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1999-0406 Council PACKET
.jlftortant: Any.citizen attending_coun6il)k tings may speak on any item on`.tlieagenda;unless it is the;s ibject; of a-p blic hearing which has been,ckised Tf yon wish to speak,.please,fillout,the Speaker Request.form,, 5located°nearthe entrance to the Coyncil Chambers. The chair will recognize you and inform-you as to the amount of time allotted to you. Thetime`granted will be dependent to some extent on the nature of the i.item:under discussion,the number�of eo- le ivho wish to be heard,and-the length of theagenda. AGENDA FOR THE REGULAR MEETING ASHLAND CITY COUNCIL April 6, 1999 Civic Center Council Chambers, 1175 E. Main Street I PLEDGE OF ALLEGIANCE: 7:00 p.m., Civic Center Council Chambers. II ROLL CALL: III APPROVAL OF MINUTES: Regular meeting minutes of March 16 and continued meeting minutes of March 18. IV SPECIAL PRESENTATIONS &AWARDS: 1. Mayor's Proclamation of April 4 - 10, 1999 as Arbor Week in Ashland. _ 2. Mayor's Announcement of Tree of the Year for 1999. V CONSENT AGENDA: 1. Minutes of Boards, Commissions and Committees. 2. Monthly Departmental Reports. 3. Termination of a Portion of a Public Utility Easement adjacent to N. Mountain Avenue on Lot 37 of Mountain Meadows Subdivision, Phase II (Tax Lot 39-1 E- 4AD-224). VI PUBLIC HEARINGS: (Testimony limited to 5 minutes per speaker. All hearings must conclude by 9:30 p.m. or be continued to a subsequent meeting). 1. Public Hearing regarding vacation of New Street from its intersection with Oak Street to its terminus located between Hersey Street and the railroad tracks. 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. CITY RECORDER'S OFFICE IX NEW AND MISCELLANEOUS BUSINESS: 1. . Council Meeting Look Ahead. 2. Presentation by Fire Chief regarding the Community Emergency Response Team. 3. Request for Sewer Service outside the City Limits, but within the City's Urban Growth Boundary- Rob Saladoff and Gerry Mandell -Temple Emek Shalom, 1800 E, Main Street (39 1 E 11 Tax Lot 900) X ORDINANCES RESOLUTIONS AND CONTRACTS: 1. Second reading by title only of"An Ordinance Requiring Minimum Response Times by Ambulance Operators for Life Threatening Emergencies." 2. First reading of"An Ordinance for the Vacation of New Street from its Intersection with Oak Street to its Terminus All of Which is Located between Hersey Street and the Railroad Tracks." 3. Reading by title only of"A Resolution Authorizing and Ordering the Local Improvements for Waterline Road from Morton Street 500 feet Easterly to create the Waterline Road Local Improvement District and Authorizing Assessment of the Cost of the Improvements against Property to be Benefitted and Providing that Warrants Issued for the Cost of the Improvement be General Obligations of the City of Ashland, and Authorizing the City to Borrow Money and Issue and Sell Notes for the Purpose of Providing Interim Financing for the Actual Cost of the Local Improvement." XI OTHER BUSINESS FROM COUNCIL MEMBERS: XII ADJOURNMENT: REMINDER: Study Session on Thursday, April 8, 1999 at noon in Council Chambers. Topics of discussion will include: 1) Update on the Ashland Public Library; 2) Update on the W WTP offsite spray project; and 3) Strategic Plan debriefing. MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL March 16, 1999 Civic Center Council Chambers, 1175 E. Main Street PLEDGE OF ALLEGIANCE Mayor Shaw called the meeting to order at 7:07 p.m., in the Civic Center Council Chambers. ROLL CALL Councilors Laws,Hanson,Wheeldon,and Fine were present. Councilor Hauck arrived late. Councilor Reid was absent. APPROVAL OF MINUTES The minutes of the regular meeting of March 2, 1999 were approved as presented. The minutes of the executive session of March 2, 1999 were approved as presented. SPECIAL PRESENTATIONS& AWARDS 1. Presentation of retirement plaque to Assistant Fire Chief Don Paul. Mayor Shaw read a statement in recognition of Assistant Fire Chief Don Paul's retirement. 2. Update and presentation by the Airport Commission. Public Works Director Paula Brown introduced Airport Commissioner Bill Skillman, who presented a slide show introducing the other Commission members,listing the goals of the Airport Commission,and outlining the history of Sumner Parker Field. Skillman invited Councilors and audience members to Airport Appreciation Day activities which are scheduled to be held May 23rd. Noted that the airport brings$1.4 million into the City as direct income,with$3.4 million in indirect income,according to a Southern Oregon University study. Thanked the Ashland Airport Association. Noted that fixed base operator Bob Skinner has five full time employees, and that growth has been controlled and intelligent. Concluded that in total,the airport creates ten to twelve full time jobs that would otherwise not be in the community. CONSENT AGENDA 1. Minutes of Boards,Commissions and Committees. 2. Monthly Departmental Reports. 3. A motion to approve the move of a designated historic structure at 134 Church Street. 4. Approval of Liquor License Application from Don Mercer dba Omar's,Inc. 5. Approval of Liquor License Application from Salvador De La Cruz dba Si Casa Flores. Councilors Fine/Hanson m/s to approve the consent agenda. Voice vote: All AYES. Motion passed. PUBLIC HEARINGS 1. 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 and renovation of the city's historic Carnegie Library. Mayor Shaw noted that a decision would not occur tonight,but that the Council would deliberate and reach a decision at the meeting to be held at noon in the Council Chambers on Thursday, March 18'. Assistant City Administrator Greg Scoles gave a brief background presentation on the proposed library expansion. Noted the November 17'request from Friends of the Ashland Public Library which asked: 1)That the issue be put to the voters;2)That expansion occur on the current site;3)That the adjacent commercial property be acquired;4)That adequate parking be provided. City Council Minurw 0311611999 1 Scoles noted that Council had authorized to move forward with looking into the possibility of an expansion at that time. Noted that there had been some debate about whether an RFP were necessary,and confirmed that the full RFP process had occurred. Explained that SERA Architects from Portland was chosen,and noted that they were on hand tonight to speak on the design and the public participation process. Scoles noted the level of difficulty involved in putting this proposal together by the March 18'"deadline for inclusion on the May 18'ballot,and recognized the significant contributions of concerned Ashland citizens and the SERA design team. Thanked the ad hoc Public Library Improvement Committee members Cathy Shaw, Marjorie O'Harra, John Fields,Jim Lewis,Bob Wilson,Pat Blair,Amy Blossom,Sheila Bums,Barbara Ryberg,Ed Hungetford,Leslie Klecan, Marilyn Briggs,Phyllis Reynolds,Mark Knox,and Greg Scoles. Noted that there was background data in the Council packets, including surveys,to explain the reasons behind this process. Bing Sheldon of SERA Architects introduced John Echlin, also of SERA; historic preservation consultant George Kramer;and local architect Raymond Kistler. Sheldon explained the need for the design to work within the historical context of the existing structure at a reasonable cost. Stated that they had solicited public input through an inclusive visioning process tailored to accommodate both the circumstances of this situation and the tight schedule. Noted that the design team recognized the need for a cooperative relationship between the City and Jackson County. Kistler spoke about the process,noting that the team spent two weeks going through the building looking at the previous remodels, additions, and rain damage, and prepared "as-built" drawings of the downstairs. Stated that the upstairs remains in its original context. Explained that they looked at space needs and suggested modifications,and worked with the library committee to develop goals,which included public input,coordinating efforts with the County,recognizing the importance of the Carnegie Library as a downtown anchor, maintaining the library's historic integrity, retaining functionality,and improving parking and pedestrian access. Kistlernoted that the first workshop began by looking at the design teams space needs determinations. Therewerethirty participants,and time was spent looking at whether a building could be made to fit this site. From that beginning,the design team came up with three ideas which were presented at a week-long vision camp. The second workshop had 60 participants who worked to refine the design and give feedback. The design team then met with the library committee to decide on one or two design themes. They returned to Portland to refine these themes and determine what worked. Noted that they have again met with the committee and narrowed their two options down to one,and this week have been working on final designs,cost estimates,and this presentation. Echlin noted that project goal statements were displayed in the Chambers. Explained that the design team has worked extensively with the public and the committee to generate concept options. Noted that they have looked at the city's standards and the site itself to develop the first diagrams. Noted the three schemes that were looked at: one story,two stories, or a detached addition. The idea of a below-ground addition or an L-shaped addition came out of the first visioning workshop. The below-ground option and an above-ground option were the final two designs that were looked at. Based on the committee's input,the design team recommends the above-ground option. Noted that the design goals are being closely adhered to. Explained that the above-ground scheme has a main level at the same level as the existing building, with an adult reading room area above. There is public space on Siskiyou Boulevard,with vehicle access in the rear,and the design is respectful of the original Carnegie building with only a small bridge for a connection. Noted that the below-ground option is more compact, with its main floor below the level of the current main floor, public space near Siskiyou Boulevard,and vehicle access to the rear. Echlin noted that the goals were: 1)To create a civic building that would be compatible with the existing building,the site,and the neighborhood;2)To create a building that would be functional for staff and visitors;3)To recognize the civic importance of the library;4)To improve the site's accessibility;5)To provide a 100-year structure that will look City Council Minutes 0311611999 2 to the future;6)To use state-of-the-art technology;and 7)To utilize sustainable elements and principles in the project's design and construction. Noted the model that was on display in the Chambers,as well as an overall view of the existing concept,and explained the scale of the project. Suggested that the public/civic space would create a plaza similar to Pioneer Square in Portland. Pointed out the water feature that is included in the design,and noted that efforts had been made to maintain the existing trees. Also stated that the"multi-purpose"room would be available separately for community use. Noted the disabled access,the second floor reading area,and features including the outdoor reading terrace. Also stated that there was a possibility for community use of the downstairs,which would be renovated and opened up. Used elevations to illustrate how the proposed design would be complementary to the current Camegie building. Noted that the curved roof form was used to lower the height of the building to keep a lower profile and allow more light into the reading area. Noted that the grade of the site would require slight excavation to the rear,and emphasized that the downstairs would be fully day-lighted. Showed views of the existing structure,noting the landscaping and refurbishment potential. Noted the existing addition to the rear of the building,and stated that the rear would be restored to its original configuration. Provided some historic photos to illustrate the character of the library,and discussed the model. Also noted that the alley would be widened, and parking spaces and landscaping added. Pointed out the displayed sketches which show the character of the proposed new addition,and give the viewer an idea of the quality and character of the public space which will be somewhat of a"mini-acropolis". Bing spoke about costs for the 28,986 square feet building proposed,noting that the$4,767,655.00 construction cost worked out to a"per square foot"cost of$164.50. Noted that he had questioned Jenny Cooper from the Multnomah County library system,and he was told that the average per square foot cost in Portland is$185.00 in Portland. Other constructed libraries outside of urban areas in the state were constructed for$165.00 per square foot,showing that this design is well within the regional norm. Emphasized that the design team was somewhat frugal to achieve some level of budget realism. Other costs besides the "hard" construction include: $415,000 for land acquisition; $600,000 for consultants and attorneys;$685,000 for furnishings,equipment and artwork;$110,000 for financing;$200,000 for the contingency that construction does not occur for one year; and $691,000 for project contingency; for a grand total of$7.6 million. Emphasized that these costs were based on the assumptions that there would be no relocation costs, no temporary facility,and no need for utility upgrades. Stated that the existing furniture was to be removed by the owner,and that the costs listed included$20,000 for hazardous material clean-up costs. George Kramer spoke on the historical context of the project,noting that the Carnegie building was to be given primacy in anything done. Emphasized that the new addition must remain secondary and not detract from the historical building. Explained that the library represents the southern end of the downtown community. Pointed out that generally in historic additions and renovation work,one cannot mimic the original design. Instead,an addition must be allowed to reflect the time when it was created. Noted that in the proposed design, the addition is offset with a nearly-invisible glass walkway and placed at an angle to jut out from the Carnegie building,and has a different design. Stated that the materials and appearance are compatible,but that it is clearly differentiated in the design. Suggested that this expansion presents the opportunity to create a sense of civic pride. Emphasized that in 1912,they built something to be proud of, and stated that today we should do the same so future generations will want to preserve this addition. Recognized the importance of working in and reinforcing downtown. Suggested that this area be looked at as a secondary civic center. Explained that the proposed addition would reinforce the existing building while beginning to create a new sense of place. Noted the angling of the design of the multipurpose room to frame the downtown. Concluded that this addition is of compatible scale,that the materials will work visually,and that while the orientation is different it does not detract from the Carnegie building. City Council Minute 0311611999 3 v Public hearing opened at 8:16 p.m. Russ Silbiger/562 Ray Lane/Stated his objection to the Council not voting tonight. Expressed his feeling that the existing library is cozy,and emphasized that there is a need for more parking. Suggested that he feels only a modest expansion was needed,and stated that the$2.5 million cost originally proposed by the Friends of the Library was both modest and possible. Cited several examples of other City's building similarly sized libraries for significantly larger populations. Questioned the costs. Recognized that there is a need to expand,but feels that the City should not spend this much. Noted that this design ignores library standards by splitting floors,and ignores the County's concems over staffing. Pointed out that the County has been unable to maintain the current building,and statedthat the City should wait to see the County's plan before building. Stated that this design is not appropriate to the site,and that there are traffic and parking problems. Also suggested that there is some doubt as to the availability of the neighboring commercial property,and stated that the site by itself does not meet needs. Concluded that unlike the library, a fire station has been a Council goal for years,and stated that both the size and the cost are out of line with current standards. Colin Swales/143 Eighth StreeVAgreed with most of what Silbiger had to say. Stated that this design was the wrong size,and that creating a design by committee has resulted in a hybrid that does not work on any level. As proposed,the addition does not enhance the existing building's Greek temple style,and serves more to pay homage to the Safeway building across the street. Feels that the new addition would dominate the existing structure, diminishing and minimizing it. Concluded that the architecture is marvelous given the conditions and time constraints,but is wrong for the site and is not the design that was needed. Dennis Donahue/48 Gresham Street/in favor of libraries, and of enlarging the library. Questioned why the Pacific Northwest Natural History Museum could not be used as a research annex,with the existing library as a reading library. Councilor Hauck arrived at 8:28 p.m. John Kalb/580 Elizabeth Street/Stated that he has a chiropractic practice in the commercial building next door,and noted that he is concemed with the plan,although it is beautiful. Stated that he favors expansion,but explained that the building's owners have assured him that the building is not for sale. Emphasized that there are five local businesses on the site,and they have been there for an average of fifteen years each. Explained that the design is too large,and that there is little room to expand the alley. Expressed concern that the County does not support this expansion, and that the original architect commissioned by the Friends of the Library recommended a different site. Rick Nagel/450 Siskiyou Boulevard/Stated that he is in one of the offices nearby that would be removed,and he does not want to give up this ideal office location. Pointed out that there are not any other available spaces that compare,and noted that a move would be costly and rent would be higher by about $500 per month. Stated that this design is beautiful,and that he is in favor of libraries,but he does not want to lose this building. Barbara Ryberg/373 Vista Street/Representing Friends ojtheLibrary/Noted that the actions taken to date have been based on studies conducted between 1990 and 1994. Explained that the library was a point of pride when it was built in 1891, but it is not a source of pride today. Emphasized that this proposal would cost only$58.52 per year for the owner of a $100,000 home, and that this cost is comparable to other new libraries being constructed elsewhere. Emphasized the service that this new addition would provide for children and young adults,and noted that it includes furnishings,equipment,and computers. Pointed out that the County will need to pay for increased operating costs for all branches of the County library system. Questioned how,if a new addition does not enhance the library,it would be enhanced by leaving it as is. Also questioned how staffing and operations would be paid for if the Library were split between two locations. Emphasized that they do not want to displace the neighbors,but the Friends of the Library have committed to this project and will attempt to assist in mitigating costs through grants and an expansion fund. Noted that the Friends of the Library has tripled their membership since 1994,and their support in the community is strong. City Council Minutes 0311611999 4 J Shaw asked why the Pacific Northwest Natural History Museum was not an option. Ryberg stated that she has heard these suggestions numerous times,and that the museum is university property. Suggested that those interested in this need to contact the University directly. Feels that it is not within the province of the City to discuss using University property. Emphasized that the museum is in receivership,operations costs are high due to the design and configuration, and the museum property is not available. Bob and Marjorie O'Harra/1235 South Tolman Creek Road/Submitted letter of support,urging that this project be submitted to a vote of the people. Public hearing closed at 8:37 p.m. Laws stated that this is a beautiful project,but he was shocked by the costs. He is worried about how this fits into the Council priorities as far as the next major City project. Stated that he is not sure that the time for this project is now. Laws emphasized that fire stations will need to be the priority very soon,and also expressed his concern with the need for a condemnation of the neighboring property in this case. Hauck stated that he was generally supportive,and feels that it is a beautiful project,but noted that he was concerned with the issues of cost and condemnation. Concluded that he is generally in support of moving ahead. Hanson expressed his concerns with the large size and expense,and suggested that fire stations are more of a priority. Wheeldon likes project,feels that it does a good job of fitting the space,and likes the idea of bracketing the downtown. Noted that she is concerned with the need to acquire the neighboring property. Emphasized that the City needs a public space like this,and that we would not want anything less. Concluded that she does not have a problem with the cost. Stated that you could get something else for less,but she does not want to go for a lesser design with the library. Feels that the improvement needs to be on this scale to remain consistent with the Camegie building. Fine stated that if voting today,he would ask to postpone sending this to a vote of the people for four reasons: 1)The City needs to deal with the fire stations;2)Staff estimates in a resolution six weeks ago were for a S4 million cost,and the current$7.6 million project is too grandiose and includes many unessential elements;3)This proposal quadruples the size of the library while adding very few parking spaces, and off-street parking is already in short supply in the neighborhood;4)He questions the spending of$67,014 in public money to plan a library for the ideal rather than the real world. Feels that the Council must allocate scare tax dollars among all necessary capital construction projects, including an adequate,affordable addition to the library. For these reasons he cannot support this nearly$8 million bond issue at the present time. Called break at 8:47 p.m.Council Chairperson Laws resumed the meeting at 9:00 p.m. PUBLIC FORUM Opened at 9:01 p.m. Russ Dale/585 Allison Street/Spoke briefly about historic preservation relative to George Kramer's letter of March 5',which asked for review of the City's historic preservation ordinance. Dale feels there are significant buildings that may come into question in the future,and asks thatthe Council proceed quickly. Provided informational hand-outs from the State Historical Preservation Office,a Connecticut ordinance,and three ordinances that are in effect in Jacksonville, Eugene and Portland. Noted that he would appreciate the Council's attention and support in implementing revisions to give tools to protect historic structures. Closed at 9:04 p.m. City Council Minutes 0311611999 5 UNFINISHED BUSINESS None. NEW AND MISCELLANEOUS BUSINESS 1. Council Meeting Look Ahead. Freeman noted that the W WTP Offsite Spray follow-up presentation would be scheduled on April 6'", not April 20'". Also noted that number seven would be rescheduled for the April 8'study session. Stated that these would be corrected on the next revision of the LookAhead. Wheeldon asked if the W WTP update would address issues raised in the previous discussion,such as pathogens,and whether the information requested by Councilor Laws would be provided. Freeman stated that he hoped to have a representative of the Department of Environmental Quality available to explain their standards,discuss risk factors,and clarify the speculations that were arising. Noted that this study session was not intended for public comment,but would be to provide information in response to the Council's requests. 2. Request for Sewer Service outside the City limits,but within the City's Urban Growth Boundary(Bill and Shannon Beebe,agents of owner Mary Barr,3103 E. Main St.) Fine noted that he is the attorney for an adjacent property owner, and because any precedent set here could be of financial benefit to his client he opted to excuse himself due to this potential economic conflict. Council discussed whether a motion was necessary to allow Councilor Fine to excuse himself,and it was determined that no motion was needed as this was a matter of potential economic conflict. Councilor Fine exited the room. Public Works Director Paula Brown explained for the Council that this request does not meet the full requirements of the ordinance,and noted that the applicant's are here to speak about this matter. Stated that she would be available to answer any questions the Council may have. Hauck questioned the City Attorney,and Nolte confirmed that it was mandatory ordinance and the request could only be granted if all conditions were met. Nolte emphasized that if the request were granted it would not comply with the ordinance as there is no existing home on the site. It was noted that the applicants are seeking home site approval with the County,and that a septic is not favored. Noted that they could come to the Council after a home is constructed and the septic system has failed. Laws questioned the difficulty in annexing this property. Director of Community Development John McLaughlin noted that the property is zoned E-l and could be annexed for business use but not for residential. Hauck questioned whether, if there was a house in place despite it being EI, it would meet the requirements of the ordinance. Nolte confirmed that it would need to have an occupied dwelling with a failing septic system. Bill Beebe/8767 West Evans Creek Road,Rogue River/Read a prepared statement,noting that he and his wife are purchasing land outside of the city but within the urban growth boundary, and have contracted to have a home built. They have spoken at length about sewage disposal methods,and while a septic system has been approved on the site there is a high possibility of drain field failure due to the amount of surface water present. Emphasized that they have been advised by contractors,city and county officials,and the DEQ, who have all confirmed this as a potential problem. Pointed out that there is a surface spring with drainage near Neil Creek,and even with setbacks,the septic system's failure would contaminate Neil Creek. He believes this hazard can be avoided to safeguard his family,the community and the environment. Noted that his neighborwas approved before he began building,and feels that this set a precedent. City Council Minutes 0311611999 6 Staff explained that the ordinance took effect after the neighbor's request was approved. Council discussion of whether this could be addressed,and the history of the ordinance. Councilors Wheeldon/Hauck ails to deny the request. Voice vote: All AYES. Councilor Fine returned. 3. Update and presentation by Fire Chief regarding priority dispatch. Fire Chief Keith Woodley, Police Chief Scott Fleuter and EMS/Fire Training Director Sue Shulters came forward to discuss the priority dispatch system. Woodley noted that they are proposing to update the City's ordinance,and read the council communication included in the packets. Woodley noted that Shulters had attended a recent workshop on priority dispatch,and stated that the County is already using this system. Expressed his concern over the existence of different response criteria between Ashland Fire and Rescue and the County when responding to incidents outside of the City. Shulters stated that the proposed ordinance has to do with current medical treatment protocols,and will not endanger patients. The ordinance will merely facilitate a priority dispatch system. Laws questioned the term"emergent"used in the council communication,and Shulters explained that it referred to life- threatening conditions such as cardiac arrest,difficulty breathing,and diabetic emergencies.Shulters noted that in most cases, broken bones are non-emergent conditions. Emphasized that under the current ordinance,all calls are being dispatched as emergencies. Laws questioned whether,under the new ordinance,help would be dispatched immediately or if questions would be asked first. Shulters confirmed that there would be questions prior to dispatch,such as address,phone number,and the condition of the patient,but that this did not delay dispatch more than a second over the previous standard. Explained that the priority dispatch protocol was developed by emergency medical physicians,and there have been no problems with responses since the system was developed. Shulters noted that the current standards are"ALS"and"BLS,"which do not apply specifically to all calls. A priority dispatch system will enable responses that are more appropriate to the specific circumstances of the situation. Woodley noted that this type of dispatch would give "alpha, bravo, charley or delta" priority to incoming calls rather than responding at code three,with lights and sirens, on all calls. Emphasized that this will alleviate some traffic safety concerns,and will address the need to free up personnel for real emergencies. Also explained that code three responses do not great improve response times in town, as there is only a ten to fifteen second difference in how quickly an ambulance would arrive. Stated that the priority dispatch system would also better enable response to simultaneous calls by being able to assign them a priority., Woodley concluded that he wants to make the existing generic ordinance specific to address life threatening situations. 4. Update and presentation regarding the Ashland Fiber Network. Director of Electrical Utilities Pete Lovrovich provided a brief update on the status of the Ashland Fiber Network (AFN). Noted that for the High Speed Data(HSD),all of the backbone is up and a good portion of it is lit and working. Stated that the head-end is deployed,and some customers,including the City and some along the A Street corridor,have already been hooked up. Emphasized that there has been enormous interest in connection,both locally and from outside of town. Stated that things are progressing quickly, and they will go into more detail through the budget process. Explained that the Request For Proposals(RFP)has gone out for the DS3 connection that will be the AFN's internet connection. Lovrovich noted that on March 24'",there will be a program on RVTV dealing with CATV and cable modem service. This program will include a hands on demonstration with Lovrovich,Mike Freeman and Project A's Charley Lanusse. The program will show a demonstration of an in-house connection to the AFN. City Council Minulav 0311611999 7 Pointed out that the AFN programming committee has already met,and they are getting along well. Noted that they are meeting weekly,for a minimum of two hours,and they will have a proposed basic cable channel lineup this week,with the expanded service next week,and a presentation before the Council in three to four weeks. This will be followed by a rate resolution. Presented slides of the construction being done by Adroit Construction to show the head-end area that is being constructed, and pointed out that Computer Services will be moving to this location soon. Emphasized that the construction is currently about 25 days ahead of schedule. Stated that the sheet rock was to be completed this week, and that the concrete floor was already put in upstairs where the equipment will be located. Explained that the High Speed Data service rates had already been brought to the Council as a resolution,and noted that meetings have occurred with local intemet service providers(ISPs)to explain what is being built and how it will be deployed. Lovrovich emphasized that the AFN is to be an "open access" system, to ensure the best service to the community,and noted that it will be the first open system in the country. Stated that the initial meetings explained the costs for obtaining service,and the final meetings will,will give the ISPs final costs and present them with contracts. Showed Council the new logo that has been designed for the AFN. Lovrovich noted that the AFN had bid on an Ashland School District RFP,and showed the Council a schematic of the design that had been proposed to provide network service and intemet connections to all of the ten schools in the District. Stated that they will know the School District's decision within two weeks. Confirmed for Councilor Wheeldon that others responding to this RFP would have included U.S. West and Falcon Cable. Noted that the RFP was very specific with regards to the needs of the District,but the details for meeting these needs were left open. Also stated that bids are due on an RFP to provide intemet connection for Southern Oregon University's Residential Housing in early April. Noted that the students currently do not have intemet or network access. Hanson questioned the timeline for in-home service, and Lovrovich explained that the current timetable would have them rolling out a portion of CATV and intemet services in late June,if all works as scheduled. Stated that the March 241h program on RVTV will discuss this to some degree,and a program scheduled for April 21"will give more specific dates and roll out information. ORDINANCES.RESOLUTIONS AND CONTRACTS 1. Reading by title only of"A Resolution of the City of Ashland,Jackson County,Oregon,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 Expansion and Renovation of the City's Historic Public Library Facilities." This item was postponed until the continued meeting to he held at noon on March 18'. 2. Reading by title only of"A Resolution Reducing the Special Benefit Assessment Imposed on Parcel No. 2,Partition Plat No. P-33-1991 (Richey Property)in the Ann and Clinton Streets Local Improvement District No.71." Councilors Hauck/Wheeldon m/s to adopt Resolution#99-17. Roll call vote:Hauck,Hanson,Wheeldon,Laws, and Fine, YES. Motion passed. 3. Reading by title only of "A Resolution Setting a Public Hearing to Hear a Petition For, and Any Objections to,the Vacation of New Street from its Intersection with Oak Street to its Terminus All of Which is Located between "A" Street and the Railroad Tracks." Councilors Wheeldon/Laws m/s to adopt Resolution 999-16. Roll call vote: Laws,Hauck,Hanson,Wheeldon, and Fine, YES. Motion passed. City Council Minute 0311611999 8 4. First reading by title only of "An Ordinance Requiring Minimum Response Times by Ambulance Operators for Life Threatening Emergencies." Councilors Hauck/Fine m/s to move the ordinance to a second reading. Roll call vote: Wheeldon, Fine,Laws, Hauck,and Hanson, YES. Motion passed. OTHER BUSINESS FROM COUNCIL Laws questioned Director of Community Development John McLaughlin about decisions by the County in areas of mutual concern(outside the city, but within the urban growth boundary). McLaughlin stated that there is not a clear policy in place, and in the case discussed earlier the County's allowed uses include residential even though the comprehensive plan has the area listed as an employment zone. Laws suggested that there was a need to work with the County on this issue. McLaughlin noted that the issue has a lot to do with individual property rights. Explained that the City's ordinance regarding sewer connections outside the City is in place for this reason. Noted that the City could work out an agreement to administer the area in the urban growth boundary and set different standards. McLaughlin noted that this was not a matter of much concern,as these situations are only isolated incidents. Wheeldon stated that the recent Washington Street annexation and tonight's request from the Beebe's had raised concerns. McLaughlin noted that some of the small parcels in the urban growth boundary are still urban in size,but have not been moved into the City yet,and the ordinance was intended to prevent construction within the urban growth boundary if it could not meet standards. Laws asked McLaughlin to continue monitoring this situation and to keep monitoring Council if any concerns are raised. ADJOURNMENT The meeting was adjourned at 9:53 p.m.to a continued meeting to be held Thursday, March 18"at 12:00 noon in the Council Chambers. Barbara M.Christensen,City Recorder/Treasurer Catherine M. Shaw,Mayor City Council Minutes 0311611999 9 MINUTES FOR THE CONTINUED MEETING ASHLAND CITY COUNCIL March 18, 1999 CALL TO ORDER Mayor Shaw called the meeting to order at 12:05 p.m. in the Civic Center Council Chambers. ROLL CALL Councilors Laws,Hauck, Hanson, Wheeldon and Fine were present. Councilor Reid was absent. CONSIDERATION OF THE EXPANSION OF THE CITY'S HISTORIC CARNEGIE LIBRARY John Gaffey/637 Oak Street/Feels that the mayor got a bad break in the press when she was recently quoted as saying that the project was moving ahead based on a verbal agreement with the neighboring property owners. Concerned that $67,000 was spent before there was a firm agreement that the property was available. Feels that this gives the impression that the process was not well thought out or professional. Noted that he has spoken with Assistant City Administrator Greg Scoles about the process,and stated that he did not entirely agree with the process as there did not seem to be discussion of more basic project requirements such as parking and traffic. Noted that Scoles had explained to him that these issues would be addressed after the project was approved and plans were fumed up. Pointed out that he has problems with not addressing these basic issues up front,before a great deal of money has been spent. Concerned as well that people with very strong agendas were brought into the process early on,and there seemed to be consensus on many issues before talks began. There did not seem to be a lot left over for discussion. Shaw clarified that she felt she had strong confirmation from the property owners that the property was available months ago. Stated that people have the right to change their minds. Noted that this project came in with a high price tag,but the committee felt it was important to bring it before the Council and gather public input to determine if this was a reasonable request to place before the voters. Suggested that the process was difficult for the property owners too,given that details could not be finalized until after voter approval despite the fact that amounts were brought forth in the paper. Shaw explained the lengthy process that would be involved. Noted that the committee was put together after a request was received from the Friends of the Ashland Public Library,a group that has been active for decades. The proposal presented to the Council was prepared for the Council to decide if this should be sent to a vote of the people. Feels that now,six months after this process was begun,there is ample opportunity to discuss the issues that are being raised. Shaw noted that in terms of the site, surveys of the community were done in 1991 and subsequently, and it was overwhelmingly determined that people want the library to remain on the present site. Based on this,the current site was one of the parameters used from the beginning by the committee. Bob Blankholm/202 Oak Lawn Avenue/Board member of Friends of the Library since 1989. Stressed to the new Council members that this is not a new issue,and that discussions have been occurring since 1990 or 1991. Emphasized that the county has no interest in putting an issue on the ballot for a single library,but wants to address every branch in the system. Pointed out that Rogue River raised funds to move their library to a newer,larger building,and in that case the county contributed$50,000. However,the county has not been supportive of the efforts of the Friends of the Ashland Public Library,so the issue was brought to the Council. Commented on the levy by the county,which is putting system wide library renovations on the ballot,but noted that there is no assurance that this will pass. Emphasized that a failure of the levy would push improvements to several years down the road. Stated that he was unaware of where the county's priorities are, but that in years when funds have been short in the past, libraries have been next to the bottom. Emphasized that Ashland was the only city in the county to come up with additional funds to support the library,and did so two years in a row. Shaw added that much of the county's initiative in putting their measure on the ballot in May has been spurred by the efforts of the Friends of the Ashland Public Library. Even if this is only a small role in improving libraries throughout the county, it is a positive step. Emphasized that Ashland's efforts are in no way intended to downgrade the county City Council Continued-Meeting Minter 03-18-1999 1 r library system. Noted that if the county measure passed,the Ashland bond would be used to work together with the County to support their efforts. Blankholm emphasized that the library is 88 years old,and the last addition was 44 years ago. Urged people to realize that this is truly a long-term project. Russ Silbiger/562 Ray Lane/Noted that current state library standards call for 0.6 square feet per person to the year 2020,which would mean the Ashland library should be 19,800 square feet. Anna Hirst/655 Reiten Drive/Lives outside of the city limits,but uses the library often. In favor ofthe expansion,in light of the crowding that occurs presently. Noted that there is a question of how much space is needed,and that many open meetings have taken place on the issue of the library expansion. Questioned if Council would be willing to do a smaller building, for less money,possibly combined on a bond issue with the fire station. Barbara Ryberg/373 Vista Street/Noted the public process that has occurred, and that it will continue to occur. Emphasized that material is being lost in the library presently. Pointed out that Ashland citizens contribute somewhere in the neighborhood of$650,000 to the county library system annually,and stated that many people do not feel that this amount corresponds to the level of service that is being returned. Explained that the condition of the building is such that the collection cannot expand,and that a new book purchased means that an older book must be removed from the shelves. Also raised the question of safety issues with the condition of the existing building,noting that librarians have been made ill by the amount of mold present from the leaks. Stated that there is not space to carry on the programs for children that they would like to, despite the demand for such programs. Asked Council to comment on the library expansion project,as she felt they were committed to this project last November. Mayor Shaw noted the amount of time Ryberg has given to this project over the last year and a half,and recognized the level of commitment demonstrated by Ryberg and the Friends of the Ashland Public Library. Noted that Ryberg served on the selection committee for the architect,attended all meetings in the visioning process,held additional meetings to gather more community input,put out ads and door-hangers to bring people in,and canvassed 500 homes. Emphasized how impressed she is with the efforts put forth by Ryberg and the Friends of the Ashland Public Library, and how pleased she is to live in a community of people who are so committed to serving for the benefit of others. Colin Swales/143 Eighth Street/Completely agrees with the need for expansion of the library,but has grave concerns with the size of the proposal here,or the location. Suggested that a feasibility study be conducted,and recommended giving this to the University of Oregon School of Architecture as the subject for term projects to be brought back to the Council without having to spend further tax payer monies. Shaw noted that they had spoken to other cities who had used this approach,and that the experiences that they had were problematic at best. Mayor Shaw read statements supporting the project into the record from:Diane Schaffer,Frank&Beth Towner,and Bryan Frink. Shaw noted that she had asked the design team from SERA Architects if a 21,000 square foot building could be fit on the existing site. That is the proposal before the Council,with the possibility of expanding southeast. Noted that they felt this was a possibility. Recognized that there seem to be concerns over the price tag, and suggested that this be referred back to the architects for a smaller building,and a smaller bond to be placed before the voters in the future. Laws feels that the Council did commit to putting a bond before the voters this year,but that the approximate price was understood to be$4 million. Feels that there is still a commitment to getting this issue on the ballot in a timely manner, and he could seriously consider a$4 million bond issue even before fire department plans are finalized. Noted that he would like to hear the fire station proposal before making a decision. Laws stated that the plan submitted to the Council now has a 21,000 square foot building on the existing site,but would have almost the same amount of parking as the library presently does and proposes_a way for dealing with the intersection that looks good and could add a dozen parking spaces or more. Feels that more time is needed to look at City Council Conlinued-Meeting Minutes 03-18-1999 2 this and other options. Noted that the city is hiring a person with money from a state grant to conduct a study of this intersection,and stated that he feels that this alternative should be given to that person for consideration. Would like to move forward with studying this possibility. Laws stated that he understands the need to put this measure on the ballot before the county moves ahead with their ballot measure for sequencing,as costs could be reduced if the county measure were passed. However,he does not want to put a bond before the voters that will be so large as to jeopardize the future fire station level. Feels that this needs to be done in the$4 million price range,with the streets and intersection to be addressed separately. Freeman clarified that the$4 million amount discussed was from the reimbursement resolution. Explained that this was not intended to be the full project cost. Laws stated that this was not clear when the decision was made, and the commitment made by the Council was based on that figure. Wheeldon stated that she did not remember committing to that amount. Hauck noted the building cost about$4 million by itself,and he had the idea that the entire project would be in the$4.2 to$5 million range. Fine has been opposed to expansion on this site,but he is willing to accept the will of the majority of the Council. Feels that the lack of space is a gross inconvenience,but that while expansion is needed,the space concerns are not a hardship in the short term. Feels that there is now an opportunity for planning and staging. Can begin to set out a full blown capital construction plan,looking at projects and setting priorities. Suggested that the library needs to be a high priority, to be completed within the next two years(and preferably within the next year). Fine stated that he feels that at this point it will not be possible to have this issue on the May ballot,and expressed his concerns over committing to a project of this size based on plans prepared by the architect in one day and faxed to the Council. Suggested making people aware of the Council's review of the capital construction planning,and considering the entire obligation on the citizens of Ashland to repay bonds. Feels that this can be done with staging of the library, the fire station,and other projects,and this could be done for the September ballot. Hauck noted that there is a five-year capital improvement plan in place. Fine stated that this is a list of projects,but it does not include plans for funding or staging. Emphasized that there is a need to communicate to the citizens the complete amount of indebtedness expected of them. Hauck stated that he feels the capital improvement plan does include staging,and that Fine is misinterpreting the capital improvement plan. Laws stated that the capital improvement plan does not include the library or the fire station,and has become out of date. Agreed with Fine that there is a need to pull things together, to include the street systems plan, and look at the total picture rather than the several pieces. Stated that he believes this to be an excellent suggestion. Mayor Shaw clarified that there is no clear direction from the Council or the audience to put this issue on the May ballot. Feels this needs to go back to the committee, for further public hearings and planning. Does not feel that the project could go before the voters at this stage,without firm numbers or a clear plan. The quickly prepared plan faxed by the architects is to let the Council know whether a renovation could be made to fit the site and address parking requirements. Wheeldon proposed developing the fire station with the library as a single bond. Cited the School District's bond as an example. Stated that while she is uncertain whether it is wise to put all projects together in one piece,she feels it is worth discussion. Hauck stated that he did not feel that the timing of placement of items on the ballot was necessarily a statement of the priority of those items. Shaw explained how several issues are sometimes combined for political reasons on one bond issue before the voters, so that the more "palatable" items will sway the voters toward passing the less desirable items. Expressed some concerns with handling things this way and holding one item,such as the library,hostage to the others. Also noted that lumping things together can result in difficulties with meeting schedules and cost estimates,and result in neglect of adequate public process for each individual item. City Council Continued-Meeting Minutes 03-18-1999 3 Laws expressed his agreement with what had been said by Hauck and Shaw,but noted that he had a differing analysis of community perceptions. Noted his concerns are with burdening the voters with too much debt and jeopardizing the possibility of passing anything else, such as fire stations. Emphasized his view that the fire stations are absolutely essential,and that something must be done about the library,even if it only involves fixing the existing building and adding some space. Does not feel that voters can rationally be expected to pay for everything. Wheeldon stated that her interest in combining projects is not political,but rather to find a way to satisfy community needs and collaborate between projects. Fine agreed with Laws,and stated that the people would vote for the fire station if their wallets were not depleted first. Stated that the Council serves to exercise judgement and formulate priorities for construction to decide in what order bonds are sent before the people. For these reasons, he sees the need to determine priorities before sending this to a vote. Hauck disagreed,stating that both the library project and the fire station will need to occur in the same timeframe and the timing of their being placed on the ballot is not a statement of their priority. Emphasized that there is no practical difference in the priority of these projects. Wheeldon noted that the difference is that the fire station planning effort is not as far along. Shaw emphasized that community members have been working on the library plan since last year and the project is fartheralong. Shaw suggested that there have been a number of opportunities for the Council to express their preference on these two projects,and none have suggested that the library should have a lower priority until now. Pointed out the community efforts that occurred in response to the Council's previous commitment to this project. Hauck stated that whatever decision is made, it is important to recognize that this is not a project to address short term