Sue)
Clerk II
Buildable Lands Inventory Assistant Planner(Brandon)
Senior Planner(Bill) t
ComDev Director(Mac)
TGM Grant project-funds
ending July or August 1999
Street Transportation Management Study Associa a Planner(Nana)
t om D irector(Mac)M Grt Poject tential LID Project with
T outside funding
Tolman Creek Road Neighborhood Plan/Street Associate Planner(Maria)
Improvements ComDev Director(Mac)
TGM Grant Project
Potential LID Project with
outside funding
Subdivision Ordinan'ce Re-write p oje°'gct yTraditional' Associate Planner(Maria)
Development Design Senior Planner(Bill)
F. ComDev Director(Mac)
Grant Project
.Community Development Block Grant Associate Planner(Maria)
Administration
-" BikelPed Commission Free Ride Day Assoc ate Planner(Maria)
_; with,BikelP.ed ssionIIIIIIIIIIIIIIIIIIIIII
Pilot Bike Education Program with BTA&Ashland Associate Planner(Maria)
Middle School with Bike/Ped Commission
T 4' Achieve Certified Local`Govemm'ent+Status Associate Planner(Mark)
with Historic Commission
Downtown National Register Nomination Associate Planner(Mark)
:a 4:. Skidmore Academy National Register Nomination Associate Planner(Mark)
Prepare Building Demolition Ordinance Associate Planner(Mark)
} Seance Station Design Standards,
Co
mDe ir ect orx(Mac)
lip, �
Involvement with Ashland Downtown Association- ComDev Director(Mac)
formation and organization
•Page 6 -
i
7-1 Chambenof Commerce Parking Committee -° Co Dm ev Director(Mac) „ _ i
_* a s '
Involvement with SOU Campus Master Plan update 'ComDev Director(Mac)
process.
Update and revise Citizen Involvement Chapter of ComDev Director(Mac)
Comprehensive Plan Senior Planner(Bill
Elks Parking Lot project ComDev Director(Mac)
Joint with Public Works
Develop and implement a commun�land trust Senior PIa ner(Bill)
program to ensure that affordable housing_ needs with Housing Commission and
are�met ACCESS
Finalize the riparian ordinance. ComDev Director(Mac)
Senior Planner(Bill)
Additional Resources
Necessary-Assistant Planner
(mapping,field work)
ProjecfsP Priorfies Prepare and present to the City Couunciil,for Associate Planner(Mark) �
Identitt in the Draft adoption,standards for construction of public �I ComDev!Director(Mac)
Q226 Plan that Can bui I'd ings.
be Accomplished in FY
99-00
Update the downtown plan/parking plan. The ComDev Director(Mac)
update should include an overall street design in the 'Additional resources needed-
downtown(Ve.traffic flow),capacity and efficiency consultant requireded at
of the existing streets for parking,evaluating a pay- ` $40,000
for-parking concept that outlines the impact on the
downtown and adjacent neighborhoods and
addresses citizen parking versus tourist parking',
and evaluates the necessity of a parking structure.
O the elements f the comprehensive,plan New of CorMID Dire
Projects/Priorities Accelerate the process of developing"smart growth" Further clarification and
Identified in the Draft in Ashland (the City cannot stop growth, but,can guidance needed from City
Strategic Plan that are insist,on:high quality, smart growth). Evaluate the - Council
Low Priori is formatiorrof a citizens committee to discover and s CaLt/rya
ent develop workable ideas for guiding,minimizing and'-'-
mitigating the impacts of growth.
Develop a master overlay plan for the undeveloped Add'' na resources required t MoaWd railr � -�� 1 [14d complete—Anne
rtheState
�,�, E-Q IZ funds or additional staff or
-- consultant help required
Review the City's land use ordinances to see if they 'Further clarification and
are still meeting or will meet the community guidance needed from City
needs/values for future businesses as it pertains to Council
parking requirements,environmental constraints
(i.e.trees),structure size,mixed use, landscaping
and promoting alternative transportation.
