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HomeMy WebLinkAbout1999-0420 Council PACKET Itimortant: Any citizen attending council meetings may speak on any item on the agenda,unless it is the subject. of a public hearing which has been closed..If you wish to speak,please fill out the Speaker Request form located neat the entrance to the Council Chambers. The chair will recognize you and inform you as to the amount of time allotted to you. The time granted will be dependent to some extent on the nature of the item under discussion,the number of people who wish to be heard,and the len of the agenda, AGENDA FOR THE REGULAR MEETING ASHLAND CITY COUNCIL April 20, 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 April 6, 1999. IV SPECIAL PRESENTATIONS & AWARDS: 1. Mayor's Proclamation of April 18 through 24, 1999 as Volunteer Recognition Week in Ashland. 2. Update and presentation by the Conservation Commission. V CONSENT AGENDA: 1. Minutes of Boards, Commissions and Committees. 2. Monthly Departmental Reports. 3. Termination of a portion of a sanitary sewer easement at 364 Helman Street. 4. Confirmation of Mayor's appointments/reappointments to Boards, Commissions and Committees. 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 to consider motion for approval of sewer service outside the City Limits, but within the City's Urban Growth Boundary for Temple Emek Shalom at 1800 E. Main Street. VII PUBLIC FORUM: Business from the audience not included on the agenda. (Limited to 5 minutes per speaker and 15 minutes total.) 4 - G �. tnun`cil Nfeeting Pkt. CITE' RECORDER'S OFFICE VIII UNFINISHED BUSINESS: (None) IX NEW AND MISCELLANEOUS BUSINESS: 1. Council Meeting Look Ahead. 2. Update on the implementation of Council's 1998-1999 goals. 3. 1998199 Construction and Major Project Activity Summary#3. X ORDINANCES, RESOLUTIONS AND CONTRACTS: 1. Second reading by title only 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." 2. Reading by title only of"A Resolution Adopting the City of Ashland 1999-2000 Strategic Plan." 3. Reading by title only of"A Resolution of the City of Ashland, Oregon, Authorizing the Reimbursement of Expenditures with Reimbursement Bond Proceeds." XI OTHER BUSINESS FROM COUNCIL MEMBERS: XII ADJOURNMENT: NOTE: The Study Session scheduled for Thursday, April 22, 1999 at noon has been canceled. The next Study Session will be on Thursday, May 6, 1999 at noon in Council Chambers. i 1 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL April 6, 1999 Civic Center Council Chambers, 1175 E. Main Street PLEDGE OF ALLEGIANCE Mayor Shaw called the meeting to order at 7:00 p.m., in the Civic Center Council Chambers. ROLL CALL Councilors Laws,Reid,Hauck, Hanson, Wheeldon,and Fine were present. APPROVAL OF MINUTES Councilors Wheeldon/Fine m/s to approve the minutes of the regular meeting of March 16 and the continued meeting minutes of March 18 as presented. Voice vote: All AYES. Motion passed. SPECIAL PRESENTATIONS&AWARDS 1. Mayor's Proclamation of April 4-10, 1999 as Arbor Week in Ashland. Mayor Shaw read the proclamation in its entirety. 2. Mayor's Announcement of Tree of the Year for 1999. Mayor Shaw announced that the winner was the Osage Orange at the corner of Helman and Orange Streets. Curt Swearingen of the Oregon Department of Forestry presented an award plaque and flag to the City from the Arbor Day Foundation. Wheeldon noted she was from Nebraska,and had visited the home of Arbor Day founder J.Sterling Morton. Explained that Morton was the Secretary of Agriculture in Nebraska,and planted a huge number of trees on his estate. Mayor Shaw commented on the legacy of trees planted by the pioneers of Ashland. Expressed her appreciation to the Tree Commission for all of their efforts as well. 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 11(Tax Lot 39-1E-04AD-224). Laws asked that the minutes of the AFN Programming Committee be pulled for discussion under "New and Miscellaneous Business". Hanson asked that the minutes of the Airport Commission be pulled for discussion under "New and Miscellaneous Business". Councilors Wheeldon/Laws m/s to approve items 2 and 3 from the consent agenda. Voice vote: All AYES. Motion passed. PUBLIC HEARINGS 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. Public Works Director Paula Brown gave a brief synopsis of the proposed vacation. Explained that the request is for the vacation of portion of New Street,and that Clear Creek Drive would take its place. Brown clarified that this street was originally dedicated in 1911 in its present position. Explained that both sides of the street belong to Ashland Lumber,and they would receive the vacated portion. City Council Minutes 041OW 999 i Reid concerned with the closure of a possible pedestrian link. Requested clarification that City will not lose the ability to serve this area. Brown confirmed that the pedestrian and bicycle needs in this area can still be addressed with the access provided by Clear Creek Drive. Shaw stated that during Strategic Planning it had come up that this area should be laid out,as further development will be occurring in the area. Noted that the City has first right of refusal in the future. Stated that this would be a nice area for some type of commerce to occur,and that the lay-out can slow traffic and encourage people to walk. Explained that there is no interest in developing the wetland area because it is not developable. Feels that the wetlands would be a good parcel for the Council to consider acquiring,both in terms of protecting it and providing pedestrian connection to the Railroad District. Brown noted that sidewalks are ultimately proposed for Clear Creek Drive. Hauck questioned whether it might be worth maintaining the potential for sidewalks between Clear Creek Drive and New Street. Brown stated that the close proximity of these two streets made this unnecessary. Public hearing opened at 7:28 p.m. No speakers came forward. IPublic hearing closed at 7:28 p.m. f t PUBLIC FORUM Tanya Achiwa/625 B Street, Apt. #2 and Jim Stephens/1000 Terra Avenue/Representing Baha'is of Ashland. Explained that the Baha'i Faith promotes unity,and seeks to establish peace andjustice. Emphasized the value placed on the equality of women and men and the elimination of prejudices. Presented Council with copies of the book"Two Wings of Bird-The Equality of Women and Men,"and suggested that the unique statements made in the book would be of value in local decision making. Noted the need to be mindful of the advancement of women in all aspects of life. r Terry Skibby/611 Beach Street/Expressed his support for the library addition and renovation. Important to keep the library at the Carnegie site. Noted condition of the building,need for more space,and the current state of disrepair. Emphasized that the design presented included many much needed improvements,and urged proceeding to address this j issue. Diane Schaffer/583 South Mountain Avenue and Beth Towner/755 Twin Pines Circle Board members of Friends of the Library. Stated that they were here to request that the question of the renovation and addition to the library be placed on the next agenda. However,because the study session to be held Thursday will include a library update,they t would like to be included in that. Emphasized efforts that had gone into gathering information in the past two weeks, including attempts to gauge support for the original design that was proposed. Explained that a survey was conducted, with response cards mailed to 300 members of the Friends of the Library and questionnaires placed in the library. Of 120 responses from members and 170 responses from patrons,fully 2/3 favored the original design. A significant portion of those also voted to reduce the cost of the bond issuance with fund raising. Stated that the Friends of the Library would be willing to further analyze the data and bring back further information to the Library. Fine questioned the third alternative in the survey, noting that the question hinges upon reduced services. Towner confirmed that this was how the question was worded. Shaw indicated that it referred to a reduction from proposed service levels rather than from current levels. Reid questioned if there were any duplications in the responses from Friends of the Library and the patrons. Schaffer stated that there was nothing to prevent someone from voting twice,but that they felt it was unlikely. Mayor recognized that the Council had wanted a library design to come in at under$4 million. Shaw stated that this jwas not possible. In order for the architect to move forward, they cannot be subject to that cost ceiling. f1 City Council Minutes 0410611999 2 Fine noted that the Mayor was correct in stating that the Council consensus had been to look at an alternative at lesser cost than the last proposal of$7.6 million. Also agreed that the project might not be able to be completed for$4 million. Emphasized that there is a middle ground, and the next proposal brought before Council should be somewhat more modest and less grandiose,with room to grow in the future. Hauck requested that debate not occur during public forum,and that the Council move on with the business at hand. Shaw stated that Friends of the Library were welcome at the study session Thursday afternoon. Cate Hartzell/881 East Main Street/Passed out a proposed resolution having to do with urging the state legislature to find adequate funding for K-12 schools. Noted the Mayor's letter to the Governor. Stated that she had trouble with fitting in one section proposed by Councilor Fine dealing with being mindful of ensuring that other vital services are not cut to fund schools. Explained the timeliness of this issue, and emphasized the need to have it reviewed by the Council and approved so that it can be sent to the legislature before they sign off on the final budget. Councilors Reid/Hauck m/s to put this item on the agenda for consideration under New & Miscellaneous Business. Voice vote: All AYES. Motion passed. Ralph LePrd/2305 C Street/Noted that he had some concerns over the parking structure that was discussed on February 16'". Noted that the Hargadine parking lot was a potential location for the parking structure. Suggested that the City needs to make a decision regarding the purchase of the Mark Antony parking lot to allow for a larger parking structure. Mayor Shaw indicated that this land was not available for purchase. LePrd feels that a good looking structure could be done,similar to one that is in Laguna Beach,to take advantage of the slope and location. Does not feel that residents should be made to pay. Suggested that a business assessment district be created so that those benefitted (business owners and the OSF)would pay. Indicated that he was opposed to the idea of parking meters. UNFINISHED BUSINESS (None) NEW AND MISCELLANEOUS BUSINESS 1. Council Meeting Look Ahead. Shaw requested that item#9(Mayor's presentation ofthe Ragland Award)be rescheduled to the regular meeting of May 4'. Freeman noted that the Strategic Plan debriefing session(#4)had been rescheduled to the study session of April 22"'. Hauck explained that the resolution regarding cable television and high speed internet rates (914)would likely be rescheduled to the regular meeting of May 4"to allow the Programming Committee a little more time to work. Stated that they would let Council know by April 20'". 2. Presentation by Fire Chief regarding the Community Emergency Response Team. Fire Chief Keith Woodley explained that this program was based on others that are in place in other areas. Introduced program chair Division Chief Susan Shutters,along with Paramedic Trent Stoy and Firefighter/EMT Rees Jones. Noted that Shulters would explain how the program works and what is hoped to be accomplished. Jones provided an introduction, noting that the CERT program initially started in Los Angeles as a way for neighborhoods to prepare for and respond to earthquakes. Similar programs spread to other areas from there,and after seeing the programs,FEMA expressed its support. With FEMA support the program is now nationally organized,with training materials provided by FEMA. Emphasized that disasters,by their very nature,overwhelm the resources of a community,and the CERT program takes advantage of the availability of citizen volunteers in the event of a disaster. Noted that the program allows the use of trained volunteers through the City's unified command structure and teaches safety procedures. Cited a number of potential situations that can be anticipated(floods,storms,hazardous spills,and earthquakes). Commented on the recent community forums that discussed the Cascadia Subduction Zone's earthquake potential. City Council Minutes 0010611999 3 Stoy explained that the program is designed to make sure that people are aware of what can happen,and what they can do and deal with on their own. The need to recognize and stay out of hazardous materials. Participants are taught how to deal with casualties,how to perform search and rescue in unstable buildings. Rescue techniques,technology and disaster psychology are explained,and team operation dynamics are also explained. Shulters noted that they are recruiting volunteers from the community,and explained that various jobs may be assigned to the community response teams. Explained that the goal is to have response teams in each neighborhood,with people assigned duties based on the skills they have. Pointed out that the goal is to prepare individuals, families, and neighborhoods to be able to take care of themselves in the event of a disaster for at least 72 hours. Emphasized that the 24 emergency response personnel in Ashland cannot take care of the needs of a community this size in a disaster,and there is a need to rely on trained community volunteers to reduce potential property damage and the chance of personal injury. Jones responded that the CERT program is designed to be"stand-alone",without reliance on the Police Department Community Service Volunteers or Neighborhood Watch programs,though participants in those programs are welcomed. Explained that finding a place to conduct the training has been problematic,as space is needed to put together and store training props. Will be using the Public Works lunch room for classes,which will limit class sizes to 20-30 people. Shulters confirmed that the first class will start April 28'", with sessions to be held weekly for seven weeks on Wednesday evenings for three hours. June 12'"will feature a practical session putting skills to work on a Saturday. Confirmed for Wheeldon that the primary expenses are staff time and facilities,andthat these expenses are already taken f care of. The expenses beyond that are for a helmet,vest and identification which the City will own but issue out to active team members. Laws expressed some concern over whether enough people will be involved to contact every household in the City in the time needed in an emergency,when there is no electricity. Woodley explained that this program is in addition to other efforts,and stated that 10 teams could likely provide good saturation of the 6 square miles of the City. Noted that there are also 300 police volunteers,and that there were a number of volunteers who mobilized quickly for the flood. Laws recognized that it was important to get this program underway quickly,so that there will be enough volunteers I trained fast enough to be able to mobilize and canvass the City in an emergency. I{ Mayor Shaw commented that during the flood, they were able to coordinate efforts to canvass the City and bring together 100 volunteers within twenty minutes. Emphasized that it took only two hours to canvass the City with that I kind of support. Laws concerned with those that may not be ready for participation, and suggested that there needs to be a central location for city employees and volunteers to report to,and that this location needs to be established before hand. Shulters explained that the goal is to enable the neighborhoods to take care of themselves until emergency personnel can reach them and provide assistance. 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 East Main Street(Map 39 lE 11 Tax Lot 900). Councilor Fine made the following declaration of a conflict of interest, as required by state law, as his reason for recusal:"l 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 now being requested The Council's decision on this request will affect the economic interests ofmy client. Therefore I will now leave the Council Chamber." Fine exited the room at 8:25 p.m. E City Council Minutes 0410611999 4 Public Works Director Paula Brown explained that the proposal is to build a sewer line to connect from the existing line,and dedicating that line to the City in order to meet the City's 300'requirement. Brown explained that the request does not entirely meet the current code requirements,but that the possibility of the temple building a line and dedicating it to the City to meet the code has not been discussed. Brown stated that if the Council wishes to pursue this option, she believes that staff will need to be directed to make some changes in the code to allow for that accommodation. Reid noted that her understanding is that there is an existing residence with a failing septic system,and also questioned the conditions Brown used in qualifying her statement. Brown clarified for Reid that,as indicated in the staff report, there is a single family residence occupied on the site with a septic system that has failed and been tagged as in violation by the County. Discussed that the middle school is currently using the Nazarene Church for some school functions, and that the Nazarene Church does have City sewer service. Brown confirmed that other residents do not have sewer connections. Explained that the Nazarene Church was given service in 1990,at Council's direction,prior to the latest update to the municipal code. Brown explained that her understanding was that the proposal would be to run the line downhill from Homes, connecting to East Main,and then down to the trunk line. This would be an 8"main line to the trunk line,and would open the area for development if other criteria were met. Brown noted that there were other options,that the applicant could better explain,and Council could ask questions and direct staff. Wheeldon questioned potential zoning of this property as it is in the UGB. McLaughlin explained that the area is a mixture of higher density residential zoning. Confirmed for Shaw that Don Greene had not met requirements of the annexation ordinance and was unable to get City sewer connections on his development. Emphasized that the matter being considered is of a different nature,as it involves an existing structure with a failing septic system. Brown noted that historical sewer usage from Temple Emek Shalom has been consistently less than a single family home for the past 12-18 months. Rabbi Mark Sirinsky/1124 Terra Avenue/Explained the term"shalom",meaning wholeness,as a crucial part of their approach as a religious congregation and a crucial part of the council's approach in representing the citizens of Ashland. Noted that they are a Jewish congregation of 150 families who have served the Jewish community for over 25 years, with 13 years in their present location. Explained that they are motivated by a desire to make the community whole, and cited some of their contributions to the community. Stated that the current building does not meet needs,and they have spent two years looking for a suitable parcel of land. Explained that there are no zoning provisions for houses of worship in the City, and any house of worship must acquire a conditional use permit. Because no suitable and affordable property could be found within the City,they contracted to purchase this 2.1 acre parcel in the urban growth boundary. Met with Planning and with new neighbors. Emphasized that acquiring property is contingent upon septic approval or city sewer connection. Noted that they have a certificate of failed septic system,and subsurface water Flow could contaminate nearby properties and waterways if a new system is installed. Rollie Miller/1780 East Main/Pastor,Church of the Nazarene. In favor of request,want to be good neighbors and work with the congregation. Noted that the Nazarene Church was unable to find a suitable septic site on their 9.3 acres when they went through this same process 7 years ago. Ken Ogden/1042 Dead Indian Road/Architect,gave details of site,existing sewer system,and proposal. Emphasized that effluent is seeping from the septic system and leeching into surrounding soils and running off into Bear Creek. Proposed removing existing residence and locate the synagogue on the site. Not looking at growth,and both the street access and impacts to the neighborhood exist already. Feel it is important to design to City standards to address inevitable annexation. Looking at a 12,000-15,000 square foot, single story structure using natural materials to be compatible to the neighborhood and sensitive to the environment. Could reduce proposed parking and share with neighboring Nazarene Church to provide more green space. City Council Minutes 0410611999 5 Stan Shulster/165 Pilot View Drive/Artomey and member of congregation, presented formal request for sewer connection and gave reasons for urging the grant of approval for this request. Cited AMC 14.08.030 wherein the Council may grant requests when they are found to be"in the best interest of the City"and"not detrimental to the City's sewage facilities." Can demonstrate both the existence of benefit and absence of detriment. Noted that the difficulty with this request is in section C,as all other sections have been complied with. This has to do with there needing to be an existing City sewer line within 300 feet. Explained that this provision was intended to prevent residential development whether than institutional expansion. Suggested constructing an 8"city mainline,continued across East Main to the Pearson's property,and dedicating this line to the City. This would meet all requirements of the ordinance, and would merely require the permission of the Pearsons to cross their land. Noted that this relocation will remove an eyesore and lessen on-street parking on Mountain Avenue during services at the present temple location. Shaw questioned increasing the size of the existing line to the Nazarene Church. This would be able to use the same easement,and might be less expensive. Explained that in her interpretation of section C,there is an existing line serving the Church of the Nazarene,and while this is a private service,it connects to the City system,the ordinance does not specifically say"public line." Questioned the wisdom of creating another line and another easement when the existing line could merely be upgraded. Gerry Mandell/44 Euclid Avenue/Former president of the congregation. Noted that the Nazarene line flow is somewhat uphill,and the proposed line would give a nearby home with failing septic the chance to hook up as well. Felt that the proposed line would be the best placement for the City's potential use when Normal Avenue is completed. Noted that there is not currently a sidewalk on the site,but that provisions can be made for sidewalks and property dedicated as necessary. Emphasized that the temple's sewer use has historically been substantially less than a single family residence. Don Rist/260 Joy Drive,Talent/Listing agent for the property. Supports temple's request and the City's providing 1 a sewer connection due to failing septic systems,and eliminating potential environmental and health hazards,as well 1 as traffic congestion where the temple is currently situated. i Reid expressed her feeling that issues such as this are meant to be brought before the Council for interpretation,and that rif no interpretation were needed,all decisions could be made by staff at City Hall. Feels that a sewer connection here will work for the City, whether a line is put in by the temple and dedicated or the Nazarene line is interpreted as an ' existing line. Commented on the need to continue to tinker with ordinances to ensure that they are working as intended. I Discussed the effects of this ordinance, as well as state guidelines and the annexation ordinance, as they pertain to i development in this area. Reid suggested updating the inventory map, and stated that the placement and dedication of an 8" line would allow approval ofthis request. Hauck stated that the 8"line would need to be in place prior to a grant of approval. Reid stated that she would like to give assurance that approval would be granted with the placement of an 8" line. Laws recollected that Mr.Pearson was unwilling to make an agreement with the City,and as such the line would need to be a private one. Agreed with Hauck that approval before a line exists would be in technical violation of the ordinance. Questioned Nolte on whether approval could be granted contingent upon the installation of a line. Noted disagreement at the time of original ordinance over distance from City main,because at that time it was intended to minimize the number of connections. Would have liked more flexibility to address failing septic systems. Nolte stated that a conditional approval could be made,but advised that he has given the council information which is opposite of the discussion tonight,although it was also noted that the Council had not yet interpreted this particular provision of the ordinance. Emphasized that interpretation was up to the Council,but that his advice to the temple was because of the development of this ordinance over the years,an existing main meant one that was existing as of the date of the application. Explained that the ordinance was developed so that existing dwellings or building with failing septic systems could hook up to the City system. Previous ordinance required that the building to connect had to exist as of City Council Minutes 0410611999 6 1973. Council can use the interpretation as discussed,and grant conditional approval on that basis,but that is not the interpretation that he made on this ordinance. Discussion of the reasoning behind the previous requirement that buildings be pre-existing as of 1973. Noted that it was a way to prevent people from building and letting their septic systems fail knowing that they could get a City connection.This requirement allowed for some control in preventing haphazard extensions of City service. Would not want to do something that was counter to the original reasoning behind this ordinance. Hauck stated that he could support a conditional approval if the City Attorney feels that it can legally be done. Hanson feels that if the applicant can bring a line to within 300',the requirements of the ordinance are addressed and he supports approval of the request. Laws suggested that approval could set a precedent. In the future,anyone willing to pay for a line to within 300 feet of an existing structure on their property could then have City service for a development. Emphasized that he has no serious problem with allowing anyone with a failing septic system within the urban growth boundary to have a connection,but stated that for some time Council has been concerned with extending services too far. Discussed whether annexation would create a hardship for the properties involved. Wheeldon stated that this connection was a logical,orderly progression for providing City services and is within the range to make a connection reasonable. Nolte explained that he could bring a motion back to the next meeting for adoption. Explained that the extra time would allow him to cover all bases in crafting the motion. Councilors Laws/Reid m/s to approve this request in concept and to direct the City Attorney to bring back a motion addressing those issues raised tonight to the next Council meeting. Voice vote: All AYES. Motion passed. Called break. Fine returned when the meeting resumed at 9:30 p.m. 4. Discussion of the minutes of the AFN Programming Committee, moved from the Consent Agenda at Councilor Laws' request. Laws emphasized that this committee is intended to be an independent one,and is to be completely independent of the Council as far as programming is concerned. Read from March 4'meeting minutes,page 6,third paragraph and stated that staff members Zauskey and Lovrovich appear to be giving the committee economic reasons to be considered in programming decisions. Hauck explained that economic factors must be considered in terms of remaining within the parameters of the AFN Business Plan, as well as considering the costs of purchasing channels themselves. Laws recognized that there are economic considerations that must be considered in terms of staying within the amount of money available, but suggested that it was wrong to force citizens to buy a higher level of service to get more attractive channels. Wheeldon suggested that this was marketing. Laws recognized this,but suggested that the City seeking to maximize income in its decisions is wrong. Wheeldon noted the difficulty in realizing that this is an independent group of citizens making decisions for the community,and that the Council has no say in it. Reid expressed her concern that staff is giving direction. Explained that if staff is sent to provide guidance it threatens the independence of the committee. Wbeeldon emphasized that staff is very informed about this enterprise,and are providing information from their expertise. Suggested that this is no different than staff providing information for Council. City Council Minutes 0410617999 7 Shaw stated that staff actions are absolutely appropriate. There is a set amount of money available to purchase the channel lineup, and all channels have a price tag. Setting things up without economic considerations would be irresponsible,and would lose money. This is an independent body,and their decisions are none of Council's business. Hauck stated that the minutes do not make clear the preliminary decision on the basic cable line-up. Emphasized that the selection will be very extensive and will address many interests. While economic considerations were taken into account,so was the make-up of the community. Laws agreed that this is an independent committee,but given staff direction shown in the minutes it appears that staff was trying steer the committee towards making decisions so that expanded basic service more attractive than just basic. Feels that other sections of the minutes give this same indication. Decisions should be based on providing the best service to the people of Ashland,not based on financial attractiveness. Shaw emphasized that the committee is made up of professionals, with a huge amount of experience in this arena. Should not insult them by saying that a few comments from staff would influence them,given the breadth of experience they have. These are very successful business people who can comfortably make decisions on their own. Wheeldon feels that it is appropriate to question to ensure that the mission of the committee is clear to the Council,staff and committee members. Freeman explained that staff is not attempting to influence programming decisions. They are merely trying to make clear that decisions about programming are critical to meeting revenue expectations,and that a great deal of thought needs to be given to channel selection and placement within the line-up. Emphasized the breadth of experience in the cable television industry brought to the table by Vince Zauskey. Hauck noted that his approach has been"More,Better,Cheaper,"and the committee is following the same approach in their programming decisions. People will be able to get more choices,better programming on the tiers,at a lower price. 