needs. Suggested that the Council needs to have the vision to address long term needs for the community and look beyond this generation. Laws suggested adjourning to the study session to hear the fire station presentation,then returning to the continued meeting to reach a decision on the direction to take here. Suggested that it might be possible to look at a staged approach that would result in addressing the long tern needs of the community in a few steps. However,he would like to hear the fire station presentation before considering this issue further. Councilors Laws/Fine m/s to adjourn the Council meeting until the end of the fire station study session. Discussion:Shaw suggested that if a decision were made to hold this item for further planning,then those who are present for only this item would be free to go home. Laws stated that a figure for the fire station was relevant,and needed before making this decision. Shaw clarified for Wheeldon that she was asking that the item be sent back to the architects to bring back a smaller building design to bring the total cost down for a bond issue. Wheeldon concurred that there was a need to have an amount in mind for the fire station for clarity before making a decision. Roll call vote: Laws,Wheeldon,and Fine,YES. Hauck and Hanson,NO. Motion passed 3-2. The meeting was adjourned at 1:15 p.m.to the study session. The meeting was reconvened at 1:45 p.m. Laws suggested sending this item back to the architect to look at costs and bring back some alternatives. Also suggested sending the issue before the traffic safety commission and the consultant who will be looking at the intersection to look at traffic and parking issues. Suggested that the request should be made to plan for some parking on Siskiyou Boulevard,and to have the consultant look at the intersection with this in mind. Noted that there could potentially be problems with ODOT regarding traffic signals due to the proximity to the Fire Department. City Council Continued-Meeting Minutes 03-I8-1999 4 Councilors Laws/Fine m/s to continue the contract with SERA Architects,and refer the matter back to them for some alternatives to reduce cost,and to refer the issue for study on the part of the Traffic Safety Commission and the consulting engineer studying the intersection. DISCUSSION:W heeldon asked for clarification that the intersection referred to was Gresham-Main-Third in front of the Carnegie library, and not the fire station connection. Council indicated that they were referring to the whole area,including the fire station connection and the island. Hauck clarified that Laws had intended to separate the cost of work on this intersection from the library work. Shaw noted that the fire station plans should also go to the same traffic safety engineer. Laws noted that he could live with the current parking situation for a little while longer,if it was known that there would be eventual improvements down the road. Fine questioned whether it would be necessary to consider paying the consultant an additional fee beyond the$3,000-$5,000 state grant. Determined that this issue could be discussed if and when it comes up. Roll call vote: Laws,Hauck,Hanson,Wheeldon,and Fine,YES. Motion passed. ADJOURNED The meeting was adjourned at 1:50 p.m. Submitted by Barbara Christensen,City Recorder/Treasurer City Council Continued-Meeting Minutes 03-18-1999 5 / PROCLAMATION WHEREAS, J. Sterling Morton proposed to the Nebraska Board of Agriculture in 1872 that a special day be set aside for the planting of trees; and WHEREAS, this holiday, called Arbor Day, was first observed with the planting of more than a million trees in Nebraska; and WHEREAS, Arbor Day is now observed throughout the nation and the world; and WHEREAS, trees can reduce the erosion of our precious topsoil by wind and water, reduce heating and cooling costs, moderate the temperature, clean the air, produce oxygen, and provide a habitat for wildlife; and WHEREAS, trees are a renewable resource giving us paper, wood for our homes, fuel for our fires, and countless other wood products; and trees in our city increase property values, enhance the economic vitality of business areas, and beautify our community; and trees a re a source of joy and spiritual renewal; and WHEREAS, Ashland has been recognized as a Tree City USA by the National Arbor Day Foundation for fourteen years and desires to continue its Olt 5 tree-planting ways. NOW, THEREFORE, 1, Catherine M. Shaw, Mayor of the City of Ashland, do hereby proclaim April 4 to 10, 1999 as ARBOR WEEK IN ASHLAND ffflii-VI-11 and urge all citizens to support efforts to care for our trees and woodlands and to support our City's community forestry program. I further urge all citizens to plant trees to gladden the hearts and promote the well-being of present and future Dated this 6 1h day of April, 1999 Catherine M. Shaw, Mayor -6arbara Christensen, Recorder Ilk IK r 1 MINUTES FOR THE SPECIAL STUDY SESSION ASHLAND CITY COUNCIL March 18, 1999 CALL TO ORDER Mayor Shaw called the meeting to order at 1:27 p.m. in the Civic Center Council Chambers. IN ATTENDANCE Councilors Laws,Hauck,Hanson,Wheeldon,and Fine were present. Staff present included:City Administrator Mike Freeman, Assistant City Administrator Greg Scoles, Public Works Director Paula Brown, Director of Community Development John McLaughlin,and Fire Chief Keith Woodley. DISCUSSION OF FIRE STATION PLANNING EFFORT City Administrator Mike Freeman gave an update on the process that began last June. Began with a conceptual framework for starting the planning process,looking at alternatives for station siting,and updating the space needs study that had been done previously. Noted that discussions with owners of adjacent properties began, and conceptual drawings were prepared. From that,there are two basic architect's renderings. Explained that whatever option is chosen,it will not reduce the need to buy property adjacent to station#1,as even the smaller station design will not fit on the existing lot at station#1. Noted that the previous direction following Council discussion was to move ahead with stations to remain where they are,with an appraisal of the Blue Mountain Caf6 to occur. The appraisal has been completed,and the property is valued at$380,000 to$400,000. Staff is now seeking direction of how to proceed from this point. Staff recommends that the draft budget,which will be completed within the next two weeks,include funds to begin the construction of station#l,under the assumption that there will be some sort of debt issuance. Reminded Council that the estimate for station #]was $3.544 million (including property acquisition, architectural fees, demolition, etc.) Station#2 is estimated at$2-$2.5 million as it is a smaller structure,and there is no land acquisition involved. Between now and the Council adoption of this year's budget,staff will look at all possible savings and bring back a figure for the total construction cost of station#I for a bond issuance. Wheeldon asked for verification that the neighboring property is in fact available. Laws suggested that discussion should not occur about property matters at this point,as it might endanger negotiations. Emphasized that this differs from the library in that there is no question that the fire station is in the optimal location for the City,and that the Fire Department is a requirement for the safety of the citizens of Ashland. Condemnation is a possibility here where it would not be for a library. Stated that there is not a need to go into detail here. Scoles stated that conversations have occurred, and the property owners are aware of the situation, have allowed appraisers on the property,have been cooperative and have been willing to work with the City. Stated that there is no offer or deal on the table,but discussions have occurred with both the tenant and the owner. Noted the difficulty in negotiating when there has been no authorization to spend money. Freeman confirmed for Hauck that the issue should be on the ballot at some point in the next fiscal year. Emphasized however,that if bands are to be issued,it must be in the budget to spend. Without consensus on the priority for moving forward with this project,there is no reason to put this in the budget and take it to the Budget Committee. This is the last opportunity before the draft budget is prepared to discuss the Council's desire to include this item in the Capital Improvement Plan. Council expressed their consensus to send this item before the Budget Committee. Laws confirmed that the figure for both stations would likely be$5.5-$5.6 over two or three years. Freeman noted that this was dependent on the bond timing,as both stations could not be demolished and built at once. Suggested that station#2 could be brought back for bond issuance in two years,after station#I is complete. City Council Special Study Session Minutes 03-18-1999 1 Woodley stated that he has not yet given thought to what will be done during construction. Recognized that it will be problematic to run a station during demolition and construction,but stated that he has not wanted to begin planning for this until there are more complete details available. Council discussion of where to put fire station #1 during construction,noting that there will be a need to look at many alternatives. Laws questioned the June 17, 1998 planning calendar which had suggested construction would begin this summer. Freeman stated that he feels that this project can move forward based on money in the current budget. Explained that Council had allotted $450,000 in the current budget for the fire station, and while some has already gone for the conceptual drawings there is money available to move forward. Scoles noted for Wheeldon that while design details have not been chosen,the$3.5-$4 million estimates given take into account the potential differences in materials costs, size, site preparation, cost of the adjacent property, any public facility work,traffic signals,and etc. Fine questioned whether staff was comfortable with the timeframe for getting this matter on the ballot in September, noting that the deadline for filing with the County Clerk would be July 22nd. Staff indicated that the November ballot was a more realistic option,and the extra time would allow for more careful and professional planning. The meeting was adjourned to the continued meeting for a decision on the matter of expanding the library at 1:45 p.m. STRATEGIC PLANNING WRAP-UP The meeting was reconvened at 1:50 p.m. Freeman presented the department work plans for the next fiscal year as previously requested by Councilor Laws. Noted that the department heads have listed current projects, and grouped them into three categories: "Current Projects/Priorities That Will Continue into 1999-2000","Projects/Priorities Identified in the Draft Strategic Plan That Can be Accomplished",and"Projects/Priorities in the Draft Strategic Plan that are Low Priority to My Department and Should be Completed at a Later Time." Freeman suggested focusing on the items department heads believed could not be accomplished, and if Council disagrees with the stated priorities looking at how projects can be reorganized. Freeman noted that for Administration and Administrative Services, the only recommendation he felt was a lower priority was holding joint study sessions with other government agencies in the region. Stated that given the difficulty in finding available times that work for the Council to get together for City business,he felt this could wait until later. Emphasized,however,that he would take advantage of any opportunities that presented themselves. For Finance,there were no recommendations that could not be accomplished over the next year. In Public Safety,the Police Department felt that investigating the need for the department to respond to high tech crimes could come at a later time. The Fire Department did not feel that there were any projects in the plan that could not be accomplished. Under the Electric Department,there were no items that could not be accomplished. Freeman stated that the two departments most significantly impacted by the Strategic Plan recommendations were Public Works/Engineering and Engineering. Public Works Director Paula Brown noted that her department is inundated with current projects,noting the Department Strategic and Training Plans, Wastewater Treatment Plant, Oak Street Traffic Calming,Airport Sewer Service, TID Agreement renegotiation,GIS System,RVTD Bus Shelters,Siskiyou Boulevard Improvements,Calle Guanajuato and Main Street Bridge improvements,and the Water Street Bridge. Stated that an implementation plan for the TAP intertie City Council Special Study Session Minutes 03-18-1999 2 project is underway. Suggested that placing portable restrooms on the Calle would not be difficult,but that it has not been on the department's budget horizon. Brown noted that discussions of the feasibility of jurisdictional transfers with ODOT and the County are progressing well,and may actually have positive effects in bringing in financing for bigger picture transportation issues. With regard to the use oftechnology to encourage citizen participation,which is an item being lead by Administration,there is a need for Public Works staff time to get information out to the public. Discussed the GIS system as an element of this item, noting that this would be a means of providing information to the public at a public computer station or over the internet. With regard to finalizing the riparian ordinance,there is some staff time involved to assist Planning with this item. Also stated that because there some critical functions centered in Public Works,Y2K readiness will require some staff time. In terms of lower priority items,Brown recommended having a consultant look at transit service issues in cooperation with Planning Department efforts. Wheeldon asked for clarification,noting that her expectation on the item listed as"transit"was that a comprehensive transportation survey would be conducted by a consultant,addressing all modes of transportation. Suggested that this was a first step in addressing community parking concerns. Freeman stated that he felt the downtown parking item and the transit analysis were separate items,and that staff proposed looking at the parking piece first as both could not be undertaken at once given workloads. Wheeldon stated that in order to address parking,information on transportation use in the City is a necessary first step. Stated that her belief was that this survey would be the City's primary effort toward addressing parking this fiscal year. Freeman read the transit and parking items from the strategic plan for clarification. Wheeldon stated that she didn't feel it was effective to analyze transit service without also looking at the bicycle and pedestrian portion of transportation issues around the community. Explained that she didn't believe such a survey would be conducted by Public Works, and that it could be handled by an outside firm. Wheeldon concluded that parking could not be fully addressed until habits of the community and options were known. Staff suggested that the Rogue Valley Council of Governments (RVCOG)would be an excellent resource in this area,as they have done this type of research in the area,and a survey would be relatively easy. Hauck stated that relatively current information already exists. Councilors Laws and Hauck agreed with the need to look at other transportation modes. Freeman stated that he would schedule a future study session to design a survey. Director of Community Development John McLaughlin noted that fully one third of staff time is spent on planning actions and two thirds of staff time is spent on projects. Cited the Tolman Creek Road Neighborhood Plan as an example,noting that after the consultant makes their recommendation,it will return to staff and go through the adoption process with the Planning Commission and the Council, and making the necessary ordinance and zoning changes, followed by initiating the implementation of improvements which may involve an LID process. Stated that the update to the Downtown Plan, relative to parking, will require additional resources in the form of additional staff or a consultant. McLaughlin asked for Council clarification on some of the lower priority items including the"smart growth"program. Emphasized that the ideas of smart growth are being incorporated into current actions,but staff is uncertain how the Council wants to see these ideas put into a separate program. Suggested that perhaps this item could be worked on with the Conservation Commission in their discussions of sustainability. McLaughlin noted that there is some confusion over design standards and ordinances,as some community members are expressing frustration with their effects on business recruitment and economic development while others are expressing just the opposite sentiment. Suggested that at some point the design standards may need to be looked at,but stated that this would be a fairly lengthy and involved process. McLaughlin questioned addressing the undeveloped railroad property in the coming year,given the other projects on Community Development's list and the priority of addressing downtown parking needs. McLaughlin noted that two items raised by Brown(transit services and the bike trail/sidewalk master plan)were on the radar screen,but that he was uncertain where they could be fit in time-wise in the coming year. Wheeldon questioned whether these items were already at least partially included in the Transportation Systems Plan,and whether there was City Council Special Study Session Minutes 03-18-1999 3 any way that the Bicycle and Pedestrian Commission could play some initial role in these items. Council discussion, indicating that this was a good idea to be considered. McLaughlin stated that the living wage ordinance may happen fairly quickly,noting that a local group is looking into this issue and will likely bring information to Council and staff in the near future. Laws suggested bringing these departmental work plans back to the Council for adoption at an upcoming meeting, except for the low priority items,with the understanding that these might be accomplished by people other than staff or incorporated into other projects. Hauck suggested thatthese items might be included in the"Post 2000"category,and that time be allowed for a decision on items that might be dropped at the Council meeting. Laws does not want to see this year's Strategic Plan elements made more important than last year's goals. Wheeldon questioned what departments have time to do currently. Suggested a presentation six months down the road to update the Council about progress toward goals,and emphasized that she did not want to adopt more goals than could realistically be accomplished by staff. Noted the need for staff to keep Council apprized on progress in meeting these goals,and the need to reconsider prioritization if anything is to be added to staff workloads. Freeman noted the November 3rd Council communication which set the stage for the Strategic Planning process, explained that the last two pieces in this process are implementation and reporting. Emphasized that Council would be kept up to date on the progress made in meeting these planned goals. ADJOURNED The meeting was adjourned at 2:20 p.m. Submitted by Barbara Christensen,City Recorder/Treasurer City Council Special Study Scssion Minutes 03-18-1999 4 - MINUTES City of Ashland PROGRAMMING COMMITTEE Thursday, March 25, 1999 Pioneer Hall Steve Belsky called meeting to order at 5:39 PM. Committee members present included Steve Belsky, Wes Brain, Cathy Carrier, Tom Garland and Russ Silbiger. Members attending the meeting late were Lenny Niemark and Candice Chapman. City Council Liaison Steve Hauck and Staff Liaison Vince Zauskey were also in attendance. Staff Liaison Pete Lovrovich was not in attendance (vacation). Also in attendance, shortly after call-to-order, was an interested Ashland resident, Ralph Breuning(was at meeting for approx. %z hour) and Sue Densmore, representing Falcon Cable (Ms. Densmore stayed at meeting for its entire duration). Committte members looked over minutes from March 18 meeting. Tom Garland had question about using the Prevue Guide, slated for Economy Basic on Channel 7, as a tool to promote our other services such as Basic, Expanded Basic (or even a Free Preview which would not be possible for an Economy Basic person because it would require our Digital Box). Vince explained that we could not run Video on top of the Prevue Guide but the preview guide does advertise—using their video—most of the programming a customer probably would not be able to receive. R. Silbiger brought up the point that the grid showing all the programming avialable on other levels of service would probably be enough incentive for an Economy Basic customer to consider upgrading their service. Vince also explained various charges the Prevue Guide has when changes are made and pointed out that AFN could run messages in the rolling grid advertising levels of service. W. Brain questioned the use of the proposed Channel 20 on Basic (AFN channel/Blazer basketball). Vince explained that this channel, initially, could hopefully run a number of programmer tapes advertising channels such as HBO or Expanded Channels like A&E, etc. and maybe AFN would overlay one of the Access channels on Ch. 20 until we can get it fully operational. Vince likened Ch. 20 to Falcon's Ch. 65 that has still-frame ads, community info., etc. Vince would like to see this as an AFN Info. Channel for other AFN products like the internet and data services as well as public relations events, etc. It would also serve as the channel for all Portland Trailblazer basketball telecasts. S. Belsky pointed out Vince's mistake on his Expanded proposals using Channels 20 and 21 for ESPN and ESPN2. Vince discovered after passing out proposals and asked everyone to make corrections to Channels 21 (ESPN) and 22 (ESPN2) respectively. C. Carrier had a question in reference to our Homes Passed number which was brought up by a representative of the UPN network when Cathy called earlier this week. She thought it was around 8500. Vince countered that he didn't think it was quite that high and said he understood the Homes Passed number to be about 8,000. t Programming Committee approved the March 18 Minutes as submitted. Final Comments on Basic were made. R. Silbiger mentioned the possibility of putting Noggin' in the place of Nickelodeon because Noggin' is a bit more Educational. Vince countered that he felt Nickelodeon would be better for BASIC because he felt it was a little bit more "cartoon oriented" and may therefore appeal to customers that may not be able to afford Expanded service. It was agreed upon to leave Nickelodeon as is on BASIC and consider Noggin for Expanded service. A motion was then made by the chair, S. Belsky, to approve the BASIC line-up, with changes as discussed at last week's meeting. Those changes, for Option #1, included the following: replace Bloomberg TV with Headline News, drop Trinity Broadcasting and replace with Odyssey and add America's Health. A motion was made by T. Garland and seconded by the committee. Expanded Basic was brought up and Vince recommended the committee take a look at the taped programming R. Silbiger put together for review (thank you,Russ). He started with Trinity Broadcasting and we also viewed clips from America's Voice (NET), UPN, EWTN and BET. In addition, C. Carrier brought the information packet from Wisdom Television and we reviewed the promo tape for this channel. C. Carrier gave a brief report on what she was able to find out about the UPN Network. She will forward Vince the phone # and contact person she was in touch with. Also, R. Silbiger also furnished Vince a phone# he had. Vince mentioned one problem he could foresee was the possibility some programming from UPN is carved locally(by KMVU) and we would have to black that programming out. S. Hauck stated that the only programming they show on KMVU is Voyager. Still, blacking out programming can be a manual operation and takes close monitoring and Vince is not sure AFN wants to get into anything like this. He will, however, look into it further and contact UPN rep prior to next meeting. Wes Brain had to depart meeting around 6:30 PM because of another commitment. Group reviewed Vince's two options for Expanded service. Vince suggested we retain the FX channel--even though he could not find it on the suggested Expanded list the committee set up at the March 18 meeting. Vince wanted to keep FX on the same channel Falcon has broadcast it on, Ch. 34,but pointed out that he would have to move it to another location because of adding America's Health on Basic. A discussion followed—led by R. Silbiger—that he felt this was a great opportunity for the city to `group' channels of similar interest/content, etc. instead of haphazardly come up with a channel line-up. Vince countered that he had tried to do that but he also wanted to retain the sequence of channels that Falcon has, when possible, to avoid a lot of confusion later(especially when cable listings go into the newspaper for both Falcon and AFN). S. Belsky said committee should move on with decision making process for Expanded but Vince will continue to do everything he can to group channels while still keeping similar channel #'s between Falcon's line-up and Ashland's. WB was once again brought up. Vince mentioned that it probably is a MUTE POINT because of KDRV's/Falcon's exclusive contract to prevent `duplication' of programming. 2 Committee agreed that Option #1 was best channel line-up but suggested the following changes for Option #1. These included: Substituting CARTOON NETWORK for Toon Disney because there is more diversity of programming/cartoons on Cartoon Network than Disney(according to S. Belsky). Although Toon Disney is FREE, Vince mentioned that he didn't think substituting Cartoon Network for Toon would increase programming costs by much and would pencil this change in. Other channel Programming Committee wanted to change was substituting Noggin' (suggested by L. Niemazk) for CMT. The consensus was that we are retaining The Nashville Network which would, hopefully, satisfy the country/western segment. Adding Noggin' (a new channel for children by Nickelodeon network...must have Nickelodeon on the air to have Noggin'), would be a good "added value"channel for our Expanded line-up and give us two good children's channels (Nickelodeon on Basic, Noggin' on Expanded). L. Niemazk also voted for Court TV (and dropping Outdoor Life). He also suggested dropping America's Voice and substituting that channel with BBC America, all changes for Option#1. S. Belsky said he was concerned about dropping Outdoor Life and Vince seconded that concern. C. Chapman asked for a synopsis of Outdoor Life and T. Garland gave a brief description of Outdoor Life (which is also in each member's Programming Committee notebook). The committee reached agreement that Outdoor Life would probably not be a good channel to drop. Committee suggested maybe putting Court TV on Digital Tier. Vince explained that some programmers will not permit their channels to be on any level of service except BASIC or EXPANDED BASIC and he thought Court TV is one of those. Also, if on a separate tier, cost for that channel can sometimes be much higher because of lower penetration. For instance, Vince checked on Court TV after meeting and the rate is 5X higher between a penetration level of 70-84.9% (least expensive rate) to a much lower penetration level of 0-29.9%(highest rate). Vince is `guessing' Digital Tier will be around 20%penetrated in Ashland. A discussion developed about Court TV and comments were made by various committee members. L. Niemark strongly suggested this would be an interesting channel for our network based on some of its LIVE court cases while others are re-created. C. Chapman mentioned that her sister watches this channel and dubbed it as possibly a `tabloid' channel. C. Chapman mentioned that she understood that BRAVO is censored, according to her brother. R. Silbiger mentioned that Bravo is not commercial free. Vince brought up the situation we face with adding America's Health to Basic (on Ch. 34). It would mean that FX would have to be moved and asked the committee to consider moving either Bravo or the Independent Film Channel to our proposed Digital Tier. A couple of additional lengthy discussions followed about the NASA Channel, BBC on Expanded, ZDTV, CNET (which is similar to ZDTV but may have less hours of programming...T. Garland will check further for next meeting). Vince mentioned that he needed to take another look at Programming Costs. With the addition of the Cartoon Network and Noggin' on Expanded Basic, adding Court TV, BBC America, ZDTV/CNET, possibly UPN, and the NASA Channel. (or a couple of these channels), Vince cautioned that we most probably would be over on our Expanded Basic programming costs. He will discuss with Pete next week 3 and get back to the committee with a revised Expanded line-up for our next meeting. Hopefully, we can also look at an option or two for our proposed Digital Tier at April 1 meeting. S. Belsky answered QUIZ "What was the longest running dramatic series on TV?" and won a 5"X7 picture frame donated by MTV networks. The answer: Gunsmoke. Meeting was adjourned at 7:34PM by S. Belsky. Next Programming Committee meeting will be Thursday, April 1, 5:30PM, Pioneer Hall, 73 Winburn Way. 4 C MINUTES City of Ashland PROGRAMMING COMMITTEE Thursday, Feb. 25, 1999 Senior Center (Hunter Park) Meeting was called to order by Pete Lovrovich at 7:06 PM. Introduction by Committee Members, Pete, Vince Zauskey A discussion was held and presented by Vince and Pete regarding the following: • CATV Information • Market Research • Ashland Open Meetings Law • Duties and Responsibilities of Programming Committee • Public Input Process • selection of officers was discussed and elected as follows: CHAIRMAN—Steve Belsky CO-CHAIRS—Cathy Carrier, Tom Garland SECRETARY—Pete Lovrovich •discussion regarding an E-Mail avenue for additional communication was held for the Programming Committee. Pete said he will set this up. Proposed channel line-up and comparison of Falcon channels was discussed. Vince provided the committee with additional channel options and will follow up with as many descriptions as he can get gather. Russ Silbiger shared with the group additional channels available on the Dish Network. It was asked that Vince provide more information regarding the Cable Co-op. Vince said he will provide additional information and hand out by next meeting. Steve B. asked that we provide information regarding all FREE channels. Vince will respond. Tom G. discussed the aspects of Digital VS Analog signals and the availability of programming. Pete discussed the approach the AFN is seeking in terms of technology. A discussion regarding franchising fees was held. Pete acknowledged that the AFN will be paying all fees as are cable companies. Tom Garland questioned how we (The City/Committee) might be able to capture the 35-40% of customers that are not subscribing to cable TV now. A discussion was held regarding the time and place of future meetings. It was decided to hold meetings at 5:30PM every Thursday for the next 3-4 weeks. Meeting adjourned at 9:10PM. l MINUTES City of Ashland PROGRAMMING COMMITTEE Thursday, Mar. 4, 1999 Senior Center (Hunter Park) Meeting was called to order by Steve Belsky at 5:45 PM. Wes Brain, who was absent from first meeting, was introduced to other committee members. Paul Collins sat-in for Cathy Carrier(who was out of town but will return for next meeting). Minutes for February 25, 1999 meeting were approved as submitted by Committee Members. Steve Belsky discussed Cable Co-op and had question about their background, whether they were just a Regional company, a 'Private' organization etc. Pete and Vince answered with background information on National Cable Television Cooperative, Inc. and Vince later passed out information-as requested from Feb. 25 meeting-giving outline of what co-op is and their website address if committee wants further information. Wes requested we furnish information about FM services that could be available and Vince said he would at least follow-up with those available locally (being carried by Falcon). Will check to see how this could/might work with our AFN proposed cable system. The WB channel was discussed and Vince answered with information he had obtained via a phone call from WB representative in Los Angeles, Meredith Durr. Vince explained about the 'exclusive' contract WB had signed with Falcon and the local ABC affiliate, KDRV. This agreement supposedly states that any cable operation in direct competition with the primary provider-which is Falcon-cannot receive the same carriage and therefore Falcon and the local affiliate will have Exclusive Rights to carry the signal. In Medford, the WB channel call letters will be KMFD and will be broadcast by KDRV with Falcon picking it up on their cable system. Vince will get further clarification from WB folks. A discussion followed WB about Superstations and other channels such as the UPN Channel, WOR, WBSK(? Boston) and WGN (Chicago). Vince countered with Vince will attempt to get further information on these. Wes brought up about the 'cherry picking' of 10 o'clock news and other programming via Portland and San Francisco (called 'independents') a few years ago by TCI and why it is no longer available. Vince explained about Black Outs required by the FCC because much of the programming broadcast by independents was already being shown 'exclusively' by local networks. KDRV/Falcon agreement for WB Channel could be similar and that is why AFN could not carry same WB programming. Steve B. had question about the 'bandwidth' of AFN Network (channel capacity of system). Bandwidth should be about 143 channels for the AFN network. Pete countered that the City of Ashland citizens could not pay for all of the channels if this would be totally filled with programming. He went on to say that the signal AFN will pick up not be a True Digital signal but AFN will eventually migrate towards a fully Digital Signal as broadcasters are mandated to broadcast their signal digitally(within next 5-7 years). Discussion brought up by Steve about the 35-40% of households who do not have cable TV and why? Do we need further information?. Pete referred to information from earlier survey taken by City of Ashland. Some members thought it could be due to people with satellite dishes. Russ brought up the 'lack' of satellite dishes in Ashland and also the small number of'Hardcore/Kill Your Television' citizens who most probably do not have any type of service except an antenna. A lengthy discussion followed about 'tiering' and Lenny brought up his dissatisfaction in the past with tiering and why can't customer 'pick' channels instead of having them 'dictated'. 'Grouping' of channels was discussed as well as charging a certain amount as a 'base' and then an amount of something like $1.50 per channel. Pete explained city's position in business plan and Vince followed up about how Programmers charge for their channels and certai ixestrictions and stipulations many of the Programmers have placed on their channel(s) when placing them in a line-up. Pete said he would bring up 'Economy Basic' and 'Tiering' concept at AFN meeting with city officials this week. He also emphasized how 'complicated' multiple 'tiering' can be. Tom Garland and others strongly recommended we look at 'optional' programming choices above Basic/Expanded basic that gives customer a 'choice' (such as a Digital Plus that would give a customer the choice of picking, for instance, any 3 channels for $5.95 per month and having up to 6-7 channels to pick from). Steve B. suggested that committee could follow-up and organize-with approval from city-a phone survey, maybe a newspaper survey or insert in utility bill in reference to programming selected by committee so there would be input by Ashland citizens (this could include programming in general, 'pick and choose' approach, etc). Vince brought up it may even be able to be done door-to-door. Candice Chapman pointed out that 'mail-in' type surveys usually not very successful because of response rate (1% would probably be good). Committee felt it at least needed to have public input in some manner for selection of channels. Pete brought up the point that time frame for Programming Committee to finalize channels could take much longer(first node has a time frame of a mid-June launch) and 'it would be fatal' if committee would take the approach of attempting to have citizens pick channels and turn Programming Committee into a " 9,000 member committee". W. Brain mentioned that Bill Hughes, S.O.U. is well-known for survey work and might be a good contact if committee wanted to follow through with a citizen survey about channel line-ups/channels. C. Chapman discussed that she already responded to a survey and the citizens have had an opportunity to respond and the city had good feedback (two of the most requested channels were Comedy Central and M2). It was also pointed out that meeting has been publicized and no one from city has attended Programming Committee meetings. Additionally, programming committee has members who are appointed for a 3 year term and will have opportunity in the future to have other channels on the air. "Let's get to work and attempt to at least come up with an initial line-up now" was stressed by C. Chapman. Vince passed out additional programming info and brought up that HBO/Cinemax has now 'packaged' their services so an operator can have HBO or Cinemax and can have 2-3 other services from these programmers and only pay one license fee. It was brought up by Russ Silbiger that Showtime also has 'multi-level' services. Vince will follow-up next week. The NASA Channel and Globenet was brought up by Paul Collins. Vince will follow-up. An additional discussion was brought up about what channels should go on Basic VS Expanded Basic, etc. Vince suggested, for instance, putting EWTN on Expanded instead of Basic because you do not want to make Basic too attractive. C. Chapman added that Expanded should have programming strong enough for people to want to upgrade. Pete mentioned 'shopping' channels and revenue city will get from customers ordering over the air on QVC/Home Shopping Network, etc. Pete brought up WEB TV and explained how it is like a'computer for your TV' as it comes with a small keyboard and a person can 'surf the net'with WEB TV without a computer. It could be offered as a'premium-type' service that would be somewhere around $9.95 per month. Russ brought up the fact that people can get WEB TV through Radio-Shack right now. S. Belsky and committee requested further information on channels Vince passed along (without descriptions) at last meeting and where they might be placed on channel line-up (Basic, Expanded Basic?). Vince will follow-up. Reviewed videos showing Interactive Programming Guides from Prevue/Scientific Atlanta and Wink Applications. Committee favored Prevue Interactive. Asked Programming Committee to come up with a PRELIMINARY 'Basic Line-up'. Vince gave brief outline about success of Cedar Falls and encouraged committee to look at their line-up when attempting to come up with channel selection (although demographics definitely play a part). Pete briefly discussed success of overbuild of TCI in southern Calif. (San Diego?) by a S.W. Bell operator. Pete believed their business plan called for a 28% share of market and in 2 years they acquired 68% of market. It was Pete's understanding that 'content' and 'price' were main factors in the success of the S.W. Bell overbuild. Vince will try to get information about this system. Meeting at Hillah Temple, 5:30 PM, Thurs. March 11 was confirmed. Meeting adjourned at 8:07 PM. Minutes City of Ashland PROGRAMMING COMMITTEE Thursday, March 11 , 1999 Hillah Temple Cable Television Programming Committee was called to order by Steve Belsky at 5:40PM. Committee members in attendance were Russell W. Silbiger, Wes Brain, Candace Chapman, Lenny Neimark, Steve Belsky, Cathy Carrier and Tom Garland. City Council Liason Steve Hauck and Staff Liason Pete Lovrovich and Vince Zauskey were also in attendance. Sue Densmore,representing Falcon Cable, was only person attending from the public. Committee members brought up a few questions as they reviewed minutes from last meeting. Cable TV co-op question was brought up. "Are we member?" Vince explained that we are and mentioned he had sent for updated list showing Cable Co-op membership. S. Belsky had question about "what type of reception Ashland residents could get from rabbit ears" who do not have any cable/satellite/wireless service. C. Chapman, who currently uses an antenna/rabbit ears for TV coverage in her household answered, "In kitchen I can get NBC and PBS and KDRV...I cannot get Channel 10 (KTVL) and Fox (Channel 13). In the living room PBS and I can't get Channel 10 anyplace in my home. S. Belsky questioned why City would want to offer an Economy Basic with just the broadcast and access channels if a customer could pick these up off of an antenna or rabbit ears. C. Chapman countered that "you can't pick up all the broadcast channels no matter where you might live in the city...and a person would never be able to pick up the access channels with just an antenna". Pete brought up the 'Business' aspect of offering an Economy Basic and if this could be a detrimental service because too many people may take this type of service. S. Hauck remembered when "over-the-air channels" were offered by local cable operator and really didn't think Economy Basic would be an issue. T. Garland thought the 35-40%of customers previously surveyed by City who do not have any type of service might take the Economy Package and later upgrade. Once again, Economy Basic (broadcast and access channels only on an analog format) was discussed by most of the Committee as a way to pick-up cable TV resistors. Pete added he would bring Economy Basic up with city and how that could be presented to the public on a marketing basis and also how it could impact the business plan if we did decide to launch that service (along with our Basic, Expanded Basic, etc.). Further discussion about Economy Basic will take place at our March 18 meeting. Vince brought up his discussion with a couple of programmers in reference to the 'picking cable channels on an individual basis' concept. Longtime cable TV representative from MTV, Michelle Banks, said that no programmer would really do this (as far as offering their channel ala 'carte) because it would "set a dangerous precedent" and there is no way the programmer could recoup consistent programming fees this way. In addition, the City of Ashland could not budget for this type of programming activity because of its inconsistency. If the programmer would decide to offer this to us the programming fees would be so exorbitant (so programmer would be assured of recouping costs consistently on a monthly basis) that the City of Ashland would not be able to financially afford offering services in this manner. Discussion by many members followed. It was brought up that the programming industry/cable TV industry may sometime offer cable channels ala' carte—maybe direct from the programmers—but this would be down the road a few years. Pete emphasized how the industry and its programming (whether it be cable, wireless, satellite) is "long established" and that the methodology to sell and choose programming is not going to change overnight. Minutes were approved by Programming Committee as submitted following questions/discussion. Committee began looking at BASIC channel line-up and L. Niemark was first to submit his proposed Basic line-up. S. Hauck assisted by writing down line-up and then adding to line-up as various committee members responded with their versions and suggestions. Following is the consensus of suggested channels arrived at by committee members: Suggested Channels for Basic Line-up (Numbers following channels are 'votes of approval' from each member's line-up) Channel Name Channel Name Local Broadcast and Access Channels (required) C-Span II--3 Prevue Guide-6 International Ch--3. C-Span-6 TBS--3 Home Shopping Network-6 Wisdom Ch.--3 CNN Headline News-5 Ovation--3 NW Cable News-5 Univision--3 America's Voice (formerly NET)-5 Shop At Home--3 Discovery Channel-5 Odyssey--3 The Learning Channel-5 Nostalgia--2 America's Health-5 Toon Disney--2 QVC-5 Nickelodeon--2 Weather Channel-4 Home & Garden--1 Bloomberg TV-4 E!--1 Lifetime-4 EWTN--1 Trinity Broadcasting Network-4 CNN-1 It was decided by Committee to eliminate E!, EWTN and CNN from BASIC consideration. Also questionable for BASIC was Home & Garden TV and America's Voice(formerly titled NET). Some of the channels eliminated from BASIC consideration and other suggested channels may be moved to Expanded Basic when that channel line-up is pondered and BASIC is finalized. Also, C. Carrier mentioned Cable in the Classroom and C. Chapman emphasized she would like to know more about that program and who is involved. Vince will follow-up at March 18 meeting. Several considerations/questions were brought up (like shopping channels and the revenue derived from those, Trinity"paying" the cable operator to carry their channel, C-Span and C-Span 11 being together,News Channels and their value, etc.). The channels as listed will be "worked up" by Vince to come up with cost of programming and to see how they will work 'technically with our other channels (like ESPN and ESPN2 having to be placed in the first 30 channels,requirements from some programmers to be placed adjacent to each other, etc.). This information will be forwarded as a couple of'options' for the BASIC line-up to Committee members for review prior to March 18 meeting. Lenny Neimark had to leave meeting early because of a prior commitment. Vince passed out more programming info., FM line-up Falcon is currently running and Website addresses for all major/minor programmers through the National Cable Television Association. S. Belsky at 7:32 PM adjourned meeting. MINUTES City of Ashland PROGRAMMING COMMITTEE Thursday, March 18, 1999 Hillah Temple Steve Belsky called the meeting to order at 5:41 PM. Committee members in attendance included Steve Belsky, Wes Brain, Cathy Carrier, Candace Chapman, Tom Garland, Lenny Niemark, and Russell Silbiger. City Council Liaison Steve Hauck and Staff Liaisons Pete Lovrovich and Vince Zauskey were also in attendance. Committee members reviewed minutes from March 11 meeting and approved as submitted. ECONOMY BASIC—analog service with broadcast channels and local access channels, including the Prevue Programming guide—were reviewed and favorably approved by committee. Economy Basic was submitted, along with minutes, for consideration as an "Entry Level"of service after repeated discussions about offering it through AFN. Vince will double check only charge for programming on this entry-level service as Prevue Guide, Channel 7. Again, the thought on offering this service would be to capture some of those Ashland residents, responding to the City of Ashland's survey last year, that said they do not have any type of TV service (cable/satellite/wireless). That percentage equaled about 35-40% of Ashland households. The city hopes to capture approx. 20% of these television resistors with an Economy Basic line-up. That would equate to 1600 customers based on 8,000 homes passed. S. Hauck mentioned he had heard or read about a bill in front of Congress that would require cable operators to offer Broadcast channels as an `entry level' tier of service. This same requirement was previously considered and passed by Congress and then overturned. The Programming Committee reviewed the two options submitted by Vince for BASIC service. The two options were arrived by `costing out' and integrating with local Broadcast channels and Access channels. The majority of the members agreed with Option#1 but concurred on the following changes: 1) substitute Headline News for Bloomberg TV on Channel 23, 2) consider dropping Trinity Broadcasting Network (TBN) on Channel 29 and replacing with Odyssey. 3) L. Niemark requested adding America's Health on Basic as well and questioned whether"we are limited on the number of channels for Basic". Vince countered that we really were not but he wanted to align Basic channels and their numerical order as close as possible to Falcon's line-up. Committee agreed adding America's Health on Basic would be a good choice. Channel number for AH will be determined later. T. Garland commented that he would like to see Ovation on Basic service. He thought this would be particularly attractive to those visiting our area during the Shakespeare Festival period and could also appeal to Ashland residents because Ovation is an `arts' channel. It was discussed that this channel would most probably be good for Expanded service and it might make Basic too attractive. R. Silbiger agreed with Tom but a discussion followed, led by S. Belsky and C. Chapman, about "where we draw the line" on Basic service VS Expanded Basic and its `Value' to the customer. Again, BASIC being too attractive was main point brought up, and most members agreed that the BASIC line-up previously discussed, with changes, showed good value (i.e. Nickelodeon on Basic, Headline News on Basic replacing Fox News, C-Span II on Basic instead of Expanded service—all are unique and different than Falcon—plus TBS and Discovery Channel). It was subsequently agreed upon that Ovation would be a better channel for Expanded service. Vince passed along comments he received via E-Mail from an Ashland resident—Lenny Goldberg—requesting a number of channels and commenting on any"Christian channel" City of Ashland may offer. He did not think Trinity Broadcasting Network was a wise consideration. "This station is a total circus and makes Christians look like idiots. Much of their programming is non-biblical and sensational. Odyssey, while not strictly Christian, is a better choice," he said. Since Vince and other committee members were not familiar with this channel and R. Silbiger gets TBN on his satellite service, committee `volunteered' him to tape a few minutes of TBN so we could view. He also volunteered to tape America's Voice and EWTN for review and consideration on Expanded service. Steve Belsky had a previously scheduled meeting in Medford and had to leave at 6:25 PM. He handed Chair over to elected Co-Chair Cathy Carrier. Expanded Service was discussed and L. Niemark passed along a worksheet he put together (thanks, Lenny) listing all the top channels possible for Expanded, Digital Plus, Premium services and Pay-Per-View. S. Hauck assisted by listing these channels and then other committee members submitted their proposed Expanded line-ups. S. Hauck tallied each member's proposals and came up with a list of channels by number of votes for each channel. Below are results: Suggested Channels for Expanded Basic Line-up (Numbers following channels are votes of approval' from each member's line-up) Home & Garden-7 Turner Classic Movies-6 TNN-4 CNN-7 TV Food Network-6 CMT-4 History Ch-7 ESPN-6 Fox Family--4 E! Entertainiment-7 ESPN2-6 Fox Sports NW-4 Disney Ch.-7 Independ. Film Ch.-5 Outdoor Life-4 Comedy Central-7 Wisdom TV-5 Golf Ch.--4 A&E-7 Ovation-5 TV Land--3 MTV-7 Toon Disney-5 BBC America--3 VH-1-7 TNT-5 Nostalgia--3 AMC-7 USA-5 Speedvision--3 Travel Ch.-7 Bravo-5 ZDTV--3 CNBC-6 EWTN--5 Sci-Fi-6 NASA-4 Animal Planet-6 BET-4 2 MTV2-6 MSNBC--4 Others with votes or mentions: Bloomberg TV-2, Cartoon Network-2, Biography Ch.