•Page 7
Malyze'service demand fdreUansd seruiceshn the Joint project wAh Public Works' i
a , munity The anal is should solicit information Additlona I u� needed
from a communi 0 ransit needs relat ng to. Ass�stant;Planner/ terns
work,s I,r eation,shopping,special needs consultant
r populat* i and medical facilities. The `
ana shoul�ddress what barriers exist that
keep people from ing mass trans' and should
identify`what measures the Mono take to further
encourage the use of transit services.
Study the Portland living wage ordinance and Senior Planner(Bill)
present the findings to the City Council.
I F '+" "t Consopda etet existi�g City plans into a master plan Join project with P"c Works
for bike frail and sidewalklconstruction and Bike/Pedesthan
imp[ov��� r,I � Commission.
PAU
/ _ � - 1✓l/ `ill/1 µ 1 .
qkA
V3 (VVAAA�O
•Page 8
Council Communication
Administration
Study Session on Fire Station Expansion
March 18, 1999
Submitted by: Greg Scoles
Approved by: Mike Freeman
Synopsis:
The purpose of this meeting is to discuss the status of the fire station expansion project.
Recommendation:
1999/00 Budget should include funds to construct a new station#1
Background Information:
At a Study Session on June 17, 1998, Staff presented the Council with a schedule for fire station
planning. At that meeting the Council discussed various alternatives for expansion of the fire
station facilities. Staff committed to updating the project program (space needs), talking the
adjacent property owners, and to having conceptual drawings prepared which would help the
Council understand the need for acquisition of adjacent property.
Subsequent to the study session, Peck, Smiley& Ettlin Architects were hired to prepare
conceptual drawings for stations 1&2, to review the program documents and to prepare a
preliminary cost estimate.
On October 6, 1998, the Council held another study session where the expansion project was
discussed and the conceptual drawings prepared by PSE Architects were reviewed. Those plans
clearly indicated that the expansion of the fire facilities would require the acquisition of
additional property. In the case of fire station#2 the expansion could be accomplished by
expansion into the adjacent park and street right-of-way. Based on the consensus of the Council,
staff has moved ahead with discussions with the property owners and commissioned an appraisal
for the property adjacent to fire station#1. The preliminary cost estimate for the expansion of
fire station#1 is approximately$3.5-4.0 million, including construction, design, property
acquisition, permits and project contingency.
At this time staff is prepared to budget for this expansion in the 1999/00 budget. In addition,
staff will be revisiting the design assumptions and program for station#1, to see if additional
savings could be obtained by fine tuning the assumptions. This project would also require a
funding solution,which would require voter approval of a G.O. Bond (see attached election
schedule).
Council Communication
June 17, 1998
Title: Fire Station Planning.
Submited by: Mke Freeman
Approved by: Mike Freeman(^F
Synopsis:
Staff is underway with planning f r new fire stations.
C �
Recommendation:
None, information only.
Background Information:
Following is the planned schedule for the fire station construction for Station#1:
1. Meet with property owners in immediate vicinity of Station#1 (Completed—June 1998)
2. Develop request for proposal for design and engineering services(June— 1998) r-
3. Retain architectural services(August— 1998)
4. Update space requirements analysis(July— 1998)
5. Begin station planning process for Station 91 (August— 1998)
6. Station planning process complete('includes architecture, land acquisition, engineering, permitting,
etc.)(June—1999)
7. Station construction(July— 1999)
8. Begin process over for Station#2
(Note• this schedule will he refined once the architect has been selected)
MINUTES FOR THE STUDY SESSION
ASHLAND CITY COUNCIL
October 6, 1998
CALL TO ORDER
Council Chairperson Wheeldon called the meeting to order at 6:02 p.m. in the Civic Center Council Chambers.
IN ATTENDANCE
Councilors Laws,Reid, Wheeldon,and DeBoer were present. Councilor Hauck arrived late. Mayor Shaw was
absent. Staff present included: City Administrator Mike Freeman,Assistant City Administrator Greg Scoles, City
Attorney Paul Nolte, and Fire Chief Keith Woodley.