5. Discussion of the minutes of the Airport Commission,moved from the Consent Agenda at Councilor Hanson's request. Hanson noted that the minutes indicate that he was absent,when he was in fact present. Noted that he would request that this be changed at the next meeting of the Airport Commission. Councilors Wheeldon/Reid m/s to approve the remaining items of the consent agenda. Voice vote:All AYES. Motion passed. 6. Discussion of a draft "Resolution in Support of Adequate State School Funding" prepared by Cate Hartzell. Hanson suggested that education should be funded up front and as a high priority, from the general fund, and there should not be a need to look at finding other sources of revenue such as keeping the kicker refunds. Fine expressed how troubled he is with the way the legislature has left districts in the lurch as they have attempted to reform school funding. Concerned with the third from the last paragraph indicating an amount to be budgeted for education. Feels it would be sufficient to urge them to allocate enough money,but does not feel it is the Council's place to determine an appropriate amount. Also cited his difficulty with urging every Ashland family to dedicate their kicker refund back to education as some families in Ashland cannot afford this. With those exceptions,he is happy to go on record in support of adequate funding of public education. Shaw noted that the$4.95 billion amount was determined by school districts across the state as the amount where they would not be required to make substantial cuts. In Ashland,this amount would allow very modest increases that would City Council Minter 0410611999 8 sustain educational programs as they are now. Shaw also explained that relative to the kicker refund, the refund is smaller relative to the amount made. Hauck stated that $4.95 billion was from the independent committee report the Governor authorized for the implementation of the Educational Reform Act. This number is a minimum amount to continue where we are while beginning to implement the reforms of that act. Councilors Laws/Reid m/s to amend the proposed resolution with the following changes: In the third from the last paragraph, it would state "We, the Ashland City Council, do hereby urge Oregon Legislators to approve a budget that will provide adequatejunds to at least maintain the existing quality ojthestate's K-12 education system." And in the last paragraph, it would be amended to urge citizens"if at all possible"to dedicate their family's kickback to education. DISCUSSION: Discussed the$4.95 billion amount mentioned,what it would mean for services provided and whether the specific amount needed to be included in a resolution. Shaw noted that the Governor and many in the legislature are looking for support of that level of funding. Hanson stated he would be willing to indicate at least$4.95 billion in the resolution. Laws raised the question of where funds could be found'to fund this$4.95 billion,and expressed his concerns about taking funds away from other services. Councilors Hauck/Hanson m/s to amend the motion so that the third to the last paragraph in the resolution reads,"We,the Ashland City Council,do hereby urge Oregon Legislators to approve a budget that will provide at least$4.95 billion for the State's K-12 Education system. DISCUSSION: Wheeldon recognizes the legislators role in finding funds,but stated that she did not want to jeopardize other programs. Suggested that there needs to be more money in the budget to begin with to better address all needs. Laws stated that he would be comfortable voting against the motion to amend and for his original motion. Roll call vote on the motion to amend: Reid,Hauck,Hanson,and Wheeldon,YES. Laws and Fine,NO.Motion passed 4-2. Roll call vote on the original motion (amended to indicate "at least$4.95 billion"): Laws, Reid, Hauck, and Wheeldon,YES. Hanson and Fine,NO. Motion passed 4-2. Councilors Hauck/Reid m/s to adopt the proposed resolution in support of adequate state school funding,as amended: Laws,Reid,Hauck,Hanson,Wheeldon,and Fine,YES. Motion passed. ORDINANCES,RESOLUTIONS AND CONTRACTS 1. Second reading by title only of"An Ordinance Requiring Minimum Response Times by Ambulance Operators for Life Threatening Emergencies." Councilors Hauck/Reid m/s to adopt Ordinance#2838. Roll call vote:Wheeldon,Laws,Fine,Reid,Hauck,and Hanson,YES. Motion passed. 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." Councilors Hauck/Reid m/s to move the ordinance to a second reading. Roll call vote: Hanson,Reid,Hauck, Fine,Laws,and Wheeldon, YES. Motion passed. City Council Minuta 0410611999 _ 9 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." Councilors Hauck/Wheeldon m/s to adopt Resolution#99-19. DISCUSSION: Laws noted that the property owners would be willing to sell this property to the City as open space park land,and he understands that the Parks Director has looked at the property and feels it would be well suited to park purposes. Suggested that this needs to be looked into,and the Parks Director spoken to,prior to final action. Suggested postponing the matter until discussion can occur. Reid stated that the Transportation Plan includes the linking these streets, and that the matter involves the completion of streets that should have been done as part of the subdivision. The issue has more to do with more than the paving of a street to land that is to be developed,it has to do with completing an unpaved street in the subdivision that has been put off,and there is the issue of the paved street being included in the Transportation Plan. Stated that for her,the issue is not merely parks versus development. Would be willing to postpone,but would like to see that all of these issues are addressed. Shaw questioned whether the proposed local improvements would extend the street far enough to connect to other streets. It was explained that it would not connect now,but would eventually when development occurs at the other end. Laws explained that the road would be unnecessary if development did not occur,and if the property were purchased as open space,most of the area would not develop. t Mayor stated that approval of the resolution would not cut-off the opportunity for the neighbors to purchase the property for themselves,as open space. Emphasized that Council would be open and willing to hear what they have to say on the matter,with amounts for purchase versus amounts for local improvements. Feels that it would not be right to stop the process at this point however. Roll call vote: Wheeldon, Laws,Fine,Hanson,Hauck,and Reid, YES. Motion passed. I Councilors Hauck/Fine m/s to continue the meeting to 10:30 p.m. Voice vote: All AYES. Motion passed. OTHER BUSINESS FROM COUNCIL Reid pointed out that Council needs to make sure that they have discussed,and answered all questions that Council might have,concerning location,size,traffic flow,and etc., in a public way,regarding the Fire Station. This needs to be done before budget approval. Asked for Council support in evaluating all information. Shaw noted that the concern here is keeping a spot in the budget in order to place this matter before the voters. Emphasized that it needs to be placed in the budget as a placeholder, and if it is not placed then the matter cannot be sent before the voters. Stated that this could be placed in the budget with the understanding that Council would have the opportunity for further discussion of design,placement,etc. Fine commented that a senior member of the Council feels that all options have not been adequately looked at to maximize the benefits of the public process,and as such he supports Reid's suggestion. Agreed with putting money in the budget as a placeholder pending further discussion. Wheeldon questioned whether this needed to occur before the budget discussion was completed,in order to have this matter on the November ballot. Feels there is a need to make a commitment as a Council. !�I Ciry Council Minula 0410611999 10 1 Reid explained that a study session occurred some months ago,and that work can be taken into account. But she is not ready to rely on the previous study session and preliminary plans in approving this matter. Laws stated that Reid's suggestion should be cost effective,and that there are new ideas to be addressed. Councilors Wheeldon/Laws m/s to put the issue of re-zoning the Railroad Property from M-1 to E-1,north of the Railroad Tracks and between Oak Street and Mountain Avenue,as requested by Director of Community Development John McLaughlin,onto the agenda. Voice vote: All AYES. Councilors Laws/Fine m/s to direct staff to pursue this matter and bring the item back to Council in the appropriate manner. Voice vote: All AYES. ADJOURNMENT The meeting was adjourned at 10:10 p.m. Barbara M.Christensen, City Recorder/Treasurer Catherine M. Shaw,Mayor City Council Minutes 0410611999 11 ' ' 4 PROCLAMATION WHEREAS, the Ashland Community Service Volunteers contributed many thousands of hours during 1998 and 1999 to the Ashland community; and WHEREAS, their volunteer activities encompass service to students in the remedial Mill reading program in our local schools, offering clerical assistance to our 7VI". 1 Municipal Court and Police Department and administering the Community Service Volunteer office; and WHEREAS, the Forest Service attributes the lack of fires in the watershed to the '7 ii-- volunteers who patrol the 35-mile circuit and provide a lot of goodwill by dzi making the public aware of the restrictions in that area; and WHEREAS, many of our senior citizens are assisted by volunteers providing assistance with transportation, s hopping, home visits, household upkeep, income tax preparation, and assistance to those seniors in nursing homes; and WHEREAS, these volunteers also perform other vital services such as the influenza inoculation clinic, blood pressure clinic, Meals-on-Wheels, Loaves & Fishes, mail courier for city departments, participation in the Block Home Program, Neighborhood Watch, Vacation House Check Program and the Adult Crossing Guard Program, as well as many others. IN, NOW, THEREFORE, 1, Catherine M. Shaw, Mayor of the City of Ashland, do hereby proclaim April 18 through 24, 1999, as Aq VOLUNTEER RECOGNITION WEEK in Ashland and ask that all citizens recognize these special people who give their time, t energy and resources in assisting others, thereby making our community a nicer place in which to live. Dated this 20 day of April, 1999. Catherine M. Shaw, Mayor Barbara Christensen, City Recorder fig` MINUTES FOR THE STUDY SESSION ASHLAND CITY COUNCIL April 8, 1999 CALL TO ORDER Mayor Shaw called the meeting to order at 12:10 p.m. in the Civic Center Council Chambers. IN ATTENDANCE Councilors Laws, Reid, Hauck, Hanson, Wheeldon, and Fine were present. Staff present included: Assistant City Administrator Greg Scoles, Public Works Director Paula Brown, Director of Electrical Utilities Pete Lovrovich, Communication and Marketing Manager Ann Seltzer,and Director of Finance Jill Turner. UPDATE ON THE WASTEWATER TREATMENT PLANT(WWTP)OFF-SITE PROJECT Public Works Director Paula Brown noted that the packets that had been provided to the Council included detailed information in response to questions from the March 2""meeting. Noted that the basic question had to do with the costs of different W WTP options if the off-site facility were not used. Brown noted that Bob Eimstad of Carollo Engineers was present to provide information. Also noted that background information from 1995 was provided as an explanation of how the decision to use the off-site location was reached. Informed Council that Dennis Belsky from the Oregon Department of Environmental Quality(DEQ)was also present to answer questions. Noted that neighbors had raised concerns about the treatment process to be used at the off-site location. Explained that she and Eimstad had prepared information on how the process was arrived at,and on the differences between Level 11 and Level IV treatment. Noted that these are standards set by the state. Explained that the packets included a sheet from the Oregon Administrative Rules(OAR)dealing with the differences between treatment levels and the quality of water that results. Brown confirmed that tertiary treatment is a third stage of clarification,but that it does not result in Level III water. Tertiary treatment methods must be designed for the goals to be attained,and Ashland would need to specifically design a tertiary process for phosphorous removal. Brown clarified that if tertiary treatment to remove phosphorous were designed,the quality of the water resulting would depend on the treatment design. Eimstad used the OAR sheet to explain the differences in treatment levels,noting that Level III requires more disinfection than Level II. Reid questioned how smaller communities in Oregon,such as Myrtle Creek and Prineville,are able to use effluent to irrigate golf courses. Eimstad suggested that they were able to use Level II effluent. Hauck noted that it depends on whether there are contiguous residences. Brown emphasized that the off-site process was designed for agricultural use, without recreation. Pointed out that there are a number of situations where Level II water can be used,and emphasized that what is proposed is agricultural use on a controlled site that is not open to the public and is not a park. Level lI is appropriate,cost efficient,and meets all applicable health standards. Eimstad pointed out that this was intended in the design,as Level II can be produced more cheaply,and has a wide range of applications. Choosing to apply strictly on agricultural property,pasture grass with limited,controlled access, is a fairly conservative use. Emphasized that the level of treatment is a policy decision,and that there are cost implications along with this decision. Brown responded to previous comments from a citizen that ultra-violet treatment would not work,stating that this is absolutely not the case. Emphasized that the ultra-violet process has been improved and the current plant is running this process with better-than-anticipated results for disinfection. This process has been approved by DEQ,it works well, and the DEQ encourages its use as it lowers toxicity levels without residual chlorine that would otherwise go into the Creek. City Council Study Session Minutes 04-8-1999 1 Brown noted that another issue raised had to do with pathogens in wastewater. Stated that both the DEQ and EPA require treatment of waters for re-use,and emphasized that raw sewage water is not to be used on the hillside,and that sludge is not to be put through the big gun sprinklers. All solids are treated,dried,and only then land-applied. Brown let Council know that the DEQ had provided a letter of approval for the off-site facility with clarification that a value engineering process must be conducted. Brown noted that this process will occur within the next two weeks, and then the project will go to bid. DEQ also requested approval from the Division of Dam Safety/Water Resources, who has said they will sign off when the design is 100%complete. Eimstad added that progress drawings have been submitted and comments received. These comments have been addressed,and approval is viewed as a formality when the drawings are 100%. Brown explained that the only piece of the off-site facility not approved yet by DEQ is the application process itself, and approval for that is not required until the City is ready to apply bio-solids to the hillside. Drying beds and lagoons are approved on the site,as is the effluent irrigation process. The application process will require approval,and public hearings will need to be conducted. Brown discussed the"aerosol effect"issue raised at a previous meeting. Noted that she has looked at a considerable amount of research,and has found that finer mist sprayers can tend to have an aerosol effect which can be a concern when untreated effluent is used. However,the large sprayers proposed produce a heavier mist which drops quicker,and the City has 100-300 foot buffers,rather than the required 70 feet. Brown concluded that the aerosol effect is negligible, based on her research, and stated that she has spoken with the Utility Director in San Luis Obispo, California, as requested. Noted that the packet included a letter from Carollo Engineers which addresses alternatives and costs. Explained that the current option being pursued in highlighted-taking treated effluent to Level II for spray irrigation at the off-site facility and applying dried bio-solids to the site. All cost comparisons are available,and the total project cost for each is listed so as not to mislead. Capital cost for the off-site portion is$8.6 million. If the bio-solids process were moved to the W WTP with an anaerobic digester,that would increase the cost by$8 million. The necessary sewer rate increase of 50-55%is shown. If processed on existing W WTP site,all of the existing site planned for future growth(beyond twenty years)would need to be used now. In addition,new trucks would be needed and bio-solids would need to be trucked away for agricultural application. Another option,treating to Level IV and taking to off-site location,would cost an additional$5 million and mean a 30- 35%rate increase. Option four would treat effluent to Level IV and change the bio-solids process for treatment at the existing W WTP site for a total cost of$13 million,or nearly double the existing sewer rates. Option five evaluates tertiary treatment programmed to remove all phosphorous, similar to an existing plant on the Tualatin River. This would increase costs by $1.8 million, and would have a rate impact of 10-15%. This would eliminate the need to pump and irrigate the off-site facility. However,this could limit future re-use opportunities for Creek water for irrigation. Noted that water rights for the off-site property would need to be used there to maintain the right. However,Brown stated that she has verbal approval to lease the agricultural right to in-stream if effluent is used for irrigation on the site. This would mean that the right wouldn't be lost, but it would take considerably more paperwork to change it to a municipal right in the future. Explained that once building begins on the property,she can make a written request for a leased change in use. Brown noted that the water rights on the property has not ever been proved up, but it would likely be about 600 acre feet which is not enough to address the 2 million gallon per day demand. Eimstad stated that it appears that water put back into the creek would be available for re-use,however it is not black and white at this point,and the issue is being contested in courts. Council discussion on the clarification of use of water rights on the off-site property. Brown explained the water right for irrigation of the 200-acre Imperatrice property,and the possibility of transferring these irrigation rights elsewhere in the City. City Council Study Sasion Minufes 04-8-1999 2 Eimstad explained state law on the re-use of water in relation to potable water,noting that reclaimed water cannot be re-used for drinking,regardless of the treatment level. Reid stated that alternative five seemed to have long-term benefits. Brown pointed out that there was still re-use of bio- solids at the off-site facility. Brown explained option six as changing both the effluent treatment process to discharge into the Creek year-round,and treating the bio-solids at the W WTP site for an additional$8 million. Eimstad further clarified the alternatives,noting that discharge into the Creek were actually cheaper because off-site irrigation requires numerous operation and maintenance costs. Brown emphasized that both options six and seven would completely remove operations from the property. Explained that option seven was included at Councilor Fine's request,and that the prices were based on the 1995 facilities plan and could be higher now. Hauck questioned the differences in the costs given here and those used in making the decision to go off-site four years ago. Asked whether the .08 phosphorous standard was more attainable today than it was at that time. Eimstad noted that Unified Sewage Agency,which has the most sophisticated treatment plant in the state,would have difficulty meeting the.08 as a maximum number,but that it would be attainable as a median or average. Stated that a lot would depend on how the permits were written,but that regardless,the.08 is one of the lowest phosphorous limits in the Country and would require state-of-the-art treatment. Noted that discharge into Creek is not even allowed now, but that discussions with DEQ have indicated that if the phosphorous levels were met it might be possible. Laws identified issues as,first,replacement water,because the City takes 1000-1200 acre feet while only returning 600 acre feet. Emphasized that the need to upgrade the W WTP has to do with the danger posed to fish in Bear Creek. Feels that option five has merit in that it would allow direct discharge into the Creek for a somewhat higher cost. The second issue is a matter of what information is trustworthy,based on the fact that some scientists have expressed concern about the safety of effluent and bio-solid application,while more mainstream scientists accept the standards used. Reid commented that the phosphorous levels in the Creek are above.08 because of the natural area,and the City is being asked to remove naturally occurring phosphorous. Suggested that this may be due to the fact that there is not enough water in the creek because of agricultural use. Eimstad confirmed that O&M costs are reflected in the"O&M plus Capital"column. Brown explained that Class A bio-solid treatment was not considered because of the intended use. Eimstad explained that diluting effluent with equal parts of irrigation water prior to discharge would not be allowed under the federal Clean Water Act or state law. Discussion of whether returning irrigation water to the Creek flows would effect the TMDL calculations enough to effect the phosphorous restrictions. Eimstad did not feel that returning water to the Creek could be guaranteed when flows were at their lowest during drought conditions. Brown confirmed that Bear Creek Valley Sanitation Authority(BCVSA)treats sludge at Level B,dries it,and applies it to agricultural land in the Sam's Valley area. Stated that Ashland currently applies Level B sludge in liquid form to agricultural sites as well. Brown explained that the DEQ is watching to see that the City is fully compliant with the DEQ permit by December of 2000. Brown explained the geology of the off-site location for Hanson, as explained in the geologic report by Foundation Engineering. City Council Study Session Minutes 04-8-1999 3 Turner stated that a 50-55%increase in the sewer rate would translate to about$14 per month for the average Ashland household. Eimstad noted that construction is moving ahead of schedule. If decision is not made promptly,or construction of off- site facilities begun,then there is a danger that there will be no place to discharge. Interim measures could be taken, but Carollo would prefer Council direction as soon as possible. Shaw explained that the project is still on task,and that nothing has changed unless Council directs otherwise. Emphasized that this study session serves to let Council look at additional information that has come forth based on neighboring property owner questions. Council further discussed the level of water in the Creek at different times of year and the level of demand for fish. Reid questioned the requirements to cease Creek discharge arbitrarily,based on worst case scenarios rather than actual flows. Eimstad explained that there has been extensive discussion of this issue with the DEQ. Stated that there is some latitude in the permit to discharge based on actual Creek flows in November. Eimstad explained that it may be cost effective to continue to explore options in the future,but emphasized that to continue to look at changing the DEQ requirements now will not be able to have an effect before the deadline is reached. Emphasized that the treatment plant will have the flexibility to address permit requirements. Dennis Belsky,of the Oregon DEQ,explained that Bear Creek was one of the first TMDLs formed statewide,and the .08 phosphorous limit is a maximum figure established around 1990. Explained that in the stream,the amount of algae growth is based on the mass of phosphorous entering. The.08 limit is the basis for determining viable treatment options. Belsky noted further that constraints for discharge into Bear Creek are based on requirements in the Oregon Administrative Rules(OAR). Emphasized that the DEQ is equally as constrained as the City is by the OAR. Explained that phosphorous levels leaving Emigrant Lake are.08,so dilution the water has no effect. Emphasized is not a factor; the City must treat the water back to the background levels already present in the Creek. Belsky stated that in a wet year such as this,the DEQ would need to look at balancing the risk of run-off from applied effluent versus direct discharge. Brown emphasized that this is why there needs to be a sixty day holding reservoir. Eimstad noted that there has been planning for contingencies,but in exceptional conditions there may be a need to ask the DEQ for exceptions. l Reid stated that she hopes the W WTP upgrade will have the flexibility to meet future political rulings and future lessons from science. Eimstad explained that if alternative five was chosen, an extension would need to be requested, as design and construction would most likely be unable to meet the current deadline. Shaw stated that the City would be willing to test the well water for the neighbors twice each year to address their concerns with possible well contamination. Brown stated that she would send a letter explaining to the neighbors that they could request tests biannually. LIBRARY DISCUSSION Assistant City Administrator Greg Scales explained what has been done in the interim,noting that they have looked at programming space requirements and population projections. Shaw emphasized that the square footage proposed came from the County,based upon population projections,and the outside consultant had agreed. Also noted that the two story design, and the fact that it is a Carnegie Library, carry inefficiencies which require additional square footage. Scales noted that there will be further information available by the end of the month. Stated that the population projections are based on a"service area"which is 32,000. Council discussed the amount of square footage necessary. Clarified that Camegie building is on the state's register for historic buildings. Questioned in anyone has spoken to the Historic Preservation Office. I City Council Study Session Minutes 04.8-1999 4 Scoles explained that consultant George Kramer would handle this aspect of the project,but stated that it was too early in the effort to address this issue yet. Scoles explained that to effect the budget for this project, it would require reducing the square footage. Emphasized that it will create a problem if the square footage is inadequate to address the projected population figures. Shaw explained the planning process that will be involved, and noted how needs are met in regard to historic preservation. Reid voiced concerns that this aspect needs to be included in the process,or some citizens will not support the project. Laws stated his appreciation and support for this design,and noted that he felt the architect had done an excellent job. Explained that he had no concerns with the size of the project, and emphasized that his only concern was with the immediate cost. Suggested that the project could perhaps be done in a modular fashion so a building could be built on the current site. The Mayor commented on the misinterpretation of past Council discussions that the price tag needed to be$4 million, when the Friends of the Library felt it was impossible to do at that cost. Stated that she met with the property owners from the neighboring site after the last meeting,and they reiterated their interest in selling for the right price. Noted that the architects have stated that it would be difficult to build without acquiring the adjacent property. Shaw stated that a meeting with the property owners has been set after tax time to see if an agreement can be reached. Friends of the Library members Barbara Ryberg, Diane Schaffer, and Beth Towner, and Reference Librarian Amy Blossom made a presentation. Noted that they agree on the need to expand and renovate,the need to remain downtown, and the need to reduce the bond amount,and they would like to cooperate with the City and move forward from there. Schaffer noted that she is a retired professor from the California state university system,in the field of quantitative data analysis and social science, and that she spent twenty years teaching and consulting on the design and analysis of surveys. Explained that she did not design the feedback system used here, but that she would be a good person to analyze this data. Commented on the response rates,and suggested that support for the original model and original price should be taken seriously,and that there are many people willing to work to raise money for this design. Commented on aspects of the budget that could be decreased based on outside support or donations. Shaw commented that costs originally budgeted that could be covered by city staff had been taken out. Reid commented that the survey may include a high percentage of Friends of the Library,and stated that she would prefer to use caution in considering the results,even though she is a library supporter. Schaffer offered to do a more extensive survey should the Council so desire. Ryberg confirmed that the survey was mailed to all members of the Friends of the Library. Laws stated that he feels the survey is fairly representative of the community. Emphasized the need to keep the priority of the library in perspective with the fire station expansion. Stated that the factors are timing and cost. Discussion of the meeting rooms included in the designs. Ryberg commented on the difficulty posed by the modular construction concept. Fine supported the concept of staging construction,providing for present needs now with land owned now,with the intention of building a pleasant,planned expansion in the near future. Emphasized that this was appropriate given that the adjacent property owners were unwilling to sell at fair market value. Discussed the possibility of including the service area, outside of the city, in the bond issue. Discussion of the subsidizing of county residents and related issues. Mayor Shaw commented on Oregon Land Use Law and how this City Council Study Session Minutes 04-8-1999 5 impacts city issues. Emphasized that the problem with double majority elections is that with the need for greater than 50%turnout, including county residents in the election could cause the bond to fail. CITY OF TALENT Fine noted that the City of Talent wants to work cooperatively with Ashland,to avoid causing one another problems, and to share information that may be of mutual interest. ADJOURNED The meeting was adjourned at 2:25 p.m. Submitted by Barbara Christensen,City Recorder/Treasurer I r } It , f City Council Study Scssion Minutes 04-8-1999 6 4V Fe cotrian Thursday, February 18, 1999 Meeting Minutes Members Present: Jesse Ferraro, Tim Garry, Landon Hilliard, Carole Wheeldon, Tom Powell, Russ Rickert, Carole Wheeldon, David Young, Kip Thomas(Police Dept.) Staff present: Maria Harris, Mindy Bath I. CALL TO ORDER: Councilor Carole Wheeldon called the meeting to order at 5:10p.m. II. APPROVAL OF MINUTES: December 17, 1998 Minutes were stated approved as submitted. III. ITEMS FOR DISCUSSION: Wheeldon suggested having a discussion of how the commission could work better as a group and setting goals. The other commission members agreed, and discussed changes that could be made, leadership and communication. The notes from the meeting are attached. LEADERSHIP —Discussed who would lead the commission. Commission voted on who to be chair. Wheeldon voted for Gary and Rickert second. The Commission voted, and all were in favor. Hilliard voted for Ferraro to be Vice Chair. Wheeldon second the motion-all were in favor. The Commission decided to have the March meeting run until 7:00 to finish the discussion on goals and discuss the Free Ride Day. IV. COMMENTS: Commission or Spectators. There were no comments. VI. ADJOURNMENT There being no further business the meeting adjourned at 6:45 p.m. PAGE 1-(c:bkreb98.min) Thursday, March 18, 1999 Meeting Minutes Members Present: Jesse Ferraro, Tim Garry, Jennifer Hadden, Landon Hilliard, Theresa Johnson, Tom Powell, Russ Rickert, Carole Wheeldon, David Young, Kip Thomas (Police Dept.) Staff present: Maria Harris I. CALL TO ORDER Tim Garry called the meeting to order at 5:08p.m. II. APPROVAL OF MINUTES: February 18, 1998 Garry said his name is misspelled. Minutes were stated approved as corrected. III. ITEMS FOR DISCUSSION Bicycle/Pedestrian/Transit Commute Day Hilliard summarized what was done last year on Ashland Free Ride Day. He said it was difficult to quantify participation in the event. Garry said it is important to quantify. Hilliard described the Pledge Not to Drive Campaign from last year. He asked if the effort that was put into it was worth it. He and Ken put a lot of work into it, and he said he wasn't sure if there was a noticeable difference. Ferraro asked how long the Bicycle and Pedestrian Commission has been doing the event. Rickert said it was before he got on the Commission. Rickert said the level of effort put into the event depends on what results are expected. He said he didn't think a muffin and coffee is going to get people out of their cars. Powell said he think it is important to promote nonautomotive forms oftransportation. Rickert said he thinks each time Bike to Work Day is done there is an incremental improvement. However, Rickert said he believes that there will be basically the same level of participation whether there is a basic amount of work put into the day, or a massive amount of time, energy and resources used toward the event. Powell said he thinks the Pledge Not to Drive idea is good. Garry asked if the Commission should do more than one day, and if RVTD would run the bus for free for a week. Hilliard said he didn't think RVTD would be willing to do it for a week. Young said we need to answer, "Why are we doing this?" He said he thinks the breakfast stop should be eliminated -he said he knew people last year who drove with their bikes on their cars and then rode their bikes from their parked cars to the stops. Young said he thinks the focus should be on education and consciousness raising. Rickert said in the past, they had participants fill out a survey and everyone who filled out a survey was entered into a raffle. The commissioners went around the table and listed off the reasons why the Bike/Walk to Work Day is done. To get a few more people out biking/walking. To raise awareness, develop camaraderie. 