-2, Odyssey(will probably go on BASIC service). Also mentioned with 1 or less votes were: Fox News Channel-1, BET on Jazz-1, Music Choice-1, CNNfn, CNN International, UPN, WB, Nick2, America's Voice (NET), FX Movies,Nick at Night, Noggin, Superstation WGN. UPN Channel was once again brought up by R. Silbiger and C. Carrier volunteered to look into this channel further. Vince claims—by looking on internet—that KMVU (Fox) is exclusive carrier of that channel locally. Vince also brought up his contact with WGN and their rate being fairly reasonable. C. Chapman once again mentioned Biography Channel. Vince said he would follow-up by next meeting. L. Niemark questioned"what is stipulation for number of channels on Expanded service?" Pete answered no real number but it would be based on `costing out'. Vince also explained that Ashland's plan was to be as close in channel alignment, where possible, to Falcon's channel line- up when there are same channels going on Expanded. Discussion by C. Carrier about how best to have `public input' with channels selected by Programming Committee. Pete mentioned RVTV program this week and maybe the opportunity for a Live phone-in about channels for the TV service. This may not be feasible for the March 24 TV program but might be in April (Wed. 4/21?) when the AFN Cable Television service will be discussed on a Live program. Once again, a survey that could be a newspaper ad, a bill insert in electric bills, etc. was discussed. Committee was pretty much in agreement, once again, that a survey after channels are chosen asking for comments would be a good idea. Method of survey .yet to be determined. Next week's meeting was discussed(for Thurs., March 25). Vince announced that it would be at Pioneer Hall, 73 Winburn Way, 5:30 PM. Meeting was adjourned by acting Chairperson Cathy Carrier at 7:30 PM. 3 1 ASHLAND HISTORIC COMMISSION Minutes March 3, 1999 CALL TO ORDER The meeting was called to order at the Community Center by Chairperson Jim Lewis at 7:35 p.m. Members present were Jim Lewis, Terry Skibby, Gary Foil, Joan Steele, Joyce Cowan, Dale Shostrom, Vava Bailey and Keith Chambers. Also present were City Council Liaison Cameron Hanson, Associate Planner Mark Knox and Secretary Sonja Akerman. Member Curt Anderson was unable to attend the meeting. APPROVAL OF MINUTES Foil moved and Cowan seconded the Minutes of the February 3, 1999 meeting be approved as submitted. The motion was unanimously passed. PUBLIC HEARINGS Planning Action 99-014 Conditional Use Permit 117 Third Street Rosemary Silva Knox reported this application is for the conversion of the existing medical office in the rear of the property to a one-unit traveler's accommodation. The applicant owns Colonel Silsby's,which is adjacent to 117 Third Street. No exterior changes are proposed. The main house on the property will remain as a rental unit. The medical office, which was built in 1993, has more impact than a traveler's accommodation unit will have. Chambers asked about the owner-occupancy requirement and Knox clarified since the applicant owns the property next door and lives there, she meets the requirement. Chambers moved and Foil seconded to recommend approval of this planning action to the Hearings Board. The motion was unanimously passed. Planning Action 99-01 Conditional Use Permit 2591/2"B" Street Stephen Sacks Knox explained this application is basically the same as the previous one. The owner of the property seeks to convert the existing 400 square foot guest house to a one-unit traveler's accommodation. The main house was built in 1898. There will be no exterior changes to the structures. A flagstone path will be put in from "B" Street to the unit in back for easy access. Staff has no major concerns with this proposal and is recommending approval. Michael Bingham, representing the applicant, stated it is likely the guests won't be driving once they arrive because of its close proximity to downtown and the fact that the owner will be providing bicycles. Foil asked if the unit will revert back into a rental unit if not used as a traveler's accommodation unit. Bingham affirmed it would. When the subject of increased traffic on"B"Street came up, Lewis noted the Planning Department is in the process of sending out questionnaires regarding traffic calming on "B" Street. Steele moved to recommend approval of this proposal to the Hearings Board. Skibby seconded the motion and it was unanimously approved. Planning Action 99-021 Final Plan Approval Holly Street Evan Archerd/Hal Dresner Knox related Outline Plan for this proposal was approved in May of 1998. This application is for Final Plan approval. Very little has changed from the Historic Commission perspective. Designer Bill Emerson has incorporated changes the Historic Commission had requested last May. This request is for a nine unit (three-triplex) development. Staff is happy with the application and the traditional design. Skibby noted the designer has been to the Review Board on several occasions. Emerson added the elevations he submitted reflect all the changes which were recommended. Chambers asked about the tree that recently came down. Evan Archerd answered Tom Myers (Upper Limb-It)took it down because it was dying. He also said no more trees would come out, only a few bushes. Skibby moved and Bailey seconded to recommend approval of this application. The motion passed unanimously. Planning Action 99-020 Site Review 525"A" Street Peter Brunner and Cynthia White Knox explained this application is for a mixed use building on the northeast corner of Fourth and"A"Streets. 75%of the lower level will be office space; the rest will be commercial. The second story comprises three apartments. The same owner and architect built the structure on the adjacent lot last year. The design is attractive and reminiscent of the adjacent building, however, its own features stand out also. Parking will be on the rear and side. Knox stated the Land Use Ordinance allows up to 25%shared parking spaces and this proposal is requesting 21%to be shared (3 spaces). The courtyard will be shared between the two buildings and landscaping will be similar. Skibby asked about the location of the utility meters. Knox responded they will be located on the front of the building. Architect Jerome White stated the Electric Department is requiring the meter boxes to either be on the front of the building or within five feet of the front on the side. Because of the design of the building and the length of the other lines for the adjacent building, this was the only feasible location. It will,however, be screened. White conveyed the design is similar to the adjacent building because when both lots were purchased,a long range plan was developed. The new building will be 30 feet longer and it will be brought out four feet at Fourth Street. The entry is similar to the building across the street which now houses Chris Briscoe's studio. White also stated the retail space may end up as office,however,they are planning for the highest use as far as parking is concerned. The material and texture will be different than the adjacent building. Plaster will partially be used on the bottom portion and will set the retail portion apart. Plaster will not include the bay. Colors will be similar but not the same-they have not been,decided upon yet. Also, there will be an awning on the new building, which will be different. Gary Powell, 562"A"Street, stated he is concerned about the parking and traffic on "A" Street. He is also concerned about how big the building will be. This is a very special area and it deserves consideration. The building will blend in but half the block will look the same. He said he appreciates the distinct differences between the new buildings that have been constructed so far. Also, the space between the two buildings is a concern. Sound bounces off the big buildings. He has tried to buffer the noise by planting more trees around his house. Powell related he didn't buy his house to change it but to improve it. He wants to keep the character of the Railroad District. When asked by Powell,White responded the new building will be a third to a half larger than the adjacent one. Applicant Cynthia White stated when she and Peter Brunner bought the property in 1993, they wanted to offer something unique to that corner. They liked the San Francisco-influenced design for that corner and also,they wanted to make the design similar to the one they built last year. Hollis Shostrom asked if an elevator would be put in. Shostrom informed him elevators were quite expensive. Cynthia White added there will be ramps all around the building and the lower floor will be wheelchair accessible. Jerome White acknowledged an elevator was considered but it was determined it would be too expensive. If the building were three stories high or larger in size, ADA would require an elevator. Jerome White said Powell brought up a good point about the changing nature of the buildings. The lots,however,were created with a more current character than the narrow lot historic character. They feel they are keeping the historic character of the area but in an affordable vein. He also noted the building will be the same width as the depot. Lewis stated when the applicants received their previous approval for the adjacent building,Jerome White provided a concept of what the building on the comer would look like. Foll noted "A" Street is designed for commercial development and the similarity of the two adjacent buildings appeals to him. He likes the flow and consistency. Skibby added the broken lines of Ashland Historic Commission Minutes March 3, 1999 2 i the new building add perspective to the structure. Lewis stated he likes the design from every side; it doesn't have a bad side. The color changes,textures and awnings all give the building its own character. This will be bringing back something that was all over town at one time. Bailey asked what material will be dividing the portion of the building that is recessed. Jerome White answered the windows will be framed like the others; it is difficult to see in the drawings. Shostrom stated he appreciates Powell's concerns about the space between the two buildings, and added there will actually be 26 feet. Each building is 13 feet from the property line. Powell was relieved to have that clarified. Shostrom then noted the second building has more detail, and the way the depth, elevation and textures change will enhance this. Because this is a commercial corner,the proposed building will be the primary building and will compliment the other one. Knox added Staff also sees changes from the first building. Seventy years from now, the buildings will probably look quite different. The consistency in the most recently constructed buildings is nice. At first there was a hodge podge of designs. Chambers moved and Bailey seconded to recommend approval of this application to the Planning Commission. The motion passed unanimously. BUILDING PERMITS Permits reviewed by members of the Historic Commission and issued during the month of February follow: 95 Winburn Way City of Ashland - Parks Ice Rink Cover 147 North Laurel Street Ronald Foster Re-roof 638 Siskiyou Boulevard John McCory/W. McCormick Re-roof 55 Golden Spike Way Karen Giese Remodel 298 Hargadine Street Mark& Maddie DeRienzo Remodel 156 Sixth Street Allison Renwick Convert Structure to Studio 300 East Main Street Allen Drescher Repair Sheetrock 155 Hillcrest Street Bill & Lisa Molnar Windows 342 High Street Ralph & Sandy Nelson Garage 321 North Main Street Laura Shrewsbury Remodel 44 North Second Street Trinity Episcopal Church Enclose Porch 157 Church Street Goerge Hocking Remodel 41 North Main Street Louie's Sign REVIEW BOARD Following is the March schedule for the Review Board, which meets every Thursday from 3:00 to at least 3:30 p.m. in the Planning Department: March 4'" Skibby, Foll, Bailey and Steele March 11 Skibby, Steele, Foll and Shostrom March 180 Skibby, Chambers and Shostrom March 25" Skibby, Foll, Bailey and Cowan April 1$' Skibby, Chambers and Cowan OLD BUSINESS Project Assignments for Planning Actions PA# Address Person(s)Assigned 96-086 685"A" Street Curt Anderson/Jim Lewis 97-018 661 "B" Street Jim Lewis 98-022 112 Helman Street Vava Bailey 98-039 Holly Street Joan Steele and Joyce Cowan Ashland Historic Commission Minutes March 3, 1999 3 PA# Address Person(s)Assigned 98-045 122 Church Street Vava Bailey 98-047 Between 548 &628 North Main Street Joyce Cowan 98-070 595 North Main Street Terry Skibby and Dale Shostrom 97-072 440 East Main Street Joyce Cowan 98-075 542"A" Street Jim Lewis 98-091 559 Scenic Drive Vava Bailey 99-020 525 "A" Street Jim Lewis NEW BUSINESS Moving Request for 134 Church Street Knox related this proposal is to move the existing house to another location on the same property in order to allow a larger single family residence to be built. Architect Fran Icenhower explained the proposal is to pick up the existing house and move it to the rear and side of the property, leaving the front elevation as it is. The front elevation will still be facing Church Street. The owners of the property would like to turn this house into a studio space on the second floor with garage space on the bottom floor. The side addition and rear sunroom addition will be removed. A garage door will be installed on the Baum Street side. The Commission discussed duplicating some of the windows on the right side more like the left side if it works for the owners on the inside of the building. Icenhower said the stairway and closet area are in the way on that side, but she will see if any more windows can be added. Chambers asked if it would feasible to have a single rather than a double car garage. Icenhower answered another single car garage will be built perpendicular to the street in the new house. Skibby said in reality, the house will be saved and turned into a carriage house. Lewis asked if,the garage door could be changed from a roll up type to a two-section one. Icenhower responded there are garage doors available now that look like they are in two sections that open out, yet still roll up. She will do more checking. Chambers agreed with Skibby the same building will be on the same lot with the same elevation and the front facade restored. He stated this is a creative solution. Foll said he is concerned with what the new house will look like. He doesn't want it to block the existing historic house. Icenhowersaid the historic home will be totally visible and added the design forthe new house has changed considerably since the beginning. Currently, it is designed to have a 1500 square foot footprint and will be a bungalow style. The basement area has been expanded with this design. She said she took input from Lewis, Shostrom and Cowan when she met them on the site and is trying to work the recommendations into the design. Shostrom said his concern is the bulk and scale of the new house. Church Street is comprised of older historic homes and this will be the first new home on the street. He does not want this to start a trend. Bailey asked how high the new house will be and Icenhower answered it will be 24 to 30 feet. Chambers asked if either shed, both of which are proposed to be demolished, is movable. Icenhower said they are both in bad shape but the smaller one may be able to withstand a move. She added the owners would be willing to give them away if anyone wants to move them. Foll said it is important the Review Board see the elevations of the new house and the streetscape of what the lot will look like. Foll then moved and Chambers seconded to recommend approval of this house move to the City Council upon Review Board examination of the proposed new house. Bailey added it will be necessary to ensure there is visual space between the two. The motion passed with all voting aye except Bailey. Icenhower stated she will be out of town, but Tom Taylor will bring in the elevations for the new home to the March 11'"Review Board meeting so it can go to the City Council on March 16". Ashland Historic Commission Minutes March 3, 1999 4 i Masonic Temple -25 North Main Street Knox explained the owners of this National Register building are proposing exterior changes so a Staff Permit is required. He clarified the changes which are proposed. (At 10:00, Skibby moved and Foil seconded to extend the meeting until 10:30 p.m. The motion was unanimously passed.) Skibby moved to approve the changes proposed for this building with the stipulation the signs ft the relief panels between the first and second Floors. Shostrom seconded the motion and it passed unanimously. More OLD BUSINESS Grant for National Register Web Site Steele said she has been working with Skibby on the details of each site. Southern Oregon Historical Society Since the tour which was planned for February 24" needed to be rescheduled, the Commission decided on March 24th. Ashland Public Library There was nothing new to report. More NEW BUSINESS National Historic Preservation Week -May 9-15, 1999 In discussing the annual presentation of awards,the Commission decided to hold the ceremony at the Old Armory at noon on Friday, May 14'". This decision was based on the fact the Railroad District is soon to be placed on the National Register of Historic Places, the Armory is already on the National Register, Southern Oregon Historical Society now has an office there, and there is refuge from the rain if needed. There will also be a walking tour of the Downtown area. The Review Board will discuss this further and decide upon more events. ADJOURNMENT With a motion by Bailey and second by Cowan, it was the unanimous decision of the Commission to adjourn the meeting at 10:33 p.m. Ashland Historic Commission Minutes March 3, 1999 5 ?i ASHLAND AIRPORT COMMISSION Noon, Wednesday, March 3, 1999 WRITES MEMBERS PRESENT: Paul Rostykus, William Skillman, Ken Ehlers, Lillian Insley, Marty Jacobsen, Staff present: Paula Brown, and Dawn Curtis, Bob Skinner, FBO MEMBERS ABSENT: Don Fitch, Alan Hassell, Councilor Cameron Hanson I. CALL TO ORDER: Meeting 12:00 Noon II. APPROVAL OF MINUTES: Wednesday, February 3, 1999 Minutes approved with changes. III. ADDITIONAL AGENDA ITEMS: Eric Libbey was introduced to the Commission. Mr. Libbey is a contract pilot for Doug Neumann. IV. OLD BUSINESS: A. Pendine Projects: 1)Hangar Development. A. Update from staff on availability and use of the $4.000 "deposit" Staff had no report to give on this money at this time. B. Update from staff on Hangar Proposals -The interest by Doug Neuman is still present. The hangar design is under question as it does not fit into the master plan design. Does Commission want to accept these changes? They would like to see a hangar with a larger door clearance of about 20' to accommodate their jets. The site they are looking at is the eastern most site and expanding the 80 X 60 hangar to an 80 X 80 hangar. The ramp area paving responsibility falls onto Neuman. This area has yet to be staked. The water line has been identified previously. Could the Commission consider moving the hangars more closely together to help lessen the excavation of the apron. There is a 4 foot minimum spacing between the hangars on the master plan. As long as the drainage was considered, this could make up for some of the space for the extra twenty feet. The realignment of the taxiway would need to be considered to make this happen. Rostykus asked why the area marked for the larger hangars was undesirable. Skinner remarked that area houses tie downs that are used during the year. The Commission agreed to look at the plans that will be brought in next month for the larger hangar. Environmental Mapping Services Proposal to build adjacent to the FBO hangar still is controversial to most of the Commission. During a meeting with Staff, EMS and commission members to discuss alternatives to this site. There are sites further down that will require the moving of water lines. The option of using the FBO hangar would create conflicts for the future FBO hangar site. The two sites would give both parties more leniency in the leasing or buying options. If the connection to the FBO hangar were to be preferable for EMS there would be many contingent issues. Commission would rather see the second site further away G:Dawn\Airp\MinutesTebruary 99.wpd from the FBO chosen. The proximity would be beneficial to the mechanics but would limit any future growth of the FBO hangar. These options will be further discussed by EMS. When a decision is reached, EMS will contact the Commission. 2)Fuel Tank Status: Engineering has reviewed the plans and returned them to Bergeson/Boese with changes. The final revisions will be returned shortly. They will then need to be reviewed by the Building Department for permitting. The State Marshal will finalize the plans and issue a final approval. Skinner talked to the supplier and they will be bringing down a semi truck to fuel Jet A and 100 Octane from. Skinner's trucks will be outfitted to have a bottom load port retrofitted for future fueling. B. Maintenance Issues: Staff 1) Beacon Replacement The beacon will cost approximately $3,400 and will come out of next years budget. We will also look into a reserviced beacon from surplus but that will depend on the warranty we can receive. IV. NEW BUSINESS: A. Landing Tarriffs on incoming freight - Staff reported that the current charge for the freight is $.65/1,000 lbs. After speaking with Teddy Baker, ODOT Aviation Department, suggested comparing other airports and forwarded a copy of the 1998 survey. The Medford Airport has a double billing system for their freight carriers. If a company has a signatory agreement within the airport (a lease agreement) they are charged $1.43/1,000 lbs. If there is no agreement the rate is $1.66/1,000 lbs. It seemed typical for airports with this type of agreement to have as much as a 30% increase for non-based operations. Baker suggested using the operations costs of the airport as a basis for raising the rate. The rate could yearly increase with the CPI as does the tie downs and such. We could also adopt a sliding fee for different weight categories. It is also practiced to charge carriers weighing over the maximum load of the runway an extra fee for increase wear and tear to the asphalt. Commission voted on raising the rate to $1.50 11,000 lbs. An ordinance will be brought in front of the City Council during our March 16'presentation. B. Other: AIP Priorities- Attached in the packet were the top priority projects the Commission had voted on as being the most important. Staff wanted to be sure that the Commission still agreed on these items: Installation of perimeter security fencing; Construct the east hangar access taxi lanes; install taxiway retro reflectors. Skinner pointed out that with the new hangar development we will need to consider the phase II apron installation a growing priority. Brown pointed out that we will most likely not get approval for both fence and runway but they will specify which we can fund. Brown will have Olson look at the last AIP projects to find what the cost to us was in the past. Next year's AIP will focus on the taxiway phase II. V. AIRPORT MANAGER REPORT/FBO REPORT/AIRPORT ASSOCIATION: A. Status of Airport Financial Report Review of Safety Reports: Hiring process will begin for a third full time mechanic for the FBO hangar. Damage to one of the T- Hangars has been repaired. December sales were good. There was a lax in business due to weather. Weeds should be addressed soon. B. Ashland Airport Association: Status Report Airport Appreciation day will be May 23d this year. G:DawnWirpVdinutes\December 98.wpd B. Other: VI. INFORMATIONAL ITEMS: A. ODOT Letter and response regarding FY00 AIP Projects - FYI B. Article "Off the Beaten Runway" Oregon Business, November 1998 - FYI C. Flightlines Oregon, ODOT, Oregon Aeronautics Division, Winter 1999 D. Reminder: Airport Commission is scheduled to give an update to the City Council on March 16" Commissioners should consider what they would like to present to Council during our time. Contact Dawn or Paula with ideas. The presentation will be 5-10 minutes long and commissioners are encouraged to attend. We will add this to the agenda for next month's meeting to further discuss. VII. NEW: Insley brought to the attention of the article in the Medford Mail Tribune regarding the standing of ODOT and the aviation division. Should the commission become involved in the legislature for this separation? Brown will contact Senators Uherbelau and Hannon to see if they would like to attend one of our meetings to hear our views. VII. ADJOURN: Meeting was adjourned at 1:30 PM. G:Dawn%irp\MinutesXDecember 98.wpd Monthly Building Activity Report: 01/99 Page 1 # Units Value SINGLE/MULTI-FAMILY & TOURIST ACCOMODATIONS: Building: 26 CONDOS - SHELL ONLY 1 2,567, 000 ACCESSORY RES UNIT 1 67, 042 ADDENDUM 1 0 ADDENDUM (USE # 9812009) 1 0 ADDENDUM/PERMIT 9901009 1 0 ATTIC DORM CONV/WIND REP 1 10, 000 CONV GAR TO ACC RES UNIT 1 38,692 DECK 3 5, 987 FENCE 3 4,650 FIRE SPRINKLER SYS 1 4,256 FIRE SPRINKLER SYSTEM 1 2, 500 GARAGE 1 14, 057 GARAGE/STORAGE BLDG 1 5,206 PORCH 1 2, 500 REMODEL 4 33, 374 REMODEL & ADDITION 1 92, 722 SFR 7 1,149, 881 SFR-A 4 421,226 SPECIAL INSPECTION 3 0 Subtotal: $ 4,419, 093 Electrical: 7 BR CIR/KITCHEN REMODEL 1 1, 500 ADD 2 CIRC & SUB PANEL 1 400 ADD RECEPT & PORCH LIGHTS 1 800 ALARM SYSTEM 3 5, 937 BRANCH CIRCUIT 1 300 CIRC FOR HOT TUB 1 550 EXT BR CIR/PLUGS/LT 1 225 FEEDER AND 4 BRANCH CIR 1 450 RELOC SWIT/EXHAUST F & L 1 200 SERV CHNG/10 BR CIRC 1 1,450 SERVICE & APT WIRING 1 2, 600 SERVICE + 3 BR CIRS 1 450 SERVICE ALTERATION 1 450 SERVICE CHANGE 2 1, 150 Subtotal: $ 16,462 Mechanical : DIRECT VENT GAS HTR 1 500 Monthly Building Activity Report: 01/99 Page 2 # Units Value SINGLE/MULTI-FAMILY & TOURIST ACCOMODATIONS: Mechanical: FIREPLACE INS/HEARTH EXT 1 2, 000 FIREPLACE-ZERO CLEAR 1 1, 500 GAS F/H PUMP/2 CIRC 1 6,688 GAS FIREPLACE INSERT 1 1,864 GAS FURNACE 1 1,600 GAS LINE 2 415 GAS LINE W/APPLIANCE(S) 1 1,180 GAS LINE, GAS FURN 1 2,365 GAS LINE/BRANCH CIRC 1 250 GAS LINE/FREE STND STOVE 1 2,300 GAS LINE/FREE-ST FIREPLC 1 2,785 GAS LINE/INSERT 1 1,978 GAS PIPING/FIREPLC INSERT 1 2,800 GFAU 1 4,000 GFAU W ELECTRIC 1 4,744 GFAU W/ELECTRIC 1 1,500 GFAU/AC 3 15,866 HEAT PMP/HUMDFIER/3 BRCKT 1 3,000 HEAT PUMP/3 BR CIRC 1 3, 965 RANGE/WTR HTR/INSERT 1 250 WALL HEATER 1 650 Subtotal: $ 62,200 Plumbing: BACKFLOW DEVICE 2 1, 000 RELOC BATHRM/SINK 1 2, 000 REPIPING 1 1,800 REPLACE PIPES 1 250 REPLACE WATER HEATER 1 295 REPLMB HOUS/RELOC FIXTURS 1 4,000 REPLUMB SFR 1 2,500 SEWER LINE 2 1,500 WATER HEATER 2 928 WATER LINE 1 200 WATER/SEWER 1 150 WATER/SEWER/REPIPE 1 1,800 Subtotal: $ 16,423 ***Total: $ 4, 514, 178 COMMERCIAL: Building: ADDENDUM TO #9811061 1 0 Monthly Building Activity Report: 01/99 Page 3 # Units Value COMMERCIAL: Building: ADDITION-MEDICAL OFFICE 1 18, 000 ADDN-NATATORIUM (SHELL) 1 800, 000 ATM-B OF A 1 8, 000 REMODEL 2 10, 500 REROOF 1 10, 127 ROOF REPLACEMENT 1 30, 000 Subtotal: $ 876,627 Electrical: 4 BR CIR FOR HP/OUTLETS 1 3,500 4 BR CIRC 1 1,250 4 BRANCH CIRCUITS 1 500 7-LINE TELE SYSTEM 1 1,600 ADD 1 BRANCH CIRCUIT 1 500 ALARM SYSTEM 1 1, 398 FEEDER CHNGE/2 CIRC 1 1, 000 Subtotal: $ 9, 748 Mechanical: EXHAUST FAN/DUCTING 1 1, 500 GFAU 1 5,400 Subtotal: $ 6, 900 Plumbing: 8 BACKFLOW DEVICES 1 5, 000 Subtotal: $ 5,000 ***Total: $ 898,275 Monthly Building Activity Report: 01/99 Page 4 Total this month: 112 $ 5,412,453 Total this month last year: 85 $ 7, 770, 710 Total year to date: 714 $20, 196,275 Total last year: 659 $31,286,313 This month This month This year last year Total Fees: 40,435 66,317 202,277 Total Inspections: 643 689 4851 NEW CONSTRUCTION: 1/99 RESIDENTIAL PAGE NO. 1 03/23/99 ADDRESS #UNITS CONTRACTOR VALUATION ** 26 CONDOS - SHELL ONLY 900 MOUNTAIN MEADOWS DR MEDINGER CONST. CO. INC. 2567000.00 ** Subtotal ** 2567000.00 ** GARAGE 155 OHIO ST OWNER 14057.00 ** Subtotal ** 14057.00 ** GARAGE/STORAGE BLDG 1075 PLEASANT WY G & D BUILDERS 5206.00 ** Subtotal ** 5206.00 ** SFR 452 THIMBLEBERRY LANE ASHER, STEVEN DBA ASHER 192653.86 HOMES 1336 PROSPECT ST OWNER 169965.00 594 GREAT OAKS DRIVE MEDINGER CONST. CO. INC. 122000.00 1458 OREGON ST MORGAN PACIFIC L.L.C. 146277.00 230 SUNNYVIEW ST ASHER, STEVEN DBA ASHER 181081.00 HOMES 250 SUNNYVIEW ST ASHER, STEVEN DBA ASHER 177905.00 HOMES 2535 SPRING HILL DRIVE EAGLE CONSTRUCTION 160000.00 ** Subtotal ** 1149881.86 ** SFR-A 477 LARKSPUR LANE ASHER, STEVEN DBA ASHER 107571.00 HOMES 481 LARKSPUR LANE ASHER, STEVEN DBA ASHER 104820.00 HOMES 485 LARKSPUR LANE ASHER, STEVEN DBA ASHER 104820.00 HOMES 489 LARKSPUR LANE ASHER, STEVEN DBA ASHER 104015.00 HOMES ** Subtotal ** 421226.00 *** Total *** 4157370.86 NEW CONSTRUCTION: 1/99 COMMERCIAL PAGE NO. 1 03/23/99 ADDRESS #UNITS CONTRACTOR VALUATION ** ** Subtotal ** 0.00 *** Total *** 0.00 Council Communication Public Works Department PUE Termination April 6, 1999 Submitted by: Paula Brown�.J✓ Reviewed by: Paul Nolte &/`_y�Y11 Approved by: Mike Freeman/•°" Title: Termination of a portion of a public utility easement adjacent to N. Mountain Avenue on lot 37 of Mountain Meadows Subdivision, Phase II (tax lot 39-1 E-4AD-224) Synopsis: This request vacates the easterly 4 feet of a ten foot wide public utility easement located on lot 37 of Mountain Meadows Subdivision, Phase II (tax lot 39-1 E-4AD-224). The request was received from Mr. Larry Medinger who has submitted a building plan which shows a projection of the building footprint into the easement. This plan as submitted requires a six foot building setback. Mr. Medinger is currently working with Planning staff to modify the building envelope from a ten foot set-back to a six foot setback. The reduction of the easement width is a requirement for approval of the setback reduction. Recommendation: It is recommended that City Council adopt a motion to terminate the easterly four feet of the public utility easement located on lot 37 of Mountain Meadows Subdivision, Phase II, and authorize the Mayor and City Recorder's signatures on the attached quitclaim deed. Background Information: The original alignment of North Mountain Avenue as shown on the plat of the Mountain Meadows Subdivision was in error. This error was remedied by deeding an•additional strip of land along the west boundary of the subdivision as right way creating a slightly wider section. While this had no effect on lot boundaries it did increase the distance between the sidewalk location and the lot boundaries. This additional width was used primarily for utility construction which meant that only a portion of the plotted utility easement was needed. All utility companies have been notified and have expressed no objection to the termination of a four foot wide section of the easement. The approval of this easement termination along with Planning's approval of a reduced building setback will provide a closer siting of the building to the sidewalk. This is in conformity with the approved North Mountain Avenue Development plan. FAUSERTAULATOUNCILVerminate PUE MtMead.wpd r MNO rat-WRCW DEED bM.M.Ip CpVp.Ml. On Oi,M. R EM rtU 4wMKK,5.W LO.Pon11µp, n.Np CITY OF ASHLAND STATE OF OREGON, ______. -ASHLAND CITY HALL_____________________________ County r -------------------------- - ASHLAND OR 97520 _ _ ._ cem y that----------"------adnr.x.,ww•m,... the m instrument"' was received for record on the ------ d ay _MOUNTAIN MEADOWS_E_L_L.C.------------------- of_______________________________ 19.....,at P O BOK 1334 ------------------------------- -----------o'clock------M.,and recorded in _ASHLAND OR 97520___ _--------------- book/reel/volume No. __________ on page _ ___..__ _cw1 w .x.m..n.imm. sr•cE aasEnvEO _______________ and/or as fee/Cite/instru- An.,,..I%mumMM.^ .AAdn-*.nrl: rest CITY OF ASHLAND mcnl/microfilm/reception No. ------------ _ __________________________ RECOADERS USE Records of said County. A- ------ CITY HALL -' - °"---°'---"'-----_----""' Witness my hand and seal of County ASHLAND OR 97520______________________________ _______ affixed. Wd"M.1w an.Mw.r w m mMm.m.m IN.ms.•mr...,not: ______________________________________ --------;wlE---------------------PiN------- . -------------------------------------------------------- By________--______ Deputy. _________________De ut QUITCLAIM DEED KNOW ALL BY THESE PRESENTS that City_of -------------------- ____________________________________________________________________________________________________________________________________ hereinafter called grantor,Cot the consideration hereinafter stated,does hereby remise release and forever quitclaim unto---------- ___ (!PIN C�JIDRVSr__LeL.C.r_en_Oiegon Llmlted LlebilitY --!----— -- hereinafter called grantee,and unto grantee's heirs,successors and assigns,all of the grantor's right,title and interest in that certain real pproppeerly,with the tenements, hereditaments and appurtenances thereunto belonging or in any way appertaining,situated in JACI(3ON-_--_______________County,Slate of Oregon,described as follows,to-wit: SEE EXHIBIT "A" ATTACHED HERETO AND MADE A PART HEREOF *" THE PURPOSE OF THIS QUITCLAIM DEED IS TO VACATE A PORTION OF THE PUBLIC UTILITY EASEMENT AS SET OUT AND CREATED IN THE OFFICIAL PLAT OF MOUNTAIN MEADOWS SUBDIVISION, PHASE 2, RECORDED IN JACKSON COUNTY, OREGON, AS IT SPECIFICALLY AETEM LOT 37 OF SAID SUBDIVISION. OF ar•eE 0440 lelENr.COIlnNnE OESdiWrpN ON AE SE) To Have and to Hold the same unto grantee and grantee's heirs,successors and assigns forever. The true and actual consideration paid for this transfer,stated in terms of dollars,is s- !;-------------m However,the actual consideration consists of or includes other property or value given or promised which is❑pan of the ❑the whole(indicate which)eonsideratlon.m(The semen between the symbol$m,if not appliable,should be deleted.See ORS 93.030.) 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------------------------19-----;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. THIS INSTRUMENT WILL NOT ALLOW USE OF THE PROPERTY DESCRIBED IN _ _ _ THIS INSTRUMENT IN VIOLATION OF APPLICABLE LAND USE LAWS AND REGU- LATIONS.BEFORE SIGNING OR ACCEPTING THIS INSTRUMENT,THE PERSON ACQUIRING FEE TITLE TO THE PROPERTY SHOULD CHECK WITH THE APPRO- _ __ AND CITY OR COUNTY PLANNING LAWSUITS AGAINST ST VERIFY FAR ING OR FOREST Bai�ara LFUis Een§el$, fy Recoi'diar AND TI DETERMINE DEFINED ED LIMITS 0.LAWSUITS AGAINBT FARMING OR FOREST _ PRACTICES AS DEFINED IN ORS 30.930. ---------------------------------------------------------------- STATE OF OREGON,County of___Jackson--------------------)SS. This instrument was acknowledged before me on --------------------------------------- 19------ . by________________________________________________________---______________________________._____- This instrument was acknowledged before me on ---Febcvary----------------- --- by _ CATTiERINE SHAW_and BAREN2A_CHRIST£NSEN________________________________________ as _MAYOR and CITY_RECORDER______________________________________.__._______.__.___.___. of__CITY_OF ASHLAND_ ___..___________________________________._..._______.___.___ Notary Public for Oregon My commission expires----------------------------------------- L.J. FRIAR AND ASSOCIATES ® CONSULTING LAND SURVEYORS . t1 wm fM 9IN69T MEOMORM OPEWN NMI lMM1FlUMM y,mvz �MF.Se.M IMS LEGAL DESCRIPTION Beginning at Southwest corner of Lot 37 of MOUNTAIN MEADOWS SUBDIVISION, PHASE 2, A Planned Community, according to the official plat thereof, now of record, in Jackson County, Oregon; thence along the South line thereof, South 89 051137" East, 10 feet to intersect the East line of that certain Public Utility Easement .(PUE) shown on said Plat and the true point Of beginning; thence along said East line, North 00003 ' 33" East, 95. 9 feet to the North line of said Lot 37; thence along said North line, South 89 654116"West, 4 feet; thence South 00°03'00" West, parallel to and 4 feet west of the east line of said PUE, 95.9 feet to the south line of said Lot 37; thence along said south line, South 89°51137" East, 4 feet to the true point of beginning. PORTION OF PUE TO BE VACATED Mountain Meadows LLC February 8, 1999 95-161 REGISTERED PROFESSIONAL LAND SUR�VpE'YOR OREGON JULY 11, 1986 Jams S. miss$ 9xx"AL LATZ 6-30-99 V) I w 1 n 00 1 Z 3 3 3 3 3 trim cr Ila. Li 3 7 9 a a m 4 r t I LO I n I 00 1 m ----------- PROPOSED EASEMENT TERMINATION I 39 1E 4AD I STREET PLUG J ' ? -FAl/� 232 J 0.001 AC 04Ks 1 . 206 �4 ` 0.14 Ac a er I A iar tr 54' t210 L ` 0.13 Ac 207 r.r 3 X211 n. 208 rn — 0.09 Ac / h 0.09 Ac '+ > 52'0 Slw CE .. . .... ,,.,.., 209•oc=B S" 212 =.,:- =0.14 Ac �J 0 14A 49 L rs.=1 50 3 uj Q SEE �t Z SUPPLEMENTAL FMAP Z n PROPOSED 4' EASEMENT TERMINATION 0 - c ° Q t F- \ 62[Y 9241 198.11 a O +99 §224 9 226 25 sa 10.15 Ac 0.17 Ac 0.16 Ac O IN w GJ. Z fi5 >P>0 22 �\ *�° 203 PART OF LOT 26 �6t=! 37 36 5'17 34 f 1.38 Ac AO - OPEN SPACE .81 28 0.11 Ac o 13 228 `" l// ��0� 1 C � 0" 1 .110 ' ,.0.13 Ac B. 0.12 AC ¢34.v� .[[=33 / X11 - - - - - 32 14 O p�7 0 ,S\ N SCALE: 1' = 100' PROPOSED EASEMENT TERMINATION I� NOR TH MOUNTAIN AVE. r ..-- -._._._............................._._ I 0 = rr , p ro b. Dedicorcd — -- - ro,..Pu . tb�— 5; 99 IU NIn•00 55 W I \1 N� ' �o;; V PROPOSED 4' EASEMENT TERMINATION , sq f t o rnq ' 17-- r fTtl a 113 1:1 28 28 2:1 SI7 INN, 96. 17 -- N0'0U '55 'W,' N 8 8 Ingqress -Egress 41 ce w Q PLIE ar: 33 `° 1 c° NU'U5 'do "W 75 , :i 36 c' 13 9 iFi ep I n, I r �•.rD T651 sq 1'r � �: • , .1, a °' m 5232 sq 38. 30 13 o N I a ( ^�. .% '�. \, s\. cc�•\ 50'05 '44 9, a w cb ,i4 oy i��di 01 i ISO '05 '44 'c 4867 sq f, ti0 \'1p �' Tom• �— 40 � = rn i \ ('C d3 hL o 5232 sq f'r : c \ yh/ 7136 sq ft 10 40 rn 0. SU'05 '42"E A5 '/— .y� rlJ /c to �. 'o.. 1 0o I 41 \ \ ` NN, 'J �\ N"N", F \ / a I 5678 sq f v, Council Communication Public Works Department Vacation of New Street April 6, 1999 Submitted by: Paula Brown Reviewed by: Paul N.be �•,/ Approved by: Mike Freeman „ Title: An Ordinance for the Vacation of New Street from its Intersection with Oak Street to its Terminus, All of Which Is Located Between Hersey Street and the Railroad Tracks. Synopsis: With the approval of a recent land partition, John Fields created a new street right of way at Clear Creek Drive. Clear Creek Drive is approximately 100 feet north of New Street as it is presently recorded, and is intended to connect to A Street at 4" Street. This right of way renders New Street unnecessary. The attached petition calling for the vacation of New Street off Oak Street has been received and verified. A notice of the proposed vacation was sent to all City departments and utility companies on February 8, 1999. No objections to the vacation have been received. The City Council established a public hearing for April 6, 1999 at it's regularly scheduled meeting on March 16, 1999. The City Recorder published all necessary notices. Recommendation: It is recommended that the Council hold the public hearing for any objections to the vacation of New Street. Based upon the outcome of that public hearing, it is further recommended that the Council read by title only the Ordinance to Vacate New Street from its intersection with Oak Street to its Terminus all of which is located between Hersey Street and the railroad tracks. Background Information: New Street was established in its present position in March of 1911 under Ordinance No. 462. The street was only 148.55 feet long and connected to Oak Street approximately 300 feet south of Hersey Street. New Street was actually created prior to Hersey Street (previously known as Stanley Street or Stock Drive) and was intended to connect to what is now Hersey Street. Hersey Street, however was deeded to intersect Oak Street further to the north (at its present location) and New Street was never deeded any further than the original 148 feet off Oak Street. New Street was never opened or improved as a public street. With the approval of a recent land partition, John Fields created a new street right of way approximately 100 feet north of New Street. This street, named Clear Creek Drive, is intended to connect to A Street at 4" Street and perhaps ultimately to Mountain Avenue. This right of way parallels New Street for its entire length and renders New Street unnecessary. FAUSERTAULMCOUNCIUCC PH Vac New St Apr6.wpd A4543 EXHIBIT A TRACT A: Beginning at a point on the easterly side line of Oak Street in the City of Ashland, Jackson County, Oregon, which is 68.0 feet South 45° West from a point on the north line of Donation Land Claim No. 42 in Township 39 South, Range 1 East of the Willamette Meridian in Jackson County, Oregon, lying 3 .68 chains East of the northwest corner of said Donation Land Claim No.. 42; thence South 450 West, along said easterly side line of Oak Street, 135 .0 feet to corner; thence South 50-1/20 East 140 . 0 feet, more or less, to the west line of a tract described in deed recorded in Volume 10 page 531 of the Deed Records of Jack§on County, Oregon; thence North 45" East, along said west boundary line, 135.0 feet to corner; thence Westerly, parallel to the second described course, 140 .0 feet, more or less, to the point of beginning. (Code 5-01, Account #1-5059-8, Map #391E4CD, Tax Lot #1600) TRACT B: Beginning at a point on the north line of Donation Land Claim No. 42 in Township 39 South of Range 1 East of the Willamette Meridian in Jackson County, Oregon, 34 .36 chains West from the northeast corner of said claim, which point is also the most northwesterly corner of tract conveyed by Lindsey Applegate to R. Koehler, Trustee, by deed recorded in Volume 10 page 531 of the Deed Records of Jackson County, Oregon; thence South 1.58 chainc; thence West 1.58 chains to the northeast corner of tract described in Volume 7 page 787, said Deed Records; thence South 450 West along the easterly line of said tract 51 feet, more or less, to the most easterly corner of tract described in Volume- 113 page 141, said Deed Records; thence Northwesterly, along the northeasterly line of said tract, to a point on the easterly line of Oak Street, which point is South 450 West 68 feet from the intersection of said easterly line with the north line of Donation Land Claim No. 42; thence North 450 East 68 feet to the north line of said claim; and thence East, along said north line, 209 feet, more or less, to the point of beginning. EXCEPTING THEREFROM the following: Beginning at the northeast corner of the above described tract; thence South 40 feet; thence Northwesterly 213 feet, more or less to the point of intersection of the easterly line of Oak Street and the north line of Donation Land Claim No. 42 in Township 39 South of Range 1 East of the Willamette Meridian in Jackson County, Oregon; thence ..East, .along the north line of said claim to. the point. of beginning; conveyed..to .the .City of ,Ashland, ..Oregon, by deed recorded in Volume 263 page 497 of the Deed Records of Jackson County, Oregon. ALSO EXCEPTING THEREFROM that portion conveyed to the City of Ashland, Oregon, a municipal corporation, by deed recorded September 25, 1981 as No. 81-18114 of the Official Records of Jackson County, Oregon. (Code 5-01, Account #1-5060-3, Map 4391E04CD, Tax Lot #1700) TRACT C: Beginning at a point on the southeasterly line of Oak Street in the City of Ashland, Jackson County, Oregon, according to the official plat thereof, now of record, said point bears South 144 .00 feet and East 104. 00 feet from the northwest corner of Donation Land Claim No. 42 in Township 39 South, Range 1 East of the Willamette Meridian in Jackson County, Oregon, (also South 29 025' West 162 . 00 feet from the northwest corner of Donation Land Claim No. 41, said Township and Range) ; thence South 45°19' West, along the southeasterly line of said Oak Street, 80 . 00 Zd Wdib:50 6661 91 ". ew Zbb6Z8bIb5 : "ON 3NOHd W31SAS XC3 J1ioSeued : Wod3 84543 (continued) feet; thence South 490301 East 149. 50 feet, more or less, to the westerly line of tract described in Volume 10 page 531 of the Deed Records of Jackson County, Oregon; thence North 45*19• East, along said line, 80.00 49*30' Westo149.50ufeet9to0theapoint ofeginning. bef beginning; thence North 9� (Code 5-01, Account #1-5058-0, Map #391E4CD, Tax Lot #1500) £d Wd0l:$0 6661 91 '�eW evv8e8bTvG 'ON 3NOHd W31SAS XHJ Dwoc of w� .,,.., . O� V Q` E R,, 4Q2 !_loj7e) O a V 803 "f • 2 S ... V �+ 025 A, P-22-1992 r fo•y p � �UJN,ffa.i ' S� ►wx�� ' 'R��, PSEE. DETAIL MAP 2 v. �. IP-624992 : Lps ' «a�oaT1 t A p��' \ NW Cor. D.L.C.42 ,''f _ N��°, J, v 1700 IV 6` 1600 b 1900 N I 2000 3 6 �`} �- 5 � 1800 0 a 4•i 55 �' 15 ,ia ee � 4•fc �Q. 1500 a" his print is ma (E Q ►' , assumes ting in 10011111 laid premises and Mer em of y no liability for informs map InCluding zoning, variati twn aimed on this SWS and locations,aacertai ea If any, M dimes. C IACKSON by actual Survey. 1400 �'' { ► DIVISION OF OR GON TITLE TITLE INS, CO. PQM• 502 W. MAIN p", 779.2811 MEDFORD ds O6O , OAEQON _ o �LC42 h v � ^ M �J \ e i i xpJ o' SOG � � ryFRti ,�•� 4LIN -... �► +1.�:-rr� ssfti:a'ewke:..,�ccf3t+:%:. _ A.4 C/ bd WdZb:SO 6661 91 '�eW F/nv.`_iJ✓'c`�''.` <c.c�.�:i.._ t - c`•M': 'ON 9NOHd W316A5 XHi ORDINANCE NO. AN ORDINANCE FOR THE VACATION OF NEW STREET FROM ITS INTERSECTION WITH OAK STREET TO ITS TERMINUS, ALL WHICH IS LOCATED BETWEEN HERSEY STREET AND THE RAILROAD TRACKS THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. The public right of way of New Street, from its beginning at the intersection with Oak Street then easterly approximately 150 feet to its terminus as more particularly described on the attached Exhibit A, is vacated. The foregoing ordinance was first READ on the day of ' 1999, and duly PASSED and ADOPTED this day of 11999. Barbara Christensen, City Recorder SIGNED and APPROVED this day of 11999. Catherine M. Shaw, Mayor Reviewed as to form: Paul Nolte, City Attorney PAGE 1 - ORDINANCE CAWINOOWSUEMNvawton ord new sheet.wpd \ ) cn \ ) + ) § } 0 � § - « cn � C) § k � . c � . \ ) ( § \ § § rL (L CL § Q , n m , f * gym co co o � � © - CL ° - E { \ \ \ � 7 \ / / } / \ L) k ` z ■ - = E k2 [ \ & t0 _ - : E . D \ \ k « D / �_ - - f a £ _ \ - / k / 0 m E c \ / 0 \ ! ® 0 2-2 ( } } k \ � CN $ k \ 7 » ° © � � § R { ) ) { � \ ) j \ ( l ) { / k ( ) / \j / . { « , ! a « fE |2 � Q § l + � fu # _ ! o o ` - � ® � U) a) 2 ; f � i � � Elakf = .2 0 '=7k © ° � ° m ] f a £ ! { { _ 5 7 ; a ` / § 2 « o § $ \ t k 2 % « f 4 , , .- z « ! . Uam � � o � £ « R £ 44lmT < U) w80-moM, ca \ ) cn � - § _ k o E E � E _ ) CL ~ J \ E y \/ - * , 0) - c 5 2 ® 2 { as ] f _ \ k U { \ / \ _0 , f A § $ - ± � J - - o ƒ ) / /Q L f � 2 � ` ` E ° E \ \\ E E9 ° ` 7e & ) ¥ § t / 2 _ }/ 2£ \ / \ , n - / E ! G = « k/ ) \) 7= e g Q i E k _ k k § ) \/ \/ \\ ( ) \ &G2 { f% Qc ( ekn ® _ ca ( a) Co � 7 ! \ - 0 � , - � ` f �/ � ° > (a � k �2 , Aki ) -03:c $ ) t6i0 = § § m as aA . �(1] ) - / � E/ S E > mo f wC'p 0 ° ° � o � a $ 2( \ ® ( ° � } � IL _ �° ] @22 ®7 E k & / k ) ƒ§ / ® ƒ % � \ (k) )B \ o , � @ \ $ o\){ /T ) d �\ o \dC e k ), 2§ � z § § e@I ) � i £ ) $ pbj ] 2A23 f � o < > w EW c 2 ■ - - - - - - - - - - � - G - - - - � - - - - - Council Communication Public Works Department Request for Sewer Service 1 / April 6, 1999 Submitted by: Paula Brown n Approved by: Mike Freeman Title: Request for Sewer Service outside the City limits, but within the City's Urban Growth Boundary -Rob Saladoff and Gerry Mandell- Temple Emek Shalom, 1800 E. Main Street(39 1E 11 tax lot 900) Synopsis: Rob Saladoff and Gerry Mandell on behalf of the Temple Emek Shalom have requested the opportunity to address the City Council regarding the connection to the sanitary sewer system at 1800 E. Main Street,the proposed siting for the Temple Emek Shalom. They realize that they do not meet the full "letter"of the Code, but are requesting Council's support for City sewer connection based upon a series of reasons outlined in the "Background" section of this report and in their attached letter. Attached is an additional packet of information from Temple Emek Shalom. Recommendation: This request does not meet the full requirements for connection to the sewer system, and as such, staff recommends denial based solely on the interpretation of City Code. However, the Temple makes a strong case for connection based upon environmental and health concerns, and are willing to provide a City main to within 300 feet of the property. There are three options for the Council to consider: 1) Deny the request based upon the fact that the lot does not have an Ashland sewer main or line within 300 feet of the building. 