DISCUSSION OF FIRE STATION PLANNING EFFORTS
Fire Chief Keith Woodley presented Council with a"Fire Station Construction Project History"handout,and gave a
brief overview of the fifteen year history of discussions concerning the number and locations of fire stations within
the City and the need for new facilities.
Woodley noted that when he accepted his position in 1991,he had recommended that a consultant be retained to
look at the Fire Department's response times and the need for two stations. This study was based on a full build-out
to the City's urban growth boundaries. The consultant determined that a single station configuration would not
meet the City's response time criteria,which had been set at 97%of the citizenry receiving a response within three
minutes,and the remaining 3%seeing responses within four minutes. Emphasized that in that study, it was
indicated that the existing fire station locations were ideally situated to meet the response time criteria.
Noted that architect Ted Malarz began a space needs study in September of 1995,looking at a thirty year planning
horizon. At that time,the City began to consider expansion to other sites,and entered into discussions about
acquiring property from the Elks,Safeway or the Post Office. It was determined that none of these properties were
available.
Explained that it is now a 1998 Council Goal to address fire station facility needs,and the Fire Department began to
reassess the previous study,again using architect Ted Malarz,and taking into account the additional factor that the
City is now providing ambulance service. Malarz determined that the existing lots were not large enough. The
Portland firm of Peck,Smiley, Ettlin Architects,which specializes in fire station planning,was hired to review the
study,and they concur that additional land will need to be purchased to address space needs.
Woodley emphasized that an architect has not been retained for station design,and no architectural drawings have
been prepared. They have merely been looking at concepts,and preparing footprints that accommodate space needs
on existing lots with additional adjacent lands that will be needed.
Woodley noted the need to have access to arterial streets from the fire station,and the desire to maintain current
response time standards. Also emphasized that they have looked into the orientation of the stations relative to the
urban growth boundaries,and moving either of the stations to a different site could necessitate building a third,and
possibly a fourth,station in order to maintain standards.
Woodley introduced Hans Ettlin, an architect with Peck, Smiley, Ettlin Architects. Ettlin noted that they have
prepared a preliminary assessment of space needs for the Fire Department and reviewed previous materials,
including the previous space needs study. Ettlin stated that his firms findings are very close to the previous study,
and he complimented the initial study. Stated that the issue is to determine whether space needs can be
accommodated at the existing sites. Stated that the existing lot on East Main is inadequate for either design
Discussed possible orientation of a station on East Main,which would be laid out toward downtown with primary
access off of Siskiyou. Woodley noted that they have discussed the need to improve the line of sight for drivers
Ashland City Council Study Session Minutes 10-06-98 I
turning from East Main onto Siskiyou, citing safety concerns raised by the Traffic Safety Commission and the
occurrence of accidents at this location. Emphasized that this makes the tip of the property unusable. Also noted
that the grade of the lot is a factor.
Ettlin discussed the methodology used in determining the lay out and orientation illustrated in the footprints, based
on space needs,site limitations,traffic,site grade,and other factors. Emphasized that the site dictates drive-through
bays for apparatus,and that combined with the space available leaves few options. Discussed the need for daily
meetings between both fire crews,and the fact that vehicles must stay with the crew.Currently,there is no space
available for temporary garaging,but the design under consideration allows for temporary garaging without
obstructing access to the response corridor.
Emphasized that efforts have been made to look at designs which would allow expansion on the existing lot,but that
it would not be possible,even with two stories,or the use of underground space,to meet program requirements.To
meet space needs,the station would need to expand to adjacent properties. If this were done,there would be
adequate space for meeting rooms that would be available for public use. Also noted that school children and
families frequently visit the current station,and the present arrangement is not friendly to these visitors. Woodley
noted that both architects who have looked at potential designs say that expansion of the current site is not the
optimum solution,but that it would be workable for the 30 year timeframe being considered.