1 For exposure, publicity. It is an event to highlight biking/walking. To gather information. In the past, participants gave commissioners at stops info about problems around town. To give people a nudge. To create global awareness. Harris asked the Commission to take a step back and th ink about all the options that are available for doing the above. She said there is an immediate assumption that Bike/Walk to Work Day is the way it should be done,and then put all of the resources towards that one event. Rickert said the day was never intended to have a huge effect. It was more like Darrell Gee and himself putting in a couple of hours. Rickert said he believed they had the same participation results putting a limited amount of time and resources into it as last year when a great deal of time and resources were spent. Hilliard said it is hard to measure home many people were affected last year. Harris handed out a budget for the event last year. She said approximately $1,400 was spent on advertisements, postage, poster layout and materials. Staff time for the Pledge letter preparation, mailing and logging responses in was not tracked. Garry said he thought there was consensus on three issues. First,that the day/event should be continued. Second,the expectations should be realistic. Third,it should be done cheaper. Young said he wasn't sure there is a consensus. Garry corrected himself and said there is a growing consensus. Young said the Commission never has stepped back and talked about if the day should be done. Wheeldon said there is a sense of urgency because the event is in May. Hilliard said Julie Brown at RVTD is doing a "Try Transit Week"for May 10-14. He added that Thursday is the best day for free bus rides. Harris said she checked the League of American Bicyclists web page and it says Bike to Work Day is May 21. Young asked Hilliard what he needed? Young said he assumes Hilliard is going to be the point person. Hilliard asked who else would be in the group working on it Young said he liked the idea of a letter to the editor writing campaign suggested by Carole. Garry suggested printing one advertisement after the event,and printing names of participants in it. Then it could be tied into participants filling out a survey and entering raffle. Ferraro said he liked the idea of a questionnaire. Rickert suggested having a map of the bike path and greenway. And also info about bike lanes on Siskiyou. Wheeldon suggested having a petition for Siskiyou bike lane redesign. Young said the natural allies should be the bike shops. Wheeldon asked if for the next meeting, if the commissioners could bring a letter to the editor, and then they can be sent in as packets. Wheeldon, Hilliard and Garry agreed to work on preparation. Wheeldon suggested that the group could come up with a task list and delegate at the April meeting. Group Organization/Goal Setting Wheeldon said she is in favor of mapping out what the Commission will do for the next year. She said the mission needs to be kept visible. Johnson said she would like to have a place where people can go to work on bikes. Garry described the shop opened by the Green Bike Program in the bottom of the Old Armory. Rickert said Johnson's not knowing about the co-op bike shop shows there needs to be an info source out and around town-just a one page flyer. Hilliard said that might be accomplished by a column in the Tidings as discussed by Garry. Young said the Commission should be affiliating with other groups. Rickert suggested printing a simple handout and distributing at bike shops. Hilliard said their really needs to be a bike map of Ashland. Young said the group needs to forge relations hip with bike shops. Harris suggested that she would write all of these ideas on big sheets of paper,and the Commission could chose goals at the next meeting. IV. COMMENTS: Commission or Spectators. There were no comments. VI. ADJOURNMENT There being no further business the meeting adjourned at 6:50 p.m. 2 Minutes City of Ashland Programming Committee Meeting Thursday, April 8, 1999 Hillah Temple Cable TV Programming Committee was called to order by S. Belsky at 5:16PM. Members in attendance included: Steve Belsky, Wes Brain, Cathy Carrier, Tom Garland, Lenny Niemark and Russell Silbiger. Candice Chapman was absent from meeting (previous commitment). City Council Liason Steve Hauck and Staff Liasons Pete Lovrovich and Vince Zauskey in attendance. Sue Densmore, representing Falcon Cable, also attended. P. Lovrovich gave brief overview to help explain why there was a need to limit the number of proposed channels to match the city's business plan. Pete/Vince did follow-up cost analysis—following April 1 meeting--for each channel chosen, carriage charges for each channel and equipment costs to put each channel on the air. Based on that analysis, the committee was asked to review Basic line-up and delete two (2) channels—reducing it from 28 channels to 26 channels. Pointed out to committee that any channels committee did decide to remove from Basic could be placed on Expanded Line-up or bumped to the upper Digital Plus tier. Vince also mentioned that programmers, who have contracts with the National Cable TV Co-op, show increases to their channel costs by $.01 to $.02 each year and the City of Ashland does not want to pass those costs along to the customer(for at least 2-3 years after introducing services). The city's intent is to provide more services for less monthly cost. Vince reiterated it is best to have a competitive channel line-up but also one that will fit the city's business plan in the following years. Additionally, city would like to be competitive in the future. To be competitive, it was suggested to leave a few `open' channel spaces so the city could add channels in the next 1-2 years on Basic and particularly on the Expanded and Digital Tier. The Programming Committee could reconvene following our `first phase' of picking a line-up and do a city survey, to find out what channels would be most requested by the citizens of Ashland. The Co-op, where we will be obtaining most of our programming, has a survey form we can order and either insert in electric bills or mail (or possibly re-configure to fit as an ad in the Ashland Tidings). S. Belsky then asked if there were any additions/corrections to the minutes and the committee approved the April 1 Minutes as submitted. S. Belsky then asked committee to look at the approved Basic line-up to discuss what two channels could be eliminated or moved to Expanded/Digital Tier. There was brief confusion about what version we were to refer to in our notebooks and Vince said he would make sure to DATE any channel line-up versions from now on. S. Hauck tallied each committee member's vote and after discussion by all committee members- ] particularly about demographics of city during all times of the year with college students, tourism, etc. it was agreed upon to remove: 1 shopping channel and the International Channel from line-up. Vince will research which shopping channel grosses the best on a monthly, yearly basis—QVC or HSN--and we'll retain best channel for Basic Line-up. L. Niemark felt BOTH shopping channels could be removed. Vince once again brought up the revenue generated from shopping channels (which he recollected as about $3,000 per month for the entire Falcon Rogue Valley service area). S. Belsky mentioned that his wife delivers for the Ashland Postal Service and she delivers quite a number of packages on a daily/weekly basis to Ashland residents from QVC and HSN. Committee concurred that at least one channel should be retained on line-up and members may have opportunity to add another later as city tracks how much revenue one shopping channel produces. Committee next reviewed the Expanded line-up. Committee has not officially approved the Expanded line-up at 4/1 meeting as we were considering removing one-two channels and possibly moving those channels to Digital Tier. The committee reviewed Expanded `Revised' version, Option#1. Three previous channels,up for consideration/removal were: Fox Family Channel, M2 and TV Land. Vince mentioned that he had contacted MTV rep and M2 could be moved to another tier but TV Land could not. L. Niemark asked to have handout passed along showing proposed Digital Tier so he could have an indication of what could possibly be moved from Expanded to Digital Tier. He then asked members to seriously consider removing Fox Family Channel from Expanded and add Court TV in its place. He explained that Court TV, which has LIVE, courtroom cases on-camera—much like C-Span showing House and Senate proceedings --would be a good educational tool for the community to understand how our court system works. Other members agreed and unanimously voted to replace Fox Family fChannel with Court TV. The Expanded Line-up was then approved as submitted, with the change. Vince handed out proposed Digital channels based on the selections S. Hauck had tallied last week from each committee member(Vince also had included suggested Premium channels and PPV with this handout). S. Belsky's votes were tallied via E-Mail (as he had left early last week to go to another meeting). Vince noted that L. Niemark had not yet voted (he was gone last week and had requested to not vote until he had clear indication of what Expanded Channels committee was approving). In reviewing Minutes, a committee member pointed out that Vince had inadvertently left off Speedvision(receiving 4 votes) and this channel was placed where Turner Classic Movies appeared (committee had approved TCM as part of the Expanded Line-up). A discussion followed, led by L. Niemark, questioning whether too many `sports-type' channels appeared on Digital Tier, such as Fox Sports World, CNNSI and Speedvision. Vince mentioned, along with other committee members, that Speedvision is strictly auto racing. Fox Sports World covers many different types of international sports not commonly viewed on ESPN, ESPN2 or the more regional Fox Sports Northwest. This includes World Cup Soccer, Rugby from several different leagues, Davis Cup Tennis, 2 NFL Europe and others. CNNSI is mainly a sports informational network featuring personal interviews with sports figures, up-to-the-minute sports scores/highlights, etc. Committee reviewed 15 channels proposed on Digital and made one additional change: adding CNNfn and CNN International (channels are shared...fn is daytime and International is in the evening). This channel replaced the suggested Bloomberg TV, which some members defined as a `talking head' channel with an announcer surrounded by graphics, rolling grids and scrolled information. The committee then focused on the Premium channels Vince submitted. W. Brain asked for a definition of Premium Channels and Vince answered that these are channels—such as HBO and Showtime—where customer pays a monthly fee (like $12.95 through Falcon...equipment extra). The subscriber can watch first-run movies (movies go to the video store first, PPV second and then to the Premium Channel programmers where they are offered last), original series and movies, sports events, concerts, comedy specials. The members requested to know how many Premium and PPV channels they could pick for Premiums and PPV. Mentioned to group there was no real `number' but Pete and Vince emphasized our transport fee costs/equipment costs per channel, programming fees, etc. Vince and Pete thought it best to give committee a firm number of channels they could pick for Premiums and PPV and told committee they would get back to them with an answer for next week's meeting. Meeting adjourned at 7:06 PM by S. Belsky. Next meeting will be at Hillah Temple on Thursday, April 15, 5:30 PM. 3 Council Communication Public Works Department Sanitary Sewer Easement Termination April 20, 1999 Submitted by: Paula Brown Pte" Reviewed by: Paul Nolte , (I Approved by: Mike Freeman Title: Termination of a portion of a sanitary sewer easement at 364 Helman Street (tax lot 391E4CD- 900) Synopsis: This request terminates a portion of a sanitary sewer easement which was created by a land partition survey (plat no. P-101-1992) in 1992. The 1992 easement did not define the true location of the existing sewer main. A new easement has been created which more accurately depicts the actual location of the sewer line. Much of the previous easement lies outside the described boundary of the newly acquired easement. The portion of the easement lying outside this newer easement is being terminated by means of the attached quitclaim deed. Recommendation: It is recommended that City Council adopt a motion to terminate the portion of the sanitary sewer easement as described and authorize the Mayor's and City Recorder's signatures on the attached quitclaim deed. Background Information: The purpose of this easement termination is to correct an error in the surveyed location of a sanitary sewer easement as created on partition plat no. P-101-1992. The surveyor who platted the easement made the erroneous assumption that the sewer line was laid on a straight course between manholes as is the usual case. When the sewer line was recently magnetically located it was noted that the sewer line had been laid with an angle midway between the manholes. A new easement has been created based upon the actual established pipe centerline. This sanitary sewer easement is not an authorized use as a pedestrian easement, and therefore does not remove a possible pedestrian access way. FAUSERTAULMCOUNCIUterrninate Sewer Eumnt Helrmm.wpd NS CITY OF ASHLAND STATE OF OREGON, }SS. _ ___________ 20 N MAIN ST aunty o --------thin instrument °""""-"'""""------."----'-"-" I certify that the within instroment ASHLAND OR 97520 ------------°---om,i>r -------"-"------- was received for record on the day CAYLARD & ROBERT VESTAL____._____-_____ of------------------------------- l9_____,at -----------o'clock------M.,and recorded in . ------------------ ___--________._----------------- book/reel/volume No. ----------- on page o,.n..'N.m..,a"°°1° SPADE RESENvED and/or as fee/file/instru- Aft r rwaUbb.IMNI,b Mb„e Ananu,Do): MR CITY OF ASHLAND Rentrds of aid County. No. ------------ _ _ ___ __________________________________ PECORDEP9 USE Records of said County. ________________________________________________________ Witness my hand and seal of County -------------------------------------------------------- axed. ume na,w.M enN,Nbe.r,a r tb eW,e,e,n.m Mw.Aaae"..rapt: . ND CHANGE ----�E ---E ________________________________________________________ By---------------------------------Deputy. QUITCLAIM DEED KNOW ALL BY THESE PRESENTS that__CITY_OF ASHLAND, a_rmunici�sal-corporation -----_ _ __ _______--_______-___________________________________________________________________________________-___________________-____ hereinafter called grantor,for the consideration hereinafter stated,does hereby remise,release and forever quitclaim unto__________ GAYLORD--S.--VESTAL-and ROBERT V. VESTAL hereinafter called grantee,and unto grantee's heirs,succession and assigns,all of the grantor's right,title and interest in that certain real property,with the tenements,hereditamenls and appurtenances thereunto belonging or in any way appertaining,situated in Jackson_________________________County,State of Oregon,described as follows,lo-wit: All right, title and interest in and to that certain easement and right of way for sever and rights in connection therewith, granted to the City of Ashland, a rluncipal corporation in Jackson County, Oregon, recorded November 28, 1906 in Volume 57 page 251 and recorded August 29, 1916 in Volume 112, page 146 of the Deed Records of Jackson County, Oregon, and as restated and depicted on as a sanitary sewer easement located in the easterly and southerly portion, as set forth on Mirror Lard Partition recorded October 2, 1992 as Partition Plat No. P-101-1992 of "Record of Partition Plats" in Jackson County, Oregon and filed as Survey No. 13172 in the Office of the Jackson County Surveyor• i f i I i VF SPACE a1511ffldFllr.OuNTME DESCRIMDN ON REVERSE 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 f-1 0e---------------•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)consideration m(Lae antenae behveen the symbols m,if not applicable.should Ib deleted.Sao ORS 91070.) In ctonstming this deed,where the context so requires,the singular includes the plural,and all grammatical changes shall be made an 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 ear6ara Christensen AND TO DETERMINE ANY LIMITS ON LAWSUITS AGAINST FARMING OR FOREST _ PRACTICES AS DEFINED IN ORS 30.930. _______________________________________________________________ STATE OF OREGON,County of__Jackson----------------------)St. This instrument was acknowledged before me on _______________________________________19_____, . by__________________________ ____________-___________-___-.____________--_______________- This instrument was acknowledged before me on ---------------------------------------19_____, Catherine Shaw and Barbarbara Christensen b ____ _ ___ _________________.__-________.__________.__.__________________.____ I.. as Mayor_and_City Recorder""—""""""""---""-""----"--""--"""-----------__--____---------- of_CitY_of_Ashlar_d---'"""---------------------------------- °"---------- j - Notary Public for Oregon My commission expires----------------------------------------- I U') I SD I 1 9 3 3 1 Z Z 3 '51 3 t 3 3 a 3 3 �14 f 04 3 3 s 1 4 3 1 C 3 t c I Ln 00 fn W n Ell v e! � o n N Z co N tn �♦ 0661-09-d 'ON m _ 0 TS W 1V-ld NOlili8Vd • Np W m z O �g�pOd mss' z z �? 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L eta � a_.e_ Ey p�q tcr0 C C ^ °'pp m 'i bbeS E:StrH �4eo 7 W W z � sPm W ` OS �e v�Z HER k s sP ko86° k o 8 aL p$n Ra LLJ F e °cSLJn aF r ��P➢oB'$ •er � ilh v a 5•.•¢_'r ° �N'OZ6�Ri rv� m �� o ° Q E to .ov��� _ $�v1•Jp J"nr�oeown aoq <_�� 0 I K $ c 3 c° py- R•v�o �'S B�L� �y°"f pbyy��.6�puP k[°§q�^ � y' �� �`\� o 1 O C 1Q Sff6 pt��Op.�LM1yO S > oFJ$ g fi n;.W<p<° G �/��Qri-6196Lf�SZS�$�.� LI � C a y' •� _ ..�Yig� S fv��On "'al^{°ryN�&�'�� O fC °rq � b B I bb Council Communication Legal Department Temple Emek Shalom Request for Sewer Service April 20, 1999 Submitted by: Paul Nolte Approved by: Mike Freeman Title: Motion for Approval of Sewer Service outside the City limits, but within the City's Urban Growth Boundary for Temple Emek Shalom at 1800 E. Main Street (39 1 E 11 tax lot 900) Synopsis: At its April 6`h meeting the council conditionally approved in concept the application by Temple Emek Shalom for sewer service to a proposed temple building outside the city limits but within the city's urban growth boundary. Conditional approval was made subject to the city attorney returning to the council language for a motion which would require the applicant to ensure compliance with the criterion for connection to an existing sewer line as set forth in AMC § 14.08.030.C. Recommendation: Adopt the following motion: The Rogue Valley Jewish Community, a nonprofit Oregon corporation, dba Temple Emek Shalom, (the applicant) be granted permission to connect a temple building to be constructed at 1800 East Main Street, Ashland, Oregon, to the Ashland city sewer system, subject to this condition: that prior to such connection there exists an City of Ashland eight-inch sewer line within 300 feet of the existing dwelling on the property. Applicant shall construct such sewer line and connect it to the City of Ashland sewer system. The sewer line is to be constructed at no cost to the city and shall meet city standards. Once constructed, the line within the public right-of-way shall be dedicated to the city, and the city will accept the dedication as an Ashland city sewer line. Subject to the foregoing condition, the council finds that all of the requirements of Ashland Municipal Code Section 14.08.030 have been met by the applicant and that it is in the best interests of the City of Ashland to permit the connection to the city sewer system. Consider adopting additional conditions of: 1. The applicant will install a sidewalk and storm drain improvements along the East Main Street frontage of the property. 2. The applicant will comply with the city's land use site review standards. 3. The applicant will make such applications,pay such development fees and conform to such development standards as if the property were located within the city limits'. (The above additional conditions were discussed in one form or another by the council at the April 6 meeting.) Council Communication Legal Department Temple Emek Shalom Request for Sewer Service April 20, 1999 Page 2 Background Information: The proposed siting for the Temple Emek Shalom is a 2.1 acre parcel with an occupied single family residence with a failing septic system. The temple building will replace the residence. The property is outside the city limits but within the city's urban growth boundary. In accordance with the requirements of AMC § 14.08.030: A. The applicant will pay the sewer connection fee and the systems development charges. B. The public works director has determined that the replacement of the dwelling with the temple building will not increase the use of the sewer system. C. The applicant has secured 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. D. The applicant will 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 and will provide, upon annexation, for any payments due for withdrawal of the property from any public service district. E. The applicant will execute a deed restriction preventing the partitioning or subdivision of the land prior to annexation to the city. F. The land is within the Urban Growth Boundary. t F:\USER\PAUL\cc temple 420.wpd ( r § k � ■ � m 2 ) » § § a ) § « J o ; © ' m o U) C J \ ) ) ) o ~ = n m « � 0 U j ( \ CL k C CL 2- � - 7 / = C6 r « \ t { 2 ) A5 - « _ E I � { f � ( ) ® ■ - _ _ - 3 E k \ } J ) \ k { ! a cc C \ ) k \ \ % ¥ ) ` 2 _ Q - } k k { / � � = \ LL § {=/ k ) L) cn ) 4) "rl\ \ \ ■ E '6( o 'o 'o - - Oa_ M.- E ! IL � a - _ � ) ) t ® � & k, ! 3 =2 | a7 ) i • f f 5 ! « « / » Q ` - n , ` ° ° k aE2 , .5 -6 2 -6 ! 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Synopsis: The City Council adopted several goals for the 1998 — 1999 Fiscal Year. Attached is an update on the implementation of these goals. City Council Meeting April 20, 1999 Fiscal Year 1998 - 1999 Council Goals Implemera�ion Report Number 3—Spring 1999 f Develop • secure new facilities for Department 1. Meet with property owners in immediate vicinity of Station #1 and Station#2 (Completed —June 1998) 2. Update space requirements analysis (Completed September- 1998) 3. Retain consultant for preliminary design work (Completed October — 1998) 4. Determine property owners interest in selling land to the City (Completed December 1998) 5. Brief City Council on financing alternatives for fire stations (Completed December 1998) 6. Develop request for proposal for design and engineering services (Completed April — 1999) 7. Schedule Study Session to discuss design, station location, bond issue timing (May— 1999) 8. Begin station planning process for Station #1 or#2 (July — 1999) 9. Station planning process complete (includes architecture, land acquisition, engineering, permitting, etc.) (Winter- 1999) 10.Station construction (Spring—2000) 11.Begin process over for Station #1 or Station #2 process.Initiate a City-wide strategic planning 1. Conduct 1998 Citizen Survey(Completed — November 1998) 2. Brief City Council on Survey (Completed — December 1998) 3. Kick-off Meeting with City Council on strategic planning process for 1998— 1999 (Completed — November— 1998) 4. Public Hearing/Public Input (Completed —January— 1999) 5. Develop Community Vision Statement (Completed — March 1999) 6. Develop Goals Statements (Completed —March— 1999) 2 7. Develop Multi-Year Plan (i.e. budget, comprehensive plan, water plan, "partners", etc.) (First Stages Completed — March 1999) 8. Organizational (Implementation—Summer 1999 and on) Explore alternatives to current Local Improvement District (LID) Steps include: 1. Convene committee (Completed) 2. Committee report (Completed) 3. City Council presentation (Completed —August 19) 4. Discuss alternatives (Completed — December 1998/January 1999) 5. Implementation of new LID processes (Completed—fiscal year 1999-2000) Encourage alternative transportation modes. Projects Include: Central Ashland Bikeway ♦ Project under construction (estimated completion Spring — 1999) Sidewalks and Trails Construction ♦ Pursue ROW with Railtex for extension of Central Ashland Bikeway (Spring 1999) ♦ Staff report to City Council on feasibility of this project (Summer 1999) Lineal Parks ♦ Parks and Community Development have concurred that the concept of lineal trails is appropriate for Ashland — Completed RVTD Levels of Service ♦ Additional route added in Ashland on East Main July 1 — Completed ♦ Seeking resolution to SOU Ridership Program (ongoing) 3 Siskiyou Bike Lanes ♦ Meet with ODOT representatives to discuss jurisdictional exchange and the timing of the proposed project as approved by RVACT (September 1998) ♦ Working with ODOT for proposal for Ashland to take over Siskiyou Blvd. As part of the jurisdictional exchange program. Flood Develop long-range plan for flood plain and riparian areas. Include consideration for recommendations provided in the Ashland Creek Restoration Project (OTAK). 