2) Direct staff to review and recommend appropriate changes to City Code and bring back the request at a future time. 3) Approve the Temple's proposal to install an 8 inch line, dedicate a portion to the City and follow the remaining Code requirements for connection to the City's Bear Creek trunk line. Background Information: The proposed siting for the Temple Emek Shalom, is currently a 2.1 acre parcel with an occupied single family residence with a failing septic system. The property is outside the City limits but within the.City's urban growth boundary. The closest Ashland sewer main to this property is Ashland Bear Creek Trunk Line located below the Pierson property approximately 1000 feet to the north, or Normal Street main which is 2000 feet to the east. Temple Emek Shalom is proposing to purchase the property, demolish the existing structures and construct a new temple. The Church of the Nazarene immediately adjacent to the site on the west received a sewer connection permit in November of 1990, and has a 4 inch private line through the Pierson property to the Bear Creek Trunk Line. Temple Emek Shalom has proposed three options for potential City sewer service. Option A is preferred: A) Construct an 8 inch line from the end of the existing sanitary sewer line in Normal Street to E. Main Street and dedicate that portion to the City. Continue the new 8" line and connect to the Bear Creek trunk line under a private easement agreement with the Pierson's that may in the future be a part of the City's system under a separate agreement. B) Rebuild the existing private service to the Nazarene Church through the Pierson property with an 8 inch line that could ultimately become the City's main line, and provide individual services to both the Temple and the Nazarene Church. C) Run a completely separate service line similar to the private line for the Church of the Nazarene, into the Bear Creek Trunk Line through private easement with the Pierson's to the north. Rob Saladoff and Gerry Mandell, on behalf of Temple Emek Shalom, realize that they do not meet the full letter of the Code, but are requesting Council's support for City sewer connection based upon the following justifications per Code requirements (italicized): A) The applicant for sewer service pays the sewer connection fee and the systems development charges established by City Council. Temple Emek Shalom intends to not only pay for all sewer connection fees and SDCs for the temple, but to also pay for and install an 8 inch line to meet City specifications and dedicate the portion of the sewer line from Normal Street to E. Main Street to the private property line of the Piersons. They further agree to install the 8 inch line through the Pierson's property to the Bear Creek Trunk Line. B) In the event a dwelling or building connected to the sewer system is substantially replaced for any reason, then the replacement dwelling or building may continue to be connected to the sewer system of the City as long as the use of the sewer system will not be increased as determined by the Director of Public Works. Temple Emek Shalom is a congregation of 150 families. In reviewing the water use for their existing temple 07 location at 19 E. Main Street(Acct# 003-053758-00), the Temple's average monthly usage over the past 12 month period was 538 cubic feet; 55% of that of an average single family residence's monthly water usage of 979 cubic feet. Based upon this information, the replacement of the existing home with the proposed Temple Emek Shalom would meet this requirement. C) There is an existing Ashland sewer main or line within 300 feet of the existing dwelling or building to be connected. The applicant shall be responsible for the full costs of extending the City of Ashland sewer main or line to the property for which sewer service is being requested. There is an existing dwelling on the site. There is an existing 4 inch City service to the Nazarene Church immediately adjacent to the property. There is not an existing "Ashland sewer main"within 300 feet of the existing dwelling. The applicants have stated a willingness to install an 8 inch"Ashland"main to within 300 feet of the property (see A above). D) The applicant shall secure, in writing, statements from Jackson County that the existing sewage system has failed and that the provision ofsewer by the City of Ashland does not conflict with the Jackson County Comprehensive Plan, support documents, rules or regulations. Jackson County Environmental Health Division has been out to the existing structure and determined that the existing septic system has failed. This is currently being documented but not yet received. Jackson County Environmental Health Division was not supportive of constructing a new septic system due to poor soils conditions and stated that it may be difficult to site a septic drain field in the area. A letter from Kenneth Cote, Jackson County Environmental Health Division, stated that their recommendation would be to pursue connection to the City of Ashland. E) The applicant furnish to the City a consent to annexation of the land, signed by the owners of record and notarized so that it may be recorded by the City and binding on future owners of the land. Upon Council approval for City sewer services, the Temple Emek Shalom intends on furnishing all consents to annexations as required by the City. F) The applicant shall provide for the payment to the City by the owners, at the time of annexation, an amount equal to the current assessment for liabilities and indebtedness previously contracted by a public service district such as Jackson County Fire District No. 5, multiplied by the number of years remaining on such indebtedness, so that the land may be withdrawn from such public service districts in accord with ORS 222.520 and at no present or future expense to the City. The applicants are aware of this condition and upon Council approval for City sewer services, the Temple Emek Shalom intends on furnishing all necessary payments as required by the City G) The owner shall execute a deed restriction preventing the partitioning or subdivision of the land prior to annexation to the City. Upon Council approval for City sewer services, the Temple Emek Shalom intends on furnishing appropriate restrictions prior to annexation as required by the City H) That the land is within the Urban Growth Boundary. This property is within the City's UGB. Ashland Municipal Code Section 14.08.030. Connection - Outside City. Inside Urban Growth Boundary (Amended ORD 2767: October 3, 1995) An occupied dwelling or building located outside the City of Ashland and inside the urban growth boundary may be connected to the sewer system when such connection is determined by the Ashland City Council to be in the best interest of the City of Ashland and to not be detrimental to the City's sewage facilities. Such connection shall be made only upon the following conditions: A) The applicant for sewer service pays the sewer connection fee and the systems development charges established by City Council. B) In the event a dwelling or building connected to the sewer system is substantially replaced for any reason, then the replacement dwelling or building may continue to be connected to the sewer system of the City as long as the use of the sewer system will not be increased as determined by the Director of Public Works. C) There is an existing Ashland sewer main or line within 300 feet of the existing dwelling or building to be connected. The applicant shall be responsible for the full costs of extending the City of Ashland sewer main or line to the property for which sewer service is being requested. D) The applicant shall secure, in writing, statements from Jackson County that the existing sewage system has failed and that the provision of sewer by the City of Ashland does not conflict with the Jackson County Comprehensive Plan, support documents, rules or regulations. E) The applicant furnish to the City a consent to annexation of the land, signed by the owners of record and notarized so that it may be recorded by the City and binding on future owners of the land. F) The applicant shall provide for the payment to the City by the owners, at the time of annexation, an amount equal to the current assessment for liabilities and indebtedness previously contracted by a public service district such as Jackson County Fire District No. 5, multiplied by the number of years remaining on such indebtedness, so that the land may be withdrawn from such public service districts in accord with ORS 222.520 and at no present or future expense to the City. G) The owner shall execute a deed restriction preventing the partitioning or subdivision of the land prior to annexation to the City. H) That the land is within the Urban Growth Boundary. FAUSEMPAULMCOUNCIUCC Temple Sewer.wpd Temple Emek Shalom o�5v� env n5�.17 March 29, 1999 Paula Brown Public Works Director City of Ashland RE: Application for hook-up to city sewer line by Temple Emek Shalom Dear Ms. Brown: Temple Emek Shalom has an agreement to purchase 2.1 acres at 1800 E. Main Street. The property is located outside the city limits but within the Urban Growth Boundary. The currently occupied single-family residence has a failing septic system as are others in the neighborhood. Our plan is to clear the existing structures from the property and construct a new temple facility. The soil quality in the area is generally unsuitable for septic system leach fields. Inasmuch as the adjacent Nazarene Church is connected to the city sewer line and, eventually, the entire area will be in the city limits, we, too, would like to connect to the city sewer line. According to city statistics, our current water usage is less than that of a single-family residence. The entire area would benefit if we are allowed to connect. Environmental conditions in the area would certainly improve. In addition, the current unsightly and hazardous conditions would be mitigated. Also, the private 8" line we would install up to the Pierson's property line could be dedicated to the city immediately (thus meeting the code requirement of connecting to an existing city line). The remainder of the new 8" line connecting to the trunk line could be dedicated to the city at a future time with the concurrence of the Piersons. We will prepare an extensive packet about this proposed project for all city councillors and appropriate staff prior to the city council meeting on April 6th. Please call on me if you need further material. Sincerely, Carolyn A. Mandell, President Temple Emek Shalom PO Box 1092 • Ashland, Oregon 97520 • 541-488-2909 • teshalom@mtnd.net # OL / \ CL 2 c m 2 / { 2 0 � m ( f 2M m 2 { fI ! w 7 2 e = ) z ` a � � Gk Co 0 \ Sq Uq j ) q ƒ m — \ $ 2 � \ 62 / \ \ ) . ) [ ® ` - ƒ6 § f % cc L ` ) E i \ + � � � k � ` tE % # c ) B _ 2 / / e § a / q ® � �� 3 DSSgU ) \ / § �Z Cc, §d � 2 2 a cc . . b \ , 7 { \j { L13 VU k k { k EcL 0cc z o 3 8 � \ § c T ) . 4 _ { — _ % \ \ B� 7 � ' o a) ! ■ m 0 ) 2 � nQ. w z C « 0 � gSSgq ( z , k \) | 0 \ § J | a #( ; f « � \ ] ) \ ƒ £, ! \ e Ogden/Schmitz & Associates AIA Architects & Planners Temple Emek Shalom H CS TO RY Temple Emek Shalom, located at East Main and Mountain Street in Ashland, Oregon, is a Jewish congregation of 150 families. Over 100 of these families live in Ashland. The current synagogue is too small for the size of the congregation and there is no space for parking, classrooms, outdoor worship and recreation. Search for Land: The Land Acquisition Committee searched for a minimum of two acres of land for over two years for a building site that would serve the congregation. A Conditional Use Permit has to be obtained because there is no zoning for houses of worship in the City of Ashland. The committee met often with John McLaughlin, Planning Director, to discuss whether or not the Planning Department would support a particular piece of land for the new synagogue. The congregation was discouraged from locating in a commercial zone, no provision was made for houses of worship in the North Mountain Development Plan and nothing was available within the city limits. East Main Property: Temple Emek Shalom now has a contract to purchase the 2.1 acre Thompson property at 1800 E. Main St. next to the Church of the Nazarene. One contingency of the contract which expires on April 30, 1999 is related to septic approval or sewer connection. Cooperation with the City and the Church of the Nazarene: The congregation plans to work with the Church of the Nazarene in developing our properties in ways that will benefit both congregations. The plan is to have a letter of agreement in principle with the Church of the Nazarene for shared well water and shared overflow parking so that more land on both properties will be left green. Another plan is to explore ways of jointly developing the land for recreational use. The congregation has indicated to Bill Molnar and John McLaughlin their willingness to design to City standards, so that the future annexation process will conform to the overall City plan. Environmental Values of the Congregation: Stewardship of the environment is a value of the congregation of Temple Emek Shalom. The congregation's Teva(Nature) Group is an influential part of the planning process. The Jewish community planted over 70 trees on the City Bike Way on one of its little known holidays, TuB'Shvat, when interpreted means "New Year for the Trees." Meeting the Requirements of the Ordinance: There is an existing occupied building on the property in question. The congregation believes the septic system has failed. The current water usage at our present temple site is 538 units per month. This is 55% of the average single family residential usage of 979 units per month. We are within 300 feet of the Church of the Nazarene sewer line. Basis for Supporting an Amendment to the Ordinance: There are instances where it is in the best interests of the City of Ashland and its citizens to permit sewer hook-up. In the immediate area of Normal and E. Main Streets. • the soils are not conducive to the operation of a septic system. • septic system failure is common. • there are residences, a middle school and Bear Creek. Ogden/Schmitz & Associates AIA Architects & Planners Temple Emek Shalom 'PROJECT NARRATIVEr.. The project site is located in Ashland at 1800 East Main Street, within the City's designated urban growth boundary; however, it is not contiguous with the city limits. The property is approximately a 2.1 acre parcel which has a currently-occupied single family dwelling and an abandoned cottage. The occupied dwelling is currently served by a failing septic system and an on-site well. The proposed project will consist of a new synagogue for the Temple Emek Shalom congregation. The new facility is projected to be a single-story, 15,000 square foot structure. The sanctuary is designed to accommodate 250 congregants with the capability of being sectioned off to accommodate the typical congregation size of 50-70 persons. An adjacent multi-use room and kitchen facility will provide an area to meet the Temple's social needs. The religious education wing will house 8 separate teaching areas and a few flexible multi-use spaces. The plan features a central library/gathering area flanked by administrative and utility services. The congregation requested the use of natural building materials. Wood and stone are the primary exterior surfaces. The East Main Street exposure features large glazing elements and a prominent entry. Several articulated roof forms have been introduced to.maintain the human scale of the building and provide ideal clerestory light for the interior spaces. Based on a congregation size of 250 persons,the 64 required on-site parking spaces have been accommodated in this design. Preliminary agreements have been negotiated with the neighboring Church of the Nazarene to implement reciprocal parking between the two facilities. The site plan also allows for substantial landscape buffers. For a facility of this size, the Uniform Building Code requires a minimum of 10 toilets and 5 lavatories. It has been determined the existing septic system on the site has failed. Evidence of this can been seen by the . effluent that is seeping from the cover. Geological reports prepared by The Galli Group indicate there is extensive ground water that flows through the site at various depths from just below the surface to several feet down. Water is currently"perched" or flowing on top of the denser soil units. These conditions are not well suited for the installation of a new sand filter system,as waste is easily carried "down stream" by the sub-surface water flow which could possibly contaminate neighboring properties and environmentally sensitive waterways. Connection to the closed City waste line would be the best environmentally responsible solution. r r� yr � " 7`r" �!. „ t,fit t !r .t r ♦` F' r'y+ *n r' Sir q l. �+;zr � �r..'� °i "�' �{ ,�k.n„k"4r ..8--e e '�.•stfiF.�,-.t "' 'a,'"" '{.AC � ,r< �'{e 3 [i • ,e ....� j o wph 3 •+vFt�w pa.� n,y c L.{ S �:~'y .�1�^t�✓TT`9. 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' .. .ter".r• vi. r 7Cn.e r^ z d "t L)j,, -r'-,Y�..:r•.r�� .;.�, rr Tz r �•£ r' YK'¢v i?''Y-1�j�'�•�� v � c�;;.y�-�. { tr�k�3 Z :' r <r sPr i l 1y, r � \'� ..Is+,R �t3r�, '� ,�,.r wt �.+•'•5 �-�? ��� -� �`1 )p.'��.a F s4]",,'{ � �a."R t i ., r t r 4ti �v-r•:� Ix `tiw.rs� � � T{"., rlla t 'C)� /iR����+\ ,.r��,}�ry '� ,� ?ru-�"a'Ci 4 '�l.• 1 tl yp�fi�i A •1. +.��tl,.F,..�'t`. 7x [tip a✓j�l•`z' sa'1 y�;$ . tt �� `..:�:� - 1 ' i�•t' $6+..`,,sir .1_. � .. ul•�-,�,Y>y �"�.�� -'..C"�ab,h 1.:,, �_. Ogden/Schmitz & Associates AIA Architects & Planners 14{b11Y' III Temple Emek Shalom )9D '4 1Z \ ,\ �°'` ��_� !; .,yam �` �l• 7/ H NMI 0 SITE PLAN n- : —ATITFORTMAMM I'T I P111,111.171.fly M- 1 r T t WEI 7 1--'T, NORTH ELEVATION /�Shcand Rgffie Miffer, Pastor Church Of the Ckagarene ""Carty, Minister of Visitation Tuesday, March 30, 1999 To Whom It May Concern: This letter is to express our support for Temple Emek Shalom, in their plans to relocate to the property on East Main Street, and to indicate our intent and desire to work with them as we are able to. We are currently working with Emck Shalom to come to a mutual use agreement concerning parking. We are also exploring the possibilities of providing water to them from the church's well, and of shared recreational development of some of the church's property. If you have questions concerning these issues, please feel free to contact me. Sincerely, —7�v41� p —A-a, Rollie Miller 4ter a week [Ike Yours. You need a church [Ike ours! 1760 East Main St. slshland,, OR,97520 (541)482-1784 City Council Communication 2nd Reading - Ord. Minimum Resp. Times April 6, 1999 Submitted by: Keith Woodley Approved by: Paul Nolte (- Approved by: Mike Freeman Title: Second reading by title only of"An Ordinance Requiring Minimum Response Times by Ambulance Operators for Life Threatening Emergencies." Synopsis: This ordinance modifies the Emergency Medical Services Ordinance No. 2771, to facilitate the implementation of Medical Priority Dispatch for ambulance service within the City of Ashland. Background: This ordinance was presented for first reading at the March 16, 1999 council meeting. Recommendation: Staff recommends that council adopt the ordinance after second reading. , ORDINANCE NO. AN ORDINANCE REQUIRING MINIMUM RESPONSE TIMES BY AMBULANCE OPERATORS FOR LIFE THREATENING EMERGENCIES. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. Section 6.40.060.A of the Ashland Municipal Code is amended to read: 6.40.060 Minimum Response Times and Minimum Levels of Care. A. The ambulance operator shall have an ambulance response time within four minutes or less 95% of the time for life threatening emergencies determined to require advanced or basic life support care and eight minutes or less 95% of the time for all other non- emergent responses. The foregoing ordinance was first READ on the day of , 1999, and duly PASSED and ADOPTED this day of , 1999. Barbara Christensen, City Recorder SIGNED and APPROVED this day of ' 1999. Catherine M. Shaw, Mayor Rogiew9ed Is to for �L r l am- Paul Nolte; City Attorney i, Page 1 — ORDINANCE (FAUSEMPAWORMemergenq response ord.wpd) Council Communication Public Works Department Waterline Road LID Formation ,� .w April 6, 1999 Submitted by: Paula Brown p"` Reviewed by: Paul Nolte I Approved by: Mike Freeman Title: A Resolution Authorizing and Ordering the Local Improvements for Waterline Road from Morton Street 500 Feet Easterly to create the Waterline Road Local Improvement District and Authorizing Assessment of the Cost of the Improvements against Property to be Benefitted and Providing that Warrants Issued for the Cost of the Improvement be General Obligations of the City of Ashland, and Authorizing the City to Borrow Money and Issue and Sell Notes for the Purpose of Providing Interim Financing for the Actual Cost of the Local Improvement Synopsis: The attached resolution establishes the level of improvements and assessments for the Local Improvement District(LID) for Waterline Road. During the September 1, 1998 Council meeting a public hearing was established for the September 1, 1998 Council meeting. Due to remonstrances by the affected improvement district members, Council suspended formation of the LID at the October 6, 1998 meeting, and directed staff to bring back the formation on April 6, 1999. Assessments of$3,608.68 for each lot in the LID are shown on Exhibit A to the resolution and the map of the assessment area shown as Exhibit B. Although further notification to the affected members was not necessary,the City Recorder notified all who filed remonstrances of the April 6th meeting to form the LID. Recommendation: _ Staff recommends that Council adopt the attached resolution for the formation of Waterline Road Improvements LID. It is also recommended-that na-fnai assessments will be made on benefitted properties for the Waterline Road improvements until a city-approved building permit or final approval on an application creating one or more new lots is in effect for Tax Lot 300, 39 lE 16 AC, also known as the Alston property. The attached resolution includes language to this effect. Street improvements will also not likely began until required through planning action for approved building permit or lot creation requiring the street. Background Information: The Waterline Road improvements include curb, gutter,pavement, and storm drain upgrades; two fire hydrants, an 8 inch water line, and retaining wall structures, as required. Staff is basing the estimate on the Council's adopted 22 foot minimum street section. It may be more practical to maintain a narrower road section through the improvement area and staff generally T: recommends a 20 foot pavement section as opposed to the 22 foot minimum section as shown on the estimate. The estimate has not been revised to show this change, pending the formation of the LID. Staff proposes that the 8 inch water pipe be included as a City cost. The total cost of the project is projected to be $179,908; of which, $10,300 is the City's water line portion and $169,608.00 is to be apportioned to the LID participants reflecting a maximum cost to each of the 47 lots as $3,608.68. It may be possible to lower the final costs based on constructing a narrower road section and perhaps reducing sections of the retaining wall structures. However, as the final design is not complete, staff recommends using the higher estimate.It is Staff s understanding that this LID is not subject to Resolution 99-09, A Resolution to Local Improvement Districts (LIDS) and Establishing: the City's Participation in LIDs;the Maximum Assessment for Residential Lots and Required Process to Include Neighborhoods in LID Planning. Sidewalks are not recommended as a part of these improvements due to extraordinary site conditions and excessive additional work that would be required for the additional street improvement width. The addition of sidewalk on one side would add approximately $123,800 for concrete and site work (rock excavation,possibly rock blasting and significantly higher amounts of retaining wall structures), which would add over$2,600 per assessment. Staff did receive remonstrance notifications from 38 of the 47 lots in the proposed LID. As there were remonstrances from over 2/3 of the homeowners presented at the Public Hearing on October 6, 1998,the formation of the LID was not possible. Council directed staff to bring back the resolution forming the LID with the condition that the LID be formed with no improvements made until the issuance of a building permit (see attached minutes from the October 6' meeting). Delaying the actual improvements meets the needs of the City. In addition, Council directed the City Recorder to reflect on lien searches performed on Park Estates lots between October 6, 1998, and April 6, 1999, that lots are subject to the pending formation of a local improvement district which will be considered by the City Council on April 6, 1999. R\USERTAULAT11Mwaterline road part 3 April 6.wpd i RESOLUTION NO. 99- A RESOLUTION AUTHORIZING AND ORDERING THE LOCAL IMPROVEMENTS FOR WATERLINE ROAD FROM MORTON STREET 500 FT. EASTERLY FOR THE WATERLINE ROAD LOCAL IMPROVEMENT DISTRICT AND AUTHORIZING THE ASSESSMENT OF THE COST OF THE IMPROVEMENTS AGAINST PROPERTY TO BE BENEFITTED AND PROVIDING THAT WARRANTS ISSUED FbR THE COST OF THE IMPROVEMENT BE GENERAL OBLIGATIONS OF THE CITY OF ASHLAND, AND AUTHORIZING THE CITY TO BORROW MONEY AND ISSUE AND SELL NOTES FOR THE PURPOSE OF PROVIDING INTERIM FINANCING FOR THE ACTUAL COST OF THE LOCAL IMPROVEMENT. RECITALS: A. The Council has declared by resolution its intention to develop the improvements described in the above title and in the improvement resolution previously adopted and to assess upon each lot or part of lot benefitted by the improvement its proportional share of the cost of the improvement; and B. Notice of such intention was duly given, a public hearing was held and it appears to the Council that such improvements are of benefit to the city and all property to be assessed will be benefitted to the extent of the probable amount of the respective assessments to be levied for the costs. THE CITY COUNCIL OF THE CITY OF ASHLAND RESOLVES: SECTION 1. A local improvement district is created and shall consist of all the tax lots described in the attached Exhibit A. The district shall be called the Waterline Road Local Improvement District, No. SECTION 2. The council intends to make local improvements to provide the improvements described in the above title. Such improvements will be in accordance with costs estimated to be $169,608 all of which will be paid by special assessments on benefitted properties. Costs will be allocated on a per lot basis of approximately $3,608.68 per lot. Lots will be assessed as specified on the attached Exhibit A. The council also directs that no final assessments will be made on benefitted properties for the Waterline Road improvements until a residential building permit is issued or a final approval is granted on a land use application creating one or more new lots for Tax Lot 300, 39 1 E 16 AC, also known as the Alston property. SECTION 3. The City of Ashland is authorized to borrow money and issue and sell notes for the purpose of providing interim financing for the actual cost of the local improvement. The notes may be payable from the proceeds of any bonds, issuance of PAGE 1-FORMATION RESOLUTION (FAUSER%TEMPtwatemne lid fomabon ms) additional notes or from any other sources from which the bonds are payable. This borrowing shall be issued according to the terms of ORS 223.235(7). SECTION 4. The assessment imposed upon benefitted properties is characterized as an assessment for local improvement pursuant to ORS 305.583(4). SECTION 5. The city recorder is directed to prepare the estimated assessment of the respective lots within the local improvement district and file it in the lien Fecords of the city. SECTION 6. The City of Ashland expects to make expenditures from its available funds to pay for the costs of the improvement project. The City reasonably expects to issue bonds or other obligations (the "Reimbursement Bonds") and to use the proceeds of the Reimbursement Bonds to reimburse the City for the expenditures it makes from its available funds for the improvement project. To permit interest on the Reimbursement Bonds to be excludable from gross income, the Internal Revenue Code of the United States require the City declare its intent to reimburse itself from Reimbursement Bond proceeds within 60 days after the expenditures are made. The City expects that the principal amount of the Reimbursement Bonds will not exceed $187,000. This resolution was read by title only in accordance with Ashland Municipal Code §2.04.090 and duly PASSED and ADOPTED this day of 1999. Barbara Christensen, City Recorder SIGNED and APPROVED this day of ' 1999. Catherine M. Shaw, Mayor Approved as to form: Paul Nolte, City Attorney PAGE 2-FORMATION RESOLUTION (FAUSER%TEMPtwated1ne lid fmmatiw ms) WATERLINE ROAD (W/O SIDEWALKS) - WITH CITY PARTICIPATION WATER LINE ONLY DESIGN PARAMETERS I Limit of Project: Morton Street easterly 2 Length of Project: 515 feet 3 Right of Way Width: 47 feet 4 Improvement Width: 22 feet 5 Typical Section: Shed section(3%cross slope) 6 Curb and gutters: Both sides 7 Sidewalks: 4' walk, one side only 8 Pavement Design: 4" 9 Base Design: 4" crushed rock 10 Drainage 12" and 24" storm drain 1 I Special Features: Retaining walls required 12 Special Considerations: Steep natural cross slope Existing waterlines in place are shallow Rock excavation required Tree removal required CONSTRUCTION ESTIMATE No, Description Quantity Unit Price Amount 1 Site Work Lump Sum 10000 $10,000 2 Common Excavation 500 C.Y. 15 $7,500 3 Rock Excavation 50 C.Y. 175 $8,750 4 Aggregate Base 140 C.Y. 12 $1,680 5 Class B Paving 220 Tons 45 $9,900 6 Curb and Gutter 1030 L.F. 8 $8,240 7 12"Storm Drain 250 L.F. 22 $5,500 8 24"Storm Drain 50 L.F. 48 $2,400 9 Curb Inlets 4 ea. 700 $2,800 10 4'High Retaining Walls 560 S.F. 12 $6,720 11 8'High Retaining Walls 1000 S.F. 24 $24,000 12 12'High Retaining Walls 1000 S.F. 35 $35,000 13 Adjust S.S.Cleanout 1 ea. 500 $500 14 Adjust Water Valve 4 ea. 200 $800 15 Erosion Control Matting 600 S.Y. 4 $2,400 16 Remove Existing 18" CMP Lump Sum 300 $300 17 8"'D.I.P:Waterline 515 L.F. 20 $10,300 18 Fire Hydrant 2 EA 1800 $3,600 19 Storm Drain Inlet Structure 1 EA 1200 $1,200 20 Mobilization&Clean up Lump Sum 10000 $10,000 SUB-TOTAL 151,590 ENGINEERING COSTS $28,318 TOTAL $179,908 ESTIMATED TOTAL COST $179,908 LESS CITY PARTICIPATION- Water line(item 17) ($10,300) ESTIMATED ASSESSABLE COST $169,608 ASSESSMENT AREA Number of Units in Park Estates Subdivision,Phases 1 &2 47 Per Unit Assessment 53,608.68 EXHIBIT A WATERLINE ROAD (EAST) PROPOSED LID COMPOSITION & ESTIMATED COSTS NO_ MAP NO. TAX LOT SUBDIVISION LOT ESTIMATED COST' NO. 1 391 E16AB 2200 LOT 1 BLK 2 $3,608.68 2 391 E16AB 2201 LOT 2 BLK 2 $3,608.68 3 391 E16AB 2202 LOT 3 BLK 2 $x,608.68 4 391 E16AB 2203 LOT 4 BLK 2 $3,608.68 5 391 E16AB 2205 LOT 2 BLK 3 $3,608.68 6 391E16AB 2213 LOT 9 BLK 1 $3,608.68 7 391 E16AB 2214 LOT 10 BLK 1 $3,608.68 8 391E16AB 2215 LOT 11 BLK 1 $3,608.68 9 391 E16AB 2220 LOT 6 BLK 3 $3,608.68 10 391 E16AC 400 LOT 3 BLK 4 $3,608.68 11 391E16AC 401 LOT 1 BLK 1 $3,608.68 12 391 E16AC 402 LOT 2 BLK 1 $3,608.68 13 391 E16AC 403 LOT 3 BLK 1 $3,608.68 14 391 E16AC 404 LOT 4 BLK 1 $3,608.68 15 391 E16AC 405 LOT 5 BLK 1 $3,608.68 16 391 E16AC 406 LOT 6 BLK 1 $3,608.68 17 391 E16AC 408 LOT 7 BLK 1 $3,608.68 18 391 E16AC 411 LOT 2 BLK 4 $3,608.68 19 391 E16AC 412 LOT 1 BLK 4 $3,608.68 20 391 E16AC. 414 LOT 1 BLK 5 $3,608.68 21 391 E16AC 415 LOT 2 BLK 5 $3,608.68 22 ' 391 E16AC 416 LOT 3 BLK 5 $3,608.68 23 391 E16AC 418 LOT 4 BLK 5 $3,608.68 24 391 E16AC 419 LOT 5 BLK 5 $3,608.68 25 391E16AC 420 . LOT 6 BLK 5 $3,608:68 26 391 E16AC 421 LOT 7 BLK 5 $3,608.68 27 391 E16AC 422 LOT 8 BLK 5 $3;608.68 28 391E16AC 424 LOT 9 BLK 5 $3,608.68 29 .391 E16AC 425 LOT10 BLK 5 $3,608.68 G:Dawn\Engineer\LID\Waterline Road Assessment Cost Memo to Paula.wpd NO. MAP NO. TAX LOT SUBDIVISION LOT ESTIMATED COST" NO. 30 391E16AC 426 LOT 11 BLK 5 $3,608.68 31 391E16AC 427 LOT 12/13 BLK 5 $3,608.68 32 391E16AC 429 LOT 14 BLK 4 $3,608.68 33 391E16AC 430 LOT 15 BLK 4 $3,608.68 34 391E16AC 431 LOT 16 BLK 4 $3,608.68 35 391E16AC 433 LOT 15 BLK 5 $3'608.68 36 391E16AC 434 LOT 14 BLK 5 $3,608.68 37 391E16AC 435 LOT 13 BLK 5 $3,608.68 38 391E16AC 436 LOT 12 BLK 5 $3,608.68 39 391E16AC 437 LOT 11 BLK 5 $3,608.68 40 391E16AC 438 LOT 10 BLK 5 $3,608.68 41 391E16AC 439 LOT 9 BLK 5 $3,608.68 42 391 E16AC 440 LOT 8 BLK 5 $3,608.68 43 391E16AC 441 LOT 7 BLK 5 $3,608.68 44 391 E16AC 442 LOT 6 BLK 5 $3,608.68 45 391E16AC 443 LOT 5 BLK 5 $3,608.68 46 391E16AC 444 LOT 4 BLK 5 $3,608.68 47 391E16AC 447 LOT 8 BLK 1 $3,608.68 TOTAL $169,608.00 `Without Sidewalks GDavmEngineeftlDwatedine Road Assessment Cost Memo to Paula.wpd EXHIBIT B ' I FOREST•— Y .....*STREET + W W 2 mo X. E ` - zzoz.= ;ao]..: 'c: _ rzyz r4`]•err STREET • rtl . Zi:!�11 .•c]o, o.(. zc zzar w xaa'' PMn(iON Pl.i + LK Ir.tO•u REDUCED SCALE N . u13 L.I.D. BOUNDARY ,Y. PI.T PutilTW ..� , P...I Fag-999 0 •!:: Ir:Mrn •r J :::::::...................... I. •t�� �,wnl � .•! (t 1 _ =V�Ary90 qJ Y I w2 . .at P 0.aT • ] rt 20 W II ]00 p-l]-992 •1 " y -:7 •y,! , rr LIMIT OF IMPROVEMENTS 42 6 -<� PROPOSED WATERLINE ROAD L.I.D. aza <; '. PARK ESTATES SUB., .PHASE 1 AND 2 . A:iy'vtp MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL October 6, 1998 PLEDGE OF ALLEGIANCE Council Chairperson Wheeldon 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. Mayor Shaw was absent. Chairperson Wheeldon noted that the Mayor's absence is due to a family crisis. Chairperson Wheeldon also noted her appreciation for all of the expressions of support from the Council and the community since Councilor Ken Hagen passed away on September 21". APPROVAL OF MINUTES The minutes of the regular meeting and executive session of September 15, 1998 were approved as presented. SPECIAL PRESENTATIONS & AWARDS 1. Update on the Proposed Regional Modernization Projects for the 2000-2003 Oregon State Transportation Improvement Plan (STIP). Public Works Director Paula Brown provided an update on the State Transportation Improvement Plan (STIP) projects. Noted that RVACT is now making recommendations to the Oregon Department of Transportation(ODOT), and explained that the proposal would bring close to$19 million to the region over the four year period. Brown stated that she serves as the staff liaison to the committee making recommendations to RVACT, and pointed out that the Siskiyou bikelane project is still in the running to receive approximately $1.5 million in funding. Explained that she is seeking Council support of the program of projects as a whole, with any changes made by the Metropolitan Planning Organization(MPO). Emphasized that transportation funding is a hot issue in the region, and noted a number of the projects proposed including the Siskiyou bikelane, the south Medford interchange, unit 1 of Highway 238, Highway 62, the Fern Valley Road intersection, two projects in Grants Pass, and Hamrick Road improvements. Explained that this is the recommendation of the Jackson Josephine Transportation Commission(JJTC)and pending their final approval it will go to the RVACT. Chairperson Wheeldon asked Councilor DeBoer if the proposal is a good one for the region. Councilor DeBoer indicated that there are significant needs in the region, noting that the Highway 62 project will cost roughly $30 million, and it is receiving only $2 million. Councilor Laws questioned the chances of getting funding for the bikelane project, and DeBoer indicated that as the proposal is written, chances are 100%. Pointed out that the proposal is written with a jurisdictional exchange so that the City would take over the maintenance of Siskiyou Boulevard from ODOT. Discussion of jurisdictional exchange concerns. Brown noted that funds would be available beginning in 2002, and stated that the City would need to match some funds to complete the project. Explained that there would need to be a discussion of jurisdictional exchange later. Councilor Reid confirmed that this would involve the portion of Siskiyou from Fourth to Walker. Chairperson Wheeldon noted the Transportation System Plan discussions last week, noting that the need for multimodal equity was discussed. Stated that if the City wants this road to remain as it is, it must be willing to take responsibility. Emphasized that Ashland's road character is unique on the west coast in that the state highway is not City Council Meeting 10-W98 1 "strip-developed". Councilor Reid questioned the debt that would be incurred in a jurisdictional exchange. Councilor Hauck suggested that it would be difficult to accomplish anything on Siskiyou if the City did not take over control. Councilor Laws pointed out that the City receives complaints for Siskiyou's maintenance now,and it would be nice to be able to bring it up to standards. Brown noted that discussions with ODOT on a jurisdictional exchange would begin soon. Councilor Laws stated that he is willing to proceed. Brown confirmed for Chairperson Wheeldon that some preliminary designs have already been done on the Siskiyou bikelane project, and that the remaining design costs are included in the proposal. Confirmed that the RVACT meeting will be at 9 a.m. at the ODOT Auditorium, and while they will not be taking public comments, there will be some opportunity to allow for public input. Councilors Hauck/Reid m/s to accept the proposed Regional Modernization Projects for the 2000-2003 Oregon State Transportation Improvement Plan (STIP) and direct staff to draft a letter for the Mayor's signature indicating this acceptance to the RVACT. Voice vote: All AYES. Motion passed. 2. Mayor's Proclamation declaring October 4- 10, 1998, as "Fire Prevention Week." Chairperson Wheeldon read this proclamation in its entirety. Fire Chief Keith Woodley noted that there were 54 fatalities in Oregon last year due to fires. Explained that the Fire Department will be participating in the "Great Escape" program, and will be giving t-shirts to families who are practicing their escape plans on Wednesday, October 7", at 7:00 p.m. Also stated that all three local television stations will be on hand to cover this event. 3. Mayor's Proclamation declaring the month of October, 1998, as "Crime Prevention Month in Ashland." Chairperson Wheeldon read this proclamation in its entirety. CONSENT AGENDA 1. Minutes of Boards, Commissions and Committees. 2. Monthly Departmental Reports. 3. Confirmation of Mayor's appointment of Alexander Amarotico to Planning Commission for a term to expire April 30, 2001. 4. Appointment of Mayor Shaw and Councilor Wheeldon as voting delegates to LOC Annual Business Meeting. Councilors Reid/DeBoer m/s to accept the consent agenda. Voice vote: All AYES. Motion passed. PUBLIC HEARINGS 1. Public Hearing regarding Local Improvements for Waterline Road. City Administrator Mike Freeman provided background on this item. Noted that the Alstons had contacted the City about paving, and that they have been meeting with the Planning Department for some time. Stated that staff has been in contact with the Park Estates Homeowners' Association to work on an acceptable compromise. Late last week, staff was informed that the Homeowners would remonstrate if anything other than the "three lot approach" was used, and that approach is not acceptable to the Alston's. In light of this situation, staff recommends that Council direct staff to draft a resolution to be brought back to the April 6, 1999 meeting to order the formation of an LID. Also recommended that the City Recorder be authorized to inform potential buyers and those requesting lien searches of the formation of the LID and the proposed lien amounts. Freeman noted that this recommendation is a change from what was presented to Council in their packets, because the previous recommendation was based on the belief that all parties could reach a satisfactory compromise. Emphasized that the current recommendation would address the needs of all parties, and this option is preferred by City Council Meeting 10-06-98 2 staff over the previous recommendation from the packet. Stated that the Alstons are in agreement with this recommendation as well. Councilor Laws questioned that the previous recommendation was to form and LID and take no action until plans for a development of three or more lots were submitted. Freeman confirmed, and explained that the new recommendation was to trigger the improvements when any building permit was issued. City Attorney Paul Nolte clarified for Councilor Laws that the filing of a remonstrance by the time of the public hearing would start the six month delay, and confirmed that a remonstrance signed by more than 3'3of the Park Estates Homeowners had been filed. Nolte explained that this remonstrance was conditional, and would be in effect if the Coundll adopts any option other than the three lot condition. Emphasized that the public hearing should be conducted with this conditional remonstrance in mind. Public Hearing Open: 7:38 p.m. Hilary Alston Griffith/6598 Truax Rd./Central Point, OR/Read a prepared statement on behalf of her parents, Robert and Mary Ann Alston. (A copy of this statement is included in the record.) Dave Williams/1023 Morton Street/Park Estates Association, Inc./Thanked staff for their help and patience. Gave a brief background of the situation, noting that the March 1985 agreement had obligated property owners to pay for future curbs, gutters and paving, which were deferred because the City wanted to avoid the expense of maintaining this street until development actually occurred. When this matter came up in July of 1998, the Park Estates Homeowners objected to being obligated to pay for improvements in the absence of development. Pointed out that 42 of 47 property owners have signed the conditional remonstrance which has been filed. Noted that while the property owners are not happy with a prospective$3,600 debt, they were content with the previous three lot draft resolution, which held them responsible for only the curbs, gutters and paving. Emphasized that being required to pay for anything else would be beyond the scope of the previous agreement, and in effect 47 property owners would be required to pay for an expensive driveway to one home. Noted that Park Estates requests the adoption of the draft resolution as distributed in the Council packets with the staffs previous recommendation. Public Hearing Closed: 7:45 p.m. Councilor DeBoer questioned whether some of the cost of paving could be passed on to the residents at the end of the road. Councilor Laws noted that the sub-divider must pay the costs to the edge of the property, regardless of benefit, and explained that this policy had been suspended with this agreement as the likelihood of further development was questionable. The agreement was that it would be paved in the future, if and when development occurred, and the question is not whether the Alston's benefit,but the obligation of property owners in Park Estates. Councilor DeBoer stated that he recognizes this obligation,but recommends charging the Alstons for the costs from the Park Estates open space to their property. Councilor Reid stated that because the development is existing, it previously had the obligation to pay the full cost of improvements to the property line. The developer chose to move this obligation onto the deeds, and was allowed to do so by the City, but as time passes, the cost continues to increase. Emphasized that this situation is not fair, and was a bad decision on the part of the Council that put it off in the past. Council Chairperson Wheeldon noted that the recent discussion of the LID process had included a discussion of citizen concerns over the idea of passing along obligation. Agreed with Councilor Reid that this issue will be relived if it is not addressed now. Councilor Laws stated that a deal is a deal, and the original agreement should be followed. Noted that the homeowners' acceptance of their obligation is admirable. Questioned what should serve as a trigger to the City Council Meeting 10-06-98 3 improvements, and noted that it is policy that any development occur on paved streets. Feels that the new recommendation from staff is acceptable. Council discussion of what should trigger the improvements,with discussion of three-lot development versus a single building permit being issued. Councilor DeBoer pointed out that the Council can, at its discretion, place an assessment on the Alston lot as well. City Attorney Nolte confirmed that the Council had this option, but emphasized that the previous agreement is the reason this has not been suggested. Nolte confirmed that the encumbrance on the Park Estates deeds was for curbs, gutters and paving to the boundary of the subdivision. Councilor DeBoer questioned whether costs beyond curbs, gutters and pavings could be assessed to the Alstons. Public Works Director Paula Brown indicated that the Park Estates homeowners are not being assessed costs beyond curbs, gutters, and paving. Councilor Laws inquired as to whether lots developed from the Alston property could be charged based on benefit. Councilor Reid said this discussion would lead to a discussion of SDCs, and urged that the issue of the street that is before Council be dealt with. Councilor DeBoer questioned what happened after the six month suspension, and Nolte confirmed that the item would be dealt with in six months. Stated that the Council at that time would deal with the issue,but that they would be under no obligation to adopt a resolution based on the decision reached tonight. MOTTON: Councilors Reid/Laws m/s not to form an LID tonight,but to direct staff to bring back a resolution forming the LID in six months, for adoption on April B", with the condition that the LID be formed with no improvements to be made until the issuance of a building permit on the Alston property. DISCUSSION: Nolte confirmed that a motion forming the LID cannot be adopted tonight due to the remonstrance,so this is the only option. Discussion of whether any motion can be made when a remonstrance has been received. Nolte indicated that there is room for debate, but that there is even a potential legal interpretation that would allow adoption tonight. Councilor Reid confirmed for Chairperson Wheeldon that the motion was not intended be conditioned on three lot development,but on the issuance of a single building permit. Stated that the previous recommendation was not an agreement, and emphasized that this issue should be dealt with and corrected now. Suggested that Council accept the remonstrance, set a hearing in six months, and move on. Councilor Reid reiterated that the agreement on a three lot development was not a consensual agreement of all parties,and pointed out that a potential buyer may only want two houses. Emphasized the need to deal with this issue now, rather than having to relive the situation in the future. City Attorney Nolte read from the charter that when a remonstrance is tiled "action on any proposed public improvement shall be suspended." Stated that based on this wording, the Council could adopt a resolution as long as no action was taken on the improvements. At a minimum, Council can legally move to take up the issue in six months. Councilor Laws stated that this interpretation was acceptable. City Administrator Freeman noted that the City Recorder also needed to be directed to advise those requesting lien searches of the potential formation of the LID and the proposed lien amounts. ROLL CALL VOTE: Laws, Reid, Hauck, and Wheeldon, YES. DeBoer, NO. Motion passed 4-1. 2. Public Hearing regarding vacation of a portion of Clover Lane. Public Works Director Paula Brown provided background information on this vacation and rededication. Noted that to her knowledge, no calls have been received and no concerns raised about this item. Explained for City Council Meeting 10-06-98 4 Chairperson Wheeldon that this is the road between the two gas stations near the interchange, and that it runs parallel to the freeway. Brown confirmed for Councilor Hauck that when development starts, the new street will be done prior to the vacation so that no access is blocked off. Public Hearing Open: 8:12 p.m. Rob Robertson/835 Alder Creek Dr., Medford/Pacific Western/Representing the proponents of the vacation. Asked for Council's approval, noting that Planning had already approved the proposal. Explained that this involves relocating an unimproved dirt street to make this property more developable. Noted that the Masonic Lodge is re-locating from downtown on the plaza to parcel 3. Explained that Pacific Western owns property to the south, and will grant an easement to the neighbor (Mrs. Vorhiss) and move her utilities through property. Robertson provided a map for Council, noted that the zoning is E-1, and explained that the street width will be fifty three feet, which includes traffic lanes, parking bays, and sidewalks. Public Hearing Closed: 8:16 p.m. Councilors Reid/Hauck m/s to authorize the Mayor and City Recorder to sign the deed. Roll call vote: Laws, Reid, Hauck, DeBoer, and Wheeldon, YES. Motion passed. PUBLIC FORUM Opened to public comments at 8:17 p.m. John Huskey/173 Alder Lane/Director of Communications for the Associated Students of Southern Oregon University (ASSOU)/Noted that the City and Southern Oregon University will be meeting to discuss bus service at 3 p.m. on Wednesday, October 7" in Room 314 at the University. Closed to public comments at 8:18 p.m. UNFINISHED BUSINESS None. NEW AND MISCELLANEOUS BUSINESS 1. Council Meeting Look Ahead. Councilor DeBoer questioned item#13, the October 21"study session, and noted that he would be unable to attend. Councilor Hauck noted that in the future, he will be unable to attend daytime study sessions due to employment. Stated that this could be dealt with in the future. Councilor Reid suggested dealing with this issue in Goal Setting. Discussion of shifting study sessions to the hour before regular meetings, noting that this would create time constraints to ensure items could be dealt with in a one-hour meeting. Councilor Laws suggested going ahead with the scheduled "Friends of the Library" study session as scheduled, but insisted on rescheduling future sessions around Councilors'schedules. Discussed the possibility of a daytime study session on Friday, or a single evening study session each month that could be scheduled for a 3-4 hour period and be less hurried. Councilor Laws questioned the scheduling of multiple items for each study session, and Freeman noted that if sessions were limited to one item, it would slow the pace of the Council. Councilor Reid stated that while she does not want to exclude those with conflicting schedules, scheduling meetings to satisfy everyone is impossible. Councilor Laws expressed concern that study sessions need to be scheduled in such a way that all members can attend, as the information presented is vital to the role of Councilor. Chairperson City Council Meeting 10-06-98 5 I Wheeldon stated that Councilors must get their information together and have the opportunity for debate. Also noted that her schedule might preclude daytime meetings in the Spring as well. Discussed keeping the Library study session as scheduled, and considering rescheduling the later meetings. Councilor Reid suggested waiting until a new member is in place before rescheduling. Staff was directed to leave the Library session as scheduled, and reschedule future study sessions to Fridays. Councilor Reid questioned the listing for the Transportation System Plan. Freeman explained that the public hearing was scheduled for October 20", and the first reading of the ordinance would be on November 3`". Councilor Hauck inquired about the remanding of the Hillside Ordinance by the Land Use Board of Appeals (LUBA). Noted that it was upheld with the exception of a few minor, procedural issues. Councilor Reid noted the relationship between the Hillside Ordinance and the Transportation System Plan,and suggested that when the Council deals with the Hillside decision, they look at more than just the minor details. Noted that slope concerns in the Hillside Ordinance eliminate the possibility for accessory units near the University, and suggested that issues of this sort need to be addressed. 2. •--Motion authorizing the City Administrator to sign contract for architectural services for the Civic Center and Office Space Remodel Project. Councilors Laws/Reid m/s to authorize the City Administrator to sign contract for architectural services for the Civic Center and Office Space Remodel Project. DISCUSSION: Freeman noted that there are two candidates, and that this authorization would leave the option open for negotiations. Also emphasized that it leaves open the City's options downtown, and that the consultants are aware of this. Voice vote: All AYES. Motion passed. ORDINANCES RESOLUTIONS AND CONTRACTS 1. First reading by title only of"An Ordinance Amending the Ashland City Band Chapter of the Ashland Municipal Code to Redefine the Band Board and its Duties Including Duties of the Band Director." Councilors Hauck/DeBoer m/s to move the ordinance to a second reading. DISCUSSION: Clarified the intention of the ordinance and discussed the history of the Ashland City Band. Roll call vote: Laws, Reid, Hauck, Wheeldon, and Definer, YES. Motion passed. 2. Reading by title only of"A Resolution Authorizing and Ordering the Local Improvements for Waterline Road from Morton Street 500 Feet Easterly for the Waterline Road Local Improvement District and Authorizing Assessment of the Cost of the Improvements against Property to be Benefitted and Providing that Warrants Issued for the Cost of the Improvement be General Obligations of the City of Ashland, and Authorizing the City to Borrow Money and Issue and Sell Notes for the Purpose of Providing Interim Financing for the Actual Cost of the Local Improvement." (Dealt with under Public Hearings) 3. First reading of"An Ordinance Vacating a Portion of Clover Lane on Property Owned by Vernon Ludwig Near Interstate 5 and Highway 66." Councilors Laws/Hauck m/s to move the ordinance to a second reading. Roll call vote: Hauck, Laws, DeBoer, Reid and Wheeldon, YES. Motion passed. City Council Meeting 10-06-98 6 OTHER BUSINESS FROM COUNCIL MEMBERS Councilor DeBoer questioned the scheduling of the recent joint meeting on the Transportation System Plan. Stated that he would like to see better coordination and communication in the scheduling of joint meetings. Councilor Hauck stated that he can no longer represent the City on the Rogue Valley Council of Governments (RVCOG) due to his work schedule. Chairperson Wheeldon noted that the issue of appointing a replacement to represent the City on the RVCOG would be referred to the Mayor. Chairperson Wheeldon suggested that Councilors prepare regular reports detailing their regional work, and questioned the best means to accomplish this. Stated that Councilors should call to have reports put onto the agenda when they have information. Discussion of the interest in this information,with the suggestion that it not be routine detail but rather that it be information that may affect decision making. Councilors and viewers were reminded that a dedication ceremony for the new bike lockers at the City's Lithia Way parking lot will be held on October 7' at 10:00 a.m. Councilors and viewers were reminded of the City Council study session scheduled for Wednesday, October 7" at 1:30 p.m. to discuss the LID Committee Report. Councilors were also reminded that an executive.session will be held on Tuesday, October 20 at 6:00 p.m. to discuss the City Administrator's Six-Month Evaluation. ADJOURNMENT The meeting was adjourned to an executive session at 8:45 p.m., to discuss the acquisition of real property pursuant to ORS 192.660(1)(e). Barbara Christensen, City Recorder Catherine M. Shaw, Mayor City Council Meeting 10-06-98 7 Barbara Christensen -conflict of interest declaration Page 1 From: MR J DAVID FINE <Oregon Law@prod igy.com> To: Ashland.Main(BarbaraC) Date: 4/6/99 9:05AM Subject: conflict of interest declaration Barbara, As you know, State law will require that the reasons for which I recuse myself from participating in Temple Emek Shalom's sewer hook- up request at this evening's Council meeting be minuted -- not just that fact that did not participate. For your convenience I'm attaching my 5-line statement(WordPerfect version 6/7/8 file format). Thanks, - David cc: Cathy, Paul CC: Ashland.Main(Pau1,Mayor) Barbara Christensen - R EW sAC.VvPc _ Page 1 City Council Meeting of 06 April 1999 Reasons for Recusal - Sewer Hook-Up Request I am the attorney for the Probate Estate of the Late Clara Thompson. This Estate is the current owner of the land for which City sewer service is requested. The Council's decision on this request will affect the economic interests of my client. Therefore I will now leave the Council Chamber. H Acity99\recusa1.45 m.wpd April 61 1999 r Preliminary Response Results: Friends Membership and Library Patrons Original Original Reduced Design Design Design and Reduce Bond and $7.6 bond Reduced Cost Members 408 (48) 478 (56) 348 (41) N= 120 Patrons 448 (47) 208 (21) 359 (37) N= 107 Notes: a By mail b Drop box in Library c Multiple responses were Permitted: therefore percentage totals can exceed 100. d The Response card for the library drop box included the option "Only renovate the Carnegie. " Nine respondents checked this response only. Kay Atwood Local History Services 365 Holly Street Ashland,Oregon 97520 Phone: 541-482-8714 Fax: 541-482-8714 E-mail: katwood100 @aol.com March 27, 1999 To the Mayor and the City Council: I wish to express my appreciation for Ashland City Source, the eight-page newsletter published quarterly in the City Recorder's Office. Its goal and that of the City, has been to provide citizens with complete information on important local issues and it has done that very well. I admire the City's effort to bring information to the public. How could anyone complain that no one ever tells them anything after this! In addition to its current usefulness, it is a wonderful record for historical purposes, and I certainly appreciate that. Thank you. Sincerely, Kay Atwood Draft Resolution in Support of Adequate State School Funding Whereas the Oregon Legislature is responsible for balancing the diverse needs of State-funded programs and prioritizing allocations from the General Fund to address the health and safety needs of disadvantaged citizens; and, Whereas, the Oregon Legislature's current proposal for funding of K-12 education is inadequate to address basic needs and to implement Oregon's education reform goals; and, Whereas the education of our children must be one of Oregon's highest priorities; and, Whereas Ashland citizens consistently demonstrate their recognition that by investing in the education of our children we invest in the integrity of our community; We, the Ashland City Council, do hereby urge Oregon Legislators to approve a budget that will provide $4.95 billion for the State's K-12 Education system; and V�mat To activeh rnurci a,the adoption of long-term, stable funding mechanisms to provide fVr.an equitable, diverse, and comprehensive K-12 Education System in Oregon. asu � ^� { il:ran ' !l inLh nnL fn Further, we urge our own citizens o uedic.ael ahr; ,., .,_ education if the Oregon Legislature fails to retail; it as G JV411 V Vf 14 Vil lg fVr education. April 6, 1999 f WESTERN OFFICE sr ni�au � – — - I,r: NATIONAL TRUST ',r-7ffi� -- j,t$STORIC PRESERVATION , APR 05 .......