Discussed Station#2 on Ashland Street,noting similar constraints. Explained that it would be possible to expand
here if the City were to absorb fifty feet from the park and vacate the end of Sherwood Street. Emphasized that
there are two other streets nearby to serve the neighborhood,and the vacation would quiet the area, lessen traffic,
and give right of way for access to the proposed footprint. This would not affect the end of the park which is used
by the public. Woodley stated that he has had informal conversations with Ken Mickelsen,Director of the Parks
Department,and they are not opposed to this suggestion. Also stated that he had met with Director of Community
Development John McLaughlin, and that McLaughlin indicated that Sherwood is overdeveloped for current traffic
counts,and lessening it's size from the present boulevard status would be acceptable. Woodley confirmed for
Wheeldon that the amount proposed to be taken from the park was fifty feet of grass, proceeding from the retaining
wall,and that the north end of Sherwood Street would be vacated. The public would still have a turn-around.
Discussed the operational issue of razing a building during operation. Woodley stated that it would be his hope to
build next to the existing structures, moving operations and demolishing the older structures when the new
structures were complete. Noted that this plan would,however, require acquisition of the Ross Johnson property
for Station#2. Woodley noted that other cities have operated out of tents and motor homes during construction, but
that this opportunity does not exist here due to space constraints. Emphasized the need to acquire additional land to
keep to present standards,stating that the Fire Department could not maintain standards with only one station
operational at a time. Stated that this would necessitate a modification of the standards by changing the ordinance.
Councilor Reid questioned the presumption of absorbing private property adjacent to Station#1 and not near 42.
Woodley confirmed that Reid's assessment was correct. Noted that both stations could operate during construction
with no loss of efficiency if adjacent properties were acquired,and stated that he recommends, from an operational
standpoint,building next to and moving in after complete in both cases. Councilor Reid stated that she is open to
the vacation of Sherwood,but noted that in the past the Council has been against the creation of cul-de-sacs.
Suggested that consultant look at moving Station#2 footprint eastward on the property rather than closing
Sherwood.
City Administrator Mike Freeman noted that there are different circumstances for each station. Explained that staff
was attempting to keep the amount of property to be purchased to a minimum. Emphasized that this was not an
attempt at pre-judgement or making a decision, but that it simply seemed logical to use the City's right-of-way
where it was available, rather than seeking to purchase additional property..
Ashland City Council Study Session Minutes 10-06-95
2
Councilor Laws stated that Sherwood is one of the least-used streets in the City, and that the vacation should not
create any problem. Stated that it was great that staff is seeking to minimize costs. Councilor Wheeldon
emphasized that using the right-of-way in the case of Station 42 had created another option,as it is difficult to
acquire real property when it is not for sale.
Discussed the possibility of using three or four stories on the Station#1 site. Ettlin stated that this had been looked
at and discussed,and that even if they were to stack administrative functions, living spaces,and meeting rooms over
the bays,just the need for the bays and required parking were too much for the site. Councilor DeBoer suggested
parking underground off of East Main with four stories.
Assistant City Administrator Greg Scales explained that these options have been considered,but it was found to be
impossible to place the eight bays needed given space limitations and site grade. Ettlin re-emphasized that just the
bays and on-site parking by themselves would not fit the present site.
Councilor Reid suggested that the City could wait to acquire the site adjacent to Station#1,rather than rushing to
condemn. Councilor DeBoer stated that he is against condemnation. Councilor Reid suggested starting with Station
#2 first and waiting for the other site adjacent to Station#1 to become available.
Councilor Laws suggested moving administrative functions to Station#2,thus reducing the size needed for Station
#1 and helping with footprint.Chief Woodley indicated that switching these functions would not work well
operationally,citing delays in response time that would be created by daily meetings. Also cited the need to
accommodate walk-in traffic at Station#1. Stated that parking and staffs daily commute to City Hall would also
make this option unacceptable. Councilor Reid noted that she was opposed to the idea that walk-in traffic and staff
commute time were determining factors in this planning effort,and suggested that it is more important to build
looking to the future. Stated that build-out to the urban growth boundary will be on the south-end of town,and
suggested that perhaps moving certain functions to Station#2 might be appropriate.