1. Review OTAK report for clarity, recommendations, direction (Completed) 2. Develop list of projects to be addressed in overall plan (Completed) 3. Initiate planning process (Completed) 4. Develop multi-year plan to deal with issue (Summer 1999) 5. Tie to CIP for funding (ongoing) Develop 1. Hire consultant(Completed —June 1998) 2. Prepare list of issues to address (Completed—June 1998) 3. Identify alternatives (Completed —July— 1998) 4. Presentation of alternatives to City Council (Completed —October— 1998) 5. Chamber Forum on water planning (Completed— November— 1998) 6. Adoption of alternative (Completed 1998) 4 Council Communication Public Works Department Construction / Project Summary April 20, 1999 Submitted by: Paula Brown Approved by: Mike Freem AN Title: 1998/99 Construction and Major Project Activity Summary #3 Synopsis: The following summarizes the construction and major project activity being completed by the Public Works Department. The project summary is categorized by Divisions within the Department. Recommendation: This is for information only, no action required. Background Information: The Public Works Department is involved with the majority of the construction activities within the City. Many of these projects are budgeted in various Divisions within the Department and are coordinated through the Engineering and Public Works Administration Division. Many projects require coordination across divisions and are coordinated with other Departments. Staff will provide more detail on any project as desired by the City Council. Engineering and Public Works Administration • Comprehensive Water Master Plan and Implementation Status: Carollo Engineers was hired to evaluate alternatives and combinations of alternatives. Staff and the consultant worked with the Water Advisory Group, a group of interested and informed citizens with technical support. A Public Forum was held on November 10'", and a Council Study Session was held on December 71. Council decided at their December 151 meeting to continue to participate in the TAP project construction to Talent and continue to explore other water supply links. Staff will continue this project under the "Implementation" phase and will bring this to Council at the April 22nd Study Session. Expected completion: Master Plan complete - Implementation beginning (Spring 1999) Cost: Plan - $97,000; Implementation- $1.2M construction - and staff coordination • Storm Drain and System Drainage Master Plan Status: KCM is the consultant on this project. KCM has completed preliminary drainage basin analysis and has completed preliminary basin modeling. A Public Meeting was held on March 23rd to gather additional information on problem areas. All of the basins have been mapped on the City's aerial photography and topographic maps and will be used to generate preliminary recommendations. We anticipate two other public meetings this spring prior to completion. The initial analysis is impressive. Expected completion: June 1999 Cost: $50,000 • Sanitary Line to Ashland Municipal Airport Status: Received a SOREDI Grant for$25,000 which requires project completion by June 1999. Design is being completed in-house and is expected to out for bids in May, for a construction completion in June or July at the latest. We are a little behind pending easement acquisition and final design details. Expected completion:- June/July 1999 Cost: $212,000 • Renegotiate Water Supply Contract with TID Status: The proposed contract developed by TID and the City to extend the 1966 water rights (795 acre feet), and use the water beyond the regular irrigation season, was sent to BOR for review and approval (last fall). TID has been in full support. There are still some details to work through. BOR has delayed review of the contract documents. TID and City Staff are pushing for BOR's earliest review. TID continues to provide extensions for the use of the water. Expected completion: June 1999 Cost: not specified • Fuel Tanks Improvements - Airport and City Service Center Status: Bergeson-Boese & Associates was hired to define a t 1 solution to the underground fuel tanks to meet DEQ requirements, and were hired to complete the tank removal, site restoration, soil remediation(airport) and tank replacement. This contract had several delays, but has met all of the required DEQ compliance deadlines. The new tanks are in place at the City Yard, awaiting dispensing pumps and motors to be able to resume fueling on site. The concrete pad is complete and the tanks have been delivered at the airport. site preparation at the airport Airport tanks should be operational by the end of April. City yard fueling should resume in May. Expected completion: April 1999 Cost: $15,000 design; $350,000 implementation 2 • Phase II of the Roca Creek Channel Improvements Status: In process. Received final approvals for channel work for next spring. Continuing to work on property purchase with the Martins, and in completing the pipeline portion. The diversion structure for the Paradice/Roca Creek split is nearing completion. Expected completion: June 1999 Cost: $200,000 • Construct Sidewalks and Traffic Calming Measures on Oak Street Status: The final concept design was approved by Council, ODOT and a traffic consultant. Construction was origninally scheduled to begin as early as last fall, but was delayed until late this spring to allow time to complete final design of both the sidewalk /traffic calming measures, and to redesign the four way stop at Oak and Hersey. Construction should be completed before school status this fall (1999)thereby meeting ODOT's project completion deadline of October 1999. Expected completion: August 1999 Cost: $155,000 • Miscellaneous Concrete AiISCEL ;S CONCRETE Project PROJECT Status: Complete. Staff negotiated additional work for completion under this contract by i Versitile Concrete which included a new 1 o , ` 3 sidewalk on T" Street. '. o Under this contract, 3800 lineal feet of new sidewalk was installed. (See the insert to the right) Cost: $130,000 ❑ Develop Geographic Information System (GIS) Status: Our GIS Technician (Rich Hall) started in January and has made great strides in bringing up our GIS mapping capabilities. In addition the City has a contract with RVCOG to complete a needs assessment for traditional GIS functions. RVCOG has interviewed all departments and should be complete by May. Expected completion: Transition to take 18 months (by June 2000) Cost: $150,000 budgeted this year(on schedule) ❑ Acquire Digital Orthophoto and Topographic Maps of the City Status: The orthophotos and topographic maps are complete and being used. They have added a level of sophistication and detail to our mapping and designing capabilities. Expected completion: complete Cost: $94,600 3 ❑ Complete the Global Positioning System (GPS) Survey Control Network Status: Staff completed the control, and will file the data with the County Surveyor's office. This information links with the aerial photography and topographic data. Expected completion: complete Cost: Staffing ❑ Crowson Reservoir Roof Replacement Status: Adroit Construction was awarded this project. Initially we planned to demolish the reservoir roof in February but with the high flows, low temperatures, and high demand this winter, staff requested that the work be delayed until this fall when the flows are not as high and the water easier to treat and bypass Crowson for delivery to the rest of the City. Adroit has been very cooperative with all of the City requested delays. Expected completion: October 1999 (delayed form February 1999) Cost: Design- $23,000; Construction estimated at $400,000 ❑ Central Ashland Bikeway Construction Status: This project is being managed by ODOT and construction is being completed by Ledford Construction. There have been several changed site conditions and delays. ODOT stopped work on the bikepath in December due to the rain, and has not yet resumed work due to the wet cold weather this March and April. Once Ledford is able to restart(ODOT's call), there is less than a month's work to complete. The City completed a 24" storm drain project on the section between Normal and Walker streets along the railroad tracks. Expected completion: May 1999 (originally October 1998) Cost: $800,000 (City portion $340,000, remainder funded through ODOT grants) ❑ RVTD Bus Shelter Construction Status: Staff is completing design and will go to bid late April. Construction should be completed within 90 days of award. Expected completion: Construction completion anticipated by the end of June 1999. Cost: $150,000 • Westwood Street Improvements (LID) Status: D. Britton Construction was awarded the contract in December. As the weather is now starting to cooperate, construction should move quickly. Expected completion: June 1999 Cost: $165,000 • Fordyce Street Improvements (LID) Status: Complete. Cost: $223,000 • Wightman Street Storm Drain, Phase III, from Iowa to Lee Status: The project was bid last month and has been awarded to Southern Oregon Underground. The project will begin on April 19th, with completion in June. Estimated Completion: June 1999 (on schedule) Cost: $155,750 (contract award) 4 Sewer ❑ NPDES Discharge Permit Renewal with DEQ Status: Permit is complete and signed. Staff has filed a request for modifications to allowable discharges for the months of October and November based on creek flows and BOD limits, and is discussing this with DEQ. Expected completion: Complete (modifications should be accepted by Spring 1999) Cost: not applicable ❑ Treatment Plant Facilities Improvements Status: Construction of the On- A Site Facilities Improvements began in September 1998 and is scheduled to be completed in September 2000. The on-site project is slightly ahead of schedule with over 50% complete. Design of the Off- t Site Spray Irrigation and Biosolids Reuse is complete and will be put out to bid in early May. Construction award for the off site work will be held until June pending the LUBA decision. New oxidation ditch under construction This project is funded in part by DEQ CWSRF loan. Expected completion: December 2000 Cost: Design and Construction Management $ 3,800,000 On-Site (contract+ 5%) $13,200,000 Off-Site (estimate) $ 8,600,000 • Demonstration Wetlands System Project Status: Construction was completed in July 1997. First cycle of data analysis was completed in September 1998. Results are positive, but do not meet the phosphorus reductions to 0.08 mg/1 as required for direct effluent discharge to the creek. The consultants (Cascade Earth Sciences, CES, are completing some design changes to the sand filters and should be implementing those changes in April. These changes should reflect better results through the sand and the sand/soil filters. Expected completion: September 1999 (may need extension) Cost: $400,000 (total) • Sanitary Sewer Line Replacements Hersey Street(in-house work) spring 1999 Union Street (in-house work) In progress for April 1999 completion Manhole Rehabilitation (contracted) spring 1999 5 ❑ Bear Creek Trunk Line Replacement . Status: Staff delayed the section from Oak Street to the Pump Station so that it would be constructed with the off-site WWTP project(same location). The next piece (Nevada to Carol) will be completed next fall (1999) Expected completion: Fall 1999 Cost: $150,000 Water • Ashland Street Main Line (Terrace to Weller) Status: Ledford Construction completed their work in January. Staff extended this project to include the remaining section of leaking line through to Liberty Street. The water crews will be completing the cross connection and final conversion this summer. The last phase from Liberty to Palm/Siskiyou is scheduled to be completed in FY0L Expected completion: 3nly 1999 - Complete Cost: Construction estimated at$365,000 (increased scope from original $160,000) • Water Filter Plant Improvements (particle counters,etc) Status: Installed three new particle counters to provide better monitoring for elimination of potential cryptosparidium and giardia. Replaced the influent control gates and computer links. Staff hired a consultant to evaluate the options of going to sodium hypochlorite instead of using chlorine gas at the treatment plant. There will be major projects brought forward in the future for replacing the chlorine system and possibly I upgrading the filters (FY01 or later). Expected completion: June 1999 Cost: $31,000 • Distribution System Improvements; in-house work Total Cost: $70,000 Wightman Street(Siskiyou to Quincy) complete Youth Works Line complete Lithia Water Line (replace 1000') complete i PRV - Iowa Street, Faith Street complete TID Canal (replace 1000') spring 1999 Pioneer Street (South of Hargadine) complete Fairview(Union and Iowa) complete Water Fund - Flood Restoration ❑ Flood Restoration on Ashland Creek at WWTP . Status: Expected commencement May 1999. Division of State Lands and US Army Corps of Engineers permits have been received. Expected completion: July 1999 Cost: $15,000 (significantly reduced from earlier cost estimates) ❑ Prioritize project identification, funding and completion schedule. Immediate priorities (within the next 5` years) include Calle Guanajuato with Main Street Bridge improvements, and Water Street Bridge. Longer term priorities (5-15 years) include Van Ness and Hersey Street Bridges. Status: Staff is working with the Parks Department on the RFP scoping and evaluation. 6 Expected completion: June 1999 Cost: Staff Time ❑ Develop Operational Flood Management Strategies and Improve Flood Plain Zones/ Mapping Amendments Status: In process. Many of the "flood management techniques" have been discussed and implemented as a result of emergency training briefs. Flood mapping has begun as a part of the GIS work and will be completed next year. Expected completion: Ongoing emphasis. Cost: Staff Time Water Fund - Forest Restoration ❑ Implement the Ashland Forest Management Plan (Forest Commission) Status: In process. Much progress has been made in the development of prescriptions and identifying fuels reduction priority units. Additional work in the following: ► Complete Short Term Selective Fuels Reduction Implementation Programs ► Develop Partnerships with REAL Corps, Ashland High School, Forest Service and Parks Department for Project Implementation ► Education and Informational Activities to Promote Fuels Reduction Benefits Expected Completion: ongoing Cost: $75,000 annually Streets ❑ Storm Drain Improvement Projects (12" PVC ) Total Cost: $46,000 Garfield Street; Iowa to Quincy (675') complete Holly Street; Terrace to Mead (450') complete Roca Street(450') complete Van Ness Avenue; Helman to Skidmore (1,235') complete Catalina to Scenic Dr. (800') complete Liberty Street; Pratt to Siskiyou (may contract) Normal Street; Fremont to Ashland complete Sherman Street complete ❑ Update Pavement Management Program Status: Staff has evaluated several systems to categorize and develop a pavement inventory for better management. Staff will purchase a software program and have staff trained on this application this year in anticipation of all of the pavement/pothole repairs to be completed next fiscal year. Estimated Completion: winter 1999 Cost: Staff Time ❑ Street Resurfacing Projects (total .85 miles) in-house work; Total Costs: $150,000 Scenic Drive; Church to Grandview(1,050') complete Helman Street; Van Ness to Hersey (435') complete Lincoln Street; Iowa to E. Main(1,330') complete 7 Water Street.; B to Van Ness (773') complete Morton Street; Pennsylvania to Ashland (900') spring 1999 Taylor Street; Ashland to Holly (1000') Delayed until FY00 ❑ Sherman Street Reconstruction Status: LTM Inc. completed the work within their schedule. Several water and drainage issues were resolved. Estimated Completion: complete Cost: $140,000 (over initial estimate) ❑ Union Street Reconstruction Status: The City received approval for this to be included in the ODOT Fund Exhange program for FY00. Preparatory work(sewer, water services, etc) is being completed now in anticipation of storm drain and street reconstruction this fall(1999). Estimated Completion: Fall 1999 Cost: $120,000 ❑ B Street Yard Improvements Status: Staff, coordinated through engineering and primarily the street division, have been slowly cleaning up the site and preparing for the site work (paving, fencing, etc.) i for the B Street Yard improvements. Staff has not completed the Planning Department requirements for the building improvements and will work toward that this year for ' construction next year. Estimated Completion: Spring 2000 Cost: $125,000 Airport • T-Hangers (site prep only) Status: Scheduled for fall and winter, this project has been delayed due to time constraints and will be completed later this calendar year Estimated Completion: spring/summer 1999 Cost: $45,000 and Staff Time • AIP Projects Status: Awaiting decision of the AIP grant submittal for electrical upgrades,taxiway construction and tie-down aprons. Estimated Completion: spring 2000 Cost: Staff Time • Fuel Tank Replacement - see Engineering above Cemetery ❑ Survey All Cemetery Plots Status: To be contracted this spring (engineering to negotiate contract) Estimated Completion: spring/summer 1999 Cost: $20,000 (rough estimate) F:\USER\PAULA\COUNCIL\Construction Updates\construction memo april 20.wpd 8 Council Communication Public Works Department Second Reading - Vacation of New Street ,� April 20, 1999 Submitted by: Paula Brown J� --- Reviewed by: Paul Nolte Reviewed 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 City Council held a public hearing on April 6, 1999, and subsequently approved first reading of the ordinance to vacate New Street. Recommendation: It is recommended that the Council approve second reading by title only of 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. 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 by any of the utilities, nor community members. No objections were raised at the public hearing on April 6th. F:\USER\PAULA\COUNCIL\CC ORD 2 Vac New S[Apr20.wpd ORDINANCE NO. AN ORDINANCE FOR THE VACATION OF NEW STREET FROM ITS INTERSECTION WITH OAK STREET TO ITS TERMINUS, ALL OF WHICH IF LOCATED BETWEEN HERSEY 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. i Catherine M. Shaw, Mayor Reviewed as to form: Paul Nolte, City Attorney PAGE 1 - ORDINANCE CAWINOOWS\TEMPWawaon ord yaw stmt.wpd OOH so' �" 1 � � waoa r,,; --PATTERS 1 492 c h ;v +• �' r OQ `\ 803 2 1 0 021 A[ so", RS • �339� Q�fk fs>< 4 —� ""'SEE, DETAIL MAP 2 i F- - 5 PART FLIT , Vi A '`D, •L 1 It , of _. NW Cor. D.L.C.42 tq 01 DL.O 1700 •..,;1�-�' _ �f::x. or 15 L �• Iocf 1� �- �o4.0 ' : 1900. 2004 ANC+ 51 1800 Ff-2 5 �SpO Is print is m> �ItE a the Purpose Of OVb 1�� assisting in loafing said promises andthe=nM J6 a assumes no liability for information printed on this y _Try =P including toning,variations,if any.M dimen• lions and locations,ascertained by adusl survey. JACKSON COUNTY TITLE 1400 ��, °A DIVISION OF OREGON TITLE INS. CO, 502 W. MAIN PH. 779.2911 MEDFORD, OREQON ° RCM 45-OW. e h . v A h e d fob e So` T N fRN s,..° •� ��r'•. .7:W.jr+-Cxr+•wn�wraYw\4ifFGT/'��..-� 'P�^'1iAw._f:.%.uV.: .../FGdA:v.:4•:i' •/r•.'/rw• `. Cd WdZt:SO 666T 9T -JeW Zbb8Z8VTh5 'ON 3NOHd W31SAS MJ ofucseued W083 84543 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 459 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 50-1/20 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 Jackson County, Oregon; thence North 450 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 #393E4CD, 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 chaine; thence West 1.59 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 Ed WdjV:SO 666T 91 'mew EhC8E8b1b5 : 'ON 3NOHd W31SAS Xtld oluOseued : W08J 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 45 019' East, along said line, 80.00 feet to a point South 49 030' East of the point of beginning; thence North 49 030' West 149.50 feet to the point of beginning. (Code 5-01, Account #1-5058-0, Map #391E4CD, Tax Lot #1500) £d WdZb:SO 6661 9T 'jew ZD78ZBbT75 'ON 3NOHd W31S.15 XUj otuoeeued W0HJ City Council Communication Administration Strategic Plan Adoption April 20, 1999 Submitted by: Mike Freeman Approved by: Mike Freeman Title: Adoption of the 1999—2000 Ashland Strategic Plan. Synopsis: The City Council adopted a goal in 1998 to begin a strategic planning process for the City. The City Council and staff began the strategic planning process in late 1998 and completed the draft plan in March 1999. The staff requests that City Council adopt the draft strategic plan and it form the basis of the priorities and projects for the City in the next fiscal year(July 1999 to June 2000). Recommendation: Staff recommends that City Council adopt the attached strategic plan. Background Information: For many years, the City Council has conducted a goal setting process that identified short-term goals for the City, which were subsequently tied to the City's budgeting process and implemented. The goal setting process has been a valuable tool for the City as it created goals that have driven the finances and organization in a specific direction. The Council decided to build upon the successes of the past and work toward a longer-term strategic plan that would guide the organization now and in the future. The City Council and staff met over the past few months to begin formulating the strategic plan. The Council has identified the following as the Community Values statement: Ashland respects its diverse people, natural environment, and rich heritage and culture. It values citizen involvement, initiative, innovation and a strong sense of community. The Council and staff further identified numerous goals that fit in broad categories, such as Citizen Participation and Involvement, Environmental Resources, and Transportation (see attached document for more information). Some of the more significant goals identified in the strategic plan that are included in the proposed 1999—2000 Budget include: • Developing a plan on how to make the best use of citizen involvement by outlining the essential steps the City will follow as it seeks public input on City programs, policies and projects. • Develop and implement a community land trust program to ensure that affordable housing needs are met. • Prepare and present to City Council for adoption standards for the construction of public buildings. • Prepare an implementation plan for the TAP water pipeline intertie project. • Continue space-planning initiatives underway: Library, Fire Stations, and Hillah Temple. • Be Y2K ready regarding mission critical City services. Additionally, play an important role in 1 educating the community regarding Y2K issues. • Analyze the service demand for transit services in the community by conducting a community- wide survey. The analysis will what barriers exist that keep people from using mass transit and should identify what measures the City could take to further encourage the use of transit services. • Update the downtown plan that includes the downtown parking plan. • Study the feasibility of jurisdictional exchange for Highway 99 with the State and present to the City Council. • Evaluate the feasibility of sub-regional planning with nearby local governments and service providers. The strategic plan the Council is being asked to approve is a first step for the City. Future strategic planning efforts will attempt to refine the existing plan and attempt to keep it relevant for the Council and community. t 1 2 RESOLUTION NO. 99- A RESOLUTION ADOPTING THE CITY OF ASHLAND 1999-2000 STRATEGIC PLAN THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. The attached City of Ashland 1999-2000 Strategic Plan is adopted as the strategic plan for the City. This resolution was read by title only in accordance with Ashland Municipal Code §2.04.090 duly PASSED and ADOPTED this day of 1999. 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-RESOLUTION (C:\WINDOWS\TEMP\gwprint\STRATEGI.WPD) COMMUNITY VALUES STATEMENT Ashland respects its diverse people, natural environment, and rich heritage and culture. It values citizen involvement, initiative, innovation and a strong sense of community. CITIZEN PARTICIPATION AND INVOLVEMENT 1999 — 2000 Goals 1. Increase the use of technology to encourage citizen participation. 2. Staff should develop and present to City Council for approval, a plan that outlines how to make the best use of citizen involvement by outlining the essential steps the City will follow as it seeks public input on City programs, policies and projects. To the extent it applies, the Staff will use the Citizens Communication Committee report to establish these essential standards. 3. Continue with the Citizens Police Academy. ENVIRONMENTAL RESOURCES 1999 —2000 Goal 1. Finalize the riparian ordinance. HOUSING 1999 — 2000 Goals 1. Develop and implement a community land trust program to ensure that affordable housing needs are met. ECONOMIC STRATEGY 1999 — 2000 Goals 1. Develop printed materials that clearly outline the goals of the City of Ashland which impact business relocation to/within the community. The goals of the City are outlined in the comprehensive plan. i 2 i t 2. Study the Portland living wage ordinance and present the findings to the City Council. PUBLIC SERVICES 1999— 2000 Goals 1. By June 1999 be Y2K ready regarding mission critical City services. Additionally, plan an important role in educating the community regarding Y2K issues. 2. Prepare an implementation plan for City Council for the TAP water pipeline intertie project. 3. Prepare and present to City Council for adoption standards for the construction of public buildings. 4. Improve the sound and video quality of the City Council chambers. 5. Install high-quality portable restrooms in the Calle area of Ashland Creek. Work with Parks to develop a long-term solution to restroom availability in the Plaza area. 6. Continue space-planning initiatives underway: Library, Fire Stations, and Hillah Temple. TRANSPORTATION & TRANSIT Transit 1999 —2000 Goal 1. Analyze service demand for transit services in the community. The analysis should solicit information from the community on transit needs relating to: work, school, recreation, shopping, special needs populations, worship and medical facilities. The analysis should address what barriers exist that keep people from using mass transit and should identify what measures the City could take to further encourage the use of transit services. Parking 1999 — 2000 Goal 1. Update the downtown plan parking plan. The update should include analysis on overall street design in the downtown (i.e. traffic flow), capacity and efficiency of the existing streets for parking, evaluating a pay- for-parking concept that outlines the impact on the downtown and adjacent 3 J neighborhoods and addresses citizen parking versus tourist parking, and evaluates the necessity of a parking structure. Transportation 1999 — 2000 Goal 1. Develop an agreed upon, financially constrained 10-year plan for transportation improvements. The plan should address the financial ability of the City to pay for these projects. Regional Transportation 1999 — 2000 Goals 1. Study the feasibility of jurisdictional exchange for Highway 99 with the State and present to the City Council. 2. Study the feasibility of jurisdictional exchange for County roadways in the City with Jackson County and present to the City Council. ENERGY, AIR AND WATER CONSERVATION 1999 — 2000 Goals 1. Develop a plan to meet the water conservation goals adopted as part of the 1998 Water Study. PARKS, OPEN SPACE AND AESTHETICS 1999 —2000 Goals 1. Encourage the Parks Commission to develop a long-term financial plan. HISTORICAL SITES AND STRUCTURES 1999 —2000 Goals 1. Encourage the displaying of historic photos in community buildings. 2. Ensure that all City owned historic buildings are properly maintained. 4 REGIONAL STRATEGIES 1999 — 2000 Goals 1. Explore intergovernmental delivery of services. 2. Acknowledge and discuss the relationship between the Rogue Valley Civic League's Blue Print document with the City's strategic plan. 3. Evaluate the feasibility of sub-regional planning with nearby local governments and service providers. FINANCIAL MANAGEMENT 1999— 2000 Goals 1. The City will develop, implement and periodically review its financial management strategy that addresses existing and potential revenue sources to ensure that City revenues are balanced from property taxes, user fees, grants, and other revenues. 2. Provide comprehensive information to the community on City budget and financial issues to promote more thorough understanding of where the City receives its funding and how it is spent. 3. Ensure that the City's budget is consistent with the strategic plan. 4. Establish a funding policy for the undergrounding of electric poles and lines. SOCIAL & HUMAN SERVICES 1999— 2000 Goal 1. Define the City's role and philosophy in the delivery of social and human services programs. This will be done by the creation of an ad-hoc committee (including Budget Committee members) coordinated by Councilmember Hauck. 2. Based on the determination of the City's role in social and human service delivery, develop a funding plan for community social services needs. 5 ORGANIZATIONAL EFFECTIVENESS Our mission is to: • Provide high quality, cost effective services • Be responsive to community needs • Be pro-active and innovative in meeting the needs of the community • Engage employees in a collaborative partnership with management • Promote community partnerships 1999 —2000 Goals 1. Develop a schedule that outlines a timely review for all the elements of the comprehensive plan. 2. The City Council shall regularly review and amend as necessary the provisions of its strategic plan. The City shall plan for public participation as part of the review process. 3. Continue the internal organizational improvements initiated in 1998 through the Employee Advisory Committee. 4. Complete the Compensation/Classification plan for management positions. 5. Continue implementation of the City's strategic plan. 6. Integrate department work plans with the City's strategic plan. 6 RESOLUTION NO. 99- A RESOLUTION ADOPTING THE CITY OF ASHLAND 1999-2000 STRATEGIC PLAN THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. The attached City of Ashland 1999-2000 Strategic Plan is adopted as the strategic plan for the City. This resolution was read by title only in accordance with Ashland Municipal Code §2.04.090 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-RESOLUTION (C:\WINDOWS\TEMP\gwprint\STRATEGI.WPD) Council Communication Finance Department Park Land Expenditures April 20, 1999 Submitted by: Jill Turner Approved by: Paul Nolte Approved by: Mike Freeman Title: A resolution of the city of Ashland, Oregon, authorizing the reimbursement of expenditures with reimbursement bond proceeds. Synopsis: The city intends to reimburse itself for the expenditures of the park land purchased from the Bryant Family Trust with bond proceeds. The IRS requires the city to declare this intent within 60 days of the payment of expenditures. This is an initial step in the financing of the recent park land purchase which will be repaid with Parks SDCs and Food and Beverage tax over the next several years. Recommendation: Staff recommends approval of the attached resolution. Background Information: This is one of the many requirements in the financing process. The cost of the land may be reimbursed by the bond proceeds. F:W cctg\Parks\Reimburse.wpd RESOLUTION NO. A RESOLUTION OF THE CITY OF ASHLAND, OREGON AUTHORIZING THE REIMBURSEMENT OF EXPENDITURES WITH REIMBURSEMENT BOND PROCEEDS. THE CITY COUNCIL OF THE CITY OF ASHLAND, OREGON, RESOLVES: Section 1. The City of Ashland, Oregon, (the "City") expects to use available funds to pay for the costs of the Bryant Family Trust park land and improvements (the "Project'). Section 2. 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 Project. I Section 3. To permit interest on the Reimbursement Bonds to be excluded from gross income, the Internal Revenue Code of the United States requires that the City declare its intent to reimburse itself from Reimbursement Bond proceeds within 60 days after the expenditures are made. Section 4. The City expects that the principal amount of the Reimbursement Bonds will not exceed $599,000. The foregoing resolution was read by title only in accordance with Ashland Municipal Code §2.04.090 duly PASSED and ADOPTED this day of 1999. Barbara Christensen, City Recorder SIGNED and APPROVED this _day of April, 1999 Catherine M. Shaw, Mayor Revi wed as to form: 1 Paul Nolte, City Attorney i o as ƒ ( /, » , m E E (ƒ C/) o ra ! [ ®E | E c (@ [ 2 { @ ! r } \A\ S c 2 =ƒ ( § ( ' ( 7 I e } ( ( ] J §$ 0 00 } p 0 � }cn 0-0 L -0 , ) LU 0 «£ ( � E \ / % \ / $ \ ak ( \ E ; s ( » 2 , mi \ . « « r n ! ° � � ( ¢ 7 / \ R ± f / \ � § ! ] « } - 00 - \ ( \ ƒ [ # \ \ _ - D 1p _ _ � 2 0 § ƒ m / 3 § ® _ -4 , 2 n 0 § 7 7 § § o cn � � \ k � 0 7 r 0 ° ° 0 D § (� (n \ CL cn \ � ♦ ♦ ♦ ♦ v ♦ ♦ ♦ ♦ ♦ ♦ ♦ n ♦ T ♦ ♦ ♦ ♦ ♦ ♦ ♦ ♦ ♦ ♦ a C x Cl) U r2 � 3 DA) A G D OV> (n � C � fJ 3. 0 ni. o O 0 y u0i m c a c Z 0 N - � o- 0@ <. CO 0 v ?. ."O o3D � `l o0o0c- TS omX > > mN. 2: CD D) (O I O c. 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Main Street PLEDGE OF ALLEGIANCE Mayor Shaw called the meeting to order at 7:00 p.m., in the Civic Center Council Chambers. ROLLCALL Councilors Laws, Reid, Hauck, Hanson, Wheeldon,and Fine were present. APPROVAL OF MINUTES Councilors Wheeldon/Fine m/s to approve the minutes of the regular meeting of March 16 and the continued meeting minutes of March 18 as presented. Voice vote: All AYES. Motion passed. SPECIAL PRESENTATIONS&AWARDS 1. Mayor's Proclamation of April 4-10, 1999 as Arbor Week in Ashland. Mayor Shaw read the proclamation in its entirety. 