---- April 2, 1999 City of Ashland City Council 20 East Main Street _. Ashland OR 97520 RE: Letter to be read into the record of the next regularly scheduled City Council Meeting Dear Mayor Shaw and Members of the City Council: It has recently come to our office's attention that the historic Carpenter Hall may be affected by the Oregon Shakespearean Festival Association's plans to construct a new theater. The National Trust for Historic Preservation strongly encourages the City of Ashland and the OSFA to explore all alternatives to the destruction of this important element of Ashland's historic downtown core. The National Trust for Historic Preservation was chartered by Congress in 1949 as a private, non-profit organization dedicated to protecting the irreplaceable. We provide leadership, education, and advocacy to save America's diverse historic places and revitalize our communities. The City of Ashland and the Oregon Shakespearean Festival contribute immensely to each other's strength and vitality. The OSFA plays a key role in the cultural and economic life of the city, while the city's character and livability are a powerful attracting force for festival attendees. It would be highly unfortunate if the balance between the city and festival were to be compromised by the loss of Carpenter Hall. Inevitably, conflicts will arise between the city and the festival. Our office is confident that there are viable solutions that would allow for the development of a new theater that compliments Ashland's character and will not result in the loss of a historically significant building such as Carpenter Hall. Protecting the Irreplaceable ONE SUTTER STREET • SUITE 707 NATIONAL OFFICE SAN FRANCISCO, CA 94104 1785 MASSACHUSETTS AVENUE, NW 415.956.0610 • FAX: 415.956.0837 WASHINGTON, DC 20036 .WROONTHP.ORG WWW.NATIONALTRUST.ORG Serving: AK, Az, CA, GUAM, HI, ID, NV, OR, UT, WA & MICRONESIA The fate of Carpenter Hall is closely tied to the broader issue of the ongoing preservation � • .t,-- ,-,, of Ashland's historic character. As several recent projects demon;trate, Ashland's �. economic prosperity creates increased development pressure. T;iose pressures, in turn, threaten to undermine the very characteristics that have made 'sshland an attractive community. Ashland has a long-standing commitment to historic preservation and a J ride in its historic buildings. However, a changing economy and planning environment require new-strategies if Ashland's historic character is to survive. Carpenter Hall is integral to Ashland's downtown historic character. The National Trust urges the City of Ashland and the Oregon Shakespearean Festival Association to carefully consider the importance of Carpenter Hall to Ashland and to fully explore all options to protect its venerable place downtown as OSFA expands. Sincerely Elizab h Goldstein ctor, Western Office c: Paul Nicholson, Executive Director Oregon Shakespearean Festival Association 15 South Pioneer, Ashland, OR 97520 John Enders, Editor, Ashland Daily Tidings, 1661 Siskiyou Blvd, Ashland, OR 97520 Bill Manny, Editor, Medford Mail Tribune Fir at 6a', Medford, OR 97501 MINUTES FOR THE SPECIAL STUDY SESSION ASHLAND CITY COUNCIL March 18, 1999 CALL TO ORDER Mayor Shaw called the meeting to order at 1:27 p.m. in the Civic Center Council Chambers. IN ATTENDANCE Councilors Laws,Hauck,Hanson,Wheeldon,and Fine were present. Staff present included:City Administrator Mike Freeman, Assistant City Administrator Greg Scoles, Public Works Director Paula Brown, Director of Community Development John McLaughlin,and Fire Chief Keith Woodley. DISCUSSION OF FIRE STATION PLANNING EFFORT City Administrator Mike Freeman gave an update on the process that began last June. Began with a conceptual framework for starting the planning process,looking at alternatives for station siting,and updating the space needs study that had been done previously. Noted that discussions with owners of adjacent properties began, and conceptual drawings were prepared. From that,there are two basic architect's renderings. Explained that whatever option is chosen,it will not reduce the need to buy property adjacent to station#1,as even the smaller station design will not fit on the existing lot at station#1. Noted that the previous direction following Council discussion was to move ahead with stations to remain where they are,with an appraisal of the Blue Mountain Caf6 to occur. The appraisal has been completed,and the property is valued at$380,000 to$400,000. Staff is now seeking direction of how to proceed from this point. Staff recommends that the draft budget,which will be completed within the next two weeks,include funds to begin the construction of station#1,under the assumption that there will be some sort of debt issuance. Reminded Council that the estimate for station #lwas $3.5-$4 million (including property acquisition, architectural fees, demolition, etc.) Station#2 is estimated at$242.5 million as it is a smaller structure,and there is no land acquisition involved. Between now and the Council adoption of this year's budget,staff will look at all possible savings and bring back a figure for the total construction cost of station#1 for a bond issuance. Wheeldon asked for verification that the neighboring property is in fact available. Laws suggested that discussion should not occur about property matters at this point,as it might endanger negotiations. Emphasized that this differs from the library in that there is no question that the fire station is in the optimal location for the City,and that the Fire Department is a requirement for the safety of the citizens of Ashland. Condemnation is a possibility here where it would not be for a library. Stated that there is not a need to go into detail here. Scoles stated that conversations have occurred, and the property owners are aware of the situation, have allowed appraisers on the property,have been cooperative and have been willing to work with the City. Stated that there is no offer or deal on the table,but discussions have occurred with both the tenant and the owner. Noted the difficulty in negotiating when there has been no authorization to spend money. Freeman confirmed for Hauck that the issue should be on the ballot at some point in the next fiscal year. Emphasized however,that if bonds are to be issued,it must be in the budget to spend. Without consensus on the priority for moving forward with this project,there is no reason to put this in the budget and take it to the Budget Committee. This is the last opportunity before the draft budget is prepared to discuss the Council's desire to include this item in the Capital Improvement Plan. Council expressed their consensus to send this item before the Budget Committee. Laws confirmed that the figure for both stations would likely be$5.5-$5.6 over two or three years. Freeman noted that this was dependent on the bond timing,as both stations could not be demolished and built at once. Suggested that station#2 could be brought back for bond issuance in two years,after station#I is complete. City Council Special Study Session Minutes 03-18-1999 1 Woodley stated that he has not yet given thought to what will be done during construction. Recognized that it will be problematic to run a station during demolition and construction,but stated that he has not wanted to begin planning for this until there are more complete details available. Council discussion of where to put fire station #1 during construction,noting that there will be a need to look at many alternatives. Laws questioned the June 17, 1998 planning calendar which had suggested construction would begin this summer. Freeman stated that he feels that this project can move forward based on money in the current budget. Explained that Council had allotted $450,000 in the current budget for the fire station, and while some has already gone for the conceptual drawings there is money available to move forward. Scoles noted for Wheeldon that while design details have not been chosen,the$3.544 million estimates given take into account the potential differences in materials costs, size, site preparation, cost of the adjacent property, any public facility work,traffic signals,and etc. Fine questioned whether staff was comfortable with the timeframe for getting this matter on the ballot in September, noting that the deadline for filing with the County Clerk would be July 22". Staff indicated that the November ballot was a more realistic option,and the extra time would allow for more careful and professional planning. The meeting was adjourned to the continued meeting for a decision on the matter of expanding the library at 1:45 p.m. STRATEGIC PLANNING WRAP-UP The meeting was reconvened at 1:50 p.m. Freeman presented the department work plans for the next fiscal year as previously requested by Councilor Laws.Noted that the department heads have listed current projects, and grouped them into three categories: "Current Projects/Priorities That Will Continue into 1999-2000","Projects/Priorities Identified in the Draft Strategic Plan That Can be Accomplished",and"Projects/Priorities in the Draft Strategic Plan that are Low Priority to My Department and Should be Completed at a Later Time." Freeman suggested focusing on the items department heads believed could not be accomplished, and if Council disagrees with the stated priorities looking at how projects can be reorganized. Freeman noted that for Administration and Administrative Services, the only recommendation he felt was a lower priority was holding joint study sessions with other government agencies in the region. Stated that given the difficulty in finding available times that work for the Council to get together for City business,he felt this could wait until later. Emphasized,however,that he would take advantage of any opportunities that presented themselves. For Finance,there were no recommendations that could not be accomplished over the next year. In Public Safety,the Police Department felt that investigating the need for the department to respond to high tech crimes could come at a later time. The Fire Department did not feel that there were any projects in the plan that could not be accomplished. Under the Electric Department,there were no items that could not be accomplished. Freeman stated that the two departments most significantly impacted by the Strategic Plan recommendations were Public Works/Engineering and Engineering. Public Works Director Paula Brown noted that her department is inundated with current projects,noting the Department Strategic and Training Plans, Wastewater Treatment Plant,Oak Street Traffic Calming,Airport Sewer Service, TID Agreement renegotiation,GIS System,RVTD Bus Shelters,Siskiyou Boulevard Improvements,Calle Guanajuato and Main Street Bridge improvements,and the Water Street Bridge. Stated that an implementation plan for the TAP intertie City Council Special Study Session Minutes 03-18-1999 2 e project is underway. Suggested that placing portable restrooms on the Calle would not be difficult,but that it has not been on the department's budget horizon. Brown noted that discussions of the feasibility of jurisdictional transfers with ODOT and the County are progressing well,and may actually have positive effects in bringing in financing for bigger picture transportation issues. With regard to the use of technology to encourage citizen participation,which is an item being lead by Administration,there is a need for Public Works staff time to get information out to the public. Discussed the GIS system as an element of this item, noting that this would be a means of providing information to the public at a public computer station or over the internet. With regard to finalizing the riparian ordinance,there is some staff time involved to assist Planning with this item. Also stated that because there some critical functions centered in Public Works,Y2K readiness will reqpire some staff time. In terns of lower priority items, Brown recommended having a consultant look at transit service issues in cooperation with Planning Department efforts. Wheeldon asked for clarification,noting that her expectation on the item listed as"transit"was that a comprehensive transportation survey would be conducted by a consultant,addressing all modes of transportation. Suggested that this was a fast step in addressing community parking concerns. Freeman stated that he felt the downtown parking item and the transit analysis were separate items,and that staff proposed looking at the parking piece first as both could not be undertaken at once given workloads. Wheeldon stated that in order to address parking,information on transportation use in the City is a necessary first step. Stated that her belief was that this survey would be the City's primary effort toward addressing parking this fiscal year. Freeman read the transit and parking items from the strategic plan for clarification. Wheeldon stated that she didn't feel it was effective to analyze transit service without also looking at the bicycle and pedestrian portion of transportation issues around the community. Explained that she didn't believe such a survey would be conducted by Public Works, and that it could be handled by an outside firm. Wheeldon concluded that parking could not be fully addressed until habits of the community and options were known. Staff suggested that the Rogue Valley Council of Governments (RVCOG)would be an excellent resource in this area,as they have done this type of research in the area,and a survey would be relatively easy. Hauck stated that relatively current information already exists. Councilors Laws and Hauck agreed with the need to look at other transportation modes. Freeman stated that he would schedule a future study session to design a survey. Director of Community Development John McLaughlin noted that fully one third of staff time is spent on planning actions and two thirds of staff time is spent on projects. Cited the Tolman Creek Road Neighborhood Plan as an example,noting that after the consultant makes their recommendation,it will return to staff and go through the adoption process with the Planning Commission and the Council, and making the necessary ordinance and zoning changes, followed by initiating the implementation of improvements which may involve an LID process. Stated that the update to the Downtown Plan, relative to parking, will require additional resources in the form of additional staff or a consultant. McLaughlin asked for Council clarification on some of the lower priority items including the"smart growth"program. Emphasized that the ideas of smart growth are being incorporated into current actions, but staff is uncertain how the Council wants to see these ideas put into a separate program. Suggested that perhaps this item could be worked on with the Conservation Commission in their discussions of sustainability. McLaughlin noted that there is some confusion over design standards and ordinances,as some community members are expressing frustration with their effects on business recruitment and economic development while others are expressing just the opposite sentiment. Suggested that at some point the design standards may need to be looked at,but stated that this would be a fairly lengthy and involved process. McLaughlin questioned addressing the undeveloped railroad property in the coming year,given the other projects on Community Development's list and the priority of addressing downtown parking needs. McLaughlin noted that two items raised by Brown(transit services and the bike trail/sidewalk master plan)were on the radar screen,but that he was uncertain where they could be fit in time-wise in the coming year. Wheeldon questioned whether these items were already at least partially included in the Transportation Systems Plan,and whether there was City Council Special Study Session Minutes 03-18-1999 3 any way that the Bicycle and Pedestrian Commission could play some initial role in these items. Council discussion, ` indicating that this was a good idea to be considered. McLaughlin stated that the living wage ordinance may happen fairly quickly,noting that a local group is looking into this issue and will likely bring information to Council and staff in the near future. Laws suggested bringing these departmental work plans back to the Council for adoption at an upcoming meeting, except for the low priority items,with the understanding that these might be accomplished by people other than staff or incorporated into other projects. Hauck suggested th at these items might be included in the"Post 2000"category,and that time be allowed for a decision on items that might be dropped at the Council meeting. Laws does not want to see this year's Strategic Plan elements made more important than last year's goals. Wheeldon questioned what departments have time to do currently. Suggested a presentation six months down the road to update the Council about progress toward goals,and emphasized that she did not want to adopt more goals than could realistically be accomplished by staff. Noted the need for staff to keep Council apprized on progress in meeting these goals,and the need to reconsider prioritization if anything is to be added to staff workloads. Freeman noted the November 3rd Council communication which set the stage for the Strategic Planning process, explained that the last two pieces in this process are implementation and reporting. Emphasized that Council would be kept up to date on the progress made in meeting these planned goals. ADJOURNED The meeting was adjourned at 2:20 p.m. Submitted by Barbara Christensen,City Recorder!/'reasurer City Council Special Study Session Minwer 03-18-1999 4 ASHLAND HISTORIC COMMISSION Minutes March 3, 1999 CALL TO ORDER The meeting was called to order at the Community Center by Chairperson Jim Lewis at 7:35 p.m. Members present were Jim Lewis, Terry Skibby, Gary Foll, Joan Steele, Joyce Cowan, Dale Shostrom, Vava Bailey and Keith Chambers. Also present were City Council Liaison Cameron Hanson, Associate Planner Mark Knox and Secretary Sonja Akerman. Member Curt Anderson was unable to attend the meeting. APPROVAL OF MINUTES Foll moved and Cowan seconded the Minutes of the February 3, 1999 meeting be approved as submitted. The motion was unanimously passed. PUBLIC HEARINGS Planning Action 99-014 Conditional Use Permit 117 Third Street Rosemary Silva Knox reported this application is for the conversion of the existing medical office in the rear of the property to a one-unit traveler's accommodation. The applicant owns Colonel Silsby's,which is adjacent to 117 Third Street. No exterior changes are proposed. The main house on the property will remain as a rental unit. The medical office, which was built in 1993, has more impact than a traveler's accommodation unit will have. Chambers asked about the owner-occupancy requirement and Knox clarified since the applicant owns the property next door and lives there, she meets the requirement. Chambers moved and Foll seconded to recommend approval of this planning action to the Hearings Board. The motion was unanimously passed. Planning Action 99-01 Conditional Use Permit 2591/2"B" Street Stephen Sacks Knox explained this application is basically the same as the previous one. The owner of the property seeks to convert the existing 400 square foot guest house to a one-unit traveler's accommodation. The main house was built in 1898. There will be no exterior changes to the structures. A flagstone path will be put in from "B" Street to the unit in back for easy access. Staff has no major concerns with this proposal and is recommending approval. Michael Bingham, representing the applicant,stated it is likely the guests won't be driving once they arrive because of its close proximity to downtown and the fact that the owner will be providing bicycles. Foll asked if the unit will revert back into a rental unit if not used as a traveler's accommodation unit. Bingham affirmed it would. When the subject of increased traffic on"B"Street came up, Lewis noted the Planning Department is in the process of sending out questionnaires regarding traffic calming on "B" Street. Steele moved to recommend approval of this proposal to the Hearings Board. Skibby seconded the motion and it was unanimously approved. Planning Action 99-021 Final Plan Approval Holly Street Evan Archerd/Hal Dresner Knox related Outline Plan for this proposal was approved in May of 1998. This application is for Final Plan approval. Very little has changed from the Historic Commission perspective. Designer Bill Emerson has incorporated changes the Historic J Commission had requested last May. This request is for a nine unit (three-triplex) development. Staff is happy with the application and the traditional design. Skibby noted the designer has been to the Review Board on several occasions. Emerson added the elevations he submitted reflect all the changes which were recommended. Chambers asked about the tree that recently came down. Evan Archerd answered Tom Myers(Upper Limb-It)took it down because it was dying. He also said no more trees would come out, only a few bushes. Skibby moved and Bailey seconded to recommend approval of this application. The motion passed unanimously. Planning Action 99-020 Site Review 525"A" Street Peter Brunner and Cynthia White Knox explained this application is for a mixed use building on the northeast corner of Fourth and"A"Streets. 75%of the lower level will be office space; the rest will be commercial. The second story comprises three apartments. The same owner and architect built the structure on the adjacent lot last year. The design is attractive and reminiscent of the adjacent building, however, its own features stand out also. Parking will be on the rear and side. Knox stated the Land Use Ordinance allows, up to 25%shared parking spaces and this proposal is requesting 21%to be shared(3 spaces). The courtyard will be shared between the two buildings and landscaping will be similar. Skibby asked about the location of the utility meters. Knox responded they will be located on the front of the building. Architect Jerome White stated the Electric Department is requiring the meter boxes to either be on the front of the building or within five feet of the front on the side. Because of the design of the building and the length of the other lines for the adjacent building, this was the only feasible location. It will, however, be screened. White conveyed the design is similar to the adjacent building because when both lots were purchased, a long range plan was developed. The new building will be 30 feet longer and it will be brought out four feet at Fourth Street. The entry is similar to the building across the street which now houses Chris Briscoe's studio. White also stated the retail space may end up as office, however,they are planning for the highest use as far as parking is concerned. The material and texture will be different than the adjacent building. Plaster will partially be used on the bottom portion and will set the retail portion apart. Plaster will not include the bay. Colors will be similar but not the same-they have not been decided upon yet. Also, there will be an awning on the new building, which will be different. Gary Powell, 562"A" Street, stated he is concerned about the parking and traffic on "A" Street. He is also concerned about how big the building will be. This is a very special area and it deserves consideration. The building will blend in but half the block will look the same. He said he appreciates the distinct differences between the new buildings that have been constructed so far. Also, the space between the two buildings is a concern. Sound bounces off the big buildings. He has tried to buffer the noise by planting more trees around his house. Powell related he didn't buy his house to change it but to improve it. He wants to keep the character of the Railroad District. When asked by Powell,White responded the new building will be a third to a half larger than the adjacent one. Applicant Cynthia White stated when she and Peter Brunner bought the property in 1993, they wanted to offer something unique to that corner. They liked the San Francisco-influenced design for that corner and also,they wanted to make the design similar to the one they built last year. Hollis Shostrom asked if an elevator would be put in. Shostrom informed him elevators were quite expensive. Cynthia White added there will be ramps all around the building and the lower floor will be wheelchair accessible. Jerome White acknowledged an elevator was considered but it was determined it would be too expensive. If the building were three stories high or larger in size, ADA would require an elevator. Jerome White said Powell brought up a good point about the changing nature of the buildings. The lots,however,were created with a more current character than the narrow lot historic character. They feel they are keeping the historic character of the area but in an affordable vein. He also noted the building will be the same width as the depot. Lewis stated when the applicants received their previous approval for the adjacent building,Jerome White provided a concept of what the building on the corner would look like. Foll noted "A" Street is designed for commercial development and the similarity of the two adjacent buildings appeals to him. He likes the flow and consistency. Skibby added the broken lines of Ashland Historic Commission Minutes March 3,1999 2 the new building add perspective to the structure. Lewis stated he likes the design from every side;it doesn't have a bad side. The color changes,textures and awnings all give the building its own character. This will be bringing back something that was all over town at one time. Bailey asked what material will be dividing the portion of the building that is recessed. Jerome White answered the windows will be framed like the others; it is difficult to see in the drawings. Shostrom stated he appreciates Powell's concerns about the space between the two buildings, and added there will actually be 26 feet. Each building is 13 feet from the property line. Powell was relieved to have that clarified. Shostrom then noted the second building has more detail, and the way the depth, elevation and textures change will enhance this. Because this is a commercial corner,the proposed building will be the primary building and will compliment the other one. Knox added Staff also sees changes from the first building. Seventy years from now, the buildings will probably look quite different. The consistency in the most recently constructed buildings is nice. At first there was a hodge podge of designs. Chambers moved and Bailey seconded to recommend approval of this application to the Planning Commission. The motion passed unanimously. BUILDING PERMITS Permits reviewed by members of the Historic Commission and issued during the month of February follow: 95 W nburn Way City of Ashland - Parks Ice Rink Cover 147 North Laurel Street Ronald Foster Re-roof 638 Siskiyou Boulevard John McCory/W. McCormick Re-roof 55 Golden Spike Way Karen Giese Remodel 298 Hargadine Street Mark& Maddie DeRienzo Remodel 156 Sixth Street Allison Renwick Convert Structure to Studio 300 East Main Street Allen Drescher Repair Sheetrock 155 Hillcrest Street Bill & Lisa Molnar Windows 342 High Street Ralph &Sandy Nelson Garage 321 North Main Street Laura Shrewsbury Remodel 44 North Second Street Trinity Episcopal Church Enclose Porch 157 Church Street Goerge Hocking Remodel 41 North Main Street Louie's Sign REVIEW BOARD Following is the March schedule for the Review Board, which meets every Thursday from 3:00 to at least 3:30 p.m. in the Planning Department: March 4`" Skibby, Foil, Bailey and Steele March 11" Skibby, Steele, Foil and Shostrom March 18'" Skibby, Chambers and Shostrom March 25" Skibby, Foil, Bailey and Cowan April I" Skibby, Chambers and Cowan OLD BUSINESS Project Assignments for Planning Actions PA# Address Person(s)Assigned 96-086 685"A" Street Curt Anderson/Jim Lewis 97-018 661 "B" Street Jim Lewis 98-022 112 Heiman Street Vava Bailey 98-039 Holly Street Joan Steele and Joyce Cowan Ashland Historic Commission Minutes March 3, 1999 3 J PA# Address Person(s)Assigned 98-045 122 Church Street Vava Bailey 98-047 Between 548 &628 North Main Street Joyce Cowan 98-070 595 North Main Street Terry Skibby and Dale Shostrom 97-072 440 East Main Street Joyce Cowan 98-075 542"A" Street Jim Lewis 98-091 559 Scenic Drive Vava Bailey 99-020 525"A" Street Jim Lewis NEW BUSINESS Moving Request for 134 Church Street Knox related this proposal is to move the existing house to another location on the same property in order to allow a larger single family residence to be built. Architect Fran Icenhower explained the proposal is to pick up the existing house and move it to the rear and side of the property, leaving the front elevation as it is. The front elevation will still be facing Church Street. The owners of the property would like to turn this house into a studio space on the second floor with garage space on the bottom floor. The side addition and rear sunroom addition will be removed. A garage door will be installed on the Baum Street side. The Commission discussed duplicating some of the windows on the right side more like the left side if it works for the owners on the inside of the building. Icenhower said the stairway and closet area are in the way on that side, but she will see if any more windows can be added. Chambers asked if it would feasible to have a single rather than a double car garage. Icenhower answered another single car garage will be built perpendicular to the street in the new house. Skibby said in reality, the house will be saved and turned into a carriage house. Lewis asked if the garage door could be changed from a roll up type to a two-section one. Icenhower responded there are garage doors available now that look like they are in two sections that open out, yet still roll up. She will do more checking. Chambers agreed with Skibby the same building will be on the same lot with the same elevation and the front facade restored. He stated this is a creative solution. Foil said he is concerned with what the new house will look like. He doesn't want it to block the existing historic house. Icenhowersaid the historic homewill be totally visible and added the design forthe new house has changed considerably since the beginning. Currently, it is designed to have a 1500 square foot footprint and will be a bungalow style. The basement area has been expanded with this design. She said she took input from Lewis, Shostrom and Cowan when she met them on the site and is trying to work the recommendations into the design. Shostrom said his concern is the bulk and scale of the new house. Church Street is comprised of older historic homes and this will be the first new home on the street. He does not want this to start a trend. Bailey asked how high the new house will be and Icenhower answered it will be 24 to 30 feet. Chambers asked if either shed, both of which are proposed to be demolished, is movable. Icenhower said they are both in bad shape but the smaller one may be able to withstand a move. She added the owners would be willing to give them away if anyone wants to move them. Foil said it is important the Review Board see the elevations of the new house and the streetscape of what the lot will look like. Foil then moved and Chambers seconded to recommend approval of this house move to the City Council upon Review Board examination of the proposed new house. Bailey added it will be necessary to ensure there is visual space between the two. The motion passed with all voting aye except Bailey. Icenhower stated she will be out of town,but Tom Taylor will bring in the elevations for the new home to the March 11'Review Board meeting so it can go to the City Council on March W. Ashland Historic Commission Minutes March 3, 1999 4 i Masonic Temple -25 North Main Street Knox explained the owners of this National Register building are proposing exterior changes so a Staff Permit is required. He clarified the changes which are proposed. (At 10.00, Skibby moved and Foll seconded to extend the meeting until 10.30 p.m. The motion was unanimously passed.) Skibby moved to approve the changes proposed for this building with the stipulation the signs fit the relief panels between the first and second floors. Shostrom seconded the motion and it passed unanimously. More OLD BUSINESS Grant for National Register Web Site Steele said she has been working with Skibby on the details of each site. Southern Oregon Historical Society Since the tour which was planned for February 24`" needed to be rescheduled, the Commission decided on March 24th. Ashland Public Library There was nothing new to report. More NEW BUSINESS National Historic Preservation Week- May 9-15, 1999 In discussing the annual presentation of awards, the Commission decided to hold the ceremony at the Old Armory at noon on Friday, May 14`". This decision was based on the fact the Railroad District is soon to be placed on the National Register of Historic Places, the Armory is already on the National Register, Southern Oregon Historical Society now has an office there, and there is refuge from the rain if needed. There will also be a walking tour of the Downtown area. The Review Board will discuss this further and decide upon more events. ADJOURNMENT With a motion by Bailey and second by Cowan, it was the unanimous decision of the Commission to adjourn the meeting at 10:33 p.m. Ashland Historic Commission Minutes March 3, 1999 5 MINUTES City of Ashland PROGRAMMING COMMITTEE Thursday, March 25, 1999 Pioneer Hall Steve Belsky called meeting to order at 5:39 PM. Committee members present included Steve Belsky, Wes Brain, Cathy Carrier, Tom Garland and Russ Silbiger. Members attending the meeting late were Lenny Niemark and Candice Chapman. City Council Liaison Steve Hauck and Staff Liaison Vince Zauskey were also in attendance. Staff Liaison Pete Lovrovich was not in attendance (vacation). Also in attendance, shortly after call-to-order, was an interested Ashland resident, Ralph Breuning(was at meeting for approx. %2 hour) and Sue Densmore, representing Falcon Cable (Ms. Densmore stayed at meeting for its entire duration). Committte members looked over minutes from March 18 meeting. Tom Garland had question about using the Prevue Guide, slated for Economy Basic on Channel 7, as a tool to promote our other services such as Basic, Expanded Basic (or even a Free Preview which would not be possible for an Economy Basic person because it would require our Digital Box). Vince explained that we could not run Video on top of the Prevue Guide but the preview guide does advertise—using their video—most of the programming a customer probably would not be able to receive. R. Silbiger brought up the point that the grid showing all the programming avialable on other levels of service would probably be enough incentive for an Economy Basic customer to consider upgrading their service. Vince also explained various charges the Prevue Guide has when changes are made and pointed out that AFN could run messages in the rolling grid advertising levels of service. W. Brain questioned the use of the proposed Channel 20 on Basic (AFN channel/Blazer basketball). Vince explained that this channel, initially, could hopefully run a number of programmer tapes advertising channels such as HBO or Expanded Channels like A&E, etc. and maybe AFN would overlay one of the Access channels on Ch. 20 until we can get it fully operational. Vince likened Ch. 20 to Falcon's Ch. 65 that has still-frame ads, community info., etc. Vince would like to see this as an AFN Info. Channel for other AFN products like the internet and data services as well as public relations events, etc. It would also serve as the channel for all Portland Trailblazer basketball telecasts. S. Belsky pointed out Vince's mistake on his Expanded proposals using Channels 20 and 21 for ESPN and ESPN2. Vince discovered after passing out proposals and asked everyone to make corrections to Channels 21 (ESPN) and 22 (ESPN2) respectively. C. Carrier had a question in reference to our Homes Passed number which was brought up by a representative of the UPN network when Cathy called earlier this week. She thought it was around 8500. Vince countered that he didn't think it was quite that high and said he understood the Homes Passed number to be about 8,000. 1 Programming Committee approved the March 18 Minutes as submitted. Final Comments on Basic were made. R. Silbiger mentioned the possibility of putting Noggin' in the place of Nickelodeon because Noggin' is a bit more Educational. Vince countered that he felt Nickelodeon would be better for BASIC because he felt it was a little bit more "cartoon oriented" and may therefore appeal to customers that may not be able to afford Expanded service. It was agreed upon to leave Nickelodeon as is on BASIC and consider Noggin for Expanded service. A motion was then made by the chair, S. Belsky, to approve the BASIC line-up, with changes as discussed at last week's meeting. Those changes, for Option #1, included the following: replace Bloomberg TV with Headline News, drop Trinity Broadcasting and replace with Odyssey and add America's Health. A motion was made by T. Garland and seconded by the committee. Expanded Basic was brought up and Vince recommended the committee take a look at the taped programming R. Silbiger put together for review(thank you, Russ). He started with Trinity Broadcasting and we also viewed clips from America's Voice (NET), UPN, EWTN and BET. In addition, C. Carrier brought the information packet from Wisdom Television and we reviewed the promo tape for this channel. C. Carrier gave a brief report on what she was able to find out about the UPN Network. She will forward Vince the phone # and contact person she was in touch with. Also, R. Silbiger also furnished Vince a phone# he had. Vince mentioned one problem he could foresee was the possibility some programming from UPN is carried locally(by KMVU) and we would have to black that programming out. S. Hauck stated that the only programming they show on KMVU is Voyager. Still, blacking out programming can be a manual operation and takes close monitoring and Vince is not sure AFN wants to get into anything like this. He will, however, look into it further and contact UPN rep prior to next meeting. Wes.Brain had to depart meeting around 6:30 PM because of another commitment. Group reviewed Vince's two options for Expanded service. Vince suggested we retain the FX channel—even though he could not find it on the suggested Expanded list the committee set up at the March 18 meeting. Vince wanted to keep FX on the same channel Falcon has broadcast it on, Ch. 34, but pointed out that he would have to move it to another location because of adding America's Health on Basic. A discussion followed—led by R. Silbiger—that he felt this was a great opportunity for the city to `group' channels of similar interest/content, etc. instead of haphazardly come up with a channel line-up. Vince countered that he had tried to do that but he also wanted to retain the sequence of channels that Falcon has, when possible, to avoid a lot of confusion later(especially when cable listings go into the newspaper for both Falcon and AFN). S. Belsky said committee should move on with decision making process for Expanded but Vince will continue to do everything he can to group channels while still keeping similar channel #'s between Falcon's line-up and Ashland's. WB was once again brought up. Vince mentioned that it probably is a MUTE POINT because of KDRV's/Falcon's exclusive contract to prevent `duplication' of programming. 2 Committee agreed that Option #1 was best channel line-up but suggested the following changes for Option #1. These included: Substituting CARTOON NETWORK for Toon Disney because there is more diversity of programming/cartoons on Cartoon Network than Disney(according to S. Belsky). Although Toon Disney is FREE, Vince mentioned that he didn't think substituting Cartoon Network for Toon would increase programming costs by much and would pencil this change in. Other channel Programming Committee wanted to change was substituting Noggin' (suggested by L. Niemark) for CMT. The consensus was that we are retaining The Nashville Network which would,hopefully, satisfy the country/western segment. Adding Noggin' (a new channel for children by Nickelodeon network...must have Nickelodeon on the air to have Noggin'), would be a good "added value"channel for our Expanded line-up and give us two good children's channels (Nickelodeon on Basic, Noggin' on Expanded). L. Niemark also voted for Court TV (and dropping Outdoor Life). He also suggested dropping America's Voice and substituting that channel with BBC America, all changes for Option#1. S. Belsky said he was concerned about dropping Outdoor Life and Vince seconded that concern. C. Chapman asked for a synopsis of Outdoor Life and T. Garland gave a brief description of Outdoor Life(which is also in each member's Programming Committee notebook). The committee reached agreement that Outdoor Life would probably not be a good channel to drop. Committee suggested maybe putting Court TV on Digital Tier. Vince explained that some programmers will not permit their channels to be on any level of service except BASIC or EXPANDED BASIC and he thought Court TV is one of those. Also, if on a separate tier, cost for that channel can sometimes be much higher because of lower penetration. For instance, Vince checked on Court TV after meeting and the rate is 5X higher between a penetration level of 70-84.9% (least expensive rate) to a much lower penetration level of 0-29.9% (highest rate). Vince is `guessing' Digital Tier will be around 20%penetrated in Ashland. A discussion developed about Court TV and comments were made by various committee members. L. Niemark strongly suggested this would be an interesting channel for our network based on some of its LIVE court cases while others are re-created. C. Chapman mentioned that her sister watches this channel and dubbed it as possibly a `tabloid' channel. C. Chapman mentioned that she understood that BRAVO is censored, according to her brother. R. Silbiger mentioned that Bravo is not commercial free. Vince brought up the situation we face with adding America's Health to Basic (on Ch. 34). It would mean that FX would have to be moved and asked the committee to consider moving either Bravo or the Independent Film Channel to our proposed Digital Tier. A couple of additional lengthy discussions followed about the NASA Channel, BBC on Expanded, ZDTV, CNET (which is similar to ZDTV but may have less hours of programming...T. Garland will check further for next meeting). Vince mentioned that he needed to take another look at Programming Costs. With the addition of the Cartoon Network and Noggin' on Expanded Basic, adding Court TV, BBC America, ZDTV/CNET, possibly UPN, and the NASA Channel. (or a couple of these channels), Vince cautioned that we most probably would be over on our Expanded Basic programming costs. He will discuss with Pete next week 3 and get back to the committee with a revised Expanded line-up for our next meeting. Hopefully, we can also look at an option or two for our proposed Digital Tier at April 1 meeting. S. Belsky answered QUIZ "What was the longest running dramatic series on TV?" and won a 5'X7"picture frame donated by MTV networks. The answer: Gunsmoke. Meeting was adjourned at 7:34PM by S. Belsky. Next Programming Committee meeting will be Thursday, April 1, 5:30PM, Pioneer Hall, 73 Winburn Way. 4 �i y ASHLAND AIRPORT COMMISSION Noon, Wednesday, March 3, 1999 MINUTES MEMBERS PRESENT: Paul Rostykus, William Skillman, Ken Ehlers, Lillian Insley, Marty Jacobsen, Staff present: Paula Brown, and Dawn Curtis, Bob Skinner, FBO MEMBERS ABSENT: Don Fitch, Alan Hassell,Coun:cilor anson I. CALL TO ORDER: Meeting 12:00 Noon II. APPROVAL OF MINUTES: Wednesday, February 3, 1999 Minutes approved with changes. III. ADDITIONAL AGENDA ITEMS: Eric Libbey was introduced to the Commission. Mr. Libbey is a contract pilot for Doug Neumann. IV. OLD BUSINESS: A. Pending Proiects: 1)Hangar Development: A. Update from staff on availability and use of the $4.000 "deposit" Staff had no report to give on this money at this time. B. Update from staff on Hangar Proposals -The interest by Doug Neuman is still present. The hangar design is under question as it does not fit into the master plan design. Does Commission want to accept these changes? They would like to see a hangar with a larger door clearance of about 20' to accommodate their jets. The site they are looking at is the eastern most site and expanding the 80 X 60 hangar to an 80 X 80 hangar. The ramp area paving responsibility falls onto Neuman. This area has yet to be staked. The water line has been identified previously. Could the Commission consider moving the hangars more closely together to help lessen the excavation of the apron. There is a 4 foot minimum spacing between the hangars on the master plan. As long as the drainage was considered, this could make up for some of the space for the extra twenty feet. The realignment of the taxiway would need to be considered to make this happen. Rostykus asked why the area marked for the larger hangars was undesirable. Skinner remarked that area houses tie downs that are used during the year. The Commission agreed to look at the plans that will be brought in next month for the larger hangar. Environmental Mapping Services Proposal to build adjacent to the FBO hangar still is controversial to most of the Commission. During a meeting with Staff, EMS and commission members to discuss alternatives to this site. There are sites further down that will require the moving of water lines. The option of using the FBO hangar would create conflicts for the future FBO hangar site. The two sites would give both parties more leniency in the leasing or buying options. If the connection to the FBO hangar were to be preferable for EMS there would be many contingent issues. Commission would rather see the second site further away G:Dawn\Airp\Minutes\February 99.wpd from the FBO chosen. The proximity would be beneficial to the mechanics but would limit any future growth of the FBO hangar. These options will be further discussed by EMS. When a decision is reached, EMS will contact the Commission. 