Councilor Hauck stated that his understanding was that even if functions were switched,there was not sufficient
room for the functions of either station on the East Main site.
City Administrator Mike Freeman stated that he had hoped this meeting would serve to point out the space needs
issues to be discussed,and to asked if it would be acceptable to bring an item back to the next regular meeting of the
Council to authorize the City Administrator to explore the acquisition of adjacent properties with the property
owners.
Councilor DeBoer stated that staff should meet with all three property owners, including Ross Johnson. Councilor
Laws stated that he would have no problem with condemnation if it were for public safety,and he favors bringing
information back to the Council after meeting with property owners. Councilor Hauck concurred with Councilor
Laws. Councilor DeBoer stated that he was opposed to any condemnation. Council Chairperson Wheeldon
suggested starting discussions with property owners. Council consensus that staff should move ahead with
discussions with property owners.
Freeman clarified for Council that Station#1 program requirements would not work given the site issues present.
Even-with multi-stories,the bays alone must be 16'high,and a two-story building with these heights would be very
high. Ettlin concurred,stated that underground parking would be difficult given the slope and orientation,and re-
iterated that bays,support and parking would not fit by themselves,let alone in combination with other functions.
ADJOURNED
The meeting was adjourned at 6:56 p.m.
Submitted by Derek Severson,Assistant to the City Recorder
Ashland City Council Study Session Minutes 10-06-98 3
MINUTES FOR THE STUDY SESSION
ASHLAND CITY COUNCIL
June 17, 1998
CALL TO ORDER
Mayor Shaw called the meeting to order at 1:00 p.m., Civic Center Council Chambers
IN ATTENDANCE
Councilors Laws, Reid, Hauck, Hagen, Wheeldon and DeBoer were present. Staff present included: City
Administrator Mike Freeman, Assistant City Administrator Greg Scoles, City Attorney Paul Nolte, Director of
Electrical Utilities Pete Lovrovich, Director of Finance Jill Turner, Public Works Director Paula Brown, Chief of
Police Scott Fleuter, and Fire Chief Keith Woodley.
THE ASHLAND WASTEWATER TREATMENT PLANT
Public Works Director Paula Brown gave a brief update on the Wastewater Treatment Plant project, explaining
both on-site and off-site portions of the project.
Looking at the on-site portion of the project, Brown explained that the deadline for construction bids had been
extended from July 2nd to July 15th, as noted in her recent "Update on Recent Wastewater Treatment Plan
Upgrade Issues" memo to Council.
Noted that the Environmental Quality Commission(EQC) had approved the City's request for a waiver of the
dilution rule for winter time discharges. Discussed concerns of the Ashland Wetlands Coalition as addressed in an
issue paper provided to Council. Emphasized that the expressed goal of the Council is to put as much water back
into the creek as possible. Discussed replacement water issue. Councilor Laws noted the need to keep track of
replacement water.
With regard to the Wetlands Demonstration project, Brown explained that construction was completed last July.
As such, no growth data is available. Discussed phosphorous levels, with Brown explaining that until there is data
from a spring and summer season the results are inconclusive. Brown indicated that at the present, the only data
available is for last winter. Brown stated that she would keep Council posted as further results become available.
Carl Oates, of the Ashland Wetlands Coalition, stated that it is a mistake for the City to get involved in
replacement water. Explained that this is not the City's responsibility, and emphasized that it is irrigation water.
Concluded that the City should demand that the state and federal government conduct negotiations to address the
issue of spray irrigation. Noted that these concerns are addressed in a letter he has presented to Council.
General discussion of water rights and replacement water. Mayor Shaw explained what happens when the City
does not have access to water held in the dam. City Attorney Paul Nolte explained that from a legal standpoint, if
and when water is used, the water right should be spelled out so that the City knows what its responsibilities are.
Councilor Laws emphasized that the City has a moral obligation to replace water in the creek in regard to the fish.