2. Mayor's Announcement of Tree of the Year for 1999. Mayor Shaw announced that the winner was the Osage Orange at the comer of Helman and Orange Streets. Curt Swearingen of the Oregon Department of Eerestry presented an award plaque and flag to the City from the Arbor Day Foundation. 05 Wheeldon noted she was from Nebraska,and had visited the home of Arbor Day founder J.Sterling Morton. Explained that Morton was the Secretary of Agriculture in N re and planted a huge number of trees on his estate. U- 51 s wt tc� Mayor Shaw commented on the legacy of trees planted by t e pioneers of Ashland. Expressed her appreciation to the Tree Commission for all of their efforts as well. 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 39-1E-04AD-224). Laws asked that the minutes of the AFN Programming Committee be pulled for discussion under "New and Miscellaneous Business". Hanson asked that the minutes of the Airport Commission be pulled for discussion under "New and Miscellaneous Business". Councilors Wheeldon/Laws m/s to approve items 2 and 3 from the consent agenda. Voice vote: All AYES. Motion passed. PUBLIC HEARINGS 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. Public Works Director Paula Brown gave a brief synopsis of the proposed vacation. Explained that the request is for the vacation of a portion ofNew Street,and that Clear Creek Drive would take its place. Brown clarified that this street was originally dedicated in 1911 in its present position. Explained that both sides of the street belong to Ashland Lumber,and they would receive the vacated portion. City Council Minutes 041W1999 1 Reid concerned with the closure of a possible pedestrian link. Requested clarification that City will not lose the ability to serve this area. Brown confirmed that the pedestrian and bicycle needs in this area can still be addressed with the access provided by Clear Creek Drive. Shaw stated that during Strategic Planning it had come up that this area should be laid out,as furtlier development will be occurring in the area. Noted that the City has first right of refusal in the future. Stated that this would be a nice area for some type of commerce to occur,and that the lay-out can slow traffic and encourage people to walk. Explained that there is no interest in developing the wetland area because it is not developable. Feels that the wetlands would be a good parcel for the Council to consider acquiring,both in terms of protecting it and providing pedestrian connection to the Railroad District. Brown noted that sidewalks are ultimately proposed for Clear Creek Drive. Hauck questioned whether it might be worth maintaining the potential for sidewalks between Clear Creek Drive and New Street. Brown stated that the close proximity of these two streets made this unnecessary. Public hearing opened at 7:28 p.m. No speakers came forward. Public hearing closed at 7:28 p.m. PUBLIC FORUM Tanya Achiwa/625 B Street, Apt. #2 and Jim Stephens/1000 Terra Avenue/Representing Baha'is of Ashland. Explained that the Baha'i Faith promotes unity,and seeks to establish peace and justice. Emphasized the value placed on the equality of women and men and the elimination of prejudices. Presented Council with copies of the book"Two Wings of A Bird-The Equality of Women and Men,"and suggested that the unique statements made in the book would be of value in local decision making. Noted the need to be mindful of the advancement of women in all aspects of life. Terry Skibby/611 Beach Street/Expressed his support for the library addition and renovation. Important to keep the library at the Camegie site. Noted condition of the building,need for more space,and the current state of disrepair. Emphasized that the design presented included many much needed improvements,and urged proceeding to address this issue. i Diane Schaffer/583 South Mountain Avenue and Beth Towner/755 Twin Pines Circle Board members of Friends of the Library. Stated that they were here to request that the question of the renovation and addition to the library be placed on the next agenda. However,because the study session to be held Thursday will include a library update,they would like to be included in that. Emphasized efforts that had gone into gathering information in the past two weeks, including attempts to gauge support for the original design that was proposed. Explained that a survey was conducted, with response cards mailed to 300 members of the Friends of the Library and questionnaires placed in the library. Of 120 responses from members and 170 responses from patrons,fully 2/3 favored the original design. A significant portion of those also voted to reduce the cost of the bond issuance with fund raising. Stated that the Friends of the Library would be willing to further analyze the data and bring back further information to the Library. Fine questioned the third alternative in the survey, noting that the question hinges upon reduced services. Towner confirmed that this was how the question was worded. Shaw indicated that it referred to a reduction from proposed service levels rather than from current levels. Reid questioned if there were any duplications in the responses from Friends of the Library and the patrons. Schaffer stated that there was nothing to prevent someone from voting twice,but that they felt it was unlikely. Mayor recognized that the Council had wanted a library design to come in at under S4 million. Shaw stated that this was not possible. In order for the architect to move forward,they cannot be subject to that cost ceiling. City Council Minutes 0410611999 2 i Fine noted that the Mayor was correct in stating that the Council consensus had been to look at an alternative at lesser cost than the last proposal of$7.6 million. Also agreed that the project might not be able to be completed for$4 million. Emphasized that there is a middle ground, and the next proposal brought before Council should be somewhat more modest and less grandiose,with room to grow in the future. Hauck requested that debate not occur during public forum,and that the Council move on with the business at hand. Shaw stated that Friends of the Library were welcome at the study session Thursday afternoon. Cate Hartzell/881 East Main Street/Passed out a proposed resolution having to do with urging the state legislature to find adequate funding for K-12 schools. Noted the Mayor's letter to the Governor. Stated that she had trouble with fitting in one section proposed by Councilor Fine dealing with being mindful of ensuring that other vital services are not cut to fund schools. Explained the timeliness of this issue, and emphasized the need to have it reviewed by the Council and approved so that it can be sent to the legislature before they sign off on the final budget. Councilors Reid/Hauck m/s to put this item on the agenda for consideration under New & Miscellaneous Business. Voice vote: All AYES. Motion passed. Ralph LePr @/2305 C Street/Noted that he had some concerns overthe parking structure that was discussed on February 16'". Noted that the Hargadine parking lot was a potential location for the parking structure. Suggested that the City needs to make a decision regarding the purchase of the Mark Antony parking lot to allow for a larger parking structure. Mayor Shaw indicated that this land was not available for purchase. LePrd feels that a good looking structure could be done,similar to one that is in Laguna Beach,to take advantage of the slope and location. Does not feel that residents should be made to pay. Suggested that a business assessment district be created so that those benefitted (business owners and the OSF)would pay. Indicated that he was opposed to the idea of parking meters. UNFINISHED BUSINESS (None) NEW AND MISCELLANEOUS BUSINESS 1. Council Meeting Look Ahead. Shaw requested that item#9(Mayor's presentation of the Ragland Award)be rescheduled to the regular meeting of May 4'". Freeman noted that the Strategic Plan debriefing session(#4)had been rescheduled to the study session of April 22"'. Hauck explained that the resolution regarding cable television and high speed internet rates (#14) would likely be rescheduled to the regular meeting of May 4"to allow the Programming Committee a little more time to work. Stated that they would let Council know by April 20". 2. Presentation by Fire Chief regarding the Community Emergency Response Team. Fire Chief Keith Woodley explained that this program was based on others that are in place in other areas. Introduced program chair Division Chief Susan Shulters,along with Paramedic Trent Stoy and Firefighter/EMT Rees Jones. Noted that Shulters would explain how the program works and what is hoped to be accomplished. Jones provided an introduction, noting that the CERT program initially started in Los Angeles as a way for neighborhoods to prepare for and respond to earthquakes. Similar programs spread to other areas from there,and after seeing the programs,FEMA expressed its support. With FEMA support the program is now nationally organized,with training materials provided by FEMA. Emphasized that disasters,by their very nature,overwhelm the resources of a community,and the CERT program takes advantage of the availability of citizen volunteers in the event of a disaster. Noted that the program allows the use of trained volunteers through the City's unified command structure and teaches safety procedures. Cited a number of potential situations that can be anticipated(floods,storms,hazardous spills,and earthquakes). Commented on the recent community forums that discussed the Cascadia Subduction Zone's earthquake potential. City Council Minutes 0410611999 3 Stoy explained that the program is designed to make sure that people are aware of what can happen,and what they can do and deal with on their own. The need to recognize and stay out of hazardous materials. Participants are taught how to deal with casualties,how to perform search and rescue in unstable buildings. Rescue techniques, technology and disaster psychology are explained,and team operation dynamics are also explained. Shulters noted that they are recruiting volunteers from the community,and explained that various jobs may be assigned to the community response teams. Explained that the goal is to have response teams in each neighborhood,with people assigned duties based on the skills they have. Pointed out that the goal is to prepare individuals, families, and neighborhoods to be able to take care of themselves in the event of a disaster for at least 72 hours. Emphasized that the 24 emergency response personnel in Ashland cannot take care of the needs of a community this size in a disaster,and there is a need to rely on trained community volunteers to reduce potential property damage and the chance of personal injury. Jones responded that the CERT program is designed to be"stand-alone",without reliance on the Police Department Community Service Volunteers or Neighborhood Watch programs,though participants in those programs are welcomed. Explained that finding a place to conduct the training has been problematic,as space is needed to put together and store training props. Will be using the Public Works lunch room for classes,which will limit class sizes to 20-30 people. Shulters confirmed that the fast class will start April 28'", with sessions to be held weekly for seven weeks on Wednesday evenings for three hours. June 12'will feature a practical session putting skills to work on a Saturday. Confirmed for Wheeldon that the primary expenses are staff time and facilities,and that these expenses are already taken care of The expenses beyond that are for a helmet, vest and identification which the City will own but issue out to active team members. Laws expressed some concern over whether enough people will be involved to contact every household in the City in the time needed in an emergency,when there is no electricity. Woodley explained that this program is in addition to other efforts,and stated that 10 teams could likely provide good saturation of the 6 square miles of the City. Noted that there are also 300 police volunteers,and that there were a number of volunteers who mobilized quickly for the flood. Laws recognized that it was important to get this program underway quickly, so that there will be enough volunteers trained fast enough to be able to mobilize and canvass the City in an emergency. Mayor Shaw commented that during the flood, they were able to coordinate efforts to canvass the City and bring together 100 volunteers within twenty minutes. Emphasized that it took only two hours to canvass the City with that kind of support. Laws concerned with those that may not be ready for participation, and suggested that there needs to be a central location for city employees and volunteers to report to,and that this location needs to be established before hand. Shulters explained that the goal is to enable the neighborhoods to take care of themselves until emergency personnel can reach them and provide assistance. 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 East Main Street(Map 39 lE 11 Tax Lot 900). Councilor Fine made the following declaration of a conflict of interest, as required by state law, as his reason for recusal:"l am the attorneyfor the Probate Estate ofthe Late Clara Thompson. This Estate is the current owner ofthe land for which City sewer service is now being requested. The Council's decision on this request will affect the economic interests of my client. Therefore 1 will now leave the Council Chamber." Fine exited the room at 8:25 p.m. City Council Minutea 0410611999 4 I Public Works Director Paula Brown explained that the proposal is to build a sewer line to connect from the existing line,and dedicating that line to the City in order to meet the City's 300'requirement. Brown explained that the request does not entirely meet the current code requirements,but that the possibility of the temple building aline and dedicating it to the City to meet the code has not been discussed. Brown stated that if the Council wishes to pursue this option, she believes that staff will need to be directed to make some changes in the code to allow for that accommodation. Reid noted that her understanding is that there is an existing residence with a failing septic system,and also questioned the conditions Brown used in qualifying her statement. Brown clarified for Reid that,as indicated in the staff report, there is a single family residence occupied on the site with a septic system that has failed and been tagged as in violation by the County. Discussed that the middle school is currently using the Nazarene Church for some school functions, and that the Nazarene Church does have City sewer service. Brown confirmed that other residents do not have sewer connections. Explained that the Nazarene Church was given service in 1990,at Council's direction,prior to the latest update to the municipal code. Brown explained that her understanding was that the proposal would be to run the line downhill from Homes, connecting to East Main,and then down to the trunk line. This would be an 8"main line to the trunk line,and would open the area for development if other criteria were met. Brown noted that there were other options,that the applicant could better explain,and Council could ask questions and direct staff. Wheeldon questioned potential zoning of this property as it is in the UGB. McLaughlin explained that the area is a mixture of higher density residential zoning. Confirmed for Shaw that Don Greene had not met requirements of the annexation ordinance and was unable to get City sewer connections on his development. Emphasized that the matter being considered is of a different nature,as it involves an existing structure with a failing septic system. Brown noted that historical sewer usage from Temple Emek Shalom has been consistently less than a single family home for the past 12-18 months. Rabbi Mark Sirinsky/1124 Terra Avenue/Explained the term"shalom",meaning wholeness,as a crucial part of their approach as a religious congregation and a crucial part of the council's approach in representing the citizens of Ashland. Noted that they are a Jewish congregation of 150 families who have served the Jewish community for over 25 years, with 13 years in their present location. Explained that they are motivated by a desire to make the community whole, and cited some of their contributions to the community. Stated that the current building does not meet needs,and they have spent two years looking for a suitable parcel of land. Explained that there are no zoning provisions for houses of worship in the City, and any house of worship must acquire a conditional use permit. Because no suitable and affordable property could be found within the City,they contracted to purchase this 2.1 acre parcel in the urban growth boundary. Met with Planning and with new neighbors. Emphasized that acquiring property is contingent upon septic approval or city sewer connection. Noted that they have a certificate of failed septic system,and subsurface water flow could contaminate nearby properties and waterways if a new system is installed. Rollie Miller/1780 East Main/Pastor,Church of the Nazarene. In favor of request,want to be good neighbors and work with the congregation. Noted that the Nazarene Church was unable to find a suitable septic site on their 9.3 acres when they went through this same process 7 years ago. Ken Ogdea/1042 Dead Indian Road/Architect,gave details of site,existing sewer system,and proposal. Emphasized that effluent is seeping from the septic system and leeching into surrounding soils and running off into Bear Creek. Proposed removing existing residence and locate the synagogue on the site. Not looking at growth,and both the street access and impacts to the neighborhood exist already. Feel it is important to design to City standards to address inevitable annexation. Looking at a 12,000-15,000 square foot, single story structure using natural materials to be compatible to the neighborhood and sensitive to the environment. Could reduce proposed parking and share with neighboring Nazarene Church to provide more green space. City Council Minute 00/0611999 5 Stan Shulster/165 Pilot View,Drive/Attorney and member of congregation, presented formal request for sewer connection and gave reasons for urging the grant of approval for this request. Cited AMC 14.08.030 wherein the Council may grant requests when they are found to be"in the best interest of the City"and"not detrimental to the City's sewage facilities." Can demonstrate both the existence of benefit and absence of detriment. Noted that the difficulty with this request is in section C,as all other sections have been complied with. This has to do with there needing to be an existing City sewer line within 300 feet. Explained that this provision was intended to prevent residential development whether than institutional expansion. Suggested constructing an 8"city main line,continued across East Main to the Pearson's property,and dedicating this line to the City. This would meet all requirements of the ordinance, and would merely require the permission of the Pearsons to cross their land. Noted that this relocation will remove an eyesore and lessen on-street parking on Mountain Avenue during services at the present temple location. Shaw questioned increasing the size of the existing line to the Nazarene Church. This would be able to use the same easement,and might be less expensive. Explained that in her interpretation of section C,there is an existing line serving the Church of the Nazarene,and while this is a private service, it connects to the City system,the ordinance does not specifically say"public line." Questioned the wisdom of creating another line and another easement when the existing line could merely be upgraded. Gerry Mandell/44 Euclid Avenue/Former president of the congregation. Noted that the Nazarene line flow is somewhat uphill,and the proposed line would give a nearby home with failing septic the chance to hook up as well. Felt that the proposed line would be the best placement for the City's potential use when Normal Avenue is completed. Noted that there is not currently a sidewalk on the site, but that provisions can be made for sidewalks and property dedicated as necessary. Emphasized that the temple's sewer use has historically been substantially less than a single family residence. Don Rist/260 Joy Drive,Talent/Listing agent for the property. Supports temple's request and the City's providing a sewer connection due to failing septic systems,and eliminating potential environmental and health hazards,as well as traffic congestion where the temple is currently situated. Reid expressed her feeling that issues such as this are meant to be brought before the Council for interpretation,and that if no interpretation were needed,all decisions could be made by staff at City Hall. Feels that a sewer connection here will work for the City, whether a line is put in by the temple and dedicated or the Nazarene line is interpreted as an existing line. Commented on the need to continue to tinker with ordinances to ensure that they are working as intended. Discussed the effects of this ordinance, as well as state guidelines and the annexation ordinance, as they pertain to development in this area. Reid suggested updating the inventory map, and stated that the placement and dedication of an 8" line would allow approval of this request. Hauck stated that the 8"line would need to be in place prior to a grant of approval. Reid stated that she would like to give assurance that approval would be granted with the placement of an 8" line. Laws recollected that Mr. Pearson was unwilling to make an agreement with the City,and as such the line would need to be a private one. Agreed with Hauck that approval before a line exists would be in technical violation of the ordinance. Questioned Nolte on whether approval could be granted contingent upon the installation of a line. Noted disagreement at the time of original ordinance over distance from City main,because at that time it was intended to minimize the number of connections. Would have liked more flexibility to address failing septic systems. Nolte stated that a conditional approval could be made,but advised that he has given the council information which is opposite of the discussion tonight, although it was also noted that the Council had not yet interpreted this particular provision of the ordinance. Emphasized that interpretation was up to the Council,but that his advice to the temple was because of the development of this ordinance over the years,an existing main meant one that was existing as of the date of the application. Explained that the ordinance was developed so that existing dwellings or building with failing septic systems could hook up to the City system. Previous ordinance required that the building to connect had to exist as of City Council Minutes 0410611999 6 11 1973. Council can use the interpretation as discussed,and grant conditional approval on that basis,but that is not the interpretation that he made on this ordinance. Discussion of the reasoning behind the previous requirement that buildings be pre-existing as of 1973. Noted that it was a way to prevent people from building and letting their septic systems fail knowing that they could get a City connection.This requirement allowed for some control in preventing haphazard extensions of City service. Would not want to do something that was counter to the original reasoning behind this ordinance. Hauck stated that he could support a conditional approval if the City Attorney feels that it can legally be done. Hanson feels that if the applicant can bring a line to within 300',the requirements of the ordinance are addressed and he supports approval of the request. Laws suggested that approval could set a precedent. In the future,anyone willing to pay for a line to within 300 feet of an existing structure on their property could then have City service for a development. Emphasized that he has no serious problem with allowing anyone with a failing septic system within the urban growth boundary to have a connection,but stated that for some time Council has been concerned with extending services too far. Discussed whether annexation would create a hardship for the properties involved. Wheeldon stated that this connection was a logical, orderly progression for providing City services and is within the range to make a connection reasonable. Nolte explained that he could bring a motion back to the next meeting for adoption. Explained that the extra time would allow him to cover all bases in crafting the motion. Councilors Laws/Reid m/s to approve this request in concept and to direct the City Attorney to bring back a motion addressing those issues raised tonight to the next Council meeting. Voice vote: All AYES. Motion passed. Called break. Fine returned when the meeting resumed at 9:30 p.m. 4. Discussion of the minutes of the AFN Programming Committee,moved from the Consent Agenda at Councilor Laws' request. Laws emphasized that this committee is intended to be an independent one,and is to be completely independent of the Council as far as programming is concerned. Read from March 4'meeting minutes,page 6,third paragraph and stated that staff members Zauskey and Lovrovich appear to be giving the committee economic reasons to be considered in programming decisions. Hauck explained that economic factors must be considered in terms of remaining within the parameters of the AFN Business Plan, as well as considering the costs of purchasing channels themselves. Laws recognized that there are economic considerations that must be considered in terms of staying within.the amount of money available, but suggested that it was wrong to force citizens to buy a higher level of service to get more attractive channels. Wheeldon suggested that this was marketing. Laws recognized this,but suggested that the City seeking to maximize income in its decisions is wrong. Wheeldon noted the difficulty in realizing that this is an independent group of citizens making decisions for the community,and that the Council has no say in it. Reid expressed her concern that staff is giving direction. Explained that if staff is sent to provide guidance it threatens the independence of the committee. Wheeldon emphasized that staff is very informed about this enterprise,and are providing information from their expertise. Suggested that this is no different than staff providing information for Council. City Council Minutes 0410611999 7 Shaw stated that staff actions are absolutely appropriate. There is a set amount of money available to purchase the channel lineup, and all channels have a price tag. Setting things up without economic considerations would be irresponsible,and would lose money. This is an independent body,and their decisions are none of Council's business. Hauck stated that the minutes do not make clear the preliminary decision on the basic cable line-up. Emphasized that the selection will be very extensive and will address many interests. While economic considerations were taken into account,so was the make-up of the community. Laws agreed that this is an independent committee,but given staff direction shown in the minutes it appears that staff was trying steer the committee towards making decisions so that expanded basic service more attractive than just basic. Feels that other sections of the minutes give this same indication. Decisions should be based on providing the best service to the people of Ashland,not based on financial attractiveness. Shaw emphasized that the committee is made up of professionals, with a huge amount of experience in this arena. Should not insult them by saying that a few comments from staff would influence them,given the breadth of experience they have. These are very successful business people who can comfortably make decisions on their own. Wheeldon feels that it is appropriate to question to ensure that the mission of the committee is clear to the Council,staff and committee members. Freeman explained that staff is not attempting to influence programming decisions. They are merely tryingto make clear that decisions about programming are critical to meeting revenue expectations,and that a great deal of thought needs to be given to channel selection and placement within the line-up. Emphasized the breadth of experience in the cable television industry brought to the table by Vince Zauskey. Hauck noted that his approach has been"More, Better,Cheaper,"and the committee is following the same approach in their programming decisions. People will be able to get more choices,better programming on the tiers,at a lower price. 5. Discussion of the minutes of the Airport Commission,moved from the Consent Agenda at Councilor Hanson's request. Hanson noted that the minutes indicate that he was absent,when he was in fact present. Noted that he would request that this be changed at the next meeting of the Airport Commission. Councilors Wheeldon/Reid m/s to approve the remaining items of the consent agenda. Voice vote: All AYES. Motion passed. 6. Discussion of a draft "Resolution in Support of Adequate State School Funding" prepared by Cate Hartzell. Hanson suggested that education should be funded up front and as a high priority, from the general fund, and there should not be a need to look at finding other sources of revenue such as keeping the kicker refunds. Fine expressed how troubled he is with the way the legislature has left districts in the lurch as they have attempted to reform school funding. Concerned with the third from the last paragraph indicating an amount to be budgeted for education. Feels it would be sufficient to urge them to allocate enough money,but does not feel it is the Council's place to determine an appropriate amount. Also cited his difficulty with urging every Ashland family to dedicate their kicker refund back to education as some families in Ashland cannot afford this. With those exceptions,he is happy to go on record in support of adequate funding of public education. Shaw noted that the$4.95 billion amount was determined by school districts across the state as the amount where they would not be required to make substantial cuts. In Ashland,this amount would allow very modest increases that would City Council Minutes 0410611999 8 f sustain educational programs as they are now. Shaw also explained that relative to the kicker refund, the refund is smaller relative to the amount made. Hauck stated that $4.95 billion was from the independent committee report the Governor authorized for the implementation of the Educational Reform Act. This number is a minimum amount to continue where we are while beginning to implement the reforms of that act. Councilors Laws/Reid m/s to amend the proposed resolution with the following changes: In the third from the last paragraph, it would state"We, the Ashland City Council, do hereby urge Oregon Legislators to approve a budget that will provide adequatefunds to at least maintain the existing quality ofthestate's K-12 education system." And in the last paragraph, it would be amended to urge citizens "if at all possible" to dedicate their family's kickback to education. DISCUSSION: Discussed the$4.95 billion amount mentioned,what it would mean for services provided and whether the specific amount needed to be included in a resolution. Shaw noted that the Governor and many in . the legislature are looking for support of that level of funding. Hanson stated he would be willing to indicate at least$4.95 billion in the resolution. Laws raised the question of where funds could be found to fund this$4.95 billion,and expressed his concerns about taking funds away from other services. Councilors Hauck/Hanson m/s to amend the motion so that the third to the last paragraph in the resolution reads,"We,the Ashland City Council,do hereby urge Oregon Legislators to approve a budget that will provide at least$4.95 billion for the State's K-12 Education system." DISCUSSION: Wheeldon recognizes the legislators role in finding funds, but stated that she did not want to jeopardize other programs. Suggested that there needs to be more money in the budget to begin with to better address all needs. Laws stated that he would be comfortable voting against the motion to amend and for his original motion. Roll call vote on the motion to amend:Reid,Hauck,Hanson,and Wheeldon,YES. Laws and Fine,NO.Motion passed 4-2. Roll call vote on the original motion (amended to indicate"at least$4.95 billion"): Laws, Reid, Hauck, and Wheeldon,YES. Hanson and Fine,NO. Motion passed 4-2. Councilors Hauck/Reid m/s to adopt the proposed resolution in support of adequate state school funding,as amended: Laws,Reid,Hauck,Hanson,Wheeldon,and Fine,YES. Motion passed. ORDINANCES,RESOLUTIONS AND CONTRACTS 1. Second reading by title only of"An Ordinance Requiring Minimum Response Times by Ambulance Operators for Life Threatening Emergencies." Councilors Hauck/Reid mils to adopt Ordinance#2838. Roll call vote:Wheeldon,Laws,Fine,Reid,Hauck,and Hanson,YES. Motion passed. 