2) Fuel Tank Status: Engineering has reviewed the plans and returned them to Bergeson/Boese with changes. The final revisions will be returned shortly. They will then need to be reviewed by the Building Department for permitting. The State Marshal will finalize the plans and issue a final approval. Skinner talked to the supplier and they will be bringing down a semi truck to fuel Jet A and 100 Octane from. Skinner's trucks will be outfitted to have a bottom load port retrofitted for future fueling. B. Maintenance Issues: Staff 1) Beacon Replacement The beacon will cost approximately $3,400 and will come out of next years budget. We will also look into a reserviced beacon from surplus but that will depend on the warranty we can receive. IV. NEW BUSINESS: A. Landing Tarriffs on incoming freight - Staff reported that the current charge for the freight is $.65/1,000 lbs. After speaking with Teddy Baker, ODOT Aviation Department, suggested comparing other airports and forwarded a copy of the 1998 survey. The Medford Airport has a double billing system for their freight carriers. If a company has a signatory agreement within the airport (a lease agreement) they are charged $1.43/1,000 lbs. If there is no agreement the rate is $1.66/1,000 lbs. It seemed typical for airports with this type of agreement to have as much as a 30% increase for non-based operations. Baker suggested using the operations costs of the airport as a basis for raising the rate. The rate could yearly increase with the CPI as does the tie downs and such. We could also adopt a sliding fee for different weight categories. It is also practiced to charge carriers weighing over the maximum load of the runway an extra fee for increase wear and tear to the asphalt. Conunission voted on raising the rate to $1.50 11,000 lbs. An ordinance will be brought in front of the City Council during our March 161 presentation. B. Other: AIP Priorities- Attached in the packet were the top priority projects the Commission had voted on as being the most important. Staff wanted to be sure that the Commission still agreed on these items: Installation of perimeter security fencing; Construct the east hangar access taxi lanes; install taxiway retro reflectors. Skinner pointed out that with the new hangar development we will need to consider the phase II apron installation a growing priority. Brown pointed out that we will most likely not get approval for both fence and runway but they will specify which we can fund. Brown will have Olson look at the last AIP projects to find what the cost to us was in the past. Next year's AIP will focus on the taxiway phase II. V. AIRPORT MANAGER REPORT/FBO REPORT/AIRPORT ASSOCIATION: A. Status of Aimort Financial Report Review of Safety Reports: Hiring process will begin for a third full time mechanic for the FBO hangar. Damage to one of the T- Hangars has been repaired. December sales were good. There was a lax in business due to weather. Weeds should be addressed soon. B. Ashland Airport Association: Status Report Airport Appreciation day will be May 231 this year. G:Dawn\AirpWlinutestDecember 98.wpd B. Other: VI. INFORMATIONAL ITEMS: A. ODOT Letter and response regarding FY00 AIP Projects - FYI B. Article "Off the Beaten Runway" Oregon Business, November 1998 - FYI C. Flightlines Oregon, ODOT, Oregon Aeronautics Division, Winter 1999 D. Reminder: Airport Commission is scheduled to give an update to the City Council on March 16t° Commissioners should consider what they would like to present to Council during our time. Contact Dawn or Paula with ideas. The presentation will be 5-10 minutes long and commissioners are encouraged to attend. We will add this to the agenda for next month's meeting to further discuss. VII. NEW: Insley brought to the attention of the article in the Medford Mail Tribune regarding the standing of ODOT and the aviation division. Should the commission become involved in the legislature for this separation? Brown will contact Senators Uherbelau and Hannon to see if they would like to attend one of our meetings to hear our views. VII. ADJOURN: Meeting was adjourned at 1:30 PM. G:DawnWirpWlinutes0ecember 98.wpd C MINUTES City of Ashland PROGRAMMING COMMITTEE Thursday, Feb. 25, 1999 Senior Center (Hunter Park) Meeting was called to order by Pete Lovrovich at 7:06 PM. Introduction by Committee Members, Pete, Vince Zauskey A discussion was held and presented by Vince and Pete regarding the following: • CATV Information • Market Research • Ashland Open Meetings Law • Duties and Responsibilities of Programming Committee • Public Input Process • selection of officers was discussed and elected as follows: CHAIRMAN—Steve Belsky CO-CHAIRS—Cathy Carrier, Tom Garland SECRETARY—Pete Lovrovich l-_ • discussion regarding an E-Mail avenue for additional communication was held for the Programming Committee. Pete said he will set this up. Proposed channel line-up and comparison of Falcon channels was discussed. Vince provided the committee with additional channel options and will follow up with as many descriptions as he can get gather. Russ Silbiger shared with the group additional channels available on the Dish Network. It was asked that Vince provide more information regarding the Cable Co-op. Vince said he will provide additional information and hand out by next meeting. Steve B. asked that we provide information regarding all FREE channels. Vince will respond. Tom G. discussed the aspects of Digital VS Analog signals and the availability of programming. Pete discussed the approach the AFN is seeking in terms of technology. A discussion regarding franchising fees was held. Pete acknowledged that the AFN will be paying all fees as are cable companies. Tom Garland questioned how we (The City/Committee) might be able to capture the 35-40% of customers that are not subscribing to cable TV now. A discussion was held regarding the time and place of future meetings. It was decided to hold meetings at 5:30PM every Thursday for the next 3-4 weeks. Meeting adjourned at 9:10PM. l MINUTES City of Ashland PROGRAMMING COMMITTEE Thursday, Mar. 4, 1999 Senior Center (Hunter Park) Meeting was called to order by Steve Belsky at 5:45 PM. Wes Brain, who was absent from first meeting, was introduced to other committee members. Paul Collins sat-in for Cathy Carrier(who was out of town but will return for next meeting). Minutes for February 25, 1999 meeting were approved as submitted by Committee Members. Steve Belsky discussed Cable Co-op and had question about their background, whether they were just a Regional company, a'Private' organization etc. Pete and Vince answered with background information on National Cable Television Cooperative, Inc. and Vince later passed out information-as requested from Feb. 25 meeting-giving outline of what co-op is and their website address if committee wants further information. Wes requested we furnish information about FM services that could be available and Vince said he would at least follow-up with those available locally(being carried by Falcon). Will check to see how this could/might work with our AFN proposed cable system. The WB channel was discussed and Vince answered with information he had obtained via a phone call from WB representative in Los Angeles, Meredith Durr. Vince explained about the 'exclusive' contract WB had signed with Falcon and the local ABC affiliate, KDRV. This agreement supposedly states that any cable operation in direct competition with the primary provider-which is Falcon-cannot receive the same carnage and therefore Falcon and the local affiliate will have Exclusive Rights to carry the signal. In Medford, the WB channel call letters will be KMFD and will be broadcast by KDRV with Falcon picking it up on their cable system. Vince will get further clarification from WB folks. A discussion followed WB about Superstations and other channels such as the UPN Channel, WOR, WBSK(? Boston) and WGN (Chicago). Vince countered with Vince will attempt to get further information on these. Wes brought up about the 'cherry picking' of 10 o'clock news and other programming via Portland and San Francisco (called 'independents') a few years ago by TCI and why it is no longer available. Vince explained about Black Outs required by the FCC because much of the programming broadcast by independents was already being shown 'exclusively' by local networks. KDRV/Falcon agreement for WB Channel could be similar and that is why AFN could not carry same WB programming. Steve B. had question about the 'bandwidth' of AFN Network (channel capacity of system). Bandwidth should be about 143 channels for the AFN network. Pete countered that the City of Ashland citizens could not pay for all of the channels if this would be totally filled with programming. He went on to say that the signal AFN will pick up not be a True Digital signal but AFN will eventually migrate towards a fully Digital Signal as broadcasters are mandated to broadcast their signal digitally(within next 5-7 years). Discussion brought up by Steve about the 35-40% of households who do not have cable TV and why? Do we need further information? Pete referred to information from earlier survey taken by City of Ashland. Some members thought it could be due to people with satellite dishes. Russ brought up the 'lack' of satellite dishes in Ashland and also the small number of'Hardcore/Kill Your Television' citizens who most probably do not have any type of service except an antenna. A lengthy discussion followed about 'tiering' and Lenny brought up his dissatisfaction in the past with tiering and why can't customer 'pick' channels instead of having them 'dictated'. 'Grouping' of channels was discussed as well as charging a certain amount as a 'base' and then an amount of something like $1.50 per channel. Pete explained city's position in business plan and Vince followed up about how Programmers charge for their channels and certain.restrictions and stipulations many of the Programmers have placed on their channel(s) when placing them in a line-up. Pete said he would bring up 'Economy Basic' and 'Tiering' concept at AFN meeting with city officials this week. He also emphasized how 'complicated' multiple 'tiering' can be. Tom Garland and others strongly recommended we look at 'optional' programming choices above Basic/Expanded basic that gives customer a 'choice' (such as a Digital Plus that would give a customer the choice of picking, for instance, any 3 channels for$5.95 per month and having up to 6-7 channels to pick from). Steve B. suggested that committee could follow-up and organize-with approval from city-a phone survey, maybe a newspaper survey or insert in utility bill in reference to programming selected by committee so there would be input by Ashland citizens (this could include programming in general, 'pick and choose' approach, etc). Vince brought up it may even be able to be done door-to-door. Candice Chapman pointed out that 'mail-in' type surveys usually not very successful because of response rate (1% would probably be good). Committee felt it at least needed to have public input in some manner for selection of channels. Pete brought up the point that time frame for Programming Committee to finalize channels could take much longer(first node has a time frame of a mid-June launch) and 'it would be fatal' if committee would take the approach of attempting to have citizens pick channels and turn Programming Committee into a " 9,000 member committee'. W. Brain mentioned that Bill Hughes, S.O.U. is well-known for survey work and might be a good contact if committee wanted to follow through with a citizen survey about channel line-ups/channels. C. Chapman discussed that she already responded to a survey and the citizens have had an opportunity to respond and the city had good feedback (two of the most requested channels were Comedy Central and M2). It was also pointed out that meeting has been publicized and no one from city has attended Programming Committee meetings. Additionally, programming committee has members who are appointed for a 3 year term and will have opportunity in the future to have other channels on the air. "Let's get to work and attempt to at least come up with an initial line-up now" was stressed by C. Chapman. Vince passed out additional programming info and brought up that HBO/Cinemax has now 'packaged' their services so an operator can have HBO or Cinemax and can have 2-3 other services from these programmers and only pay one license fee. It was brought up by Russ Silbiger that Showtime also has 'multi-level' services. Vince will follow-up next week. The NASA Channel and Globenet was brought up by Paul Collins. Vince will follow-up. An additionaLdiscussion was brought up about what channels should go on Basic VS Expanded Basic, et ice uggested, for instance, putting EWTN on Expanded instead of Basic because you do not want to make Basic too attractive. C. Chapman added that Expanded should have programming strong enough for people to want to upgrade Pete entioned 'shopping' channels and revenue city will get from customers ordering over the air on QVC/Home Shopping Network, etc. Pete brought up WEB TV and explained how it is like a 'computer for your TV' as it comes with a small keyboard and a person can 'surf the net' with WEB TV without a computer. It could be offered as a 'premium-type' service that would be somewhere around $9.95 per month. Russ brought up the fact that people can get WEB TV through Radio-Shack right now. S. Belsky and committee requested further information on channels Vince passed along(without descriptions) at last meeting and where they might be placed on channel line-up (Basic, Expanded Basic?). Vince will follow-up. Reviewed videos showing Interactive Programming Guides from Prevue/Scientific Atlanta and Wink Applications. Committee favored Prevue Interactive. Asked Programming Committee to come up with a PRELIMINARY 'Basic Line-up'. Vince gave brief outline about success of Cedar Falls and encouraged committee to look at their line-up when attempting to come up with channel selection (although demographics definitely play a part). Pete briefly discussed success of overbuild of TCI in southern Calif. (San Diego?) by a S.W. Bell operator. Pete believed their business plan called for a 28% share of market and in 2 years they acquired 68% of market. It was Pete's understanding that 'content' and 'price' were main factors in the success of the S.W. Bell overbuild. Vince will try to get information about this system. Meeting at Hillah Temple, 5:30 PM, Thurs. March I 1 was confirmed. Meeting adjourned at 8:07 PM. Minutes City of Ashland PROGRAMMING COMMITTEE Thursday, March 11 , 1999 Hillah Temple Cable Television Programming Committee was called to order by Steve Belsky at 5:40PM. Committee members in attendance were Russell W. Silbiger, Wes Brain, Candace Chapman, Lenny Neimark, Steve Belsky, Cathy Carrier and Tom Garland. City Council Liason Steve Hauck and Staff Liason Pete Lovrovich and Vince Zauskey were also in attendance. Sue Densmore, representing Falcon Cable, was only person attending from the public. Committee members brought up a few questions as they reviewed minutes from last meeting. Cable TV co-op question was brought up. "Are we member?" Vince explained that we are and mentioned he had sent for updated list showing Cable Co-op membership. S. Belsky had question about "what type of reception Ashland residents could get from rabbit ears" who do not have any cable/satellite/wireless service. C. Chapman, who currently uses an antenna/rabbit ears for TV coverage in her household answered, "In kitchen I can get NBC and PBS and KDRV...I cannot get Channel 10 (KTVL) and Fox (Channel 13). In the living room PBS and I can't get Channel 10 anyplace in my home. S. Belsky questioned why City would want to offer an Economy Basic with just the broadcast and access channels if a customer could pick these up off of an antenna or rabbit ears. C. Chapman countered that "you can't pick up all the broadcast channels no matter where you might live in the city...and a person would never be able to pick up the access channels with just an antenna". Pete brought up the 'Business' aspect of offering an Economy Basic and if this could be a detrimental service because too many people may take this type of service. S. Hauck remembered when "over-the-air channels" were offered by local cable operator and really didn't think Economy Basic would be an issue. T. Garland thought the 35-40% of customers previously surveyed by City who do not have any type of service might take the Economy Package and later upgrade. Once again, Economy Basic (broadcast and access channels only on an analog format) was discussed by most of the Committee as a way to pick-up cable TV resistors. Pete added he would bring Economy Basic up with city and how that could be presented to the public on a marketing basis and also how it could impact the business plan if we did decide to launch that service(along with our Basic, Expanded Basic, etc.). Further discussion about Economy Basic will take place at our March 18 meeting. Vince brought up his discussion with a couple of programmers in reference to the 'picking cable channels on an individual basis' concept. Longtime cable TV representative from MTV, Michelle Banks, said that no programmer would really do this (as far as offering their channel ala 'carte) because it would "set a dangerous precedent" and there is no way the programmer could recoup consistent programming fees this way. In addition, the City of Ashland could not budget for this type of programming activity because of its inconsistency. If the programmer would decide to offer this to us the programming fees would be so exorbitant (so programmer would be assured of recouping costs consistently on a monthly basis) that the City of Ashland would not be able to financially afford offering services in this manner. Discussion by many members followed. It was brought up that the programming industry/cable TV industry may sometime offer cable channels ala' carte—maybe direct from the programmers—but this would be down the road a few years. Pete emphasized how the industry and its programming(whether it be cable, wireless, satellite) is "long established" and that the methodology to sell and choose programming is not going to change overnight. Minutes were approved by Programming Committee as submitted following questions/discussion. Committee began looking at BASIC channel line-up and L. Niemark was first to submit his proposed Basic line-up. S. Hauck assisted by writing down line-up and then adding to line-up as various committee members responded with their versions and suggestions. Following is the consensus of suggested channels arrived at by committee members: Suggested Channels for Basic Line-up (Numbers following channels are 'votes of approval' from each member's line-up) Channel Name Channel Name Local Broadcast and Access Channels (required) C-Span II--3 Previte Guide-6 International Ch--3. C-Span-6 TBS--3 Home Shopping Network-6 Wisdom Ch.--3 CNN Headline News-5 Ovation--3 NW Cable News-5 Univision--3 America's Voice (formerly NET)-5 Shop At Home--3 Discovery Channel-5 Odyssey--3 The Learning Channel-5 Nostalgia--2 America's Health-5 Toon Disney--2 QVC-5 Nickelodeon--2 Weather Channel-4 Home & Garden--1 Bloomberg TV-4 E!--1 Lifetime-4 EWTN--1 Trinity Broadcasting Network-4 CNN-1 It was decided by Committee to eliminate E!, EWTN and CNN from BASIC consideration. Also questionable for BASIC was Home & Garden TV and America's Voice (formerly titled NET). Some of the channels eliminated from BASIC consideration and other suggested channels may be moved to Expanded Basic when that channel line-up is pondered and BASIC is finalized. Also, C. Carrier mentioned Cable in the Classroom and C. Chapman emphasized she would like to know more about that program and who is involved. Vince will follow-up at March 18 meeting. Several considerations/questions were brought up (like shopping channels and the revenue derived from those, Trinity"paying" the cable operator to carry their channel, C-Span and C-Span R being together,News Channels and their value, etc.). The channels as listed will be "worked up" by Vince to come up with cost of programming and to see how they will work 'technically' with our other channels (like ESPN and ESPN2 having to be placed in the first 30 channels, requirements from some programmers to be placed adjacent to each other, etc.). This information will be forwarded as a couple of'options' for the BASIC line-up to Committee members for review prior to March 18 meeting. Lenny Neimark had to leave meeting early because of a prior commitment. Vince passed out more programming info., FM line-up Falcon is currently running and Website addresses for all major/minor programmers through the National Cable Television Association. S. Belsky at 7:32 PM adjourned meeting. MINUTES City of Ashland PROGRAMMING COMMITTEE Thursday, March 18, 1999 Hillah Temple Steve Belsky called the meeting to order at 5:41 PM. Committee members in attendance included Steve Belsky, Wes Brain, Cathy Carrier, Candace Chapman, Tom Garland, Lenny Niemark, and Russell Silbiger. City Council Liaison Steve Hauck and Staff Liaisons Pete Lovrovich and Vince Zauskey were also in attendance. Committee members reviewed minutes from March 1 I meeting and approved as submitted. ECONOMY BASIC—analog service with broadcast channels and local access channels, including the Prevue Programming guide—were reviewed and favorably approved by committee. Economy Basic was submitted, along with minutes, for consideration as an `Entry Level"of service after repeated discussions about offering it through AFN. Vince will double check only charge for programming on this entry-level service as Prevue Guide, Channel 7. Again, the thought on offering this service would be to capture some of those Ashland residents, responding to the City of Ashland's survey last year, that said they do not have any type of TV service (cable/satellite/wireless). That percentage equaled about 35-40% of Ashland households. The city hopes to capture approx. 20% of these television resistors with an Economy Basic line-up. That would equate to 1600 customers based on 8,000 homes passed. S. Hauck mentioned he had heard or read about a bill in front of Congress that would require cable operators to offer Broadcast channels as an `entry level' tier of service. This same requirement was previously considered and passed by Congress and then overturned. The Programming Committee reviewed the two options submitted by Vince for BASIC service. The two options were arrived by `costing out' and integrating with local Broadcast channels and Access channels. The majority of the members agreed with Option#1 but concurred on the following changes: 1) substitute Headline News for Bloomberg TV on Channel 23, 2) consider dropping Trinity Broadcasting Network(TBN) on Channel 29 and replacing with Odyssey. 3) L. Niemark requested adding America's Health on Basic as well and questioned whether"we are limited on the number of channels for Basic". Vince countered that we really were not but he wanted to align Basic channels and their numerical order as close as possible to Falcon's line-up. Committee agreed adding America's Health on Basic would be a good choice. Channel number for AH will be determined later. T. Garland commented that he would like to see Ovation on Basic service. He thought this would be particularly attractive to those visiting our area during the Shakespeare Festival period and could also appeal to Ashland residents because Ovation is an `arts' channel. It was discussed that this channel would most probably be good for Expanded service and it might make Basic too attractive. R. Silbiger agreed with Tom but a discussion followed, led by S. Belsky and C. 1 Chapman, about "where we draw the line" on Basic service VS Expanded Basic and its `Value' to the customer. Again, BASIC being too attractive was main point brought up, and most members agreed that the BASIC line-up previously discussed, with changes, showed good value (i.e. Nickelodeon on Basic, Headline News on Basic replacing Fox News, C-Span It on Basic instead of Expanded service—all are unique and different than Falcon—plus TBS and Discovery Channel). It was subsequently agreed upon that Ovation would be a better channel for Expanded service. Vince passed along comments he received via E-Mail from an Ashland resident—Lenny Goldberg—requesting a number of channels and commenting on any"Christian channel" City of Ashland may offer. He did not think Trinity Broadcasting Network was a wise consideration. "This station is a total circus and makes Christians look like idiots. Much of their programming is non-biblical and sensational. Odyssey, while not strictly Christian, is a better choice," he said. Since Vince and other committee members were not familiar with this channel and R. Silbiger gets TBN on his satellite service, committee `volunteered' him to tape a few minutes of TBN so we could view. He also volunteered to tape America's Voice and EWTN for review and consideration on Expanded service. Steve Belsky had a previously scheduled meeting in Medford and had to leave at 6:25 PM. He handed Chair over to elected Co-Chair Cathy Carrier. Expanded Service was discussed and L. Niemark passed along a worksheet he put together (thanks, Lenny) listing all the top channels possible for Expanded, Digital Plus, Premium services and Pay-Per-View. S. Hauck assisted by listing these channels and then other committee members submitted their proposed Expanded line-ups. S. Hauck tallied each member's proposals and came up with a list of channels by number of votes for each channel. Below are results: Suggested Channels for Expanded Basic Line-up (Numbers following channels are votes of approval' from each member's line-up) Home & Garden-7 Turner Classic Movies-6 TNN-4 CNN-7 TV Food Network-6 CMT--4 History Ch-7 ESPN-6 Fox Family-4 E! Entertainiment-7 ESPN2-6 Fox Sports NW--4 Disney Ch.-7 Independ. Film Ch.-5 Outdoor Life-4 Comedy Central-7 Wisdom TV-5 Golf Ch.--4 A&E-7 Ovation-5 TV Land--3 MTV-7 Toon Disney-5 BBC America--3 VH-1-7 TNT-5 Nostalgia--3 AMC-7 USA-5 Speedvision--3 Travel Ch.-7 Bravo-5 ZDTV--3 CNBC-6 EWTN--5 Sci-Fi-6 NASA-4 Animal Planet-6 BET-4 2 MTV2-6 MSNBC--4 Others with votes or mentions: Bloomberg TV-2, Cartoon Network-2, Biography Ch.-2, Odyssey(will probably go on BASIC service). Also mentioned with 1 or less votes were: Fox News Channel-1, BET on Jazz-1, Music Choice-1, CNNfn, CNN International, UPN, WB, Nick2, America's Voice(NET), FX Movies, Nick at Night, Noggin, Superstation WGN. UPN Channel was once again brought up by R. Silbiger and C. Carrier volunteered to look into this channel further. Vince claims—by looking on internet—that KMVU (Fox) is exclusive carrier of that channel locally. Vince also brought up his contact with WGN and their rate being fairly reasonable. C. Chapman once again mentioned Biography Channel. Vince said he would follow-up by next meeting. L. Niemark questioned "what is stipulation for number of channels on Expanded service?" Pete answered no real number but it would be based on `costing out'. Vince also explained that Ashland's plan was to be as close in channel alignment, where possible,to Falcon's channel line- up when there are same channels going on Expanded. Discussion by C. Carrier about how best to have `public input' with channels selected by Programming Committee. Pete mentioned RVTV program this week and maybe the opportunity for a Live phone-in about channels for the TV service. This may not be feasible for the March 24 TV program but might be in April (Wed. 4/2l?) when the AFN Cable Television service will be discussed on a Live program. Once again, a survey that could be a newspaper ad, a bill insert in electric bills, etc. was discussed. Committee was pretty much in agreement, once again, that a survey after channels are chosen asking for comments would be a good idea. Method of survey yet to be determined. Next week's meeting was discussed (for Thurs., March 25). Vince announced that it would be at Pioneer Hall, 73 Winbum Way, 5:30 PM. Meeting was adjourned by acting Chairperson Cathy Carrier at 7:30 PM. 3 Monthly Building Activity Report: 01/99 Page 1 # Units Value SINGLE/MULTI-FAMILY & TOURIST ACCOMODATIONS: Building: 26 CONDOS - SHELL ONLY 1 2, 567,000 ACCESSORY RES UNIT 1 67, 042 ADDENDUM 1 0 ADDENDUM (USE # 9812009) 1 0 ADDENDUM/PERMIT 9901009 1 0 ATTIC DORM CONV/WIND REP 1 10, 000 CONV GAR TO ACC RES UNIT 1 38,692 DECK 3 5, 987 FENCE 3 4,650 FIRE SPRINKLER SYS 1 4,256 FIRE SPRINKLER SYSTEM 1 2, 500 GARAGE 1 14, 057 GARAGE/STORAGE BLDG 1 5,206 PORCH 1 2, 500 REMODEL 4 33,374 REMODEL & ADDITION 1 92,722 SFR 7 1,149,881 SFR-A 4 421,226 SPECIAL INSPECTION 3 0 Subtotal: $ 4,419, 093 Electrical: 7 BR CIR/KITCHEN REMODEL 1 1,500 ADD 2 CIRC & SUB PANEL 1 400 ADD RECEPT & PORCH LIGHTS 1 800 ALARM SYSTEM 3 5, 937 BRANCH CIRCUIT 1 300 CIRC FOR HOT TUB 1 550 EXT BR CIR/PLUGS/LT 1 225 FEEDER AND 4 BRANCH CIR 1 450 RELOC SWIT/EXHAUST F & L 1 200 SERV CHNG 110 BR CIRC 1 1,450 SERVICE & APT WIRING 1 2, 600 SERVICE + 3 BR CIRS 1 450 SERVICE ALTERATION 1 450 SERVICE CHANGE 2 1, 150 Subtotal : $ 16,462 Mechanical: DIRECT VENT GAS HTR 1 500 Monthly Building Activity Report: 01/99 Page 2 # Units Value SINGLE/MULTI-FAMILY & TOURIST ACCOMODATIONS: Mechanical: FIREPLACE INS/HEARTH EXT 1 2, 000 FIREPLACE-ZERO CLEAR 1 1,500 GAS F/H PUMP/2 CIRC 1 6,688 GAS FIREPLACE INSERT 1 1, 864 GAS FURNACE 1 1, 600 GAS LINE 2 415 GAS LINE W/APPLIANCE(S) 1 1, 180 GAS LINE, GAS FURN 1 2, 365 GAS LINE/BRANCH CIRC 1 250 GAS LINE/FREE STND STOVE 1 2, 300 GAS LINE/FREE-ST FIREPLC 1 2, 785 GAS LINE/INSERT 1 1, 978 GAS PIPING/FIREPLC INSERT 1 2, 800 GFAU 1 4, 000 GFAU W ELECTRIC 1 4, 744 GFAU W/ELECTRIC 1 1, 500 GFAU/AC 3 15,866 HEAT PMP/HUMDFIER/3 BRCKT 1 3, 000 HEAT PUMP/3 BR CIRC 1 3, 965 RANGE/WTR HTR/INSERT 1 250 WALL HEATER 1 650 Subtotal: $ 62,200 Plumbing: BACKFLOW DEVICE 2 1,000 RELOC BATHRM/SINK 1 2,000 REPIPING 1 1,800 REPLACE PIPES 1 250 REPLACE WATER HEATER 1 295 REPLMB HOUS/RELOC FIXTURS 1 4, 000 REPLUMB SFR 1 2, 500 SEWER LINE 2 1, 500 WATER HEATER 2 928 WATER LINE 1 200 WATER/SEWER 1 150 WATER/SEWER/REPIPE 1 1, 800 Subtotal: $ 16,423 ***Total : $ 4, 514, 178 COMMERCIAL: Building: ADDENDUM TO #9811061 1 0 Monthly Building Activity Report: 01/99 Page 3 # Units Value COMMERCIAL: Building: ADDITION-MEDICAL OFFICE 1 18, 000 ADDN-NATATORIUM (SHELL) 1 800, 000 ATM-B OF A 1 8, 000 REMODEL 2 10, 500 REROOF 1 10, 127 ROOF REPLACEMENT 1 30, 000 Subtotal : $ 876,627 Electrical: 4 BR CIR FOR HP/OUTLETS 1 3, 500 4 BR CIRC 1 1,250 4 BRANCH CIRCUITS 1 500 7-LINE TELE SYSTEM 1 1,600 ADD 1 BRANCH CIRCUIT 1 500 ALARM SYSTEM 1 1,398 FEEDER CHNGE/2 CIRC 1 1,000 Subtotal: $ 9, 748 Mechanical: EXHAUST FAN/DUCTING 1 1, 500 GFAU 1 5,400 Subtotal: $ 6, 900 Plumbing: 8 BACKFLOW DEVICES 1 5, 000 Subtotal : $ 5, 000 ***Total: $ 898, 275 Monthly Building Activity Report: 01/99 Page 4 Total this month: 112 $ 5,412,453 Total this month last year: 85 $ 7, 770,710 Total year to date: 714 $20,196,275 Total last year: 659 $31,286,313 This month This month This year last year Total Fees: 40,435 66, 317 202,277 Total Inspections: 643 689 4851 NEW CONSTRUCTION: 1/99 RESIDENTIAL PAGE NO. 1 03/23/99 ADDRESS #UNITS CONTRACTOR VALUATION ** 26 CONDOS - SHELL ONLY 900 MOUNTAIN MEADOWS DR MEDINGER CONST. CO. INC. 2567000.00 ** Subtotal ** 2567000.00 ** GARAGE 155 OHIO ST OWNER 14057.00 ** Subtotal ** 14057.00 ** GARAGE/STORAGE BLDG 1075 PLEASANT WY G & D BUILDERS 5206.00 ** Subtotal ** 5206.00 ** SFR 452 THIMBLEBERRY LANE ASHER, STEVEN DBA ASHER 192653 .86 HOMES 1336 PROSPECT ST OWNER 169965.00 594 GREAT OAKS DRIVE MEDINGER CONST. CO. INC. 122000.00 1458 OREGON ST MORGAN PACIFIC L.L.C. 146277.00 230 SUNNYVIEW ST ASHER, STEVEN DBA ASHER 181081.00 HOMES 250 SUNNYVIEW ST ASHER, STEVEN DBA ASHER 177905.00 HOMES 2535 SPRING HILL DRIVE EAGLE CONSTRUCTION 160000.00 ** Subtotal ** 1149881.86 ** SFR-A 477 LARKSPUR LANE ASHER, STEVEN DBA ASHER 107571.00 HOMES 481 LARKSPUR LANE ASHER, STEVEN DBA ASHER 104820.00 HOMES 485 LARKSPUR LANE ASHER, STEVEN DBA ASHER 104820.00 HOMES 489 LARKSPUR LANE ASHER, STEVEN DBA ASHER 104015.00 HOMES ** Subtotal ** 421226.00 *** Total *** 4157370.86 NEW CONSTRUCTION: 1/99 COMMERCIAL PAGE NO. 1 03/23/99 ADDRESS #UNITS CONTRACTOR VALUATION ** ** Subtotal ** 0.00 *** Total *** 0.00 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL March 16, 1999 Civic Center Council Chambers, 1175 E. Main Street PLEDGE OF ALLEGIANCE Mayor Shaw called the meeting to order at 7:07 p.m., in the Civic Center Council Chambers. ROLL CALL Councilors Laws,Hanson,Wheeldon,and Fine were present. Councilor Hauck arrived late. Councilor Reid was absent. APPROVAL OF MINUTES The minutes of the regular meeting of March 2, 1999 were approved as presented. The minutes of the executive session of March 2, 1999 were approved as presented. SPECIAL PRESENTATIONS&AWARDS 1. Presentation of retirement plaque to Assistant Fire Chief Don Paul. Mayor Shaw read a statement in recognition of Assistant Fire Chief Don Paul's retirement. 2. Update and presentation by the Airport Commission. Public Works Director Paula Brown introduced Airport Commissioner Bill Skillman, who presented a slide show introducing the other Commission members, listing the goals of the Airport Commission,and outlining the history of Sumner Parker Field. Skillman invited Councilors and audience members to Airport Appreciation Day activities which are scheduled to be held May 23r°. Noted that the airport brings$1.4 million into the City as direct income,with$3.4 million in indirect income,according to a Southern Oregon University study. Thanked the Ashland Airport Association. Noted that fixed base operator Bob Skinner has five full time employees, and that growth has been controlled and intelligent. Concluded that in total,the airport creates ten to twelve full time jobs that would otherwise not be in the community. CONSENT AGENDA 1. Minutes of Boards,Commissions and Committees. 2. Monthly Departmental Reports. 3. A motion to approve the move of a designated historic structure at 134 Church Street. 4. Approval of Liquor License Application from Don Mercer dba Omar's,Inc. 5. Approval of Liquor License Application from Salvador De La Cruz dba Si Casa Flores. Councilors Fine/Hanson m/s to approve the consent agenda. Voice vote: All AYES. Motion passed. PUBLIC HEARINGS 1. 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 and renovation of the city's historic Carnegie Library. Mayor Shaw noted that a decision would not occur tonight,but that the Council would deliberate and reach a decision at the meeting to be held at noon in the Council Chambers on Thursday,March 18'". Assistant City Administrator Greg Scoles gave a brief background presentation on the proposed library expansion. Noted the November 171"request from Friends of the Ashland Public Library which asked: 1)That the issue be put to the voters;2)That expansion occur on the current site;3)That the adjacent commercial property be acquired;4)That adequate parking be provided. City Council Minufu 03116//999 1 Scoles noted that Council had authorized to move forward with looking into the possibility of an expansion at that time. Noted that there had been some debate about whether an RFP were necessary,and confirmed that the full RFP process had occurred. Explained that SERA Architects from Portland was chosen,and noted that they were on hand tonight to speak on the design and the public participation process. Scoles noted the level of difficulty involved in putting this proposal together by the March 18'deadline for inclusion on the May 18"ballot,and recognized the significant contributions of concerned Ashland citizens and the SERA design team. Thanked the ad hoc Public Library Improvement Committee members Cathy Shaw, Marjorie O'Harra, John Fields,Jim Lewis,Bob Wilson,Pat Blair,Amy Blossom,Sheila Burns,Barbara Ryberg,Ed Hungerford,Leslie Klecan, Marilyn Briggs,Phyllis Reynolds,Mark Knox,and Greg Scoles. Noted that there was background data in the Council packets, including surveys,to explain the reasons behind this process. Bing Sheldon of SERA Architects introduced John Echlin, also of SERA; historic preservation consultant George Kramer;and local architect Raymond Kistler. Sheldon explained the need for the design to work within the historical context of the existing structure at a reasonable cost. Stated that they had solicited public input through an inclusive visioning process tailored to accommodate both the circumstances of this situation and the tight schedule. Noted that the design team recognized the need for a cooperative relationship between the City and Jackson County. Kistler spoke about the process,noting that the team spent two weeks going through the building looking at the previous remodels, additions, and rain damage, and prepared "as-built" drawings of the downstairs. Stated that the upstairs remains in its original context. Explained that they looked at space needs and suggested modifications,and worked with the library committee to develop goals,which included public input,coordinating efforts with the County,recognizing the importance of the Carnegie Library as a downtown anchor, maintaining the library's historic integrity,retaining functionality,and improving parking and pedestrian access. Kistler noted that the first workshop began by looking at the design teams space needs determinations. Therewerethirty participants,and time was spent looking at whether a building could be made to fit this site. From that beginning,the design team came up with three ideas which were presented at a week-long vision camp. The second workshop had 60 participants who worked to refine the design and give feedback. The design team then met with the library committee to decide on one or two design themes. They returned to Portland to refine these themes and determine what worked. Noted that they have again met with the committee and narrowed their two options down to one,and this week have been working on final designs,cost estimates,and this presentation. Echlin noted that project goal statements were displayed in the Chambers. Explained that the design team has worked extensively with the public and the committee to generate concept options. Noted that they have looked at the city's standards and the site itself to develop the first diagrams. Noted the three schemes that were looked at:one story,two stories, or a detached addition. The idea of a below-ground addition or an L-shaped addition came out of the first visioning workshop. The below-ground option and an above-ground option were the final two designs that were looked at. Based on the committee's input,the design team recommends the above-ground option. Noted that the design goals are being closely adhered to. Explained that the above-ground scheme has a main level at the same level as the existing building, with an adult reading room area above. There is public space on Siskiyou Boulevard,with vehicle access in the rear,and the design is respectful of the original Carnegie building with only a small bridge for a connection. Noted that the below-ground option is more compact, with its main floor below the level of the current main floor, public space near Siskiyou Boulevard,and vehicle access to the rear. Echlin noted that the goals were: 1)To create a civic building that would be compatible with the existing building,the site,and the neighborhood;2)To create a building that would be functional for staff and visitors;3)To recognize the civic importance of the library;4)To improve the site's accessibility;5)To provide a 100-year structure that will look City Council Minuta 0311611999 2 to the future;6)To use state-of-the-art technology;and 7)To utilize sustainable elements and principles in the project's design and construction. Noted the model that was on display in the Chambers,as well as an overall view of the existing concept,and explained the scale of the project. Suggested that the public/civic space would create a plaza similar to Pioneer Square in Portland. Pointed out the water feature that is included in the design,and noted that efforts had been made to maintain the existing trees. Also stated that the"multi-purpose"room would be available separately for community use. Noted the disabled access,the second floor reading area,and features including the outdoor reading terrace. Also stated that there was a possibility for community use of the downstairs,which would be renovated and opened up. Used elevations to illustrate how the proposed design would be complementary to the current Carnegie building. Noted that the curved roof form was used to lower the height of the building to keep a lower profile and allow more light into the reading area. Noted that the grade of the site would require slight excavation to the rear,and emphasized that the downstairs would be fully day-lighted. Showed views of the existing structure,noting the landscaping and refurbishment potential. Noted the existing addition to the rear of the building,and stated that the rear would be restored to its original configuration. Provided some historic photos to illustrate the character of the library,and discussed the model. Also noted that the alley would be widened, and parking spaces and landscaping added. Pointed out the displayed sketches which show the character of the proposed new addition,and give the viewer an idea of the quality and character of the public space which will be somewhat of a"mini-acropolis". Bing spoke about costs for the 28,986 square feet building proposed,noting that the$4,767,655.00 construction cost worked out to a"per square foot"cost of$164.50. Noted that he had questioned Jenny Cooper from the Multnomah County library system,and he was told that the average per square foot cost in Portland is$185.00 in Portland. Other constructed libraries outside of urban areas in the state were constructed for$165.00 per square foot,showing that this design is well within the regional norm. Emphasized that the design team was somewhat frugal to achieve some level of budget realism. Other costs besides the "hard" construction include: $415,000 for land acquisition; $600,000 for consultants and attorneys;$685,000 for furnishings,equipment and artwork;$110,000 for financing;$200,000 forthe contingency that construction does not occur for one year; and $691,000 for project contingency; for a grand total of$7.6 million. Emphasized that these costs were based on the assumptions that there would be no relocation costs, no temporary facility,and no need for utility upgrades. Stated that the existing furniture was to be removed by the owner,and that the costs listed included$20,000 for hazardous material clean-up costs. George Kramer spoke on the historical context ofthe project,noting that the Camegie building was to be given primacy in anything done. Emphasized that the new addition must remain secondary and not detract from the historical building. Explained that the library represents the southern end of the downtown community. Pointed out that generally in historic additions and renovation work,one cannot mimic the original design. Instead,an addition must be allowed to reflect the time when it was created. Noted that in the proposed design,the addition is offset with a nearly-invisible glass walkway and placed at an angle to jut out from the Carnegie building,and has a different design. Stated that the materials and appearance are compatible,but that it is clearly differentiated in the design. Suggested that this expansion presents the opportunity to create a sense of civic pride. Emphasized that in 1912,they built something to be proud of, and stated that today we should do the same so future generations will want to preserve this addition. Recognized the importance of working in and reinforcing downtown. Suggested that this area be looked at as a secondary civic center. Explained that the proposed addition would reinforce the existing building while beginning to create a new sense of place. Noted the angling of the design of the multipurpose room to frame the downtown. Concluded that this addition is of compatible scale,that the materials will work visually,and that while the orientation is different it does not detract from the Carnegie building. City Council Minutes 0311611999 3 Public hearing opened at 8:16 p.m. Russ Silbiger/562 Ray Lane/Stated his objection to the Council not voting tonight. Expressed his feeling that the existing library is cozy,and emphasized that there is a need for more parking. Suggested that he feels only a modest expansion was needed,and stated that the$2.5 million cost originally proposed by the Friends of the Library was both modest and possible. Cited several examples of other City's building similarly sized libraries for significantly larger populations. Questioned the costs. Recognized that there is a need to expand,but feels that the City should not spend this much. Noted that this design ignores library standards by splitting floors,and ignores the County's concerns over staffing. Pointed out that the County has been unable to maintain the current building,and stated'that the City should wait to see the County's plan before building. Stated that this design is not appropriate to the site,and that there are traffic and parking problems. Also suggested that there is some doubt as to the availability of the neighboring commercial property,and stated that the site by itself does not meet needs. Concluded that unlike the library, a fire station has been a Council goal for years,and stated that both the size and the cost are out of line with current standards. Colin Swales/143 Eighth Street/Agreed with most of what Silbiger had to say. Stated that this design was the wrong size,and that creating a design by committee has resulted in a hybrid that does not work on any level. As proposed,the addition does not enhance the existing building's Greek temple style,and serves more to pay homage to the Safeway building across the street. Feels that the new addition would dominate the existing structure, diminishing and minimizing it. Concluded that the architecture is marvelous given the conditions and time constraints,but is wrong for the site and is not the design that was needed. Dennis Donahue/48 Gresham StreeUln favor of libraries, and of enlarging the library. Questioned why the Pacific Northwest Natural History Museum could not be used as a research annex,with the existing library as a reading library. Councilor Hauck arrived at 8:28 p.m. John Kalb/580 Elizabeth Street/Stated that he has a chiropractic practice in the commercial building next door,and noted that he is concerned with the plan,although it is beautiful. Stated that he favors expansion,but explained that the building's owners have assured him that the building is not for sale. Emphasized that there are five local businesses on the site,and they have been there for an average of fifteen years each. Explained that the design is too large,and that there is little room to expand the alley. Expressed concern that the County does not support this expansion,and that the original architect commissioned by the Friends of the Library recommended a different site. Rick Nagel/450 Siskiyou Boulevard/Stated that he is in one of the offices nearby that would be removed,and he does not want to give up this ideal office location. Pointed out that there are not any other available spaces that compare,and noted that a move would be costly and rent would be higher by about $500 per month. Stated that this design is beautiful,and that he is in favor of libraries,but he does not want to lose this building. Barbara Ryberg/373 Vista Street/Represenling Friends ojthe Library/Noted that the actions taken to date have been based on studies conducted between 1990 and 1994. Explained that the library was a point of pride when it was built in 1891, but it is not a source of pride today. Emphasized that this proposal would cost only$58.52 per year for the owner of a $100,000 home, and that this cost is comparable to other new libraries being constructed elsewhere. Emphasized the service that this new addition would provide for children and young adults,and noted that it includes furnishings,equipment,and computers. Pointed out that the County will need to pay for increased operating costs for all branches of the County library system. Questioned how,if a new addition does not enhance the library,it would be enhanced by leaving it as is. Also questioned how staffing and operations would be paid for if the Library were split between two locations. Emphasized that they do not want to displace the neighbors,but the Friends of the Library have committed to this project and will attempt to assist in mitigating costs through grants and an expansion fund. Noted that the Friends of the Library has tripled their membership since 1994,and their support in the community is strong. City Council Minutes 0311611999 4 Shaw asked why the Pacific Northwest Natural History Museum was not an option. Ryberg stated that she has heard these suggestions numerous times,and that the museum is university property. Suggested that those interested in this need to contact the University directly. Feels that it is not within the province of the City to discuss using University property. Emphasized that the museum is in receivership,operations costs are high due to the design and configuration, and the museum property is not available. Bob and Marjorie O'Harra/1235 South Tolman Creek Road/Submitted letter of support,urging that this project be submitted to a vote of the people. Public hearing closed at 8:37 p.m. Laws stated that this is a beautiful project,but he was shocked by the costs. He is worried about how this fits into the Council priorities as far as the next major City project. Stated that he is not sure that the time for this project is now. Laws emphasized that fire stations will need to be the priority very soon,and also expressed his concern with the need for a condemnation of the neighboring property in this case. Hauck stated that he was generally supportive,and feels that it is a beautiful project,but noted that he was concerned with the issues of cost and condemnation. Concluded that he is generally in support of moving ahead. Hanson expressed his concerns with the large size and expense,and suggested that fire stations are more of a priority. Wheeldon likes project,feels that it does a goodjob of fitting the space,and likes the idea of bracketing the downtown. Noted that she is concerned with the need to acquire the neighboring property. Emphasized that the City needs a public space like this,and that we would not want anything less. Concluded that she does not have a problem with the cost. Stated that you could get something else for less,but she does not want to go for a lesser design with the library. Feels that the improvement needs to be on this scale to remain consistent with the Camegie building. Fine stated that if voting today,he would ask to postpone sending this to a vote of the people for four reasons: 1)The City needs to deal with the fire stations;2)Staff estimates in a resolution six weeks ago were for a$4 million cost,and the current$7.6 million project is too grandiose and includes many unessential elements;3)This proposal quadruples the size of the library while adding very few parking spaces, and off-street parking is already in short supply in the neighborhood;4)He questions the spending of$67,014 in public money to plan a library for the ideal rather than the real world. Feels that the Council must allocate scare tax dollars among all necessary capital construction projects, including an adequate, affordable addition to the library. For these reasons he cannot support this nearly$8 million bond issue at the present time. Called break at 8:47 p.m. Council Chairperson Laws resumed the meeting at 9:00 p.m. PUBLIC FORUM Opened at 9:01 p.m. Russ Dale/585 Allison Street/Spoke briefly about historic preservation relative to George Kramer's letter of March 5'h,which asked for review of the City's historic preservation ordinance. Dale feels there are significant buildings that may come into question in the future,and asks that the Council proceed quickly. Provided informational hand-outs from the State Historical Preservation Office,a Connecticut ordinance,and three ordinances that are in effect in Jacksonville, Eugene and Portland. Noted that he would appreciate the Council's attention and support in implementing revisions to give tools to protect historic structures. Closed at 9:04 p.m. City Council Minuas 0311611999 5 UNFINISHED BUSINESS None. NEW AND MISCELLANEOUS BUSINESS 1. Council Meeting Look Ahead. Freeman noted that the W WTP Offsite Spray follow-up presentation would be scheduled on April 6",not April 20'". Also noted that number seven would be rescheduled for the April 8"study session. Stated that these would be corrected on the next revision of the LookAhead. Wheeldon asked if the W WTP update would address issues raised in the previous discussion,such as pathogens,and whether the information requested by Councilor Laws would be provided. Freeman stated that he hoped to have a representative of the Department of Environmental Quality available to explain their standards,discuss risk factors,and clarify the speculations that were arising. Noted that this study session was not intended for public comment,but would be to provide information in response to the Council's requests. 2. Request for Sewer Service outside the City limits,but within the City's Urban Growth Boundary(Bill and Shannon Beebe,agents of owner Mary Barr,3103 E. Main St.) Fine noted that he is the attorney for an adjacent property owner, and because any precedent set here could be of financial benefit to his client he opted to excuse himself due to this potential economic conflict. Council discussed whether a motion was necessary to allow Councilor Fine to excuse himself,and it was determined that no motion was needed as this was a matter of potential economic conflict. Councilor Fine exited the room. Public Works Director Paula Brown explained for the Council that this request does not meet the full requirements of the ordinance,and noted that the applicant's are here to speak about this matter. Stated that she would be available to answer any questions the Council may have. Hauck questioned the City Attorney,and Nolte confirmed that it was mandatory ordinance and the request could only be granted if all conditions were met. Nolte emphasized that if the request were granted it would not comply with the ordinance as there is no existing home on the site. It was noted that the applicants are seeking home site approval with the County,and that a septic is not favored. Noted that they could come to the Council after a home is constructed and the septic system has failed. Laws questioned the difficulty in annexing this property. Director of Community Development John McLaughlin noted that the property is zoned E-1 and could be annexed for business use but not for residential. Hauck questioned whether, if there was a house in place despite it being El, it would meet the requirements of the ordinance. Nolte confirmed that it would need to have an occupied dwelling with a failing septic system. Bill Beebe/8767 West Evans Creek Road, Rogue River/Read a prepared statement,noting that he and his wife are purchasing land outside of the city but within the urban growth boundary,and have contracted to have a home built. They have spoken at length about sewage disposal methods,and while a septic system has been approved on the site there is a high possibility of drain field failure due to the amount of surface water present. Emphasized that they have been advised by contractors,city and county officials,and the DEQ, who have all confirmed this as a potential problem. Pointed out that there is a surface spring with drainage near Neil Creek, and even with setbacks,the septic system's failure would contaminate Neil Creek. He believes this hazard can be avoided to safeguard his family,the community and the environment. Noted that his neighbor was approved before he began building,and feels that this set a precedent. City Council Minutes 0311611999 6 Staff explained that the ordinance took effect after the neighbor's request was approved. Council discussion of whether this could be addressed,and the history of the ordinance. Councilors Wheeldon/Hauck m/s to deny the request. Voice vote: All AYES. Councilor Fine returned. 