Mayor Shaw asked that the project not be done is such a way that the State make spray irrigation a legal
responsibility for the City. Brown explained that the DEQ permit recognized that the City is doing a Wetlands
Demonstration project, and the permit does not specify how water is to be replaced.
Brown discussed the off-site portions of the project. Provided a brief update on the status of controversial pieces
of property. Noted that original proposal had been sent to property owners, and that there have been some
changes since the original proposal. There are now two stages of bio-processing which had initially been a cause
of some concern.
Ashland City Council Study Session Minutes 06-17-98 I
Confirmed that the City is meeting with all interested parties and looking at the best re-use methods, and that they
do not have all of the answers at this time. Brown emphasized that many county residents don't understand the
water quality issues involved and question why this is being done. Explained that the City has various consultants
looking at the issues, and design work should be complete in February of 1999, which is within the original time
line.
Councilor Reid questioned the tertiary costs of making water drinkable. Brown stated that a study has been
conducted, and this option has been shown to be very expensive. Councilor Hagen emphasized the need to let
both the Department of Environmental Quality and the neighbors know that the wastewater issue is part of the
City's Master Water Plan, and stressed the need to understand that effluent is a resource.
THE 1998/1999 TRANSPORTATION PROJECT
Public Works Director Paula Brown made note of the memo she had provided Councilors, and gave a synopsis of
the information presented. It was noted that Strawberry Lane and Alnutt Street should be added to the list of
streets needing improvement.
Brown explained that there are no set criteria for putting streets on this list, and that she had looked at unpaved
streets, and was seeking direction from the Council as to what streets should be selected for improvement.
Councilor Reid stated that she would like to look at the Strawberry Lane neighborhood.
Councilor Hagen stated that it was his impression that the Council was not looking for a list of streets, but was
looking for a dollar amount to go with the Council Goals that were set regarding alternative transportation issues.
Brown pointed out the memo she had sent regarding the LID Committee, and asked Council for clearer criteria
from which she could work to bring information back to the Council.
Councilor Laws emphasized the need to be careful not to give away money in a manner that other will come to
expect. Stated that the Transportation Plan needs to be completed before Council can make decisions. Suggested
that this may necessitate waiting until the next fiscal year. Stated that he is willing to wait until the LID
Committee has submitted its recommendation.
Councilor Reid commented on recycled blacktop and how it seems to be effective. Questioned the costs and
whether it could be used on an interim basis.
City Administrator Mike Freeman suggested that Council put this issue on hold until the LID Committee's report
is complete, and look at shorter term projects in the meantime.
Councilor Reid suggested incorporating information on the use of recycled blacktop into continued proposals and
alternatives for funding regarding transportation. Councilor Laws stressed the need to look at long term cost
effectiveness when considering options.
Mayor Shaw stated that the use of recycled blacktop may create problems with LIDS. Noted that proposals should
include Council Goals. Noted that she does not see paving as a separate issue from alternative transportation.
Also emphasized that paving would take care of potential dust problems, which relates to current air quality
control efforts.
Ashland City Council Study Session Minutes 06-17-98
2
THE MARK ANTONY HOTEL
City Administrator Mike Freeman noted the seven main issues outlined in his recent memo to the Council.
Recommended that the Councilors tour the Mark Antony, and suggested that he could schedule a time for such a
tour in the next week. City Attorney Paul Nolte stated that he would make sure a tour by council was acceptable
to the current owners.
Stated that Councilors could contact Freeman for a tour time. Discussed the possibility of a "video visit", and the
City's responsibility with regard to safety issues. Emphasized that the Uniform Fire Protection Code needs to be
enforced.
THIN ISSUE OF BANNERS IN THE CITY
City Attorney Paul Nolte noted the types of banners that have been hung in the City, and stated that Council had
been provided with copies of the "East Main Street Banner Instruction& Requirements" which are currently in
use.
Explained that the current issue involves a religious banner that individuals believed was City-sponsored. The
issue involves whether the City has created a "limited public forum" which is "content neutral". Stated that the
policy may not be "content neutral" if it prohibits advertising.