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." Councilors Hauck/Reid m/s to move the ordinance to a second reading. Roll call vote: Hanson,Reid,Hauck, Fine,Laws,and Wheeldon, YES. Motion passed. City Council Minute 0410611999 9 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." Councilors Hauck/Wheeldon m/s to adopt Resolution#99-19. DISCUSSION: Laws noted that the property owners would be willing to sell this property to the City as open space park land,and he understands that the Parks Director has looked at the property and feels it would be well suited to park purposes. Suggested that this needs to be looked into,and the Parks Director spoken to,prior to final action. Suggested postponing the matter until discussion can occur. Reid stated that the Transportation Plan includes the linking these streets, and that the matter involves the completion of streets that should have been done as part of the subdivision. The issue has more to do with more than the paving of a street to land that is to be developed,it has to do with completing an unpaved street in the subdivision that has been put off,and there is the issue of the paved street being included in the Transportation Plan. Stated that for her,the issue is not merely parks versus development. Would be willing to postpone,but would like to see that all of these issues are addressed. Shaw questioned whether the proposed local improvements would extend the street far enough to connect to other streets. It was explained that it would not connect now,but would eventually when development occurs at the other end. Laws explained that the road would be unnecessary if development did not occur, and if the property were purchased as open space,most of the area would not develop. Mayor stated that approval of the resolution would not cut-off the opportunity for the neighbors to purchase the property for themselves,as open space. Emphasized that Council would be open and willing to hear what they have to say on the matter,with amounts for purchase versus amounts for local improvements. Feels that it would not be right to stop the process at this point however. Roll call vote: Wheeldon, Laws,Fine,Hanson,Hauck,and Reid, YES. Motion passed. Councilors Hauck/Fine m/s to continue the meeting to 10:30 p.m. Voice vote: All AYES. Motion passed. OTHER BUSINESS FROM COUNCIL Reid pointed out that Council needs to make sure that they have discussed,and answered all questions that Council might have,concerning location,size,traffic flow,and etc.,in a public way,regarding the Fire Station. This needs to be done before budget approval. Asked for Council support in evaluating all information. Shaw noted that the concern here is keeping a spot in the-budget in order to place this matter before the voters. Emphasized that it needs to be placed in the budget as a placeholder,and if it is not placed then the matter cannot be sent before the voters. Stated that this could be placed in the budget with the understanding that Council would have the opportunity for further discussion of design,placement,etc. Fine commented that a senior member of the Council feels that all options have not been adequately looked at to maximize the benefits of the public process,and as such he supports Reid's suggestion. Agreed with putting money in the budget as a placeholder pending further discussion. Wheeldon questioned whether this needed to occur before the budget discussion was completed,in order to have this matter on the November ballot. Feels there is a need to make a commitment as a Council. City Council Minutes 0010611999 10 Reid explained that a study session occurred some months ago,and that work can be taken into account. But she is not ready to rely on the previous study session and preliminary plans in approving this matter. Laws stated that Reid's suggestion should be cost effective,and that there are new ideas to be addressed. Councilors Wheeldon/Laws m/s to put the issue of re-zoning the Railroad Property from M-1 to E-1,north of the Railroad Tracks and between Oak Street and Mountain Avenue,as requested by Director of Community Development John McLaughlin,onto the agenda. Voice vote: All AYES. Councilors Laws/Fine m/s to direct staff to pursue this matter and bring the item back to Council in the appropriate manner. Voice vote: All AYES. ADJOURNMENT The meeting was adjourned at 10:10 p.m. Barbara M. Christensen, City Recorder/Treasurer Catherine M. Shaw,Mayor City Council Minute 0410611999 11 . ............ PROCLAMATION WHEREAS, the Ashland Community Service Volunteers contributed many thousands of hours during 1998 and 1999 to the Ashland community; and WHEREAS, their volunteer activities encompass service to students in the remedial z reading program in our local schools, offering clerical assistance to our Municipal Court and Police Department and administering the Community Service Volunteer office; and WHEREAS, the Forest Service attributes the lack of fires in the watershed to the volunteers who patrol the 35-mile circuit and provide a lot of goodwill by making the public aware of the restrictions in that area; and ih.* AUR lwlu WHEREAS, many of our senior citizens are assisted by volunteers providing assistance with transportation, shopping, home visits,household upkeep, income tax preparation, and assistance to those seniors in nursing homes; and 4-4�i! WHEREAS, these volunteers also perform other vital services such as the influenza -on-Wheels, Loaves & inoculation clinic, blood pressure clinic, Meals Fishes, mail courier for city departments, participation in the Block Home eaby6:: Program, Neighborhood Watch, Vacation House Check Program and the Adult Crossing Guard Program, as well as many others. N NOW, THEREFORE, I, Catherine M. Shaw, Mayor of the City of Ashland, do hereby proclaim April 18 through 24, 1999, as VOLUNTEER RECOGNITION WEEK in Ashland and ask that all citizens recognize these special people who give their time, energy and resources in assisting others, thereby making our community a nicer place in which to live. �AAAAA Dated this 20 day of April, 1999. Catherine M. Shaw, Mayor S�S Barbara Christensen, City Recorder F9 A Mfg`A + oaf_2 p A .......... ...6Y S_ 02 4 MINUTES FOR THE STUDY SESSION ASHLAND CITY COUNCIL April 8, 1999 CALL TO ORDER Mayor Shaw called the meeting to order at 12:10 p.m. in the Civic Center Council Chambers. IN ATTENDANCE Councilors Laws, Reid, Hauck, Hanson, Wheeldon, and Fine were present. Staff present included: Assistant City Administrator Greg Scoles, Public Works Director Paula Brown, Director of Electrical Utilities Pete Lovrovich, Communication and Marketing Manager Ann Seltzer,and Director of Finance Jill Turner. UPDATE ON THE WASTEWATER TREATMENT PLANT(W WTP)OFF-SITE PROJECT Public Works Director Paula Brown noted that the packets that had been provided to the Council included detailed information in response to questions from the March 2n°meeting. Noted that the basic question had to do with the costs of different W WTP options if the off-site facility were not used. Brown noted that Bob Eimstad of Carollo Engineers was present to provide information. Also noted that background information from 1995 was provided as an explanation of how the decision to use the off-site location was reached. Informed Council that Dennis Belsky from the Oregon Department of Environmental Quality(DEQ)was also present to answer questions. Noted that neighbors had raised concerns about the treatment process to be used at the off-site location. Explained that she and Eimstad had prepared information on how the process was arrived at,and on the differences between Level 11 and Level IV treatment. Noted that these are standards set by the state. Explained that the packets included a sheet from the Oregon Administrative Rules(OAR)dealing with the differences between treatment levels and the quality of water that results. Brown confirmed that tertiary treatment is a third stage of clarification,but that it does not result in Level III water. Tertiary treatment methods must be designed for the goals to be attained,and Ashland would need to specifically design a tertiary process for phosphorous removal. Brown clarified that if tertiary treatment to remove phosphorous were designed,the quality of the water resulting would depend on the treatment design. Eimstad used the OAR sheet to explain the differences in treatment levels,noting that Level III requires more disinfection than Level II. Reid questioned how smaller communities in Oregon, such as Myrtle Creek and Prineville,are able to use effluent to irrigate golf courses. Eimstad suggested that they were able to use Level II effluent. Hauck noted that it depends on whether there are contiguous residences. Brown emphasized that the off-site process was designed for agricultural use, without recreation. Pointed out that there are a number of situations where Level 11 water can be used,and emphasized that what is proposed is agricultural use on a controlled site that is not open to the public and is not a park. Level II is appropriate,cost efficient,and meets all applicable health standards. Eimstad pointed out that this was intended in the design,as Level II can be produced more cheaply,and has a wide range of applications. Choosing to apply strictly on agricultural property,pasture grass with limited,controlled access, is a fairly conservative use. Emphasized that the level of treatment is a policy decision,and that there are cost implications along with this decision. Brown responded to previous comments from a citizen that ultra-violet treatment would not work,stating that this is absolutely not the case. Emphasized that the ultra-violet process has been improved and the current plant is running this process with better-than-anticipated results for disinfection. This process has been approved by DEQ,it works well, and the DEQ encourages its use as it lowers toxicity levels without residual chlorine that would otherwise go into the Creek. City Council Study Session Minutes 04.8-1999 1 Brown noted that another issue raised had to do with pathogens in wastewater. Stated that both the DEQ and EPA require treatment of waters for re-use,and emphasized that raw sewage water is not to be used on the hillside,and that sludge is not to be put through the big gun sprinklers. All solids are treated,dried,and only then land-applied. Brown let Council know that the DEQ had provided a letter of approval for the off-site facility with clarification that a value engineering process must be conducted. Brown noted that this process will occur within the next two weeks, and then the project will go to bid. DEQ also requested approval from the Division of Dam Safety/Water Resources, who has said they will sign off when the design is 100%complete. Eimstad added that progress drawings have been submitted and comments received. These comments have been addressed,and approval is viewed as a formality when the drawings are 100%. Brown explained that the only piece of the off-site facility not approved yet by DEQ is the application process itself, and approval for that is not required until the City is ready to apply bio-solids to the hillside. Drying beds and lagoons are approved on the site,as is the effluent irrigation process. The application process will require approval,and public hearings will need to be conducted. Brown discussed the"aerosol effect" issue raised at a previous meeting. Noted that she has looked at a considerable amount of research,and has found that finer mist sprayers can tend to have an aerosol effect which can be a concern when untreated effluent is used. However,the large sprayers proposed produce a heavier mist which drops quicker,and the City has 100-300 foot buffers,rather than the required 70 feet. Brown concluded that the aerosol effect is negligible, based on her research, and stated that she has spoken with the Utility Director in San Luis Obispo, California, as requested. Noted that the packet included a letter from Carollo Engineers which addresses alternatives and costs. Explained that the current option being pursued in highlighted-taking treated effluent to Level II for spray irrigation at the off-site facility and applying dried bio-solids to the site. All cost comparisons are available,and the total project cost for each is listed so as not to mislead. Capital cost for the off-site portion is$8.6 million. If the bio-solids process were moved to the W WTP with an anaerobic digester,that would increase the cost by$8 million. The necessary sewer rate increase of 50-55%is shown. If processed on existing W WTP site,all of the existing site planned for future growth(beyond twenty years)would need to be used now. In addition,new trucks would be needed and bio-solids would need to be trucked away for agricultural application. Another option,treating to Level IV and taking to off-site location,would cost an additional$5 million and mean a 30- 35%rate increase. Option four would treat effluent to Level IV and change the bio-solids process for treatment at the existing W WTP site for a total cost of$13 million,or nearly double the existing sewer rates. Option five evaluates tertiary treatment programmed to remove all phosphorous, similar to an existing plant on the Tualatin River. This would increase costs by $1.8 million, and would have a rate impact of 10-15%. This would eliminate the need to pump and irrigate the off-site facility. However,this could limit future re-use opportunities for Creek water for irrigation. Noted that water rights for the off-site property would need to be used there to maintain the right. However,Brown stated that she has verbal approval to lease the agricultural right to in-stream if effluent is used for irrigation on the site. This would mean that the right wouldn't be lost, but it would take considerably more paperwork to change it to a municipal right in the future. Explained that once building begins on the property,she can make a written request for a leased change in use. Brown noted that the water rights on the property has not ever been proved up, but it would likely be about 600 acre feet which is not enough to address the 2 million gallon per day demand. Eimstad stated that it appears that water put back into the creek would be available for re-use,however it is not black and white at this point,and the issue is being contested in courts. Council discussion on the clarification of use of water rights on the off-site property. Brown explained the water right for irrigation of the 200-acre Imperatrice property,and the possibility of transferring these irrigation rights elsewhere in the City. City Council Study Session Minutes 04-8-1999 2 Eimstad explained state law on the re-use of water in relation to potable water,noting that reclaimed water cannot be re-used for drinking,regardless of the treatment level. Reid stated that alternative five seemed to have long-term benefits. Brown pointed out that there was still re-use of bio- solids at the off-site facility. Brown explained option six as changing both the effluent treatment process to discharge into the Creek year-round,and treating the bio-solids at the W WTP site for an additional$8 million. Eimstad further clarified the alternatives,noting that discharge into the Creek were actually cheaper because off-site irrigation requires numerous operation and maintenance costs. Brown emphasized that both options six and seven would completely remove operations from the property. Explained that option seven was included at Councilor Fine's request,and that the prices were based on the 1995 facilities plan and could be higher now. Hauck questioned the differences in the costs given here and those used in making the decision to go off-site four years ago. Asked whether the.08 phosphorous standard was more attainable today than it was at that time. Eimstad noted that Unified Sewage Agency,which has the most sophisticated treatment plant in the state,would have difficulty meeting the.08 as a maximum number,but that it would be attainable as a median or average. Stated that a lot would depend on how the permits were written,but that regardless,the.08 is one of the lowest phosphorous limits in the Country and would require state-of-the-art treatment. Noted that discharge into Creek is not even allowed now, but that discussions with DEQ have indicated that if the phosphorous levels were met it might be possible. Laws identified issues as,fast,replacement water,because the City takes 1000-1200 acre feet while only returning 600 acre feet. Emphasized that the need to upgrade the W WTP has to do with the danger posed to fish in Bear Creek. Feels that option five has merit in that it would allow direct discharge into the Creek for a somewhat higher cost. The second issue is a matter of what information is trustworthy,based on the fact that some scientists have expressed concern about the safety of effluent and bio-solid application,while more mainstream scientists accept the standards used. Reid commented that the phosphorous levels in the Creek are above.08 because of the natural area,and the City is being asked to remove naturally occurring phosphorous. Suggested that this may be due to the fact that there is not enough water in the creek because of agricultural use. Eimstad confirmed that O&M costs are reflected in the"O&M plus Capital"column. Brown explained that Class A bio-solid treatment was not considered because of the intended use. Eimstad explained that diluting effluent with equal parts of irrigation water prior to discharge would not be allowed under the federal Clean Water Act or state law. Discussion of whether returning irrigation water to the Creek flows would effect the TMDL calculations enough to effect the phosphorous restrictions. Eimstad did not feel that returning water to the Creek could be guaranteed when flows were at their lowest during drought conditions. Brown confirmed that Bear Creek Valley Sanitation Authority(BCVSA)treats sludge at Level B,dries it,and applies it to agricultural land in the Sam's Valley area. Stated that Ashland currently applies Level B sludge in liquid form to agricultural sites as well. Brown explained that the DEQ is watching to see that the City is fully compliant with the DEQ permit by December of 2000. Brown explained the geology of the off-site location for Hanson,as explained in the geologic report by Foundation Engineering. City Council Study Session Minuta 04-8-1999 3 Turner stated that a 50-55%increase in the sewer rate would translate to about$14 per month for the average Ashland household. Eimstad noted that construction is moving ahead of schedule. If a decision is not made promptly,or construction of off- site facilities begun,then there is a danger that there will be no place to discharge. Interim measures could be taken, but Carrillo would prefer Council direction as soon as possible. Shaw explained that the project is still on task,and that nothing has changed unless Council directs otherwise. Emphasized that this study session serves to let Council look at additional information that has come forth based on neighboring property owner questions. Council further discussed the level of water in the Creek at different times of year and the level of demand for fish. Reid questioned the requirements to cease Creek discharge arbitrarily,based on worst case scenarios rather than actual flows. Eimstad explained that there has been extensive discussion of this issue with the DEQ. Stated that there is some latitude in the permit to discharge based on actual Creek flows in November. Eimstad explained that it may be cost effective to continue to explore options in the future,but emphasized that to continue to look at changing the DEQ requirements now will not be able to have an effect before the deadline is reached. Emphasized that the treatment plant will have the flexibility to address permit requirements. Dennis Belsky,of the Oregon DEQ,explained that Bear Creek was one of the first TMDLs formed statewide,and the .08 phosphorous limit is a maximum figure established around 1990. Explained that in the stream,the amount of algae growth is based on the mass of phosphorous entering. The.08 limit is the basis for determining viable treatment options. Belsky noted further that constraints for discharge into Bear Creek are based on requirements in the Oregon Administrative Rules(OAR). Emphasized that the DEQ is equally as constrained as the City is by the OAR. Explained that phosphorous levels leaving Emigrant Lake are.08,so dilution the water has no effect. Emphasized is not a factor; the City must treat the water back to the background levels already present in the Creek. Belsky stated that in a wet year such as this,the DEQ would need to look at balancing the risk of run-off from applied effluent versus direct discharge. Brown emphasized that this is why there needs to be a sixty day holding reservoir. Eimstad noted that there has been planning for contingencies,but in exceptional conditions there may be a need to ask the DEQ for exceptions. Reid stated that she hopes the W WTP upgrade will have the flexibility to meet future political rulings and future lessons from science. Eimstad explained that if alternative five was chosen, an extension would need to be requested, as design and construction would most likely be unable to meet the current deadline. Shaw stated that the City would be willing to test the well water for the neighbors twice each year to address their concerns with possible well contamination. Brown stated that she would send a letter explaining to the neighbors that they could request tests biannually. LIBRARY DISCUSSION Assistant City Administrator Greg Scoles explained what has been done in the interim,noting that they have looked at programming space requirements and population projections. Shaw emphasized that the square footage proposed came from the County,based upon population projections,and the outside consultant had agreed. Also noted that the two story design,and the fact that it is a Carnegie Library, carry inefficiencies which require additional square footage. Scoles noted that there will be further information available by the end of the month. Stated that the population projections are based on a"service area"which is 32,000. Council discussed the amount of square footage necessary. Clarified that Camegie building is on the state's register for historic buildings. Questioned in anyone has spoken to the Historic Preservation Office. City Council Study Session Minura 0I-8-1999 4 Scoles explained that consultant George Kramer would handle this aspect of the project,but stated that it was too early in the effort to address this issue yet. Scoles explained that to effect the budget for this project, it would require reducing the square footage. Emphasized that it will create a problem if the square footage is inadequate to address the projected population figures. Shaw explained the planning process that will be involved, and noted how needs are met in regard to historic preservation. Reid voiced concerns that this aspect needs to be included in the process,or some citizens will not support the project. Laws stated his appreciation and support for this design,and noted that he felt the architect had done an excellent job. Explained that he had no concerns with the size of the project, and emphasized that his only concern was with the immediate cost. Suggested that the project could perhaps be done in a modular fashion so a building could be built on the current site. The Mayor commented on the misinterpretation of past Council discussions that the price tag needed to be$4 million, when the Friends of the Library felt it was impossible to do at that cost. Stated that she met with the property owners from the neighboring site after the last meeting,and they reiterated their interest in selling for the right price. Noted that the architects have stated that it would be difficult to build without acquiring the adjacent property. Shaw stated that a meeting with the property owners has been set after tax time to see if an agreement can be reached. Friends of the Library members Barbara Ryberg, Diane Schaffer, and Beth Towner, and Reference Librarian Amy Blossom made a presentation. Noted that they agree on the need to expand and renovate,the need to remain downtown, and the need to reduce the bond amount,and they would like to cooperate with the City and move forward from there. Schaffer noted that she is a retired professor from the California state university system,in the field of quantitative data analysis and social science, and that she spent twenty years teaching and consulting on the design and analysis of surveys. Explained that she did not design the feedback system used here, but that she would be a good person to analyze this data. Commented on the response rates,and suggested that support for the original model and original price should be taken seriously,and that there are many people willing to work to raise money for this design. Commented on aspects of the budget that could be decreased based on outside support or donations. Shaw commented that costs originally budgeted that could be covered by city staff had been taken out. Reid commented that the survey may include a high percentage of Friends of the Library, and stated that she would prefer to use caution in considering the results,even though she is a library supporter. Schaffer offered to do a more extensive survey should the Council so desire. Ryberg confirmed that the survey was mailed to all members of the Friends of the Library. Laws stated that he feels the survey is fairly representative of the community. Emphasized the need to keep the priority of the library in perspective with the fire station expansion. Stated that the factors are timing and cost. Discussion of the meeting rooms included in the designs. Ryberg commented on the difficulty posed by the modular construction concept. Fine supported the concept of staging construction,providing for present needs now with land owned now,with the intention of building a pleasant,planned expansion in the near future. Emphasized that this was appropriate given that the adjacent property owners were unwilling to sell at fair market value. Discussed the possibility of including the service area, outside of the city, in the bond issue. Discussion of the subsidizing of county residents and related issues. Mayor Shaw commented on Oregon Land Use Law and how this City Council Study Session Mutter 04-8-1999 5 i impacts city issues. Emphasized that the problem with double majority elections is that with the need for greater than 50%turnout, including county residents in the election could cause the bond to fail. CITY OF TALENT Fine noted that the City of Talent wants to work cooperatively with Ashland,to avoid causing one another problems, and to share information that may be of mutual interest. ADJOURNED The meeting was adjourned at 2:25 p.m. Submitted by Barbara Christensen,City Recorder/Treasurer City Council Study Session Minutes 04-8-1999 6 4 )) ( re cotriin Thursday, February 18, 1999 Meeting Minutes Members Present: Jesse Ferraro, Tim Garry, Landon Hilliard, Carole Wheeldon, Tom Powell, Russ Rickert, Carole Wheeldon, David Young, Kip Thomas (Police Dept.) Staff present: Maria Harris, Mindy Bath I. CALL TO ORDER: Councilor Carole Wheeldon called the meeting to order at 5:10p.m. II. APPROVAL OF MINUTES: December 17, 1998 Minutes were stated approved as submitted. III. ITEMS FOR DISCUSSION: Wheeldon suggested having a discussion of how the commission could work better as a group and setting goals. The other commission members agreed, and discussed changes that could be made, leadership and communication. The notes from the meeting are attached. LEADERSHIP —Discussed who would lead the commission. Commission voted on who to be chair. Wheeldon voted for Gary and Rickert second. The Commission voted, and all were in favor. Hillliard voted for Ferraro to be Vice Chair. Wheeldon second the motion-all were in favor. The Commission decided to have the March meeting run until 7:00 to finish the discussion on goals and discuss the Free Ride Day. ' IV. COMMENTS: Commission or Spectators. There were no comments. VI. ADJOURNMENT There being no further business the meeting adjourned at 6:45 p.m. PAGE 1-(c:bikfeb98.Min) Thursday, March 18, 1999 Meeting Minutes Members Present: Jesse Ferraro, Tim Garry, Jennifer Hadden, Landon Hilliard, Theresa Johnson, Tom Powell, Russ Rickert, Carole Wheeldon, David Young, Kip Thomas (Police Dept.) Staff present: Maria Harris I. CALL TO ORDER Tim Garry called the meeting to order at 5:08p.m. II. APPROVAL OF MINUTES: February 18, 1998 Garry said his name is misspelled. Minutes were stated approved as corrected. III. ITEMS FOR DISCUSSION Bicycle/Pedestrian/Transit Commute Day Hilliard summarized what was done last year on Ashland Free Ride Day. He said it was difficult to quantify participation in the event. Garry said it is important to quantify. Hilliard described the Pledge Not to Drive Campaign from last year. He asked if the effort that was put into it was worth it. He and Ken put a lot of work into it, and he said he wasn't sure if there was a noticeable difference. Ferraro.asked how long the Bicycle and Pedestrian Commission has been doing the event. Rickert said it was before he got on the Commission. Rickert said the level of effort put into the event depends on what results are expected. He said he didn't think a muffin and coffee is going to get people out of their cars. Powell said he think it is important to promote nonautomotive forms oftransportation. Rickert said he thinks each time Bike to Work Day is done there is an incremental improvement. However, Rickert said he believes that there will be basically the same level of participation whether there is a basic amount of work put into the day, or a massive amount of time, energy