3. Update and presentation by Fire Chief regarding priority dispatch. Fire Chief Keith Woodley, Police Chief Scott Fleuter and EMS/Fire Training Director Sue Shulters came forward to discuss the priority dispatch system. Woodley noted that they are proposing to update the City's ordinance,and read the council communication included in the packets. Woodley noted that Shulters had attended a recent workshop on priority dispatch,and stated that the County is already using this system. Expressed his concern over the existence of different response criteria between Ashland Fire and Rescue and the County when responding to incidents outside of the City. Shulters stated that the proposed ordinance has to do with current medical treatment protocols,and will not endanger patients. The ordinance will merely facilitate a priority dispatch system. Laws questioned the term"emergent"used in the council communication,and Shulters explained that it referred to life- threatening conditions such as cardiac arrest,difficulty breathing,and diabetic emergencies.Shulters noted that in most cases, broken bones are non-emergent conditions. Emphasized that under the current ordinance, all calls are being dispatched as emergencies. Laws questioned whether,under the new ordinance,help would be dispatched immediately or if questions would be asked first. Shulters confirmed that there would be questions prior to dispatch,such as address,phone number,and the condition of the patient,but that this did not delay dispatch more than a second over the previous standard. Explained that the priority dispatch protocol was developed by emergency medical physicians,and there have been no problems with responses since the system was developed. Shulters noted that the current standards are"ALS"and"BLS,"which do not apply specifically to all calls. A priority dispatch system will enable responses that are more appropriate to the specific circumstances of the situation. Woodley noted that this type of dispatch would give "alpha, bravo, charley or delta" priority to incoming calls rather than responding at code three,with lights and sirens,on all calls. Emphasized that this will alleviate some traffic safety concerns,and will address the need to free up personnel for real emergencies. Also explained that code three responses do not great improve response times in town, as there is only a ten to fifteen second difference in how quickly an ambulance would arrive. Stated that the priority dispatch system would also better enable response to simultaneous calls by being able to assign them a priority. Woodley concluded that he wants to make the existing generic ordinance specific to address life threatening situations. 4. Update and presentation regarding the Ashland Fiber Network. Director of Electrical Utilities Pete Lovrovich provided a brief update on the status of the Ashland Fiber Network (AFN). Noted that for the High Speed Data(HSD),all of the backbone is up and a good portion of it is lit and working. Stated that the head-end is deployed,and some customers,including the City and some along the A Street corridor,have already been hooked up. Emphasized that there has been enormous interest in connection,both locally and from outside of town. Stated that things are progressing quickly, and they will go into more detail through the budget process. Explained that the Request For Proposals(RFP)has gone out for the DS3 connection that will be the AFN's internet connection. Lovrovich noted that on March 24'",there will be a program on RVTV dealing with CATV and cable modem service. This program will include a hands on demonstration with Lovrovich,Mike Freeman and Project A's Charley Lanusse. The program will show a demonstration of an in-house connection to the AFN. City Council Minute 0311611999 7 Pointed out that the AFN programming committee has already met,and they are getting along well. Noted that they are meeting weekly,for a minimum of two hours,and they will have a proposed basic cable channel lineup this week,with the expanded service next week, and a presentation before the Council in three to four weeks. This will be followed by a rate resolution. Presented slides of the construction being done by Adroit Construction to show the head-end area that is being constructed, and pointed out that Computer Services will be moving to this location soon. Emphasized that the construction is currently about 25 days ahead of schedule. Stated that the sheet rock was to be completed this week, and that the concrete floor was already put in upstairs where the equipment will be located. Explained that the High Speed Data service rates had already been brought to the Council as a resolution,and noted that meetings have occurred with local intemet service providers(ISPs)to explain what is being built and how it will be deployed. Lovrovich emphasized that the AFN is to be an "open access" system, to ensure the best service to the community,and noted that it will be the first open system in the country. Stated that the initial meetings explained the costs for obtaining service,and the final meetings will,will give the ISPs final costs and present them with contracts. Showed Council the new logo that has been designed for the AFN. Lovrovich noted that the AFN had bid on an Ashland School District RFP,and showed the Council a schematic of the design that had been proposed to provide network service and intemet connections to all of the ten schools in the District. Stated that they will know the School District's decision within two weeks. Confirmed for Councilor Wheeldon that others responding to this RFP would have included U.S. West and Falcon Cable. Noted that the RFP was very specific with regards to the needs of the District,but the details for meeting these needs were left open. Also stated that bids are due on an RFP to provide intemet connection for Southern Oregon University's Residential Housing in early April. Noted that the students currently do not have intemet or network access. Hanson questioned the timeline for in-home service,and Lovrovich explained that the current timetable would have them rolling out a portion of CATV and intemet services in late June,if all works as scheduled. Stated that the March 24th program on RVTV will discuss this to some degree,and a program scheduled for April 2l"will give more specific dates and roll out information. ORDINANCES.RESOLUTIONS AND CONTRACTS 1. Reading by title only of"A Resolution of the City of Ashland,Jackson County,Oregon,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 Expansion and Renovation of the City's Historic Public Library Facilities." This item was postponed until the continued meeting to be held at noon on March 1816. 2. Reading by title only of"A Resolution Reducing the Special Benefit Assessment Imposed on Parcel No. 2, Partition Plat No. P-33-1991 (Richey Property)in the Ann and Clinton Streets Local Improvement District No. 71." Councilors Hauck/Wheeldon m/s to adopt Resolution#99-17. Roll call vote:Hauck,Hanson,Wheeldon,Laws, and Fine, YES. Motion passed. 3. Reading by title only of "A Resolution Setting a Public Hearing to Hear a Petition For, and Any Objections to,the Vacation of New Street from its Intersection with Oak Street to its Terminus All of Which is Located between "A" Street and the Railroad Tracks." Councilors Wheeldon/Laws m/s to adopt Resolution#99-16. Roll call vote: Laws,Hauck,Hanson,Wheeldon, and Fine, YES. Motion passed. City Council Minutes 0311611999 8 4. First reading by title only of "An Ordinance Requiring Minimum Response Times by Ambulance Operators for Life Threatening Emergencies." Councilors Hauck/Fine m/s to move the ordinance to a second reading. Roll call vote: Wheeldon, Fine, Laws, Hauck,and Hanson,YES. Motion passed. OTHER BUSINESS FROM COUNCIL Laws questioned Director of Community Development John McLaughlin about decisions by the County in areas of mutual concern(outside the city, but within the urban growth boundary). McLaughlin stated that there is not a clear policy in place, and in the case discussed earlier the County's allowed uses include residential even though the comprehensive plan has the area listed as an employment zone. Laws suggested that there was a need to work with the County on this issue. McLaughlin noted that the issue has a lot to do with individual property rights. Explained that the City's ordinance regarding sewer connections outside the City is in place for this reason. Noted that the City could work out an agreement to administer the area in the urban growth boundary and set different standards. McLaughlin noted that this was not a matter of much concern,as these situations are only isolated incidents. Wheeldon stated that the recent Washington Street annexation and tonight's request from the Beebe's had raised concerns. McLaughlin noted that some of the small parcels in the urban growth boundary are still urban in size,but have not been moved into the City yet,and the ordinance was intended to prevent construction within the urban growth boundary if it could not meet standards. Laws asked McLaughlin to continue monitoring this situation and to keep monitoring Council if any concerns are raised. ADJOURNMENT The meeting was adjourned at 9:53 p.m.to a continued meeting to be held Thursday,March I8'at 12:00 noon in the Council Chambers. Barbara M. Christensen,City Recorder/Treasurer Catherine M. Shaw,Mayor City Council Minutes 0311611999 9 r' MINUTES FOR THE CONTINUED MEETING ASHLAND CITY COUNCIL March 18, 1999 CALL TO ORDER Mayor Shaw called the meeting to order at 12:05 p.m. in the Civic Center Council Chambers. ROLL CALL Councilors Laws,Hauck,Hanson, Wheeldon and Fine were present. Councilor Reid was absent. CONSIDERATION OF THE EXPANSION OF THE CITY'S HISTORIC CARNEGIE LIBRARY John Gaffey/637 Oak Street/Feels that the mayor got a bad break in the press when she was recently quoted as saying that the project was moving ahead based on a verbal agreement with the neighboring property owners. Concerned that $67,000 was spent before there was a firm agreement that the property was available. Feels that this gives the impression that the process was not well thought out or professional. Noted that he has spoken with Assistant City Administrator Greg Scoles about the process,and stated that he did not entirely agree with the process as there did not seem to be discussion of more basic project requirements such as parking and traffic. Noted that Scoles had explained to him that these issues would be addressed after the project was approved and plans were fumed up. Pointed out that he has problems with not addressing these basic issues up front,before a great deal of money has been spent. Concerned as well that people with very strong agendas were brought into the process early on,and there seemed to be consensus on many issues before talks began. There did not seem to be a lot left over for discussion. Shaw clarified that she felt she had strong confirmation from the property owners that the property was available months ago. Stated that people have the right to change their minds. Noted that this project came in with a high price tag,but the committee felt it was important to bring it before the Council and gather public input to determine if this was a reasonable request to place before the voters. Suggested that the process was difficult for the property owners too,given that details could not be finalized until after voter approval despite the fact that amounts were brought forth in the paper. Shaw explained the lengthy process that would be involved. Noted that the committee was put together after a request was received from the Friends of the Ashland Public Library,a group that has been active for decades. The proposal presented to the Council was prepared for the Council to decide if this should be sent to a vote of the people. Feels that now,six months after this process was begun,there is ample opportunity to discuss the issues that are being raised. Shaw noted that in terms of the site, surveys of the community were done in 1991 and subsequently, and it was overwhelmingly determined that people want the library to remain on the present site. Based on this,the current site was one of the parameters used from the beginning by the committee. Bob Blankholm/202 Oak Lawn Avenue/Board member of Friends of the Library since 1989. Stressed to the new Council members that this is not a new issue,and that discussions have been occurring since 1990 or 1991. Emphasized that the county has no interest in putting an issue on the ballot for a single library,but wants to address every branch in the system. Pointed out that Rogue River raised funds to move their library to a newer,larger building,and in that case the county contributed$50,000. However,the county has not been supportive of the efforts of the Friends of the Ashland Public Library,so the issue was brought to the Council. Commented on the levy by the county,which is putting system wide library renovations on the ballot,but noted that there is no assurance that this will pass. Emphasized that a failure of the levy would push improvements to several years down the road. Stated that he was unaware of where the county's priorities are, but that in years when funds have been short in the past, libraries have been next to the bottom. Emphasized that Ashland was the only city in the county to come up with additional funds to support the library,and did so two years in a row. Shaw added that much of the county's initiative in putting their measure on the ballot in May has been spurred by the efforts of the Friends of the Ashland Public Library. Even if this is only a small role in improving libraries throughout the county, it is a positive step. Emphasized that Ashland's efforts are in no way intended to downgrade the county City Council Continued-Meeting Minutes 03-18-1999 1 library system. Noted that if the county measure passed,the Ashland bond would be used to work together with the County to support their efforts. Blankholm emphasized that the library is 88 years old,and the last addition was 44 years ago. Urged people to realize that this is truly a long-term project. Russ Silbiger/562 Ray Lane/Noted that current state library standards call for 0.6 square feet per person to the year 2020,which would mean the Ashland library should be 19,800 square feet. Anna Hirst/655 Reiten Drive/Lives outside of the city limits,but uses the library often. In favotof the expansion,in light of the crowding that occurs presently. Noted that there is a question of how much space is needed,and that many open meetings have taken place on the issue of the library expansion. Questioned if Council would be willing to do a smaller building,for less money,possibly combined on a bond issue with the fire station. Barbara Ryberg/373 Vista Street/Noted the public process that has occurred, and that it will continue to occur. Emphasized that material is being lost in the library presently. Pointed out that Ashland citizens contribute somewhere in the neighborhood of$650,000 to the county library system annually,and stated that many people do not feel that this amount corresponds to the level of service that is being returned. Explained that the condition of the building is such that the collection cannot expand,and that a new book purchased means that an older book must be removed from the shelves. Also raised the question of safety issues with the condition of the existing building,noting that librarians have been made ill by the amount of mold present from the leaks. Stated that there is not space to carry on the programs for children that they would like to, despite the demand for such programs. Asked Council to comment on the library expansion project,as she felt they were committed to this project last November. Mayor Shaw noted the amount of time Ryberg has given to this project over the last year and a half,and recognized the level of commitment demonstrated by Ryberg and the Friends of the Ashland Public Library. Noted that Ryberg served on the selection committee for the architect,attended all meetings in the visioning process,held additional meetings to gather more community input,put out ads and door-hangers to bring people in,and canvassed 500 homes. Emphasized how impressed she is with the efforts put forth by Ryberg and the Friends of the Ashland Public Library, and how pleased she is to live in a community of people who are so committed to serving for the benefit of others. Colin Swales/143 Eighth Street/Completely agrees with the need for expansion of the library,but has grave concerns with the size of the proposal here,or the location. Suggested that a feasibility study be conducted,and recommended giving this to the University of Oregon School of Architecture as the subject for term projects to be brought back to the Council without having to spend further tax payer monies. Shaw noted that they had spoken to other cities who had used this approach,and that the experiences that they had were problematic at best. Mayor Shaw read statements supporting the project into the record from:Diane Schaffer,Frank&Beth Towner,and Bryan Frink. Shaw noted that she had asked the design team from SERA Architects if a 21,000 square foot building could be fit on the existing site. That is the proposal before the Council,with the possibility of expanding southeast. Noted that they felt this was a possibility. Recognized that there seem to be concerns over the price tag, and suggested that this be referred back to the architects for a smaller building,and a smaller bond to be placed before the voters in the future. Laws feels that the Council did commit to putting a bond before the voters this year,but that the approximate price was understood to be$4 million. Feels that there is still a commitment to getting this issue on the ballot in a timely manner, and he could seriously consider a$4 million bond issue even before fire department plans are finalized. Noted that he would like to hear the fire station proposal before making a decision. Laws stated that the plan submitted to the Council now has a 21,000 square foot building on the existing site,but would have almost the same amount of parking as the library presently does and proposes_a way for dealing with the intersection that looks good and could add a dozen parking spaces or more. Feels that more time is needed to look at City Council Continued-Meeting Minutes 03-18-1999 2 this and other options. Noted that the city is hiring a person with money from a state grant to conduct a study of this intersection,and stated that he feels that this alternative should be given to that person for consideration. Would like to move forward with studying this possibility. Laws stated that he understands the need to put this measure on the ballot before the county moves ahead with their ballot measure for sequencing,as costs could be reduced if the county measure were passed. However,he does not want to put a bond before the voters that will be so large as to jeopardize the future fire station level. Feels that this needs to be done in the$4 million price range,with the streets and intersection to be addressed separately. Freeman clarified that the$4 million amount discussed was from the reimbursement resolution. Explained that this was not intended to be the full project cost. Laws stated that this was not clear when the decision was made, and the commitment made by the Council was based on that figure. Wheeldon stated that she did not remember committing to that amount. Hauck noted the building cost about$4 million by itself,and he had the idea that the entire project would be in the$4.2 to$5 million range. Fine has been opposed to expansion on this site,but he is willing to accept the will of the majority of the Council. Feels that the lack of space is a gross inconvenience,but that while expansion is needed,the space concerns are not a hardship in the short term. Feels that there is now an opportunity for planning and staging. Can begin to set out a full blown capital construction plan,looking at projects and setting priorities. Suggested that the library needs to be a high priority, to be completed within the next two years(and preferably within the next year). Fine stated that he feels that at this point it will not be possible to have this issue on the May ballot,and expressed his concerns over committing to a project of this size based on plans prepared by the architect in one day and faxed to the Council. Suggested making people aware of the Council's review of the capital construction planning,and considering the entire obligation on the citizens of Ashland to repay bonds. Feels that this can be done with staging of the library, the fire station,and other projects,and this could be done for the September ballot. Hauck noted that there is a five-year capital improvement plan in place. Fine stated that this is a list of projects,but it does not include plans for funding or staging. Emphasized that there is a need to communicate to the citizens the complete amount of indebtedness expected of them. Hauck stated that he feels the capital improvement plan does include staging,and that Fine is misinterpreting the capital improvement plan. .Laws stated that the capital improvement plan does not include the library or the fire station,and has become out of date. Agreed with Fine that there is a need to pull things together, to include the street systems plan,and look at the total picture rather than the several pieces. Stated that he believes this to be an excellent suggestion. Mayor Shaw clarified that there is no clear direction from the Council or the audience to put this issue on the May ballot. Feels this needs to go back to the committee,for further public hearings and planning. Does not feel that the project could go before the voters at this stage,without firm numbers or a clear plan. The quickly prepared plan faxed by the architects is to let the Council know whether a renovation could be made to fit the site and address parking requirements. Wheeldon proposed developing the fire station with the library as a single bond. Cited the School District's bond as an example. Stated that while she is uncertain whether it is wise to put all projects together in one piece,she feels it is worth discussion. Hauck stated that he did not feel that the timing of placement of items on the ballot was necessarily a statement of the priority of those items. Shaw explained how several issues are sometimes combined for political reasons on one bond issue before the voters, so that the more "palatable" items will sway the voters toward passing the less desirable items. Expressed some concerns with handling things this way and holding one item,such as the library,hostage to the others. Also noted that lumping things together can result in difficulties with meeting schedules and cost estimates, and result in neglect of adequate public process for each individual item. City Council Continued-Meeting Minutes 03-18-1999 3 ti Laws expressed his agreement with what had been said by Hauck and Shaw,but noted that he had a differing analysis of community perceptions. Noted his concerns are with burdening the voters with too much debt and jeopardizing the possibility of passing anything else, such as fire stations. Emphasized his view that the fire stations are absolutely essential,and that something must be done about the library,even if it only involves fixing the existing building and adding some space. Does not feel that voters can rationally be expected to pay for everything. Wheeldon stated that her interest in combining projects is not political,but rather to find a way to satisfy community needs and collaborate between projects. Fine agreed with Laws,and stated that the people would vote for the fire station if their wallets were not depleted first. Stated that the Council serves to exercise judgement and formulate priorities for construction to decide in what order bonds are sent before the people. For these reasons,he sees the need to determine priorities before sending this to a vote. Hauck disagreed,stating that both the library project and the fire station will need to occur in the same timeframe and the timing of their being placed on the ballot is not a statement of their priority. Emphasized that there is no practical difference in the priority of these projects. Wheeldon noted that the difference is that the fire station planning effort is not as far along. Shaw emphasized that community members have been working on the library plan since last year and the project is farther along. Shaw suggested that there have been a number of opportunities for the Council to express their preference on these two projects,and none have suggested that the library should have a lower priority until now. Pointed out the community efforts that occurred in response to the Council's previous commitment to this project. Hauck stated that whatever decision is made,it is important to recognize that this is not a project to address short term needs. Suggested that the Council needs to have the vision to address long term needs for the community and look beyond this generation. Laws suggested adjourning to the study session to hear the fire station presentation, then returning to the continued meeting to reach a decision on the direction to take here. Suggested that it might be possible to look at a staged approach that would result in addressing the long term needs of the community in a few steps. However,he would like to hear the fire station presentation before considering this issue further. Councilors Laws/Fine m/s to adjourn the Council meeting until the end of the fire station study session. Discussion:Shaw suggested that if a decision were made to hold this item for further planning,then those who are present for only this item would be free to go home. Laws stated that a figure for the fire station was relevant,and needed before making this decision. Shaw clarified for W heeldon that she was asking that the item be sent back to the architects to bring back a smaller building design to bring the total cost down for a bond issue. Wheeldon concurred that there was a need to have an amount in mind for the fire station for clarity before making a decision. Roll call vote: Laws,Wheeldon,and Fine,YES. Hauck and Hanson,NO. Motion passed 3-2. The meeting was adjourned at 1:15 p.m.to the study session. The meeting was reconvened at 1:45 p.m. Laws suggested sending this item back to the architect to look at costs and bring back some alternatives. Also suggested sending the issue before the traffic safety commission and the consultant who will be looking at the intersection to look at traffic and parking issues. Suggested that the request should be made to plan for some parking on Siskiyou Boulevard,and to have the consultant look at the intersection with this in mind. Noted that there could potentially be problems with ODOT regarding traffic signals due to the proximity to the Fire Department. City Council Continued-Meeting Minutes 03-18-1999 4 Councilors Laws/Fine m/s to continue the contract with SERA Architects,and refer the matter back to them for some alternatives to reduce cost,and to refer the issue for study on the part of the Traffic Safety Commission and the consulting engineer studying the intersection. DISCUSSION:W heeldon asked for clarification that the intersection referred to was Gresham-Main-Third in front of the Carnegie library, and not the fire station connection. Council indicated that they were referring to the whole area,including the fire station connection and the island. Hauck clarified that Laws had intended to separate the cost of work on this intersection from the library work. Shaw noted that the fire station plans should also go to the same traffic safety engineer. Laws noted that he could live with the current parking situation for a little while longer, if it was known that there would be eventual improvements down the road. Fine questioned whether it would be necessary to consider paying the consultant an additional fee beyond the$3,00045,000 state grant. Determined that this issue could be discussed if and when it comes up. Roll call vote:Laws,Hauck,Hanson,Wheeldon,and Fine,YES. Motion passed. ADJOURNED The meeting was adjourned at 1:50 p.m. - Submitted by Barbara Christensen,City RecorderlTreasurer City Council Continued-Meeting Minutes 03-18-1999 5 . . ......... . . ... ... . ....... 21 fK PROCLAMATION WHEREAS, J. Sterling Morton proposed to the Nebraska Board of Agriculture in Leo 1872 that a special day be set aside for the planting of trees; and P., 311 WHEREAS, this holiday, called Arbor Day, was first observed with the planting of more than a million trees in Nebraska; and WHEREAS, Arbor Day is now observed througho ut the nation and the world; and WHEREAS, trees can reduce the erosion of our precious topsoil by wind and water, reduce heating and cooling costs, moderate the E e-2g, temperature, clean the air, produce oxygen, and provide a habitat for wildlife; and WHEREAS, trees are a renewable resource giving us paper, wood for our homes, fuel for our fires, and countless other wood products; and trees in our city increase property values, enhance the economic vitality of business areas, and beautify our community; and trees are a source of joy and spiritual renewal; and WHEREAS, Ashland has been recognized as a Tree City USA by the National Arbor Day Foundation for fourteen years and desires to continue its t tree-planting ways. .pi NOW, THEREFORE, 1, Catherine M. Shaw, Mayor of the City of Ashland, do hereby proclaim April 4 to 10, 1999 as ARBOR WEEK IN ASHLAND and urge all citizens to support efforts to care for our trees and woodlands and to T support our City's community forestry program. I further urge all citizens to plant t rees to gladden the hearts and promote the well-being of present and future C generations. &AAAA Dated this 6`h day of April, 1999 Catherine M. Shaw, Mayor Barbara Christensen, Recorder f. Council Communication Public Works Department PUE Termination April 6, 1999 Submitted by: Paula Brown(0l" Reviewed by: Paul Nolte Approved by: Mike Freeman Title: Termination of a portion of a public utility easement adjacent to N. Mountain Avenue on lot 37 of Mountain Meadows Subdivision, Phase II (tax lot 39-1 E-4AD-224) Synopsis: This request vacates the easterly 4 feet of a ten foot wide public utility easement located on lot 37 of Mountain Meadows Subdivision, Phase II (tax lot 39-1 E-4AD-224). The request was received from Mr. Larry Medinger who has submitted a building plan which shows a projection of the building footprint into the easement. This plan as submitted requires a six foot building setback. Mr. Medinger is currently working with Planning staff to modify the building envelope from a ten foot set-back to a six foot setback. The reduction of the easement width is a requirement for approval of the setback reduction. Recommendation: It is recommended that City Council adopt a motion to terminate the easterly four feet of the public utility easement located on lot 37 of Mountain Meadows Subdivision, Phase II, and authorize the Mayor and City Recorder's signatures on the attached quitclaim deed. Background Information: The original alignment of North Mountain Avenue as shown on the plat of the Mountain Meadows Subdivision was in error. This error was remedied by deeding an•additional strip of land along the west boundary of the subdivision as right way creating a slightly wider section. While this had no effect on lot boundaries it did increase the distance between the sidewalk location and the lot boundaries. This additional width was used primarily for utility construction which meant that only a portion of the plotted utility easement was needed. All utility companies have been notified and have expressed no objection to the termination of a four foot wide section of the easement. The approval of this easement termination along with Planning's approval of a reduced building setback will provide a closer siting of the building to the sidewalk. This is in conformity with the approved North Mountain Avenue Development plan. FAUSERTAULATOUNClUtetminate PUE MtMead.wpd FORM Na IEr- wOWM OEEa PMh Mw CN -10 CarvwOx„wE Ev[MxENUwnsizxMGO..gnt,µo,p E,w CITY OF ASHLAND ____ -_ STATE OF OREGON, l ss. __ ____ 1 ASH LAND-CITY HALL______________ County o --------------------------. ASHLNID OR 97520 cent y that the within instrument ----------------- was received for record on the ------ day _MOUNTAIN MEADOWS'_�_ LcC-------------------- of_______._____________________- 19------at P O BOX 1334 -----------o'clock------M.,and recorded in ASHIAPID OR 97520_____________________________ book/reel/volume No. _.._______ on page _________________m:M„ SPACE xE5Er1VE0 --------------- and/Or as fee/tile/instru- After wWq,,wwn N M..Aa*a not: FOa _CITY OF_ASHLAFID ment/micf said Counttion No. ------------ _ ______________________________________ RECOROERa UPE Records o[said County. ASHI.AFID CITY HALL - "'- ----------------------------- Witness my hand and seal of County ASHLAND OR 97520______________________________ affixed. On111,p�W..�I,E.I,.OVtl-CWnIN.EMCM1Y.UbINnUUMETE,ACME',alyt: _NJ I.EMLRY. Z TIME BY ,Deputy. OURCLAIM DEED KNOW ALL BY THESE PRESENTS that City_of Ashland E_a_rtunicipal_corporation____________________ ____________________________________________________________________________________________________________________________________ hereinafter called grantor,Ror the consideration hereinafter stated,does hereby remise release and forever quitclaim unto---------- ___MMMTAIN_MEAOOWS,_L_LeCE._an_Oregon Lvfuted Liability_ ---4d°Y------------------------------------- hereinafter called grantee,and unto grantee's heirs,successors and assigns,all of the grantor's fight,title and interest in that certain real properly,with the tenements.hereditaments and appurtenances thereunto belonging or in any way appertaining, situated in JAC_I_(_S_ON ________________ __County,State of Oregon,described as follows,to-wit: SEE EXHIBIT "A” ATTACHED HERETO AND MADE A PART HEREOF ** THE PURPOSE OF THIS QUITCLAIM DEED IS TO VACATE A PORTION OF THE PUBLIC UTILITY EASEMENT AS SET OITT AND CREATED IN THE OFFICIAL PLAT OF MOUNTAIN MEADOWS SUBDIVISION, PHASE 2, RECORDED IN JACKSON COUNTY, OREGON, AS IT SPECIFICALLY AFFECTS TAT 37 OF SAID SUBDIVISION. PF SPACE VInUFFILYEM,CONTINUE DESCmRT1ox ON REVERaq To Have and to Hold the same unto grantee and grantee's heirs,successors and assigns forever. The true and actual consideration paid for this transfer,stated in terms of dollars,is$-IQW-*-------------m However,the actual consideration consists of or includes other property or value given or promised which is❑part of the ❑the whole(indicate which)consideratlon.m(The sentence between the symbols m,if not applicable,should be deleted.See ORS 97.070.) 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________________________19-----;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. THIS INSTRUMENT WILL NOT ALLOW USE OF THE PROPERTY DESCRIBED IN _ _ THIS INSTRUMENT IN VIOLATION OF APPLICABLE LAND USE LAWS AND REGU- LATIONS.BEFORE SIGNING OR ACCEPTING THIS INSTRUMENT,THE PERSON ACQUIRING FEE TITLE TO THE PROPERTY SHOULD CHECK WITH THE APPRO. _ __ PRIATE CITY OR COUNTY PLANNING DEPARTMENT TO VERIFY APPROVED USES HarTSai'a Lbrisfensen, fy-Recdi'3er' AND TO DETERMINE ANY LIMITS ON LAWSUITS AGAINST FARMING OR FOREST PRACTICES AS DEFINED IN ORS 70,930, _______________________________________________________________ STATE OF OREGON,County of____Jackson_ ____________________)ss. This instrument was acknowledged before me on --------------------------------------- 19------ by_.______.____.____._____________.__ ._____________.____________________ _.__.__. This instrument was acknowledged before me on ___ Febnlary____________________ 19:99. by _CATHERINE_SHAW_and_BAR BARA_CHRISTENSEN________________________________.__ MAYOR end CITY RECORDER --------- of__CI1'Y_OF ASHIAND _________________________ ___.__.___ Notary Public for Oregon My commission expires_________________________________________ 1 L.J. FRIAR AND ASSOCIATES ® comsmmo Uwo SURVeroas .a wesr an sr"ai* wecrom Orcao"NMI r-raw M v�2 LEGAL DESCRIPTION Beginning at Southwest corner of Lot 37 of MOUNTAIN MEADOWS SUBDIVISION, PHASE 2, A Planned Community, according to the official plat thereof, now of record, in Jackson County, Oregon; thence along the South line thereof, South 89°51 , 37" East, 10 feet to intersect the East line of that certain Public Utility Easement . (PUE) shown on said Plat and the t^v° point Of baain�e; thence along said East line, North 00°03 ,33" East, 95 . 9 feet to the North line of said Lot 37; thence along said North line, South 89°54116" West, 4 feet; thence South 00°03100" West, parallel to and 4 feet west of the east line of said PUE, 95. 9 feet to the south line of said Lot 37; thence along said south line, South 89°51137" East, 4 feet to the true point of beginning. PORTION OF PUE TO BE VACATED Mountain Meadows LLC February 8, 1999 95-161 REGISTERED PROFESSIONAL LAND SURVEYOR OREGON JOEY 17, 1986 jams 6. H16B8 as"caru. nnta 6-30-99 7 00 I Qf -757 0 r y I I y qz� U4 a 7 z 3 9 a 9 3 it Is A t CI4 1 M Ln I LO I n 00 Of PROPOSED EASEMENT TERMINATION 39 1E 4AD 1 STREET PLUG J ' _ —Fq/R 232 - 041( ,- ? 0.001 Ac _ 206 ,.,� 3 q V, ,• • . 0.14 Ac ar Y \/ „a 54 4 210 207 0.13 Ac C U U9 Ac e 5 3! ••s> 55= e. to 208 [n 0.-' 0.09 Ac c �,'0.09 Ac ^ 11 ,> 52'l 51 209 ion to 15 212� >.i: .. . ..., .•,.,:.,.. =0.14Ac e] 0.14Ac; ier.n 49 W ^ Q Q SEE �,` Z SUPPLEMENTAL MAP Z n PROPOSED 4' EASEMENT TERMINATION O = 2 L 6Z fY 9t.f/ ^ �oB.77 q r Q t�119 X224 225 226 r v O 15 Ac C 0.17 Ac 0.16 Ac z >` J ,� 0 4 37 203 O PART OF L07 26 36 1' 227 1.38 AC EP OPEN SPACE Y28 O.IIAc J / s I 22'� 228 `r ° 7`// " 4 5�0� y _0.13 Ac ,.°, 0.124c ¢34tiQ 1 4S 94 da33 : ' — i . 1 ` o w 32 J'` ' 0 N SCALE: IN = 100' PROPOSED EASEMENT TtRMINAIIVN NOR TH MOUNTAIN AVE. 07A--32i— I 0 rr , p ro hr Dedlcorod 5. 89 —� U0. 55-W R-; PROPOSED 4' EASEMENT TERMINATION th r, J 6501 sq f t _ 7'r'I TI I c 28 28 °N I 13 2:1 5n N0'00 '55 'wti ro 8 8 L+ IngqrQSS -EQress aI c l I a a rV j3 A NO.05 '46 'w d5. `° Imo" 36 r> 76 1 sq tI m \ M rn 5232 s q ( t a e ,'1•,% / J a� ,� SJ�� �• �� 50'05 '44 cb rc a a ' 34 J� ° ISO.05 .44 'E 65• . . a 4807 sq (r n Q./ ,J Oe �3� ° 40 5232 sq 35 � c \ y�/ 7136 sq ft 10 20 CA N b \ ter` 7S T o u J 1-n I 41 o I .Cb 5678 s q ( • I rl � ro City Council Communication 2°d Reading - Ord. Minimum Resp. Times April 6, 1999 Submitted by: Keith Woodlev Approved by: Paul Nolte (tip Approved by: Mike Freeman Title: Second reading by title only of"An Ordinance Requiring Minimum Response Times by Ambulance Operators for Life Threatening Emergencies." Synopsis: This ordinance modifies the Emergency Medical Services Ordinance No. 2771, to facilitate the implementation of Medical Priority Dispatch for ambulance service within the City of Ashland. Background: This ordinance was presented for first reading at the March,16, 1999 council meeting. Recommendation: Staff recommends that council adopt the ordinance after second reading. ORDINANCE NO. AN ORDINANCE REQUIRING MINIMUM RESPONSE TIMES BY AMBULANCE OPERATORS FOR LIFE THREATENING EMERGENCIES. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. Section 6.40.060.A of the Ashland Municipal Code is amended to read: 6.40.060 Minimum Response Times and Minimum Levels of Care. A. The ambulance operator shall have an ambulance response time within four minutes or less 95% of the time for life threatening emergencies determined to require advanced or basic life support care and eight minutes or less 95% of the time for all other non- emergent responses. The foregoing ordinance was first READ on the day of , 1999, and duly PASSED and ADOPTED this day of ' 1999. Barbara Christensen, City Recorder SIGNED and APPROVED this day of ' 1999. Catherine M. Shaw, Mayor R iewed as to for Paul Nolte, City Attorney Page 1 — ORDINANCE (FAUSERTAWORMemergency response ord.wpd) ` © X o ED ` @ f 2 / 7 + ®; o o K K c ! ; 9 m , co (1) n f a ƒ [ _ 0 ! ( M / E E f f # [ } \ ! 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( ( k � o3icn a) = = - \ C ' � \ CLo0 tk § E < E K r = 7 0 ® (5 ( 2 §2k * 3 S \ § / § � / \ � ( � W , . o + E � a = _ _ \ ! � ) _ � \ _ ® r = \� z a ` . 2 ( § # ! ; -0Z0w 2 - ® k \ ( \ ® � — 2 -n co CD\ D / : \ � ( k ((C) \ - $ 000 $ 222 0 ' e = ; q ±� 0 '] \ GeSEm2o : E \ f ■ 5 \\/ } \ / & o R _ 0 W(D U) N) m 2 \ }— � 3C D w D n m memo§ o 3. y 5 2 c 2 ` < col - } (0 n 0 ±5 ) e ' - I ~ © f . a \ D 0 ( 0 0 . » _ � ( CL � . ƒ Council Communication Public Works Department Request for Sewer Service / April 6, 1999 Submitted by: Paul Mika Brown_•-A`' Approved by: e Freeman Title: Request for Sewer Service outside the City limits, but within the City's Urban Growth Boundary - Rob Saladoff and Gerry Mandell- Temple Emek Shalom, 1800 E. Main Street(39 1E 11 tax lot 900) Synopsis: Rob Saladoff and Gerry Mandell on behalf of the Temple Emek Shalom have requested the opportunity to address the City Council regarding the connection to the sanitary sewer system at 1800 E. Main Street, the proposed siting for the Temple Emek Shalom. They realize that they do not meet the full "letter" of the Code, but are requesting Council's support for City sewer connection based upon a series of reasons outlined in the "Background" section of this report and in their attached letter. Attached is an additional packet of information from Temple Emek Shalom. Recommendation: This request does not meet the full requirements for connection to the sewer system, and as such, staff recommends denial based solely on the interpretation of City Code. However, the Temple makes a strong case for connection based upon environmental and health concerns, and are willing to provide a City main to within 300 feet of the property. There are three options for the Council to consider: 1) Deny the request based upon the fact that the lot does not have an Ashland sewer main or line within 300 feet of the building. 2) Direct staff to review and recommend appropriate changes to City Code and bring back the request at a future time. 3) Approve the Temple's proposal to install an 8 inch line, dedicate a portion to the City and follow the remaining Code requirements for connection to the City's Bear Creek trunk line. Background Information: The proposed siting for the Temple Emek Shalom, is currently a 2.1 acre parcel with an occupied single family residence with a failing septic system. The property is outside the City limits but within the City's urban growth boundary. The closest Ashland sewer main to this property is Ashland Bear Creek Trunk Line located below the Pierson property approximately 1000 feet to the north, or Normal Street main which is 2000 feet to the east. Temple Emek Shalom is proposing to purchase the property, demolish the existing structures and construct a new temple. The Church of the Nazarene immediately adjacent to the site on the west received a sewer connection permit in November of 1990, and has a 4 inch private line through the Pierson property to the Bear Creek Trunk Line. Temple Emek Shalom has proposed three options for potential City sewer service. Option A is preferred: A) Construct an 8 inch line from the end of the existing sanitary sewer line in Normal Street to E. Main Street and dedicate that portion to the City. Continue the new 8" line and connect to the Bear Creek trunk line under a private easement agreement with the Pierson's that may in the future be a part of the City's system under a separate agreement. B) Rebuild the existing private service to the Nazarene Church through the Pierson property with an 8 inch line that could ultimately become the City's main line, and provide individual services to both the Temple and the Nazarene Church. C) Run a completely separate service line similar to the private line for the Church of the Nazarene, into the Bear Creek Trunk Line through private easement with the Pierson's to the north. Rob Saladoff and Gerry Mandell, on behalf of Temple Emek Shalom, realize that they do not meet the full letter of the Code, but are requesting Council's support for City sewer connection based upon the following justifications per Code requirements (italicized): A) The applicant for sewer service pays the sewer connection fee and the systems development charges established by City Council. Temple Emek Shalom intends to not only pay for all sewer connection fees and SDCs for the temple, but to also pay for and install an 8 inch line to meet City specifications and dedicate the portion of the sewer line from Normal Street to E. Main Street to the private property line of the Pierson. They further agree to install the 8 inch line through the Pierson's property to the Bear Creek Trunk Line. B) In the event a dwelling or building connected to the sewer system is substantially replaced for any reason, then the replacement dwelling or building may continue to be connected to the sewer system of the City as long as the use of the sewer system will not be increased as determined by the Director of Public Works. Temple Emek Shalom is a congregation of 150 families. In reviewing the water use for their existing temple location at 1079 E. Main Street(Acct# 003-053758-00),the Temple's average monthly usage over the past 12 month period was 538 cubic feet; 55%of that of an average single family residence's monthly water usage of 979 cubic feet. Based upon this information, the replacement of the existing home with the proposed Temple Emek Shalom would meet this requirement. C) There is an existing Ashland sewer main or line within 300 feet of the existing dwelling or building to be connected. The applicant shall be responsible for the full costs of extending the City of Ashland sewer main or line to the property for which sewer service is being requested. There is an existing dwelling on the site. There is an existing 4 inch City service to the Nazarene.Church immediately adjacent to the property. There is not an existing "Ashland sewer main" within 300 feet of the existing dwelling. The applicants have stated a willingness to install an 8 inch "Ashland"main to within 300 feet of the property (see A above). D) The applicant shall secure, in writing, statements from Jackson County that the existing sewage system has failed and that the provision of sewer by the City of Ashland does not conflict with the Jackson County Comprehensive Plan, support documents, rules or regulations. Jackson County Environmental Health Division has been out to the existing structure and determined that the existing septic system has failed. This is currently being documented but not yet received. Jackson County Environmental Health Division was not supportive of constructing a new septic system due to poor soils conditions and stated that it may be difficult to site a septic drain field in the area. A letter from Kenneth Cote,Jackson County Environmental Health Division, stated that their recommendation would be to pursue connection to the City of Ashland. E) The applicant furnish to the City a consent to annexation of the land, signed by the owners of record and notarized so that it may be recorded by the City and binding on future owners of the land. Upon Council approval for City sewer services, the Temple Emek Shalom intends on furnishing all consents to annexations as required by the City. F) The applicant shall provide for the payment to the City by the owners, at the time of annexation, an amount equal to the current assessment for liabilities and indebtedness previously contracted by a public service district such as Jackson County Fire District No. 5, multiplied by the number of years remaining on such indebtedness, so that the land may be withdrawn from such public service districts in accord with ORS 222.520 and at no present or future expense to the City. The applicants are aware of this condition and upon Council approval for City sewer services,the Temple Emek Shalom intends on furnishing all necessary payments as required by the City G) The owner shall execute a deed restriction preventing the partitioning or subdivision of the land prior to annexation to the City. Upon Council approval for City sewer services, the Temple Emek Shalom intends on furnishing appropriate restrictions prior to annexation as required by the City H) That the land is within the Urban Growth Boundary. This property is within the City's UGB. Ashland Municipal Code Section 14 08.030 Connection - Outside City, Inside Urban Growth Boundary (Amended ORD 2767: October 3, 1995) An occupied dwelling or building located outside the City of Ashland and inside the urban growth boundary may be connected to the sewer system when such connection is determined by the Ashland City Council to be in the best interest of the City of Ashland and to not be detrimental to the City's sewage facilities. Such connection shall be made only upon the following conditions: A) The applicant for sewer service pays the sewer connection fee and the systems development charges established by City Council. B) In the event a dwelling or building connected to the sewer system is substantially_ replaced for any reason, then the replacement dwelling or building may continue to be connected to the sewer system of the City as long as the use of the sewer system will not be increased as determined by the Director of Public Works. C) There is an existing Ashland sewer main or line within 300 feet of the existing dwelling or building to be connected. The applicant shall be responsible for the full costs of extending the City of Ashland sewer main or line to the property for which sewer service is being requested. D) The applicant shall secure, in writing, statements from Jackson County that the existing sewage system has failed and that the provision of sewer by the City of Ashland does not conflict with the Jackson County Comprehensive Plan, support documents, rules or regulations. E) The applicant furnish to the City a consent to annexation of the land, signed by the owners of record and notarized so that it may be recorded by the City and binding on future owners of the land. F) The applicant shall provide for the payment to the City by the owners, at the time of annexation, an amount equal to the current assessment for liabilities and indebtedness previously contracted by a public service district such as Jackson County Fire District No. 5, multiplied by the number of years remaining on such indebtedness, so that the land may be withdrawn from such public service districts in accord with ORS 222.520 and at no present or future expense to the City. G) The owner shall execute a deed restriction preventing the partitioning or subdivision of the land prior to annexation to the City. H) That the land is within the Urban Growth Boundary. FAUSEMPAULA\COUNCUCC Temple Sewer.wpd Temple Emek Shalom 015V env n5)717 March 29, 1999 Paula Brown Public Works Director City of Ashland RE: Application for hook-up to city sewer line by Temple Emek Shalom Dear Ms. Brown: Temple Emek Shalom has an agreement to purchase 2.1 acres at 1800 E. Main Street. The property is located outside the city limits but within the Urban Growth Boundary. The currently occupied single-family residence has a failing septic system as are others in the neighborhood. Our plan is to clear the existing structures from the property and construct a new temple facility. The soil quality in the area is generally unsuitable for septic system leach fields. Inasmuch as the adjacent Nazarene Church is connected to the city sewer line and, eventually, the entire area will be in the city limits, we, too, would like to connect to the city sewer line. According to city statistics, our current water usage is less than that of a single-family residence. The entire area would benefit if we are allowed to connect. Environmental conditions in the area would certainly improve. In addition, the current unsightly and hazardous conditions would be mitigated. Also, the private 8" line we would install up to the Pierson's property line could be dedicated to the city immediately (thus meeting the code requirement of connecting to an existing city line). The remainder of the new 8" line connecting to the trunk line could be dedicated to the city at a future time with the concurrence of the Piersons. We will prepare an extensive packet about this proposed project for all city councillors and appropriate staff prior to the city council meeting on April 6th. Please call on me if you need further material. Sincerely, Carolyn A. Mandell, President Temple Emek Shalom PO Box 1092 • Ashland, Oregon 97520 • 541-488-2909 • teshalom®mtnd.net # OL 2 ƒ _ 22 { Oo 2 2 � / a m \ \ a ! w d 72 2 = ( a ` N C/) z 0 1 SS SS \( g . \ 0, / 3 { § E \ ƒ 4 \ ƒ / E m cc 0 Q_- 2 « § { 2 { { \ \ j w - \ . 