Discussion of the possibility of crafting a policy that would meet constitutional requirements. Suggested tailoring
a policy that limits banners to City-sponsored events, or possibly just events. Council discussion of what
constitutes an "event".
Nolte suggested that current policy continue until a new policy can be crafted and adopted.
REVISIONS TO CITY CONTRACTS
City Attorney Paul Nolte explained that the proposed Resolution to revise City contracts arose out of frustration
over the City's having no control over the actions of its affiliates. Asked for direction from the Council on how
they would like to proceed and how far they would like it to go.
Explained that Resolution proposed would incorporate adherence to the Valdez Principles as a requirement to
contracts entered into with the City. Noted that Section 2 is incomplete at present, as potential wording is still
being looked into.
Councilor Laws stated his feeling that this is a non-issue. Suggested that Council wait until the issue comes up
before taking action. Stated that a Resolution of this nature opens up "a can of worms" because it is too broad
and general, and could develop standards that could be challenged. Councilors concurred with Councilor Laws'
comments.
Staff was directed to discontinue further action on this item.
A DISCUSSION REGARDING THE FIRE STATION
City Administrator Mike Freeman and Assistant City Administrator Greg Scoles noted the recent memo on Fire
Station Planning which included a planned schedule for the construction of Fire Station k 1.
Ashland City Council Study Session Minutes 06-17-98 3
Freeman explained that item #l, a meeting with property owners in the immediate vicinity, had been completed.
Also noted that Council may be unaware that item #4, the update of space requirements analysis, has been
completed.
Noted that Scoles had been asked to coordinate space needs issues. Styles explained the process involved in going
out for an RFP. Noted that this process hinges upon how much property and space is going to be needed.
Noted the constriction of space in both fire stations, and explained the areas where they are located. Noted the
difficulties surrounding this issue. Councilor Hauck suggested looking at the possibility of reversing which Fire
Station is considered the main station, so that Fire Station#I would be switched to the present location of Fire
Station#2.
Scoles explained that the memo given to Councilors was for informational purposes only, to explain the processes
underway. Emphasized that Council will be kept up to date and provided with additional information as it
becomes available.
Councilor Laws stated that he was in favor of condemnation if necessary, and noted that the present site has been
shown to be an ideal location.
Councilor DeBoer suggested that conceptual drawings be provided first, and then proceeding with further design
and construction details. Stated that this is the more cost effective approach.
Council discussion regarding the possibility of a shared parking lot on lower Mountain Avenue with the Parks
Department. Emphasized that this was just an idea to be explored. Councilor Reid stated that she likes leaving
the issue open for ideas and concepts.
Scoles noted that he would be visiting the new Fire Station just constructed in Corvallis and would bring back
photos and blue prints for Council to review.
TRAFFIC SAFETY ISSUE
Councilor Hagen noted that development on lower Tolman Creek Road has created a hazardous traffic problem,
and presented a video.
Suggested that staff bring back recommendations. Noted that this is a county owned road, and asked that the
electric box be moved and landscaped. An area property owner stated that even if the box and landscaping are
removed from their present location the problem will not be resolved, and there is a safety issue involved.
Discussion of whether a left turn lane is necessary. Councilor Hagen noted that if a five foot bicycle lane were
installed, it might help with some of the safety concerns.
ADJOURNED
The meeting was adjourned at 2:35 p.m.
Submitted by Barbara Christensen, City Recorder/Treasurer
Ashland City Council Study Session Minutes 06-17-98
4
FIRE STATION FACILITIES
Fire Station # 1
• Existing lot area - 14,100 sq. ft.
• Existing building floor area - 5,368 sq ft.
• Proposed lot area - 25,845 sq. ft.
• Proposed building floor area - 15,602 sq. ft.
( * New building to be two-story)
Fire Station#2
• Existing lot area - 12,000 sq. ft.
• Existing building floor area - 2,866 sq. ft.
• Proposed lot area - 28,250 sq. ft.