and resources used toward the event. Powell said he thinks the Pledge Not to Drive idea is good. Garry asked if the Commission should do more than one day, and if RVTD would run the bus for free for a week. Hilliard said he didn't think RVTD would be willing to do it for a week. Young said we need to answer, "Why are we doing this?" He said he thinks the breakfaststop should be eliminated -he said he knew people last year who drove with their bikes on their cars and then rode their bikes from their parked cars to the stops. Young said he thinks the focus should be on education and consciousness raising. Rickert said in the past, they had participants fill out a survey and everyone who filled out a survey was entered into a raffle. The commissioners went around the table and listed off the reasons why the Bike/Walk to Work Day is done. To get a few more people out biking/walking. To raise awareness, develop camaraderie. i i 1 C For exposure, publicity. It is an event to highlight biking/walking. To gather information. In the past, participants gave commissioners at stops info about problems around town. To give people a nudge. • To create global awareness. Harris asked the Commission to take a step back and think about all the options that are available for doing the above. She said there is an immediate assumption that Bike/Walk to Work Day is the way it should be done,and then put all of the resources towards that one event. Rickert said the day was never intended to have a huge effect. It was more like Darrell Gee and himself putting in a couple of hours. Rickert said he believed they had the same participation results putting a limited amount of time and resources into it as last year when a great deal of time and resources were spent. Hilliard said it is hard to measure home many people were affected last year. Harris handed out a budget for the event last year. She said approximately$1,400 was spent on advertisements, postage, poster layout and materials. Staff time for the Pledge letter preparation, mailing and logging responses in was not tracked. Garry said he thought there was consensus on three issues. First,that the day/event should be continued. Second,the expectations should be realistic. Third, it should be done cheaper. Young said he wasn't sure there is a consensus. Garry corrected himself and said there is a growing consensus. ,Young said the Commission never has stepped back and talked about if the day should be done. Wheeldon said there is a sense of urgency because the event is in May. Hilliard said Julie Brown at RVTD is doing a "Try Transit Week"for May 10-14. He added that Thursday is the best day for free bus rides. Harris said she checked the League of American Bicyclists web page and it says Bike to Work Day is May 21. Young asked Hilliard what he needed? Young said he assumes Hilliard is going to be the point person. Hilliard asked who else would be in the group working on it Young said he liked the idea of a letter to the editor writing campaign suggested by Carole. Garry suggested printing one advertisement after the event,and printing names of participants in it. Then it could be tied into participants filling out a survey and entering raffle. Ferraro said he liked the idea of a questionnaire. Rickert suggested having a map of the bike path and greenway. And also info about bike lanes on Siskiyou. Wheeldon suggested having a petition for Siskiyou bike lane redesign. Young said the natural allies should be the bike shops. Wheeldon asked if for the next meeting, if the commissioners could bring a letter to the editor, and then they can be sent in as packets. Wheeldon, Hilliard and Garry agreed to work on preparation. Wheeldon suggested that the group could come up with a task list and delegate at the April meeting. Group Organization/Goal Setting Wheeldon said she is in favor of mapping out what the Commission will do for the next year. She said the mission needs to be kept visible. Johnson said she would like to have a place where people can go to work on bikes. Garry described the shop opened by the Green Bike Program in the bottom of the Old Armory. Rickert said Johnson's not knowing about the co-op bike shop shows there needs to be an info source out and around town-just a one page flyer. Hilliard said that might be accomplished by a column in the Tidings as discussed by Garry. Young said the Commission should be affiliating with other groups. Rickert suggested printing a simple handout and distributing at bike shops. Hilliard said their really needs to be a bike map of Ashland. Young said the group needs to forge relations hip with bike shops. Harris suggested that she would write all of these ideas on big sheetsof paper,and the Commission could chose goals at the next meeting. IV. COMMENTS: Commission or Spectators. There were no comments. VI. ADJOURNMENT There being no further business the meeting adjourned at 6:50 p.m. 2 Minutes City of Ashland Programming Committee Meeting Thursday, April 8, 1999 Hillah Temple Cable TV Programming Committee was called to order by S. Belsky at 5:16PM. Members in attendance included: Steve Belsky, Wes Brain, Cathy Carrier, Tom Garland, Lenny Niemark and Russell Silbiger. Candice Chapman was absent from meeting (previous commitment). City Council Liason Steve Hauck and Staff Liasons Pete Lovrovich and Vince Zauskey in attendance. Sue Densmore, representing Falcon Cable, also attended. P. Lovrovich gave brief overview to help explain why there was a need to limit the number of proposed channels to match the city's business plan. Pete/Vince did follow-up cost analysis—following April 1 meeting--for each channel chosen, carriage charges for each channel and equipment costs to put each channel on the air. Based on that analysis, the committee was asked to review Basic line-up and delete two (2) channels—reducing it from 28 channels to 26 channels. Pointed out to committee that any channels committee did decide to remove from Basic could be placed on Expanded Line-up or bumped to the upper Digital Plus tier. Vince also mentioned that programmers, who have contracts with the National Cable TV Co-op, show increases to their channel costs by $.01 to $.02 each year and the City of Ashland does not want to pass those costs along to the customer(for at least 2-3 years after introducing services). The city's intent is to provide more services for less monthly cost. Vince reiterated it is best to have a. competitive channel line-up but also one that will fit the city's business plan in the following years. Additionally, city would like to be competitive in the future. To be competitive, it was suggested to leave a few `open' channel spaces so the city could add channels in the next 1-2 years on Basic and particularly on the Expanded and Digital Tier. The Programming Committee could reconvene following our `first phase' of picking a line-up and do a city survey, to find out what channels would be most requested by the citizens of Ashland. The Co-op, where we will be obtaining most of our programming, has a survey form we can order and either insert in electric bills or mail (or possibly re-configure to fit as an ad in the Ashland Tidings). S. Belsky then asked if there were any additions/corrections to the minutes and the committee approved the April 1 Minutes as submitted. S. Belsky then asked committee to look at the approved Basic line-up to discuss what two channels could be eliminated or moved to Expanded/Digital Tier. There was brief confusion about what version we were to refer to in our notebooks and Vince said he would make sure to DATE any channel line-up versions from now on. S. Hauck tallied each committee member's vote and after discussion by all committee members- ] particularly about demographics of city during all times of the year with college students, tourism, etc.it was agreed upon to remove: i shopping channel and the International Channel from line-up. Vince will research which shopping channel grosses the best on a monthly, yearly basis—QVC or HSN--and we'll retain best channel for Basic Line-up. L. Niemark felt BOTH shopping channels could be removed. Vince once again brought up the revenue generated from shopping channels (which he recollected as about $3,000 per month for the entire Falcon Rogue Valley service area). S. Belsky mentioned that his wife delivers for the Ashland Postal Service and she delivers quite a number of packages on a daily/weekly basis to Ashland residents from QVC and HSN. Committee concurred that at least one channel should be retained on line-up and members may have opportunity to add another later as city tracks how much revenue one shopping channel produces. Committee next reviewed the Expanded line-up. Committee has not officially approved the Expanded line-up at 4/1 meeting as we were considering removing one-two channels and possibly moving those channels to Digital Tier. The committee reviewed Expanded j `Revised' version, Option#1. Three previous channels up for consideration/removal were: Fox Family Channel, M2 and TV Land. Vince mentioned that he had contacted I MTV rep and M2 could be moved to another tier but TV Land could not. L. Niemark asked to have handout passed along showing proposed Digital Tier so he could have an indication of what could possibly be moved from Expanded to Digital Tier. He then asked members to seriously consider removing Fox Family Channel from Expanded and add Court TV in its place. He explained that Court TV, which has LIVE, courtroom cases on-camera—much like C-Span showing House and Senate proceedings --would be a good educational tool for the community to understand how our court system works. Other members agreed and unanimously voted to replace Fox Family Channel with Court TV. The Expanded Line-up was then approved as submitted, with the change. Vince handed out proposed Digital channels based on the selections S. Hauck had tallied last week from each committee member(Vince also had included suggested Premium channels and PPV with this handout). S. Belsky's votes were tallied via E-Mail (as he had left early last week to go to another meeting). Vince noted that L. Niemark had not yet voted (he was gone last week and had requested to not vote until he had clear indication of what Expanded Channels committee was approving). In reviewing Minutes, a committee member pointed out that Vince had inadvertently left off Speedvision(receiving 4 votes) and this channel was placed where Turner Classic Movies appeared (committee had approved TCM as part of the Expanded Line-up). A discussion followed, led by L. Niemark, questioning whether too many `sports-type' channels appeared on Digital Tier, such as Fox Sports World, CNNSI and Speedvision. Vince mentioned, along with other committee members, that Speedvision is strictly auto racing. Fox Sports World covers many different types of international sports not commonly viewed on ESPN, ESPN2 or the more regional Fox Sports Northwest. This includes World Cup Soccer, Rugby from several different leagues, Davis Cup Tennis, 2 NFL Europe and others. CNNSI is mainly a sports informational network featuring personal interviews with sports figures, up-to-the-minute sports scores/highlights, etc. Committee reviewed 15 channels proposed on Digital and made one additional change: adding CNNfn and CNN International (channels are shared...fn is daytime and International is in the evening). This channel replaced the suggested Bloomberg TV, which some members defined as a `talking head' channel with an announcer surrounded by graphics,rolling grids and scrolled information. The committee then focused on the Premium channels Vince submitted. W. Brain asked for a definition of Premium Channels and Vince answered that these are channels—such as HBO and Showtime—where customer pays a monthly fee (like $12.95 through Falcon...equipment extra). The subscriber can watch first-run movies (movies go to the video store first, PPV second and then to the Premium Channel programmers where they are offered last), original series and movies, sports events, concerts, comedy specials. The members requested to know how many Premium and PPV channels they could pick for Premiums and PPV. Mentioned to group there was no real `number' but Pete and Vince emphasized our transport fee costs/equipment costs per channel, programming fees, etc. Vince and Pete thought it best to give committee a firm number of channels they could pick for Premiums and PPV and told committee they would get back to them with an answer for next week's meeting. Meeting adjourned at 7:06 PM by S. Belsky. Next meeting will be at Hillah Temple on Thursday, April 15, 5:30 PM. 3 Council Communication Public Works Department Sanitary Sewer Easement Termination April 20, 1999 Submitted by: Paula Brown Reviewed by: Paul Nolte Approved by: Mike Freeman Title: Termination of a portion of a sanitary sewer easement at 364 Helman Street (tax lot 391 E4CD- 900) Synopsis: This request terminates a portion of a sanitary sewer easement which was created by a land partition survey (plat no. P-101-1992) in 1992. The 1992 easement did not define the true location of the existing sewer main. A new easement has been created which more accurately depicts the actual location of the sewer line. Much of the previous easement lies outside the described boundary of the newly acquired easement. The portion of the easement lying outside this newer easement is being terminated by means of the attached quitclaim deed. Recommendation: It is recommended that City Council adopt a motion to terminate the portion of the sanitary sewer easement as described and authorize the Mayor's and City Recorder's signatures on the attached quitclaim deed. Background Information: The purpose of this easement termination is to correct an error in the surveyed location of a sanitary sewer easement as created on partition plat no. P-101-1992. The surveyor who platted the easement made the erroneous assumption that the sewer line was laid on a straight course between manholes as is the usual case. When the sewer line was recently magnetically located it was noted that the sewer line had been laid with an angle midway between the manholes. A new easement has been created based upon the actual established pipe centerline. This sanitary sewer easement is not an authorized use as a pedestrian easement, and therefore does not remove a possible pedestrian access way. F:\USER\PAULA\COUNCIL\terminate Sewer Ewmnt Helman.wpd Na CITY OF ASHLAtm________________._________.___ STATE OF OREGON, i ss. _20 N MAIN S_T County of-------------------------- I ASHLAND OR 97520------------------------------ I certify that the within instrument ---------------niri:a ma 6--""------------ was received for record on the day GAYLORD & ROBERT VESTAL ------------------------------- 19_____,at _________o'clock......M..and recorded in -------------------------------------------------------- book/reel/volume No. _________ on page a""'"A0 Ne"""e Atl s SPACE RESERVED and/or as tee/filchnsUU- Ann OR W1.Mum W INUne.ACp M& MR CITY OF ASHLAND mentlmicrofilm/reception No. _________, -- ---------------------------------------------------- RECORDERS USE Records of said County. -------------------------------------------------------- Witness my hand and seal of County affixed. Ilntll ipwNW gAwMµMrq Yl lv eYbmxN W tNMw.AO],wR DP4 NO 6WJGE --------------------- AME RLE ________________________________________________________ By---------------------------------Deputy. QUITCLAIM DEED KNOW ALL BY THESE PRESENTS that__CITY_OF ASHLAND, a_rtunRal_corporation -_ _ ---_ _ hereinafter called grantor,for the consideration hereinafter stated,does hereby remise,release and forever quitclaim unto__________ GAYLORD S. VESTAL and ROBERT V. VESTAL hereinafter called grantee,and unto grantee's heirs,successor and assigns,all of the grantor's right,title and interest in that certain real property,with the tenements,hereditamenls and appurtenances thereunto belonging or in any way appertaining,situated in Jackson-------------------------County,Stale of Oregon,described as follows,to-wit: All right, title and interest in and to that certain easement and right of way for sever and rights in connection therewith, granted to the City of Ashland, a muncipal corporation in Jackson County, Oregon, recorded November 28, 1906 in Volume 57 page 251 and recorded August 29, 1916 in Volume 112, page 146 of the Deed Records of Jackson County, Oregon, and as restated and depicted on as a sanitary sewer easement located in the easterly and southerly portion, as set forth on Minor Land Partition recorded October 2, 1992 as Partition Plat No. P-101-1992 of "Record of Partition Plats" in Jackson County, Oregon and filed as Survey No. 13172 in the Office of the Jackson County Surveyor. r OF aPACE WIKNR CRHr.COMraUE Ce POUPnON ON REVERSE 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,staled in terms of dollars,is f_none_______________.01 However,the actual consideration consists of or includes other property or value given or promised which is❑part of the ❑the whole(indicate which)eonsideralion.m(The unreme beo,,m the rymbsb 0,If not appliable,rhould be deleted.See ORS 91030.) In construing this deed,where the context an 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 VERIFYAPPROVEO USES Bar{0ar'a Christensen AND TO DETERMINE ANY LIMITS ON LAWSUITS AGAINST FARMING OR FOREST PRACTICES AS DEFINED IN ORS 00.00. _______________________________________________________________ STATE OF OREGON,County of_.Jackson _---__ -_ _ ---�ss. This instrument was acknowledged before me on ---------------------------------------19_____, . by______________________________________________ ___________________________________________. 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Main Street (39 1 E 11 tax lot 900) Synopsis: At its April 6"meeting the council conditionally approved in concept the application by Temple Emek Shalom for sewer service to a proposed temple building outside the city limits but within the city's urban growth boundary. Conditional approval was made subject to the city attorney returning to the council language for a motion which would require the applicant to ensure compliance with the criterion for connection to an existing sewer line as set forth in AMC § 14.08.030.C. Recommendation: Adopt the following motion: The Rogue Valley Jewish Community, a nonprofit Oregon corporation, dba Temple Emek Shalom, (the applicant)be granted permission to connect a temple building to be constructed at 1800 East Main Street, Ashland, Oregon, to the Ashland city sewer system, subject to this condition: that prior to such connection there exists an City of Ashland eight-inch sewer line within 300 feet of the existing dwelling on the property. Applicant shall construct such sewer line and connect it to the City of Ashland sewer system. The sewer line is to be constructed at no cost to the city and shall meet city standards. Once constructed, the line within the public right-of-way shall be dedicated to the city, and the city will accept the dedication as an Ashland city sewer line. Subject to the foregoing condition, the council finds that all of the requirements of Ashland Municipal Code Section 14.08.030 have been met by the applicant and that it is in the best interests of the City of Ashland to permit the connection to the city sewer system. Consider adopting additional conditions of: 1. The applicant will install a sidewalk and storm drain improvements along the East Main Street frontage of the property. 2. The applicant will comply with the city's land use site review standards. 3. The applicant will make such applications,pay such development fees and conform to such development standards as if the property were located within the city limits. (The above additional conditions were discussed in one form or another by the council at the April 6 meeting.) Council Communication Legal Department Temple Emek Shalom Request for Sewer Service April 20, 1999 Page 2 Background Information: The proposed siting for the Temple Emek Shalom is a 2.1 acre parcel with an occupied single family residence with a failing septic system. The temple building will replace the residence. The property is outside the city limits but within the city's urban growth boundary. In accordance with the requirements of AMC § 14.08.030: A. The applicant will pay the sewer connection fee and the systems development charges. B. The public works director has determined that the replacement of the dwelling with the temple building will not increase the use of the sewer system. C. The applicant has secured 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. D. The applicant will 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 and will provide, upon annexation, for any payments due for withdrawal of the property from any public service district. E. The applicant will execute a deed restriction preventing the partitioning or subdivision of the land prior to annexation to the city. F. The land is within the Urban Growth Boundary. F:\USER\PAUL\cc temple 420.wpd City Council Communication Administration Goals Update April 20, 1999 Submitted by: Mike Freeman Title: Update on the implementation of Council's 1998— 1999 Goals. Synopsis: The City Council adopted several goals for the 1998— 1999 Fiscal Year. Attached is an update on the implementation of these goals. City Council Meeting April 209 1999 FL%cal Year 1998 - 1999 Council Goals Implernenta�ion Report Number 3,—Spring 1999 'r Develop a plan to secure new facilities for the Fire Department 1. Meet with property owners in immediate vicinity of Station #1 and Station#2 (Completed —June 1998) 2. Update space requirements analysis (Completed September- 1998) 3. Retain consultant for preliminary design work (Completed October — 1998) 4. Determine property owners interest in selling land to the City (Completed December 1998) 5. Brief City Council on financing alternatives for fire stations (Completed December 1998) 6. Develop request for proposal for design and engineering services (Completed April— 1999) 7. Schedule Study Session to discuss design, station location, bond issue timing (May— 1999) 8. Begin station planning process for Station #1 or#2 (July — 1999) 9. Station planning process complete (includes architecture, land acquisition, engineering, permitting, etc.) (Winter- 1999) 10.Station construction (Spring—2000) 11.Begin process over for Station #1 or Station #2 Initiate a City-wide strategic planning process. 1. Conduct 1998 Citizen Survey(Completed — November 1998) 2. Brief City Council on Survey (Completed — December 1998) 3. Kick-off Meeting with City Council on strategic planning process for 1998 — 1999 (Completed — November— 1998) 4. Public Hearing/Public Input(Completed —January— 1999) 5. Develop Community Vision Statement (Completed — March 1999) 6. Develop Goals Statements (Completed —March— 1999) 2 7. Develop Multi-Year Plan (i.e. budget, comprehensive plan, water plan, "partners", etc.) (First Stages Completed — March 1999) 8. Organizational (Implementation— Summer 1999 and on) Explore alternatives to current Local Improvement District (LID) Steps include: 1. Convene committee (Completed) 2. Committee report (Completed) 3. City Council presentation (Completed —August 19) 4. Discuss alternatives (Completed — December 1998/January 1999) 5. Implementation of new LID processes (Completed—fiscal year 1999-2000) transportation Encourage alternative . . - Projects Include: Central Ashland Bikeway ♦ Project under construction (estimated completion Spring — 1999) Sidewalks and Trails Construction ♦ Pursue ROW with Railtex for extension of Central Ashland Bikeway (Spring 1999) ♦ Staff report to City Council on feasibility of this project (Summer 1999) Lineal Parks ♦ Parks and Community Development have concurred that the concept of lineal trails is appropriate for Ashland —Completed RVTD Levels of Service ♦ Additional route added in Ashland on East Main July 1 -- Completed ♦ Seeking resolution to SOU Ridership Program (ongoing) 3 Siskiyou Bike Lanes ♦ Meet with ODOT representatives to discuss jurisdictional exchange and the timing of the proposed project as approved by RVACT (September 1998) ♦ Working with ODOT for proposal for Ashland to take over Siskiyou Blvd. As part of the jurisdictional exchange program. Develop for . . . plain and riparian areas. Include consideration for recommendations provided in the Ashland Creek Flood Restoration Project (OTAK). 1. Review OTAK report for clarity, recommendations, direction (Completed) 2. Develop list of projects to be addressed in overall plan (Completed) 3. Initiate planning process (Completed) 4. Develop multi-year plan to deal with issue (Summer 1999) 5. Tie to CIP for funding (ongoing) Develop long-range, comprehensive solution for water needs. 1. Hire consultant (Completed—June 1998) 2. Prepare list of issues to address (Completed —June 1998) 3. Identify alternatives (Completed —July— 1998) 4. Presentation of alternatives to City Council (Completed—October— 1998) 5. Chamber Forum on water planning (Completed — November— 1998) 6. Adoption of alternative (Completed 1998) 4 Council Communication Public Works Department Construction / Project Summary April 20, 1999 Submitted by: Paula Brown,�y.- Approved by: Mike Free. r` Title: 1998/99 Construction and Major Project Activity Summary #3 Synopsis: The following summarizes the construction and major project activity being completed by the Public Works Department. The project summary is categorized by Divisions within the Department. Recommendation: This is for information only, no action required. Background Information: The Public Works Department is involved with the majority of the construction activities within the City. Many of these projects are budgeted in various Divisions within the Department and are coordinated through the Engineering and Public Works Administration Division. Many projects require coordination across divisions and are coordinated with other Departments. Staff will provide more detail on any project as desired by the City Council. Engineering and Public Works Administration • Comprehensive Water Master Plan and Implementation Status: Carollo Engineers was hired to evaluate alternatives and combinations of alternatives. Staff and the consultant worked with the Water Advisory Group, a group of interested and informed citizens with technical support. A Public Forum was held on November 101, and a Council Study Session was held on December 71. Council decided at their December 15'meeting to continue to participate in the TAP project construction to Talent and continue to explore other water supply links. Staff will continue this project under the "Implementation"phase and will bring this to Council at the April 22nd Study Session. Expected completion: Master Plan complete- Implementation beginning (Spring 1999) Cost: Plan - $97,000; Implementation- $1.2M construction - and staff coordination • Storm Drain and System Drainage Master Plan Status: KCM is the consultant on this project. KCM has completed preliminary drainage basin,analysis and has completed preliminary basin modeling. A Public i Meeting was held on March 23rd to gather additional information on problem areas. All of the basins have been mapped on the City's aerial photography and topographic maps and will be used to generate preliminary recommendations. We anticipate two other public meetings this spring prior to completion. The initial analysis is impressive. Expected completion: June 1999 Cost: $50,000 • Sanitary Line to Ashland Municipal Airport Status: Received a SOREDI Grant for$25,000 which requires project completion by June 1999. Design is being completed in-house and is expected to out for bids in May, for a construction completion in June or July at the latest. We are a little behind pending easement acquisition and final design details. Expected completion: June/July 1999 Cost: $212,000 • Renegotiate Water Supply Contract with TID Status: The proposed contract developed by TID and the City to extend the 1966 water rights (795 acre feet), and use the water beyond the regular irrigation season,was sent to BOR for review and approval (last fall). TID has been in full support. There are still some details to work through. BOR has delayed review of the contract documents. TID and City Staff are pushing for BOR's earliest review. TID continues to provide extensions for the use of the water. Expected completion: June 1999 Cost: not specified ❑ Fuel Tanks Improvements -Airport and City Service Center Status: Bergeson-Boese & ,. e Associates was hired to define a r to solution to the underground fuel tanks to meet DEQ requirements, and were hired to complete the tank removal, site restoration, soil remediation(airport) and tank replacement. This contract had several delays,but has met all of the required DEQ compliance deadlines. The new tanks are in place at the City Yazd, awaiting dispensing pumps and motors to be able to resume fueling on site. The concrete pad is complete and the tanks have been delivered at the airport. site preparation at the airport Airport tanks should be operational by the end of April. City yard fueling should resume in May. Expected completion: April 1999 Cost: $15,000 design; $350,000 implementation I 2 • Phase II of the Roca Creek Channel Improvements Status: In process. Received final approvals for channel work for next spring. Continuing to work on property purchase with the Martins, and in completing the pipeline portion. The diversion structure for the Paradice/Roca Creek split is nearing completion. Expected completion: June 1999 ^ / Cost: $200,000 /GV,/1_N 10 • Construct Sidewalks and Traffic Calming Measures on Oak Street Status: The final concept design was approved by Council, ODOT and a traffic consultant. Construction was origninally scheduled to begin as early as last fall, but was delayed until late this spring to allow time to complete final design of both the sidewalk /traffic calming measures, and to redesign the four way stop at Oak and Hersey. Construction should be completed before school status this fall (1999) thereby meeting ODOT's project completion deadline of October 1999. Expected completion: August 1999. Cost: $155,000 • Miscellaneous Concrete dWSCELLINEOLS CONCRETE Project PROJECT Status: Complete. Staff nett ted additional ork or completion under this contract by l�p�K Versitile Concrete �-L4 5 which included a new ' sidewalk on 7' Street. � F Under this contract, y � 3800 lineal feet of new sidewalk was installed. ( "�" =,•1 (See the insert to the right) Cost: $130,000 ❑ Develop Geographic Information System (GIS) Status: Our GIS Technician (Rich Hall) started in January and has made great strides in bringing up our GIS mapping capabilities. In addition the City has a contract with RVCOG to complete a needs assessment for traditional GIS functions. RVCOG has interviewed all departments and should be complete by May. Expected completion: Transition to take 18 months (by June 2000) Cost: $150,000 budgeted this year(on schedule) ❑ Acquire Digital Orthophoto and Topographic Maps of the City Status: The orthophotos and topographic maps are complete and being used. They have added a level of sophistication and detail to our mapping and designing capabilities. Expected completion: complete Cost: $94,600 3 ❑ Complete the Global Positioning System (GPS) Survey Control Network Status: Staff completed the control, and will file the data with the County Surveyor's office. This information links with the