0 cm � � z > £ J33 } $ ® � 0� 3 SSSgq § j � 0� Cc, ( f \ 2 L q LL zf f � / \ 0 � } k \ � } ° 4 a _ ) ~ a 2 \ : Ikkt § 2� $ k » m 0 \ 2 § $ Ee - 0 � SggSq ) '0 } k \( § o ! � ee � � ; / ) 2 #e ! k ( _ 4 .. Ogden/Schmitz & Associates AIA r Architects & Planners k Temple Emek Shalom HCST_ORY ,: Temple Emek Shalom, located at East Main and Mountain Street in Ashland, Oregon, is a Jewish congregation of 150 families. Over 100 of these families live in Ashland. The current synagogue is too small for the size of the congregation and there is no space for parking, classrooms, outdoor worship and recreation. Search for Land: The Land Acquisition Committee searched for a minimum of two acres of land for over two years for a building site that would serve the congregation. A Conditional Use Permit has to be obtained because there is no zoning for houses of worship in the City of Ashland. The committee met often with John McLaughlin, Planning Director,to discuss whether or not the Planning Department would support a particular piece of land for the new synagogue. The congregation was discouraged from locating in a commercial zone, no provision was made for houses of worship in the North Mountain Development Plan and nothing was available within the city limits. East Main Property: Temple Emek Shalom now has a contract to purchase the 2.1 acre Thompson property at 1800 E. Main St. next to the Church of the Nazarene. One contingency of the contract which expires on April 30, 1999 is related to septic approval or sewer connection. Cooperation with the City and the Church of the Nazarene: The congregation plans to work with the Church of the Nazarene in developing our properties in ways that will benefit both congregations. The plan is to have a letter of agreement in principle with the Church of the Nazarene for shared well water and shared overflow parking so that more land on both properties will be left green. Another plan is to explore ways of jointly developing the land for recreational use. The congregation has indicated to Bill Molnar and John McLaughlin their willingness to design to City standards, so that the future annexation process will conform to the overall City plan. Environmental Values of the Congregation: Stewardship of the environment is a value of the congregation of Temple Emek Shalom. The congregation's Teva(Nature)Group is an influential part of the planning process. The Jewish community planted over 70 trees on the City Bike Way on one of its little known holidays, TuB'Shvat, when interpreted means "New Year for the Trees." Meeting the Requirements of the Ordinance: There is an existing occupied building on the property in question. The congregation believes the septic system has failed. The current water usage at our present temple site is 538 units per month. This is 55% of the average single family residential usage of 979 units per month. We are within 300 feet of the Church of the Nazarene sewer line. Basis for Supporting an Amendment to the Ordinance: There are instances where it is in the best interests of the City of Ashland and its citizens to permit sewer hook-up. In the immediate area of Normal and E. Main Streets. • the soils are not conducive to the operation of a septic system. • septic system failure is common. • there are residences, a middle school and Bear Creek. Ogden/Schmitz & Associates AIA Architects & Planners I Temple Emek Shalom wRROJECT NARRATIVE=' ;-- _ _�.:. f_. The project site is located in Ashland at 1800 East Main Street, within the City's designated urban growth boundary; however, it is not contiguous with the city limits. The property is approximately a 2.1 acre parcel which has a currently-occupied single family dwelling and an abandoned cottage. The occupied dwelling is currently served by a failing septic system and an on-site well. The proposed project will consist of a new synagogue for the Temple Emek Shalom congregation. The new facility is projected to be a single-story, 15,000 square foot structure. The sanctuary is designed to accommodate 250 congregants with the capability of being sectioned off to accommodate the typical congregation size of 50-70 persons. An adjacent multi-use room and kitchen facility will provide an area to meet the Temple's social needs. The religious education wing will house 8 separate teaching areas and a few flexible multi-use spaces. The plan features a central library/gathering area flanked by administrative and utility services. The congregation requested the use of natural building materials. Wood and stone are the primary exterior surfaces. The East Main Street exposure features large glazing elements and a prominent entry. Several articulated roof forms have been introduced to maintain the human scale of the building and provide ideal clerestory light for the interior spaces. Based on a congregation size of 250 persons,the 64 required on-site parking spaces have been accommodated in this design. Preliminary agreements have been negotiated with the neighboring Church of the Nazarene to implement reciprocal parking between the two facilities. The site plan also allows for substantial landscape buffers. For a facility of this size, the Uniform Building Code requires a minimum of 10 toilets and 5 lavatories. It has been determined the existing septic system on the site has failed. Evidence of this can been seen by the effluent that is seeping from the cover. Geological reports prepared by The Galli Group indicate there is extensive ground water that flows through the site at various depths from just below the surface to several feet down. Water is currently "perched" or flowing on top of the denser soil units. These conditions are not well suited for the installation of a new sand filter system,as waste is easily carried"down stream" by the sub-surface water flow which could possibly contaminate neighboring properties and environmentally sensitive waterways. Connection to the closed City waste line would be the best environmentally responsible solution. - • - G3Ct�OC�O©�7� .tea � 7 y�r v+Ji'^,�M1 ��'�irt�x Vii."t1�,1rk✓�'.°'.'� "^ t '1_. -.°��`st it Fly°•' 3.e r,a..��'t AiY t I: R'^1"'v'+ 11yy,kA i +F,..:e'$,� 4.. ^t✓P x'"rg i' 7 � ;�}..c y ,.x r �€«<tx,yi raryi t'f?`,',r a.J r ._ 1 r r . -C... , rr z.Nr� � Y .€,{'+ v �� '�''Fb r 1 ry�♦ irt€r "r'f 1" i .��r�A 1 ^�},���t y Ogden/Schmitz & Associates AIA Architects & Planners Temple Emek Shalom �R�ELE { IOU S i *ice r •4. 'i � r' e o ; # C� 0 Lr U SITE PLAN Q r= Lry���"a 7 ti9"h IY II4f I l l g l l l FYtrYYIYw'rIr 1Y'1'YnYtYw rlryr rl7171'rg'rrre rririrrn�n L NORTH ELEVATION Ashland Rollie Mdfer, Pastor . Church of the (Na-zarene ChuckCurt y, Minister ofVisitation Tuesday, March 30, 1999 To Whom It May Concern: This letter is to express our support for Temple Emek Shalom, in their plans to relocate to the property on East Main Street, and to indicate our intent and desire to work with them as we are able to. We are currently working with Emek Shalom to come to a mutual use agreement concerning parking. We are also exploring the possibilities of providing water to them from the church's well, and of shared recreational development of some of the church's property. If you have questions concerning these issues, please feel free to contact me. Sincerely, p Rollie Miller 4- ter a week like Yours, You need a church like ours! 1760 East Main St. Ashland,, OR 97520 (541)482-1784 Council Communication Public Works Department Vacation of New Street April 6, 1999 Submitted by: Paula Brown QG"_ Reviewed by: Paul Nolte Yl_l r Approved by: Mike Freeman A- Title: An Ordinance for the Vacation of New Street from its Intersection with Oak Street to its Terminus, All of Which Is Located Between Hersey Street and the Railroad Tracks. Synopsis: With the approval of a recent land partition, John Fields created a new street right of way at Clear Creek Drive. Clear Creek Drive is approximately 100 feet north of New Street as it is presently recorded, and is intended to connect to A Street at 4`h Street. This right of way renders New Street unnecessary. The attached petition calling for the vacation of New Street off Oak Street has been received and verified. A notice of the proposed vacation was sent to all City departments and utility companies on February 8, 1999. No objections to the vacation have been received. The City Council established a public hearing for April 6, 1999 at it's regularly scheduled meeting on March 16, 1999. The City Recorder published all necessary notices. Recommendation: It is recommended that the Council hold the public hearing for any objections to the vacation of New Street. Based upon the outcome of that public hearing, it is further recommended that the Council read by title only the Ordinance to Vacate New Street from its intersection with Oak Street to its Terminus all of which is located between Hersey Street and the railroad tracks. Background Information: New Street was established in its present position in March of 1911 under Ordinance No. 462. The street was only 148.55 feet long and connected to Oak Street approximately 300 feet south of Hersey Street. New Street was actually created prior to Hersey Street(previously known as Stanley Street or Stock Drive) and was intended to connect to what is now Hersey Street. Hersey Street, however was deeded to intersect Oak Street further to the north (at its present location) and New Street was never deeded any further than the original 148 feet off Oak Street. New Street was never opened or improved as a public street. With the approval of a recent land partition, John Fields created a new street right of way approximately 100 feet north of New Street. This street, named Clear Creek Drive, is intended to connect to A Street at 4'6 Street and perhaps ultimately to Mountain Avenue. This right of way parallels New Street for its entire length and renders New Street unnecessary. F:\USER\PAULA\COUNCIL\CC PH Vac New St Apr6.wpd J 34543 EXHIBIT A TRACT A: Beginning at a point on the easterly side line of Oak Street in the City of Ashland, Jackson County, Oregon, which is 68.0 feet South 45° West from a point on the north line of Donation Land Claim No. 42 in Township 39 South, Range 1 East of the Willamette Meridian in Jackson County, Oregon, lying 3 .68 chains East of the northwest corner of said Donation Land Claim No.. 42; thence South 450 West, along said easterly Bide line of Oak Street, 135.0 feet to corner; thence South 50-1/29 East 140.0 feet, more or less, to the west line of a tract described in deed recorded in Volume 10 page 531 of the Deed Records of Jack§on County, Oregon; thence North 45" East, along said west boundary line, 135.0 feet to corner; thence Westerly, parallel to the second described course, 140 .0 feet, more or less, to the point of beginning. (Code 5-01, Account #1-50.59-8, Map #391E4CD, Tax Lot #1600) TRACT B: Beginning at a point on the north line of Donation Land Claim No. 42 in Township 39 South of Range 1 East of the Willamette Meridian in Jackson County, Oregon, 34 .36 chains West from the northeast corner of said claim, which point is also the most northwesterly corner of tract conveyed by Lindsey Applegate to R. Koehler, Trustee, by deed recorded in Volume 10 page 531 of the Deed Records of Jackson County, Oregon; thence South 1.58 chains; thence west 1.58 chains to the northeast corner of tract described in Volume 7 page 787, said Deed Records; thence South 450 West along the easterly line of said tract 51 feet, more or less, to the most easterly corner of tract described in Volume- 113 page 141, said Deed Records; thence Northwesterly, along the northeasterly line of said tract, to a point on the easterly line of Oak Street, which point is South 450 West 68 feet from the intersection of said easterly line with the north line of Donation Land Claim No. 42; thence North 450 East 68 feet to the north line of said claim; and thence East, along said north line, 209 feet, more or less, to the point of beginning. EXCEPTING THEREFROM the following: Beginning at the northeast corner of the above described tract; thence South 40 feet; thence Northwesterly 213 feet, more or less to the point of intersection of the easterly line of Oak Street and the north line of Donation Land Claim No. 42 in Township 39 South of Range 1 East of the Willamette Meridian ,in Jackson County, Oregon; thence East, :along the north line of said claim to the point: of beginning; conveyed .to the City-of Ashland, :Oregon, by deed recorded in Volume 263 page 497 of the Deed Records of Jackson County, Oregon. ALSO EXCEPTING THEREFROM that portion conveyed to the City of Ashland, Oregon, a municipal corporation, by deed recorded September 25, 1981 as No. 81-18114 of the Official Records of Jackson County, Oregon. (Code 5-01, Account #1-5060-3, Map #391E04CD, Tax Lot #1700) TRACT C: Beginning at a point on the southeasterly line of Oak Street in the City of Ashland, Jackson County, Oregon, according to the official plat thereof, now of record, said point bears South 144 .00 feet and East 104 .00 feet from the northwest corner of Donation Land Claim No. 42 in Township 39 South, Range 1 East of the Willamette Meridian in Jackson County, Oregon, (also South 29025' West 162 . 00 feet from the northwest corner of Donation Land Claim No. 41, said Township and Range) ; thence South 45 019, West, along the southeasterly line of said Oak Street, 80 . 00 Zd NdiV:50 6661 91 '-ew ZVVW8VLVS : 'ON 3NOHd W31SAS Xb-1 �I�Seued : wod3 84543 (continued) feet; thence South 49 030' East 149. 50 feet, more or less, to the westerly line of tract described in Volume 10 page 531 of the Deed Records of Jackson County, Oregon; thence North 45019• East, along said line, 80. 00 feet to a point South 49030, East of the point of beginning; thence North 49°30• West 149. 50 feet to the point of beginning. (Code 5-01, Account #1-5058-0, Map #391E4CD, Tax Lot #1500) £d Wd2b:S0 6661 91 8z8bib5 'ON 3NOHd W31SAS . ..,,., . / J O� V O '801 \, . e /` •,/ K2 7f[3 �M Na/wa�///�rHrrl /� a .aog r ,+ --PATTERC �Nr ( r_e'o91 OPP 1017S) r e 803 2 �1 dAi- r� [406) -- `•A�4 V : 0 114�v 025A, C� • ter ; RS �J 1.804 3 2.1992 : ; .Poy �, aosv R� fr,.ie' Ys SEE. DETAIL MAP 2 It �. . P-624992927 vj • . ., r � ; . (P-12"7) `[hst, �L -. it A NW Cor. O.L C.42 h f eN ty� rah 6� •1600 !_.` � � b - 1900 N 1 200,5 6 �Jo s 1800 0 e2 4- �fob 1500 hls print is solely wL aua insn lotalirtgsaidpremisesandMecavil of mes no Ilabulty for information printed on map Including inning, variations, if any. to dimen. sions and Ioca1""ascertained by actual wrvey. C JACKSON 1400 �'' �A DIVISION OF OREGON TIRE PCM 45-060 INS. 00. "'/'` 502 W. MAIN PH- 779.2811 MEOFORO. OREGON �. _ D� _ o �L C 42 3J e is i xOJ e' S�f✓ r Ir yFRN 4C .. SR/.:ti^+- o . . bd Wdzb:50 6667 91 '-+BW Zbb82Bbib5 'ON 3NOHd '" •' ""'�, pl W315A5 XHi JIUOSPIJ c ORDINANCE NO. AN ORDINANCE FOR THE VACATION OF NEW STREET FROM ITS INTERSECTION WITH OAK STREET TO ITS TERMINUS, ALL WHICH IS LOCATED BETWEEN HERSEY STREET AND THE RAILROAD TRACKS THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. The public right of way of New Street, from its beginning at the intersection with Oak Street then easterly approximately 150 feet to its terminus as more particularly described on the attached Exhibit A, is vacated. The foregoing ordinance was first READ on the day of ' 1999, and duly PASSED and ADOPTED this day of 1999. Barbara Christensen, City Recorder SIGNED and APPROVED this day of ' 1999. Catherine M. Shaw, Mayor Reviewed as to form: Paul Nolte, City Attorney PAGE 1 - ORDINANCE CAW1NooWS\TEMPtvambon ord naw ste twpd r . Council Communication Public Works Department Waterline Road LID Formation April 6, 1999 Submitted by: Paula Brown Reviewed by: Paul Nolte �-A � Approved by: Mike Freeman/Y - Title: A Resolution Authorizing and Ordering the Local Improvements for Waterline Road from Morton Street 500 Feet Easterly to create the Waterline Road Local Improvement District and Authorizing Assessment of the Cost of the Improvements against Property to be Benefitted and Providing that Warrants Issued for the Cost of the Improvement be General Obligations of the City of Ashland, and Authorizing the City to Borrow Money and Issue and Sell Notes for the Purpose of Providing Interim Financing for the Actual Cost of the Local Improvement Synopsis: The attached resolution establishes the level of improvements and assessments for the Local Improvement District(LID) for Waterline Road. During the September 1, 1998 Council meeting a public hearing was established for the September 1, 1998 Council meeting. Due to remonstrances by the affected improvement district members, Council suspended formation of the LID at the October 6, 1998 meeting, and directed staff to bring back the formation on April 6, 1999. Assessments of$3,608.68 for each lot in the LID are shown on Exhibit A to the resolution and the map of the assessment area shown as Exhibit B. Although further notification to the affected members was not necessary, the City Recorder notified all who filed remonstrances of the April 6th meeting to form the LID. Recommendation: Staff recommends that Council adopt the attached resolution for the formation of Waterline Road Improvements LID. It is also recommended that no final assessments will be made on benefitted properties for the Waterline Road improvements until a city-approved building permit or final approval on an application creating one or more new lots is in effect for Tax Lot 300, 39 lE 16 AC, also known as the Alston property. The attached resolution includes language to this effect. Street improvements will also not likely began until required through planning action for approved building permit or lot creation requiring the street. Background Information: The Waterline Road improvements include curb, gutter, pavement, and storm drain upgrades; two fire hydrants, an 8 inch water line, and retaining wall structures, as required. Staff is basing the estimate on the Council's adopted 22 foot minimum street section. It may be more practical to maintain a narrower road section through the improvement area and staff generally recommends a 20 foot pavement section as opposed to the 22 foot minimum section as shown on the estimate. The estimate has not been revised to show this change, pending the formation of the LID. Staff proposes that the 8 inch water pipe be included as a City cost. The total cost of the project is projected to be $179,908; of which, $10,300 is the City's water line portion and $169,608.00 is to be apportioned to the LID participants reflecting a maximum cost to each of the 47 lots as $3,608.68. It may be possible to lower the final costs based on constructing a narrower road section and perhaps reducing sections of the retaining wall structures. However, as the final design is not complete, staff recommends using the higher estimate.It is Staff s understanding that this LID is not subject to Resolution 99-09, A Resolution to Local Improvement Districts (LIDS) and Establishing: the City's Participation in LIDS; the Maximum Assessment for Residential Lots and Required Process to Include Neighborhoods in LID Planning. Sidewalks are not recommended as a part of these improvements due to extraordinary site conditions and excessive additional work that would be required for the additional street improvement width. The addition of sidewalk on one side would add approximately $123,800 for concrete and site work(rock excavation, possibly rock blasting and significantly higher amounts of retaining wall structures), which would add over $2,600 per assessment. Staff did receive remonstrance notifications from 38 of the 47 lots in the proposed LID. As there were remonstrances from over 2/3 of the homeowners presented at the Public Hearing on October 6, 1998, the formation of the LID was not possible. Council directed staff to bring back the resolution forming the LID with the condition that the LID be formed with no improvements made until the issuance of a building permit(see attached minutes from the October 61 meeting). Delaying the actual improvements meets the needs of the City. In addition, Council directed the City Recorder to reflect on lien searches performed on Park Estates lots between October 6, 1998, and April 6, 1999, that lots are subject to the pending formation of a local improvement district which will be considered by the City Council on April 6, 1999. F:\USER\PAULA\LIDS\waterline road part 3 April 6.wpd RESOLUTION NO. 99- A RESOLUTION AUTHORIZING AND ORDERING THE LOCAL IMPROVEMENTS FOR WATERLINE ROAD FROM MORTON STREET 500 FT. EASTERLY FOR THE WATERLINE ROAD LOCAL IMPROVEMENT DISTRICT AND AUTHORIZING THE ASSESSMENT OF THE COST OF THE IMPROVEMENTS AGAINST PROPERTY TO BE BENEFITTED AND PROVIDING THAT WARRANTS ISSUED F6R THE COST OF THE IMPROVEMENT BE GENERAL OBLIGATIONS OF THE CITY OF ASHLAND, AND AUTHORIZING THE CITY TO BORROW MONEY AND ISSUE AND SELL NOTES FOR THE PURPOSE OF PROVIDING INTERIM FINANCING FOR THE ACTUAL COST OF THE LOCALIMPROVEMENT. RECITALS: A. The Council has declared by resolution its intention to develop the improvements described in the above title and in the improvement resolution previously adopted and to assess upon each lot or part of lot benefitted by the improvement its proportional share of the cost of the improvement; and B. Notice of such intention was duly given, a public hearing was held and it appears to the Council that such improvements are of benefit to the city and all property to be assessed will be benefitted to the extent of the probable amount of the respective. assessments to be levied for the costs. THE CITY COUNCIL OF THE CITY OF ASHLAND RESOLVES: SECTION 1. A local improvement district is created and shall consist of all the tax lots described in the attached Exhibit A. The district shall be called the Waterline Road Local Improvement District, No. SECTION 2. The council intends to make local improvements to provide the improvements described in the above title. Such improvements will be in accordance with costs estimated to be $169,608 all of which will be paid by special assessments on benefitted properties. Costs will be allocated on a per lot basis of approximately $3,608.68 per lot. Lots will be assessed as specified on the attached Exhibit A. The council also directs that no final assessments will be made on benefitted properties for the Waterline Road improvements until a residential building permit is issued or a final approval is granted on a land use application creating one or more new lots for Tax Lot 300, 39 1 E 16 AC, also known as the Alston property. SECTION 3. The City of Ashland is authorized to borrow money and issue and sell notes for the purpose of providing interim financing for the actual cost of the local improvement. The notes may be payable from the proceeds of any bonds, issuance of PAGE 1-FORMATION RESOLUTION (FAUSERUEMMmtedine lid formation ms) additional notes or from any other sources from which the bonds are payable. This borrowing shall be issued according to the terms of ORS 223.235(7). SECTION 4. The assessment imposed upon benefitted properties is characterized as an assessment for local improvement pursuant to ORS 305.583(4). SECTION 5. The city recorder is directed to prepare the estimated assessment of the respective lots within the local improvement district and file it in the lien Fecords of the city. SECTION 6. The City of Ashland expects to make expenditures from its available funds to pay for the costs of the improvement project. The City reasonably expects to issue bonds or other obligations (the "Reimbursement Bonds") and to use the proceeds of the Reimbursement Bonds to reimburse the City for the expenditures it makes from its available funds for the improvement project. To permit interest on the Reimbursement Bonds to be excludable from gross income, the Internal Revenue Code of the United States require the City declare its intent to reimburse itself from Reimbursement Bond proceeds within 60 days after the expenditures are made. The City expects that the principal amount of the Reimbursement Bonds will not exceed $187,000. This resolution was read by title only in accordance with Ashland Municipal Code §2.04.090 and duly PASSED and ADOPTED this day of 1999. Barbara Christensen, City Recorder SIGNED and APPROVED this day of 1999. Catherine M. Shaw, Mayor Approved as to form: Paul Nolte, City Attorney PAGE 2-FORMATION RESOLUTION (F:wsER%TErnR terine lid romaemre5) WATERLINE ROAD (W/O SIDEWALKS) - WITH CITY PARTICIPATION WATER LINE ONLY DESIGN PARAMETERS 1 Limit of Project: Morton Street easterly 2 Length of Project: 515 feet 3 Right of Way Width: 47 feet 4 Improvement Width: 22 feet 5 Typical Section: Shed section(3%cross slope) 6 Curb and gutters: Both sides 7 Sidewalks: 4' walk,one side only 8 Pavement Design: 4" 9 Base Design: 4" crushed rock 10 Drainage 12" and 24"storm drain 11 Special Features: Retaining walls required 12 Special Considerations: Steep natural cross slope Existing waterlines in place are shallow Rock excavation required Tree removal required CONSTRUCTION ESTIMATE No. Description Quantity Unit Price Amount I Site Work Lump Sum 10000 $10,000 2 Common Excavation 500 C.Y. 15 $7,500 3 Rock Excavation 50 C.Y. 175 $8,750 4 Aggregate Base 140 C.Y. 12 $1,680 5 Class B Paving 220 Tons 45 $9,900 6 Curb and Gutter 1030 L.F. 8 $8,240 7 12" Storm Drain 250 L.F. 22 $5,500 8 24" Storm Drain 50 L.F. 48 $2,400 9 Curb Inlets 4 ea. 700 $2,800 10 4'High Retaining Walls 560 S.F. 12 $6,720 11 8'High Retaining Walls 1000 S.F. 24 $24,000 12 12'High Retaining Walls 1000 S.F. 35 $35,000 13 Adjust S.S.Cleanout l ea. 500 $500 14 Adjust Water Valve 4 ea. 200 $800 15 Erosion Control Matting 600 S.Y. 4 $2,400 16 Remove Existing 18" CMP Lump Sum 300 $300 17 8"'D.I.P:Waterline 515 L.F. 20 $10,300 18 Fire Hydrant 2 EA 1800 $3,600 19 Storm Drain Inlet Structure 1 EA 1200 $1,200 20 Mobilization&Clean up Lump Sum 10000 $10,000 SUB-TOTAL 151,5 0 ENGINEERING COSTS $28.318 TOTAL $179,908 ESTIMATED TOTAL COST $179,908 LESS CITY PARTICIPATION -Water line(item 17) ($10,300) ESTIMATED ASSESSABLE COST $169,608 ASSESSMENT AREA Number of Units in Park Estates Subdivision,Phases 1 &2 47 Per Unit Assessment $3,608.68 EXHIBIT A WATERLINE ROAD (EAST) PROPOSED LID COMPOSITION & ESTIMATED COSTS NO. MAP NO. TAX LOT SUBDIVISION LOT ESTIMATED COST' NO. 1 391E16AB 2200 LOT 1 BLK 2 $3,608.68 2 391 E16AB 2201 LOT 2 BLK 2 $3,608.68 3 391 E16AB 2202 LOT 3 BLK 2 $1,608.68 4 391 E16AB 2203 LOT 4 BLK 2 $3,608.68 5 391 E16AB 2205 LOT 2 BLK 3 $3,608.68 6 391E16AB 2213 LOT 9 BLK 1 $3,608.68 7 391 E16AB 2214 LOT 10 BLK 1 $3,608.68 8 391E16AB 2215 LOT 11 BLK 1 $3,608.68 9 391 E16AB 2220 LOT 6 BLK 3 $3,608.68 10 391 E16AC 400 LOT 3 BLK 4 $3,608.68 11 391E16AC 401 LOT 1 BLK 1 $3,608.68 12 391 E16AC 402 LOT 2 BLK 1 $3,608.68 13 391E16AC 403 LOT 3 BLK 1 $3,608.68 14 391 E16AC 404 LOT 4 BLK 1 '$3.608.68 15 391E16AC 405 LOT 5 BLK 1 $3,608.68 16 391 E16AC 406 LOT 6 BLK 1 $3,608.68 17 391 E16AC 408 LOT 7 BLK 1 $3,608.68 18 391E16AC 411 LOT 2 BLK 4 $3,608.68 19 391E16AC 412 LOT 1 BLK 4 $3,608.68 20 391 E16AC. 414 LOT 1 BLK 5 $3,608.68 21 391E16AC 415 LOT 2 BLK 5 $3,608.68 22 ' 391E16AC 416 LOT 3 BLK 5 $3,608.68 23 391E16AC 418 LOT 4 BLK 5 $3,608.68 24 391 E16AC 419 LOT 5 BLK 5 $3,608.68 25 391 E16AC 420 , . LOT 6 BLK 5 $3,608:68 26 391E16AC 421 LOT 7 BLK 5 $3,608.68 27 391 E16AC 422 LOT 8 BLK 5 $3;608.68 28 391E16AC 424 LOT 9 BLK 5 $3,608.68 29 .391E16AC 425 LOT10 BLK 5 $3,608.68 G:Dawn\Engineer\LID\Watedine Road Assessment Cost Memo to Paula.wpd NO. MAP NO. TAX LOT SUBDIVISION LOT ESTIMATED COST` NO. 30 391E16AC 426 LOT 11 BLK 5 $3,608.68 31 391E16AC 427 LOT 12/13 BLK 5 $3,608.68 32 391E16AC 429 LOT 14 BLK 4 $3,608.68 33 391E16AC 430 LOT 15 BLK 4 $3,608.68 34 391E16AC 431 LOT 16 BLK 4 $3,608.68 35 391E16AC 433 LOT 15 BLK 5 $3'608.68 36 391E16AC 434 LOT 14 BLK 5 $3,608.68 37 391E16AC 435 LOT 13 BLK 5 $3,608.68 38 391 E16AC 436 LOT 12 BLK 5 $3,608.68 39 391E16AC 437 LOT 11 BLK 5 $3,608.68 40 391E16AC 438 LOT 10 BLK 5 $3,608.68 41 391E16AC 439 LOT 9 BLK 5 $3,608.68 42 391E16AC 440 LOT 8 BLK 5 $3,608.68 43 391E16AC 441 LOT 7 BLK 5 $3,608.68 44 391 E16AC 442 LOT 6 BLK 5 $3,608.68 45 391E16AC 443 LOT 5 BLK 5 $3,608.68 46 391 E16AC 444 LOT 4 BLK 5 $3,608.68 47 391E16AC 447 LOT 8 BLK 1 $3,608.68 TOTAL $169,608.00 *Without Sidewalks 6:DawntEngineertUomatedine Road Assessment Cost Memo to Paula.wpd EXHIBIT B i:�OTREET FOR X X.: W rlm trm w�xs cr O . t201 wo Al =3 Lj STREET. CA9CACE 0 aaooY 1% % 22 w 2X)T X.: 1% ZZ4 % :::: REDUCED SCALE 3500 L.I.D. BOUNDARY KA P4 ...... .. *7 413 oz 4N ...ir 2 LK w4 LK 439 % 0 AT 4b -7 4W , a LIMIT OF IMPROVEMENTS 4 421 iz* j ALK 4) PROPOSED WATERLINE ROAD L.I.D. 424 PARK ESTATES SUB-7 PHAS E 1 AND 2 Xj .,�.tl MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL October 6, 1998 PLEDGE OF ALLEGIANCE Council Chairperson Wheeldon 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. Mayor Shaw was absent. Chairperson Wheeldon noted that the Mayor's absence is due to a family crisis. Chairperson Wheeldon also noted her appreciation for all of the expressions of support from the Council and the community since Councilor Ken Hagen passed away on September 21". APPROVAL OF MINUTES The minutes of the regular meeting and executive session of September 15, 1998 were approved as presented. SPECIAL PRESENTATIONS & AWARDS 1. Update on the Proposed Regional Modernization Projects for the 2000-2003 Oregon State Transportation Improvement Plan (STIP). Public Works Director Paula Brown provided an update on the State Transportation Improvement Plan (STIP) projects. Noted that RVACT is now making recommendations to the Oregon Department of Transportation(ODOT), and explained that the proposal would bring close to$19 million to the region over the four year period. Brown stated that she serves as the staff liaison to the committee making recommendations to RVACT, and pointed out that the Siskiyou bikelane project is still in the running to receive approximately $1.5 million in funding. Explained that she is seeking Council support of the program of projects as a whole, with any changes made by the Metropolitan Planning Organization (MPO). Emphasized that transportation funding is a hot issue in the region, and noted a number of the projects proposed including the Siskiyou bikelane, the south Medford interchange, unit 1 of Highway 238, Highway 62, the Fern Valley Road intersection, two projects in Grants Pass, and Hamrick Road improvements. Explained that this is the recommendation of the Jackson Josephine Transportation Commission(JJTC)and pending their final approval it will go to the RVACT. Chairperson Wheeldon asked Councilor DeBoer if the proposal is a good one for the region. Councilor DeBoer indicated that there are significant needs in the region, noting that the Highway 62 project will cost roughly $30 million, and it is receiving only $2 million. Councilor Laws questioned the chances of getting funding for the bikelane project, and DeBoer indicated that as the proposal is written, chances are 100%. Pointed out that the proposal is written with a jurisdictional exchange so that the City would take over the maintenance of Siskiyou Boulevard from ODOT. Discussion of jurisdictional exchange concerns. Brown noted that funds would be available beginning in 2002, and stated that the City would need to match some funds to complete the project. Explained that there would need to be a discussion of jurisdictional exchange later. Councilor Reid confirmed that this would involve the portion of Siskiyou from Fourth to Walker. Chairperson Wheeldon noted the Transportation System Plan discussions last week, noting that the need for multimodal equity was discussed. Stated that if the City wants this road to remain as it is, it must be willing to take responsibility. Emphasized that Ashland's road character is unique on the west coast in that the state highway is not City Council Meeting 10-06-98 1 "strip-developed". Councilor Reid questioned the debt that would be incurred in a jurisdictional exchange. Councilor Hauck suggested that it would be difficult to accomplish anything on Siskiyou if the City did not take over control. Councilor Laws pointed out that the City receives complaints for Siskiyou's maintenance now,and it would be nice to be able to bring it up to standards. Brown noted that discussions with ODOT on a jurisdictional exchange would begin soon. Councilor Laws stated that he is willing to proceed. Brown confirmed for Chairperson Wheeldon that some preliminary designs have already been done on the Siskiyou bikelane project, and that the remaining design costs are included in the proposal. Confirmed that the RVACT meeting will be at 9 a.m. at the ODOT Auditorium, and while they will not be taking public catnments, there will be some opportunity to allow for public input. Councilors Hauck/Reid m/s to accept the proposed Regional Modernization Projects for the 2000-2003 Oregon State Transportation Improvement Plan (STIP) and direct staff to draft a letter for the Mayor's signature indicating this acceptance to the RVACT. Voice vote: All AYES. Motion passed. 2. Mayor's Proclamation declaring October 4- 10, 1998, as "Fire Prevention Week." Chairperson Wheeldon read this proclamation in its entirety. Fire Chief Keith Woodley noted that there were 54 fatalities in Oregon last year due to fires. Explained that the Fire Department will be participating in the "Great Escape" program, and will be giving t-shirts to families who are practicing their escape plans on Wednesday, October 7ih, at 7:00 p.m. Also stated that all three local television stations will be on hand to cover this event. 3. Mayor's Proclamation declaring the month of October, 1998, as "Crime Prevention Month in Ashland." Chairperson Wheeldon read this proclamation in its entirety. CONSENT AGENDA 1. Minutes of Boards, Commissions and Committees. . 2. Monthly Departmental Reports. 3. Confirmation of Mayor's appointment of Alexander Amarotico to Planning Commission for a term to expire April 30, 2001. 4. Appointment of Mayor Shaw and Councilor Wheeldon as voting delegates to LOC Annual Business Meeting. Councilors Reid/DeBoer m/s to accept the consent agenda. Voice vote: All AYES. Motion passed. PUBLIC HEARINGS 1. Public Hearing regarding Local Improvements for Waterline Road. City Administrator Mike Freeman provided background on this item. Noted that the Alston had contacted the City about paving, and that they have been meeting with the Planning Department for some time. Stated that staff has been in contact with the Park Estates Homeowners' Association to work on an acceptable compromise. Late last week, staff was informed that the Homeowners would remonstrate if anything other than the "three lot approach" was used, and that approach is not acceptable to the Alston's. In light of this situation, staff recommends that Council direct staff to draft a resolution to be brought back to the April 6, 1999 meeting to order the formation of an LID. Also recommended that the City Recorder be authorized to inform potential buyers and those requesting lien searches of the formation of the LID and the proposed lien amounts. Freeman noted that this recommendation is a change from what was presented to Council in their packets, because the previous recommendation was based on the belief that all parties could reach a satisfactory compromise. Emphasized that the current recommendation would address the needs of all parties, and this option is preferred by City Council Meeting 10-W98 2 1, staff over the previous recommendation from the packet. Stated that the Alstons are in agreement with this recommendation as well. Councilor Laws questioned that the previous recommendation was to form and LID and take no action until plans for a development of three or more lots were submitted. Freeman confirmed, and explained that the new recommendation was to trigger the improvements when any building permit was issued. City Attorney Paul Nolte clarified for Councilor Laws that the filing of a remonstrance by the time of the public hearing would start the six month delay, and confirmed that a remonstrance signed by more than Z/sof the Park Estates Homeowners had been filed. Nolte explained that this remonstrance was conditional,and would be in effect if the Council adopts any option other than the three lot condition. Emphasized that the public hearing should be conducted with this conditional remonstrance in mind. Public Hearing Open: 7:38 p.m. Hilary Alston Griffith/6598 Truax Rd./Central Point, OR/Read a prepared statement on behalf of her parents, Robert and Mary Ann Alston. (A copy of this statement is included in the record.) Dave Williams/1023 Morton Street/Park Estates Association, Inc./Thanked staff for their help and patience. Gave a brief background of the situation, noting that the March 1985 agreement had obligated property owners to pay for future curbs, gutters and paving, which were deferred because the City wanted to avoid the expense of maintaining this street until development actually occurred. When this matter came up in July of 1998, the Park Estates Homeowners objected to being obligated to pay for improvements in the absence of development. Pointed out that 42 of 47 property owners have signed the conditional remonstrance which has been filed. Noted that while the property owners are not happy with a prospective$3,600 debt, they were content with the previous three lot draft resolution, which held them responsible for only the curbs, gutters and paving. Emphasized that being required to pay for anything else would be beyond the scope of the previous agreement, and in effect 47 property owners would be required to pay for an expensive driveway to one home. Noted that Park Estates requests the adoption of the draft resolution as distributed in the Council packets with the staffs previous recommendation. Public Hearing Closed: 7:45 p.m. Councilor DeBoer questioned whether some of the cost of paving could be passed on to the residents at the end of the road. Councilor Laws noted that the sub-divider must pay the costs to the edge of the property, regardless of benefit, and explained that this policy had been suspended with this agreement as the likelihood of further development was questionable. The agreement was that it would be paved in the future, if and when development occurred,and the question is not whether the Alston's benefit,but the obligation of property owners in Park Estates. Councilor DeBoer stated that he recognizes this obligation,but recommends charging the Alstons for the costs from the Park Estates open space to their property. Councilor Reid stated that because the development is existing, it previously had the obligation to pay the full cost of improvements to the property line. The developer chose to move this obligation onto the deeds, and was allowed to do so by the City, but as time passes, the cost continues to increase. Emphasized that this situation is not fair, and was a bad decision on the part of the Council that put it off in the past. Council Chairperson Wheeldon noted that the recent discussion of the LID process had included a discussion of citizen concerns over the idea of passing along obligation. Agreed with Councilor Reid that this issue will be relived if it is not addressed now. Councilor Laws stated that a deal is a deal, and the original agreement should be followed. Noted that the homeowners' acceptance of their obligation is admirable. Questioned what should serve as a trigger to the City Council Meeting 10-06-98 3 improvements, and noted that it is policy that any development occur on paved streets. Feels that the new recommendation from staff is acceptable. Council discussion of what should trigger the improvements,with discussion of three-lot development versus a single building permit being issued. Councilor DeBoer pointed out that the Council can, at its discretion, place an assessment on the Alston lot as well. City Attorney Nolte confirmed that the Council had this option, but emphasized that the previous agreement is the reason this has not been suggested. Nolte confirmed that the encumbrance on the Park Estates deeds was for curbs, gutters and paving to the boundary of the subdivision. Councilor DeBoer questioned whether costs beyond curbs, gutters and pavings could be assessed to the Alston. Public Works Director Paula Brown indicated that the Park Estates homeowners are not being assessed costs beyond curbs, gutters, and paving. Councilor Laws inquired as to whether lots developed from the Alston property could be charged based on benefit. Councilor Reid said this discussion would lead to a discussion of SDCs, and urged that the issue of the street that is before Council be dealt with. Councilor DeBoer questioned what happened after the six month suspension, and Nolte confirmed that the item would be dealt with in six months. Stated that the Council at that time would deal with the issue,but that they would be under no obligation to adopt a resolution based on the decision reached tonight. MOTION: Councilors Reid/Laws m/s not to form an LID tonight,but to direct staff to bring back a resolution forming the LID in six months, for adoption on April 6", with the condition that the LID be formed with no improvements to be made until the issuance of a building permit on the Alston property. DISCUSSION: Nolte confirmed that a motion forming the LID cannot be adopted tonight due to the remonstrance,so this is the only option. Discussion of whether any motion can be made when a remonstrance has been received. Nolte indicated that there is room for debate, but that there is even a potential legal interpretation that would allow adoption tonight. Councilor Reid confirmed for Chairperson Wheeldon that the motion was not intended be conditioned on three lot development,but on the issuance of a single building permit. Stated that the previous recommendation ways not an agreement, and emphasized that this issue should be dealt with and corrected now. Suggested that Council accept the remonstrance, set a hearing in six months, and move on. Councilor Reid reiterated that the agreement on a three lot development was not a consensual agreement of all parties,and pointed out that a potential buyer may only want two houses. Emphasized the need to deal with this issue now, rather than having to relive the situation in the future. City Attorney Nolte read from the charter that when a remonstrance is riled "action on any proposed public improvement shall be suspended." Stated that based on this wording, the Council could adopt a resolution as long as no action was taken on the improvements. At a minimum, Council can legally move to take up the issue in six months. Councilor Laws stated that this interpretation was acceptable. City Administrator Freeman noted that the City Recorder also needed to be directed to advise those requesting lien searches of the potential formation of the LID and the proposed lien amounts. ROLL CALL VOTE: Laws, Reid, Hauck, and Wheeldon, YES. DeBoer, NO. Motion passed 4-1. 2. Public Hearing regarding vacation of a portion of Clover Lane. Public Works Director Paula Brown provided background information on this vacation and rededication. Noted that to her knowledge, no calls have been received and no concerns raised about this item. Explained for City Council Meeting 10-06-98 4 Chairperson Wheeldon that this is the road between the two gas stations near the interchange, and that it runs parallel to the freeway. Brown confirmed for Councilor Hauck that when development starts, the new street will be done prior to the vacation so that no access is blocked off. Public Hearing Open: 8:12 p.m. Rob Robertson/835 Alder Creek Dr., Medford/Pacific Western/Representing the proponents of the vacation. Asked for Council's approval, noting that Planning had already approved the proposal. Explained that this involves relocating an unimproved dirt street to make this property more developable. Noted that the Masonic Lodge is re-locating from downtown on the plaza to parcel 3. Explained that Pacific Western owns property to the south, and will grant an easement to the neighbor (Mrs. Vorhiss) and move her utilities through property. Robertson provided a map for Council, noted that the zoning is E-1, and explained that the street width will be fifty three feet, which includes traffic lanes, parking bays, and sidewalks. Public Hearing Closed: 8:16 p.m. Councilors Reid/Hauck m/s to authorize the Mayor and City Recorder to sign the deed. Roll call vote: Laws, Reid, Hauck, DeBoer, and Wheeldon, YES. Motion passed. PUBLIC FORUM Opened to public comments at 8:17 p.m. John Huskey/173 Alder Lane/Director of Communications for the Associated Students of Southern Oregon University (ASSOU)/Noted that the City and Southern Oregon University will be meeting to discuss bus service at 3 p.m. on Wednesday, October 7' in Room 314 at the University. Closed to public comments at 8:18 p.m. UNFINISHED BUSINESS None. NEW AND MISCELLANEOUS BUSINESS 1. Council Meeting Look Ahead. Councilor DeBoer questioned item#13, the October 21"study session, and noted that he would be unable to attend. Councilor Hauck noted that in the future, he will be unable to attend daytime study sessions due to employment. Stated that this could be dealt with in the future. Councilor Reid suggested dealing with this issue in Goal Setting. Discussion of shifting study sessions to the hour before regular meetings, noting that this would create time constraints to ensure items could be dealt with in a one-hour meeting. Councilor Laws suggested going ahead with the scheduled "Friends of the Library" study session as scheduled, but insisted on rescheduling future sessions around Councilors' schedules. Discussed the possibility of a daytime study session on Friday, or a single evening study session each month that could be scheduled for a 3-4 hour period and be less hurried. Councilor Laws questioned the scheduling of multiple items for each study session, and Freeman noted that if sessions were limited to one item, it would slow the pace of the Council. Councilor Reid stated that while she does not want to exclude those with conflicting schedules, scheduling meetings to satisfy everyone is impossible. Councilor Laws expressed concern that study sessions need to be scheduled in such a way that all members can attend, as the information presented is vital to the role of Councilor. Chairperson City Council Meeting 10-06-98 5 Wheeldon stated that Councilors must get their information together and have the opportunity for debate. Also noted that her schedule might preclude daytime meetings in the Spring as well. Discussed keeping the Library study session as scheduled, and considering rescheduling the later meetings. Councilor Reid suggested waiting until a new member is in place before rescheduling. Staff was directed to leave the Library session as scheduled, and reschedule future study sessions to Fridays. Councilor Reid questioned the listing for the Transportation System Plan. Freeman explained that the public hearing was scheduled for October 20'^, and the first reading of the ordinance would be on November-3rd. Councilor Hauck inquired about the remanding of the Hillside Ordinance by the Land Use Board of Appeals (LUBA). Noted that it was upheld with the exception of a few minor, procedural issues. Councilor Reid noted the relationship between the Hillside Ordinance and the Transportation System Plan,and suggested that when the Council deals with the Hillside decision, they look at more than just the minor details. Noted that slope concerns in the Hillside Ordinance eliminate the possibility for accessory units near the University, and suggested that issues of this sort need to be addressed. 2. -Motion authorizing the City Administrator to sign contract for architectural services for the Civic Center and Office Space Remodel Project. Councilors Laws/Reid m/s to authorize the City Administrator to sign contract for architectural services for the Civic Center and Office Space Remodel Project. DISCUSSION: Freeman noted that there are two candidates, and that this authorization would leave the option open for negotiations. Also emphasized that it leaves open the City's options downtown, and that the consultants are aware of this. Voice vote: All AYES. Motion passed. ORDINANCES, RESOLUTIONS AND CONTRACTS I. First reading by title only of"An Ordinance Amending the Ashland City Band Chapter of the Ashland Municipal Code to Redefine the Band Board and its Duties Including Duties of the Band Director." Councilors Hauck/DeBoer m/s to move the ordinance to a second reading. DISCUSSION: Clarified the intention of the ordinance and discussed the history of the Ashland City Band. Roll call vote: Laws, Reid, Hauck, Wheeldon, and DeBoer, YES. Motion passed. 2. Reading by title only of"A Resolution Authorizing and Ordering the Local Improvements for Waterline Road from Morton Street 500 Feet Easterly for the Waterline Road Local Improvement District and Authorizing Assessment of the Cost of the Improvements against Property to be Benefftted and Providing that Warrants Issued for the Cost of the Improvement be General Obligations of the City of Ashland, and Authorizing the City to Borrow Money and Issue and Sell Notes for the Purpose of Providing Interim Financing for the Actual Cost of the Local Improvement." (Dealt with under Public Hearings) 3. First reading of"An Ordinance Vacating a Portion of Clover Lane on Property Owned by Vernon Ludwig Near Interstate 5 and Highway 66." Councilors Laws/Hauck m/s to move the ordinance to a second reading. Roll call vote: Hauck, Laws, DeBoer, Reid and Wheeldon, YES. Motion passed. City Council Meeting 10-06-98 6 OTHER BUSINESS FROM COUNCIL MEMBERS Councilor DeBoer questioned the scheduling of the recent joint meeting on the Transportation System Plan. Stated that he would like to see better coordination and communication in the scheduling of joint meetings. Councilor Hauck stated that he can no longer represent the City on the Rogue Valley Council of Governments (RVCOG) due to his work schedule. Chairperson Wheeldon noted that the issue of appointing a replacement to represent the City on the RVCOG would be referred to the Mayor. Chairperson Wheeldon suggested that Councilors prepare regular reports detailing their regional work, and questioned the best means to accomplish this. Stated that Councilors should call to have reports put onto the agenda when they have information. Discussion of the interest in this information,with the suggestion that it not be routine detail but rather that it be information that may affect decision making. Councilors and viewers were reminded that a dedication ceremony for the new bike lockers at the City's Lithia Way parking lot will be held on October T" at 10:00 a.m. Councilors and viewers were reminded of the City Council study session scheduled for Wednesday, October 7" at 1:30 p.m. to discuss the LID Committee Report. Councilors were also reminded that an executive session will be held on Tuesday, October 20 at 6:00 p.m. to discuss the City Administrator's Six-Month Evaluation. ADJOURNMENT The meeting was adjourned to an executive session at 8:45 p.m., to discuss the acquisition of real property pursuant to ORS 192.660(1)(e). Barbara Christensen, City Recorder Catherine M. Shaw, Mayor City Council Meeting 10-06-98 7