• Proposed building floor area - 10,168 sq. ft.
( * New building to be two-story)
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OR R.
From: Frank & Beth Towner<ftovvnor@noind.oet> \ \
To: Ashland.Main(F:an)
Date: 3U0/8910:45AM
Subject: Ashland Public Library
Tu Mayor Shaw and all City Council members —'
Please give serious consideration tn the information presented bythe
Friends of Ashland Public Library and the architects. After indepth
studies uf all aspects of the library deficiency in Ashland, and months
of devoted work based upon assurance of support by the Council, this
project should have your approval. VVe believe that you can solve the
Fire Department needs concurrently using some creative thinking. Any
delay will escalate the costs uf this projoot—Than you for your
support--
Frank and Beth Towner
Fvwnn: Bryan Fhnk <hryan@opha.00no^ y\ /
To: Aoh|and.yWain(Fron) L L
Date: 3/0/999:51AM
Subject: Library expansion
To: the Ashland City
From: Bryan Fhnk. Ashland resident and businessman
|n1812a village of3'000 built the current library.
*The wall didn't leak then.
*Our books did not rot.
*Computers didn't even exist.
The town in almost 2O.O0O now, and it's time tnexpand. VVo gotten our
88youro'vvodh.
Downtown? Absolutely! VVe live in Ashland, not the car culture ofL.A.
|t will never bo cheap oreasy. Civilization isn't.
Shall vvolet the voters decide?
Sincerely,
Bryan Frink
From: dionuschuffer<diuchaf@noind.not>
To: Ash|and.Main(Fran)
Date: 3/10/9310:03AM
Subject: library plans
Dear City Council Members:
Ashland deserves and can afford both on excellent library and up'8o-datu
fire protection.
Our current library building is literally crumbling. Please move ahead today
un plans for a new library. Modify the proposal presented last Tuesday if
you feel you must, but give the voters o chance tn express their will un
this issue aa soon aspossible.
Sincerely,
Diane Schaffer
Board Member, Friends of the Ashland Library
Fran E erteau -Ashland Public Library Page 1
From: Frank & Beth Towner<ftowner @mind.net>
To: Ashland.Main(Fran) 5� ,jps,��ISa
Date: 3/18/99 10:45AM
Subject: Ashland Public Library L
To Mayor Shaw and all City Council members --- S C j11g/ojq
Please give serious consideration to the information presented by the 1 f
Friends of Ashland Public Library and the architects. After in depth
studies of all aspects of the library deficiency in Ashland, and months
of devoted work based upon assurance of support by the Council, this
project should have your approval. We believe that you can solve the
Fire Department needs concurrently using some creative thinking. Any
delay will escalate the costs of this project--Than you for your
support--
Frank and Beth Towner
au—
From: B0mnFhnk <brymn@opfa.com/
To: Ashland.Main(F:an)
Date: 3/0/899:51AW1
Subject: Library expansion
To: the Ashland City Council and Mayor
From: Bryan Frink. Ashland resident and businessman
|n1812a village of3'O0D built the current library.
*The wall didn't leak then.
*Our books did not rot.
*Computers didn't even exist.
The town iu almost 20.0O0 now, and it's time 1oexpand. VVo gotten our
88 years'worth.
Downtown? Absolutely! VVo live in Ashland, not the car culture ofL.A.
|1 will never bo cheap oreasy. Civilization isn't.
Shall vvo let the voters decide?
Sincerely,
Bryan Frink
�
From: dionoochnffor<dinchaff@nnind.not>
To: Ash|and.K4oin(Fron) �
Date: 8/10/9010:03AM
Subject: library plans
Dear City Council Members:
Ashland deserves and can afford both un excellent library and up'1u'doto
fire protection.
Our current library building is literally crumbling. Please move ahead today �
�
on plans for a new library. Modify the proposal presented last Tuesday if
you feel you must, but give the voters o chance to express their will on
this issue ao soon aupossible.
Sincerely,
Diane Schaffer
Board Member, Friends nf the Ashland Library