aerial photography and topographic data. Expected completion: complete Cost: Staffing ❑ Crowson Reservoir Roof Replacement Status; Adroit Construction was awarded this project. Initially we planned to demolish the reservoir roof in February but with the high flows, low temperatures, and high demand this winter, staff requested that the work be delayed until this fall when the flows are not as high and the water easier to treat and bypass Crowson for delivery to the rest of the City. Adroit has been very cooperative with all of the City requested delays. Expected completion: October 1999 (delayed form February 1999) Cost: Design- $23,000; Construction estimated a atr$$4,00,000l�I �I O�D ❑ Central Ashland Bikeway Construction "'' N ' ��" IX5 ' -y VH Status: This project is being managed by ODOT and construction is being completed by Ledford Construction. There have been several changed site conditions and delays. ODOT stopped work on the bikepath in December due to the rain, and has not yet resumed work due to the wet cold weather this March and April. Once Ledford is able to restart(ODOT's call), there is less than a month's work to complete. The City completed a 24" storm drain project on the section between Normal and Walker streets along the railroad tracks. Expected completion: May 1999 (originally October 1998) Cost: $800,000 (City portion$340,000, remainder funded through ODOT grants) ' ❑ RVTD Bus Shelter Construction Status: Staff is completing design and will go to bid late April. Construction should be completed within 90 days of award. Expected completion: Construction completion anticipated by the end of June 1999. Cost: $150,000 ❑ Westwood Street Improvements (LID) 4`-`r Status: D. Britton Construction was awarded the contract in December. As the weather is now starting to cooperate, construction should move quickly. Expected completion: June 1999 Cost: $165,000 ❑ Fordyce Street Improvements (LID) Status: Complete. Cost: $223,000 ❑ Wightman Street Storm Drain, Phase I1I, from Iowa to Lee Status:The project was bid last month and has been awarded to Southern Oregon Underground. The project will begin on April 19'x, with completion in June. Estimated Completion: June 1999 (on schedule) Cost: $155,750 (contract award) 4 Sewer • NPDES Discharge Permit Renewal with DEQ Status: Permit is complete and signed. Staff has filed a request for modifications to allowable discharges for the months of October and November based on creek flows and BOD limits, and is discussing this with DEQ. Expected completion: Complete (modifications should be accepted by Spring 1999) Cost: not applicable • Treatment Plant Facilities Improvements Status: Construction of the On- Site Facilities Improvements began in September 1998 and is scheduled to be completed in September 2000. The on-site project is slightly ahead of schedule with over 50% complete. Design of the Off- t mr� Site Spray Irrigation and Biosolids Reuse is complete and { III will be put out to bid in early May. Construction award for the off site work will be held until June pending the LUBA decision. New oxidation ditch under construction This project is funded in part by DEQ CWSRF loan. Expected completion: December 2000 Cost: Design and Construction Management $ 3,800,000 On-Site (contract+ 5%) $13,200,000 Off-Site (estimate) $ 8,6�00�,0�00 El Demonstration Wetlands System Project W�c "' { w V Status: Construction was completed in July 1997. First cycle of data analysis was completed in September 1998. Results are positive, but do not meet the phosphorus reductions to 0.08 mg/I as required for direct effluent discharge to the creek. The consultants (Cascade Earth Sciences, CES, are completing some design changes to the sand filters and should be implementing those changes in April. These changes shouldt� reflect better results through the sand and the sand/soil filters. Expected completion: September 1999 (may need extension) Cost: $400,000 (total) ?a C, D�_ ID-0-� ❑ Sanitary Sewer Line Replacements U Hersey Street(in-house work) spring 1999 Union Street (in-house work) In progress for April 1999 completion Manhole Rehabilitation (contracted) spring 1999 5 ❑ Bear Creek Trunk Line Replacement Status: Staff delayed the section from Oak Street to the Pump Station so that it would be constructed with the off-site WWTP project (same location). The next piece (Nevada to Carol) will be completed next fall (1999) Expected completion: Fall 1999 Cost: $150,000 Water • Ashland Street Main Line (Terrace to Weller) Status: Ledford Construction completed their work in January. Staff extended this project to include the remaining section of leaking line through to Liberty Street. The water crews will be completing the cross connection and final conversion this summer. The last phase from Liberty to Palm/Siskiyou is scheduled to be completed in FY01. Expected completion: 3u1g1999- Complete Cost: Construction estimated at $365,000 (increased scope from original $160,000) • Water Filter Plant Improvements (particle counters, etc) Status: Installed three new particle counters to provide better monitoring for elimination of potential cryptosparidium and giardia. Replaced the influent control gates and computer links. Staff hired a consultant to evaluate the options of going to sodium hypochlorite instead of using chlorine gas at the treatment plant. There will be major projects brought forward in the future for replacing the chlorine system and possibly upgrading the filters (FY01 or later). Expected completion: June 1999 Cost: $31,000 ❑ Distribution System Improvements; in-house work Total Cost: $70,000 Wightman Street (Siskiyou to Quincy) complete Youth Works Line complete Lithia Water Line (replace 1000') complete PRV - Iowa Street, Faith Street complete TID Canal (replace 1000') spring 1999 Pioneer Street (South of Hargadine) complete Fairview(Union and Iowa) complete Water Fund - Flood Restoration ❑ Flood Restoration on Ashland Creek at WWTP . Status: Expected commencement May 1999. Division of State Lands and US Army Corps of Engineers permits have been received. •Expected completion: July 1999 Cost: $15,000 (significantly reduced from earlier cost estimates) I Imo _ .• fY. 1 . ♦. v\.. ❑ Prioritize project identification, funding and doinpletion schedule. Immediate priorities (within the next 5' years) include Calle Guanajuato with Main Street Bridge improvements, and Water Street Bridge. Longer term priorities (5-15 years) include Van Ness and Hersey Street Bridges. Status: Staff is working with the Parks Department on the RFP scoping and evaluation. 6 Expected completion: June 1999 Cost: Staff Time ❑ Develop Operational Flood Management Strategies and Improve Flood Plain Zones/ Mapping Amendments Status: In process. Many of the "flood management techniques" have been discussed and implemented as a result of emergency training briefs. Flood mapping has begun as a part of the GIS work and will be completed next year. Expected completion: Ongoing emphasis. Cost: Staff Time Water Fund - Forest Restoration ❑ Implement the Ashland Forest Management Plan (Forest Commission) Status: In process. Much progress has been made in the development of prescriptions and identifying fuels reduction priority units. Additional work in the following: ► Complete Short Term Selective Fuels Reduction Implementation Programs ► Develop Partnerships with REAL Corps, Ashland High School, Forest Service and Parks Department for Project Implementation ► Education and Informational Activities to Promote Fuels Reduction Benefits Expected Completion: ongoing Cost: $75,000 annually Streets ❑ Storm Drain Improvement Projects (12" PVC ) Total Cost: $46,000 Garfield Street; Iowa to Quincy (675') complete Holly Street; Terrace to Mead(450') complete Roca Street (450') complete Van Ness Avenue; Helman to Skidmore (1,235') complete Catalina to Scenic Dr. (800') complete Liberty Street; Pratt to Siskiyou (may contract) Normal Street; Fremont to Ashland complete Sherman Street complete • Update Pavement Management Program Status: Staff has evaluated several systems to categorize and develop a pavement inventory for better management. Staff will purchase a software program and have staff trained on this application this year in anticipation of all of the pavement/pothole repairs to be completed next fiscal year. Estimated Completion: winter 1999 Cost: Staff Time • Street Resurfacing Projects (total .85 miles) in-house work; Total Costs: $150,000 Scenic Drive; Church to Grandview(1,050') complete Helman Street; Van Ness to Hersey (435') complete Lincoln Street; Iowa to E. Main (1,330') complete 7 Water Street.; B to Van Ness (773') complete Morton Street; Pennsylvania to Ashland (900') spring 1999 Taylor Street; Ashland to Holly (1000') Delayed until FY00 ❑ Sherman Street Reconstruction Status: LTM Inc. completed the work within their schedule. Several water and drainage issues were resolved. Estimated Completion: complete Cost: $140,000 (over initial estimate) • Union Street Reconstruction Status: The City received approval for this to be included in the ODOT Fund Exhange program for FY00. Preparatory work (sewer, water services, etc).is being completed now in anticipation of storm drain and street reconstruction this fall(1999). Estimated Completion: Fall 1999 Cost: $120,000 • B Street Yard Improvements Status: Staff, coordinated through engineering and primarily the street division, have been slowly cleaning up the site and preparing for the site work (paving, fencing, etc.) for the B Street Yard improvements. Staff has not completed the Planning Department requirements for the building improvements and will work toward that this year for construction next year. (, d rka v cu-eLreA ov,� Estimated Completion: Spring 2000 Cost: $125,000 :,Fm-VA PC — Airport / • T-Hangers (site prep only) Status: Scheduled for fall and winter, this project has been delayed due to time constraints and will be completed later this calendar year Estimated Completion: spring/summer 1999 Cost: $45,000 and Staff Time • AIP Projects Status: Awaiting decision of the AIP grant submittal for electrical upgrades, taxiway construction and tie-down aprons. Estimated Completion: spring 2000 Cost: Staff Time • Fuel Tank Replacement - see Engineering above Cemetery ❑ Survey All Cemetery Plots Status: To be contracted this spring (engineering to negotiate contract) Estimated Completion: spring/summer 1999 Cost: $20,000 (rough estimate) F:\USER\PAULA\COUNCIL\Construction UpdateAwnstruction memo april 20.wpd 8 Council Communication Public Works Department Second Reading - Vacation of New Street April 20, 1999 Submitted by: Paula Brown Reviewed by: Paul Nolte Approved by: Mike Freeman yN.t 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 City Council held a public hearing on April 6, 1999, and subsequently approved first reading of the ordinance to vacate New Street. Recommendation: It is recommended that the Council approve second reading by title only of 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. 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 by any of the utilities, nor community members. No objections were raised at the public hearing on April 6th. F:\USER\PAULA\COUNCIL\CC ORD 2 Vac New St Apr20.wpd ORDINANCE NO. AN ORDINANCE FOR THE VACATION OF NEW STREET FROM ITS INTERSECTION WITH OAK STREET TO ITS TERMINUS, ALL OF WHICH IF LOCATED BETWEEN HERSEY 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 cAWINDOWWEMPwac hon ord naw sbwtwpd a� � r • r1n �7 � I6 t< 17 8 o \� I _ �. g .M Nip/M IN,NfINf.1 �0 'i � ao r ,4 —PATTERc OG� 803 °�' • Z ' .T ... E ` Y\ O vI 4Ai 'rte (406) Op- 604 .��. 0 y .21 AC a25 Ae 0 P t . R yJ 3 P-22-1992 tn.t2eecl � A .wcr, a (5vw) - --7P.73391 ' ►wxt . � ° SEE, DETAIL MAP 2 ����►se - - � 5 PAf71: PLAT (P.11047) e ; p t,. NW Cor. D.L.C.42 r• r • i J 1700 all oa, 6 .ISOO 1900 200.5 �ec� 4t 1800 402 • i/ae. ;c 9 i 6�. 5 1500 his Print is M2galE or the purom Of OQb ,� asststing in 1=909 said promises sad the company A6 ' assumes no liability for infmamtioa Printed on this map ladudini zoning,variations,N any,In dimen• .• sioas and Ioatians.aswUlned by actual survey. JACKSON COUNTY TITLE 140o ��, .A DIVISION OF OREGON TITLE INS. CO. 502 W. MAIN PH. 779.2811 MEDFORD, OREGON Pcm 45-060 DOR ti e i 0& T h rd WdZD:50 666T 9T '11?W ..ZVVW8VTVG 'ON 3NOHd .W315A5 Xtid atuoSeued W083 84543 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 450 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 SO page 531 of the Deed Records of Jackson County, Oregon; thence North 450 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 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 a97 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, 1961 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 29 025' 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 WdTP:SO 666T 91 '1eW ZCC8Z8b[b5 : 'ON 3NOHd W31S1.S Xtld -11u0seued : Woad 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 45 019' East, along said line, 80. 00 feet to a point South 49 030' East of the point of beginning; thence North 49 030' West 149.50 feet to the point of beginning. (Code 5-01, Account #1-5058-0, Map #391E4CD, Tax Lot #1500) £d WdZb:50 666T 9T 'JeW 2tt828dTPG 'ON 3NOHd W31SAS MJ 3tuOseued WOMj City Council Communication Administration Strategic Plan Adoption April 20, 1999 Submitted by: Mike Freeman Approved by: Mike Freeman Title: Adoption of the 1999—2000 Ashland Strategic Plan. Synopsis: The City Council adopted a goal in 1998 to begin a strategic planning process for the City. The City Council and staff began the strategic planning process in late 1998 and completed the draft plan in March 1999. The staff requests that City Council adopt the draft strategic plan and it form the basis of the priorities and projects for the City in the next fiscal year(July 1999 to June 2000). Recommendation: Staff recommends that City Council adopt the attached strategic plan. Background Information: For many years, the City Council has conducted a goal setting process that identified short-term goals for the City, which were subsequently tied to the City's budgeting process and implemented. The goal setting process has been a valuable tool for the City as it created goals that have driven the finances and organization in a specific direction. The Council decided to build upon the successes of the past and work toward a longer-term strategic plan that would guide the organization now and in the future. The City Council and staff met over the past few months to begin formulating the strategic plan. The Council has identified the following as the Community Values statement: Ashland respects its diverse people, natural environment and rich heritage and culture. It values citizen involvement, initiative, innovation and a strong sense of community. The Council and staff further identified numerous goals that fit in broad categories, such as Citizen Participation and Involvement, Environmental Resources, and Transportation(see attached document for more information). Some of the more significant goals identified in the strategic plan that are included in the proposed 1999—2000 Budget include: • Developing a plan on how to make the best use of citizen involvement by outlining the essential steps the City will follow as it seeks public input on City programs, policies and projects. • Develop and implement a community land trust program to ensure that affordable housing needs are met. • Prepare and present to City Council for adoption standards for the construction of public buildings. • Prepare an implementation plan for the TAP water pipeline intertie project. • Continue space-planning initiatives underway: Library, Fire Stations, and Hillab Temple. • Be Y2K ready regarding mission critical City services. Additionally, play an important role in 1 educating the community regarding Y2K issues. • Analyze the service demand for transit services in the community by conducting a community- wide survey. The analysis will what barriers exist that keep people from using mass transit and should identify what measures the City could take to further encourage the use of transit services. • Update the downtown plan that includes the downtown parking plan. • Study the feasibility of jurisdictional exchange for Highway 99 with the State and present to the City Council. ' • Evaluate the feasibility of sub-regional planning with nearby local governments and service providers. The strategic plan the Council is being asked to approve is a first step for the City. Future strategic planning efforts will attempt to refine the existing plan and attempt to keep it relevant for the Council and community. 2 RESOLUTION NO. 99- A RESOLUTION ADOPTING THE CITY OF ASHLAND 1999-2000 STRATEGIC PLAN THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. The attached City of Ashland 1999-2000 Strategic Plan is adopted as the strategic plan for the City. This resolution was read by title only in accordance with Ashland Municipal Code §2.04.090 duly PASSED and ADOPTED this day of 1999. 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-RESOLUTION (C:\WINDOWS\TEMP\gwpdnt\STRATEGI.WPD) COMMUNITY VALUES STATEMENT Ashland respects its diverse people, natural environment, and rich heritage and culture. It values citizen involvement, initiative, innovation and a strong sense of community. CITIZEN PARTICIPATION AND INVOLVEMENT 1999 — 2000 Goals 1. Increase the use of technology to encourage citizen participation. 2. Staff should develop and present to City Council for approval, a plan that outlines how to make the best use of citizen involvement by outlining the essential steps the City will follow as it seeks public input on City programs, policies and projects. To the extent it applies, the Staff will use the Citizens Communication Committee report to establish these essential standards. 3. Continue with the Citizens Police Academy. ENVIRONMENTAL RESOURCES 1999 — 2000 Goal 1. Finalize the riparian ordinance. HOUSING 1999 — 2000 Goals 1. Develop and implement a community land trust program to ensure that affordable housing needs are met. ECONOMIC STRATEGY 1999 — 2000 Goals 1. Develop printed materials that clearly outline the goals of the City of Ashland which impact business relocation to/within the community. The goals of the City are outlined in the comprehensive plan- 2 2. Study the Portland living wage ordinance and present the findings to the City Council. PUBLIC SERVICES 1999 — 2000 Goals 1. By June 1999 be Y2K ready regarding mission critical City services. Additionally, plan an important role in educating the community regarding Y2K issues. 2. Prepare an implementation plan for City Council for the TAP water pipeline intertie project. 3. Prepare and present to City Council for adoption standards for the construction of public buildings. 4. Improve the sound and video quality of the City Council chambers. 5. Install high-quality portable restrooms in the Calle area of Ashland Creek. Work with Parks to develop a long-term solution to restroom availability in the Plaza area. 6. Continue space-planning initiatives underway: Library, Fire Stations, and Hillah Temple. TRANSPORTATION & TRANSIT Transit 1999— 2000 Goal 1. Analyze service demand for transit services in the community. The analysis should solicit information from the community on transit needs relating to: work, school, recreation, shopping, special needs populations, worship and medical facilities. The analysis should address what barriers exist that keep people from using mass transit and should identify what measures the City could take to further encourage the use of transit services. f,C _ p � Parking , (,.-%-t' X v4"c 1999 — 2000 Goal 1. Update the downtown plan parking plan. The update should include analysis on overall street design in the downtown (i.e. traffic flow), capacity and efficiency of the existing streets for parking, evaluating a pay- for-parking concept that outlines the impact on the downtown and adjacent 3 neighborhoods and addresses citizen parking versus tourist parking, and evaluates the necessity of a parking structure. Transportation 1999 — 2000 Goal 1. Develop an agreed upon, financially constrained 10-year plan for transportation improvements. The plan should address the financial ability of the City to pay for these projects. Regional Transportation 1999 — 2000 Goals 1. Study the feasibility of jurisdictional exchange for Highway 99 with the State and present to the City Council. 2. Study the feasibility of jurisdictional exchange for County roadways in the City with Jackson County and present to the City Council. ENERGY, AIR AND WATER CONSERVATION 1999 — 2000 Goals 1. Develop a plan to meet the water conservation goals adopted as part of the 1998 Water Study. PARKS, OPEN SPACE AND AESTHETICS 1999 — 2000 Goals 1. Encourage the Parks Commission to develop a long-term financial plan. HISTORICAL SITES AND STRUCTURES 1999 — 2000 Goals 1. Encourage the displaying of historic photos in community buildings. 2. Ensure that all City owned historic buildings are properly maintained. 4 REGIONAL STRATEGIES 1999 — 2000 Goals 1. Explore intergovernmental delivery of services. 2. Acknowledge and discuss the relationship between the Rogue Valley Civic League's Blue Print document with the City's strategic plan. 3. Evaluate the feasibility of sub-regional planning with nearby local governments and service providers. FINANCIAL MANAGEMENT 1999 —2000 Goals 1. The City will develop, implement and periodically review its financial management strategy that addresses existing and potential revenue sources to ensure that City revenues are balanced from property taxes, user fees, grants, and other revenues. 2. Provide comprehensive information to the community on City budget and financial issues to promote more thorough understanding of where the City receives its funding and how it is spent. 3. Ensure that the City's budget is consistent with the strategic plan. 4. Establish a funding policy for the undergrounding of electric poles and lines. SOCIAL & HUMAN SERVICES 1999— 2000 Goal 1. Define the City's role and philosophy in the delivery of social and human services programs. This will be done by the creation of an ad-hoc committee (including Budget Committee members) coordinated by Councilmember Hauck. 2. Based on the determination of the City's role in social and human service delivery, develop a funding plan for community social services needs. 5 ORGANIZATIONAL EFFECTIVENESS Our mission is to: • Provide high quality, cost effective services • Be responsive to community needs • Be pro-active and innovative in meeting the needs of the community • Engage employees in a collaborative partnership with management • Promote community partnerships 1999—2000 Goals 1. Develop a schedule that outlines a timely review for all the elements of the comprehensive plan. 2. The City Council shall regularly review and amend as necessary the provisions of its strategic plan. The City shall plan for public participation as part of the review process. 3. Continue the internal organizational improvements initiated in 1998 through the Employee Advisory Committee. 4. Complete the Compensation/Classification plan for management positions. 5. Continue implementation of the City's strategic plan. 6. Integrate department work plans with the City's strategic plan. s RESOLUTION NO. 99- A RESOLUTION ADOPTING THE CITY OF ASHLAND 1999-2000 STRATEGIC PLAN THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. The attached City of Ashland 1999-2000 Strategic Plan is adopted as the strategic plan for the City. This resolution was read by title only in accordance with Ashland Municipal Code §2.04.090 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-RESOLUTION (C:\WINDOWS\TEMP\gwprint\STRATEGI.WPD) Council Communication Finance Department Park Land Expenditures April 20, 1999 Submitted by: Jill Turner / Approved by: Paul Nolte l Approved by: Mike Freeman / ' Title: A resolution of the city of Ashland, Oregon, authorizing the reimbursement of expenditures with reimbursement bond proceeds. Synopsis: The city intends to reimburse itself for the expenditures of the park land purchased from the Bryant Family Trust with bond proceeds. The IRS requires the city to declare this intent within 60 days of the payment of expenditures. This is an initial step in the financing of the recent park land purchase which will be repaid with Parks SDCs and Food and Beverage tax over the next several years. Recommendation: Staff recommends approval of the attached resolution. Background Information: This is one of the many requirements in the financing process. The cost of the land may be reimbursed by the bond proceeds. F:\Acctg\Parks\Reimburse.wpd RESOLUTION NO. A RESOLUTION OF THE CITY OF ASHLAND, OREGON AUTHORIZING THE REIMBURSEMENT OF EXPENDITURES WITH REIMBURSEMENT BOND PROCEEDS. THE CITY COUNCIL OF THE CITY OF ASHLAND, OREGON, RESOLVES: Section 1. The City of Ashland, Oregon, (the "City") expects to use available funds to pay for the costs of the Bryant Family Trust park land and improvements (the 'Project'). Section 2. 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 Project. Section 3. To permit interest on the Reimbursement Bonds to be excluded from gross income, the Internal Revenue Code of the United States requires that the City declare its intent to reimburse itself from Reimbursement Bond proceeds within 60 days after the expenditures are made. Section 4. The City expects that the principal amount of the Reimbursement Bonds will not exceed $599,000. The foregoing resolution was read by title only in accordance with Ashland Municipal Code §2.04.090 duly PASSED and ADOPTED this day of 1999. Barbara Christensen, City Recorder SIGNED and APPROVED this day of April, 1999 Catherine M. Shaw, Mayor Revi wed as to form: 1 Paul Nolte, City Attorney i fislela VrvY _ � Y - •t' 'i C9hr�rtivu,c c7 �1�IL�AhCei 4 CO 6 Tuesday April 13, 1999 Ashland City Council As stated in our letter dated 4/18/95 any option that removes water from Bear Creek is unacceptable to Eagle Mill Farm because of potential impacts on our irrigation rights. Some of you have a twenty-three page package that was presented to the City Council on 3/7/95_ We are resubmitting portions of this package to the entire council in light of the fact that three of you were not on the Council four years ago. It is extremely important that the Council, the City Administrator and the Public Works Director pay special attention to the last paragraph of the memorandum from Assistant City Engineer Jim Olson to Brian Ahnquist, Steve Hall, Dennis Barnts & Paul Nolte elated 10/30/92: "The Eagle Mill Farm could have an effect on the amount of usable water that the City could have in a water short year; however, the exact amount is not known at this time. The loss of the treatment plant effluent could affect our legal use of the full amount of water which we are accustomed to_" We might add that Eagle Mill Farm is not the only property with senior water rights_ This must be adequately researched by City Staff as soon as possible. We request that the City Council reconsider treating the water to the level required for direct year around discharge into Bear Creek The Council should hold a Public Hearing on this matter, the sooner, the better. April 20 would be fine_ Sincerely, Ronald E. Roth Far Ohr�c,NU,c cPrufd�,ce� 100 `4Lo &Mill 62d,., cUhWnc,,,(Me 97520 pO�ry �S °)(/1h //� C��y CUyhCrl 41 014 14-14 wrfi� S7 6i ! C' h t4, !f'S� O 7- O� S Lzi- pIf vwz viz i rt�rq 7 e 7�7gh Gl h c� v _ wy D � (7 a 55 k4 vyi/- ver �9 /X I-il,a� uz S 4(?A7 �bS��hCI �-f POP" LC�h(XX✓h rht� vi 0 ! til°d/l`l p(Gul�l hq �`1OSP �OV yS 1 ` lr n, di1-�q I ttit4-t i h a('% cam s 7`�u 90 v7c '/ de wil ii-49A kh � VrlSh �o✓S. 1 �¢ SlaJhl-F; GAhCeJ 0-r— -t,41-j '�,y�G n h 1��do/- 2 1�i�1 q hroaG� 1✓'�iSJ 2 DY! �jn lS VkN q !7 er L`- IOU -t-Tie ,Mill, ltd.., dletdn"ntL,OntrrV 97%o Ilovembpr 7.(t, 1991 Dear City Council, We RTp (,nnr,ernecl about the posA.ib.Le removal of Lreated wastewater from AF,10nnti CI Pet', and the possible e.[lecl.s of such action on our i. IT . I tin l.iof, wnl.er, a"Pecla.11y in the Fnll otter TI water is shut of/ and hrforp thr rPlT'S start.. AI Engle 11 1 1 Fnrin, we plant a nubst.onLi.al amount of Jell and over- wlnlerprl vp(tet.nhlp cropr-, .lnclurlfnll 1pt.Luce, spinnch, oaullflower, 1pei:t? and uninr,r, flfer:.e are smell bsby plants going into warm Boil nn hat. tiny" in September and October .ers, ImmedinlLe In 1layie Wee r-rlLicol nn il. le for lmm�Loes, r -PI because t hnvr n,lwsy" l.nti wnl.er to woe, even In the Fell, he treated e.Jllnent from the Anhland WnnLeweLer Treatment. P1nnL ie there. We don ' t- know life exact percentnge Of Penr Creek flow that comes Ufro(rcrh the WnstewnLer Trenlmpnt PlenL during the fall after stored irrlgntlnn water from TID Jokes le shut off. ilowever, our geese 1.e I [ Lhie water that. It. rolild he over hnlf of Lisp flow. er were removed from tlpnr Creel( Lisp (:ILy mlghL be required to release water from Reerier Rener volr becmrse of our senlor wnLer rights (see enclosures 4 ) . Jl, in our aLrong feeling LhaL the water needs to stay fn Lhp creek, especially after L.he lack of water we observed in life pnsL yenr. There is Lnllc nhoul. venter Lrodes, where water would be stored in F..mlcirnnL l.nkp Pnti rplenspti nt. a laLer dnte. The problem with this Ldpn Is t.hnt. t.l,r City. Lo Lhe beet ('t pOesC(nUcLober, Ron Rothe r.ontrol outflow from Emigrnnt Lake. This p liener n.l Ihrnayer of Engle 11111 Farm, observed a two clay period of zero flow over the (talc Street Fish Ladder. lind there not been treated effluent. in lip Creek for us to use Lo irrigate our babies on those cinys, we would hove lost our crop. I'iense rpnrl Life enLlre packsge paying special aLLention Lo the leaL Aenlenr.e of Enalun,rrp A A which you may or may not have seen prev.inurly, " Jhe Ions of Life treaLment. p.lent effluent could affect. slur lllosl nap of Ufa :full "mount of water which we are accustomed t n it i i Please feel free to contact Ron Roth concerning this matter. The Eagle Mill Farm Phone number is 182-0768• There is an answering machine. Sincerely, Ron Roth, General Manager Eagle Mill Farm Enclosures: 1 . Eagle Mill Farm letter to City Council dated October B, 1992 2. Jim olson ' s letter to WaLe raster dated October 19, 1992 3. WaLermaster' s letter to Jim Olson dated October 26, 1992 4. Jim Olson' s memo to Brian Almquist, Steve Nall, Dennis Bar'nts & Paul Nolte dated October 30, 1992 cc : Bob 11unter, Waterwatch Steve Hall , Ashland Public Works Director Paul Nolte, 'Ashland City Attorney Gary Arnold, DEC) Richard hart, headwaters Gary Schrodt, Ashland Wetlands Coalition Brian Almqu.ist., City Administrator Nollie Cannon, TID Jerry Macleod, nDFW ICen Ragan, Councilor-elect Brent Thompson, Councilor-elect Ken Clark, Rogue Fly Fishers Myra Erwin, Sierra Club Debbie Whita.11, IISFS Ron Henri, Beer Creek Corporation \ V ;a OCT 1992 ,, Y R Ell.WE11 farm -? fnglneeiing Div. c�i• -.'�1 kC- �����`�� � � j (�lii'C�1'lIG ��/lU(�l A(.P�-'/8z -3�05/cV�.,,�fr/1�P1 '//3�.J•�s . l - qp 'fir Jtt M ll, aLL., dleldn,d-.e) rV 97sto ldlej nn I A pr j lit l/Q - l.- All 1 1/ l v 1'u I- t'2 5 P11 1, Ft h/{ CA /C-11 �nt �I e,•t S ,n �(/ 4a /L° I I C-�ly 0,7C /9S17h 41 �lus �Sc,, , oY ASI,/n ',� C, � .flv,f. Go ,�, � t-ej -1'v Uccv- w I c- o l 160 bvCl lc,, , ,� Itl v � / . 17 � rS• w¢ a lre qt vq�L /�S �lln "� 11lCS �tlhs �hhl ,ll � J�.IhjpV Ivg1C?✓ I IJ, QS -�O cr / r � /1, W, 7-/w cdy // Oki- , 2 POO G� Cl o c, f /,2 rid l,�S /.o 1 , WA r. It, VIA v�S e� v_ V,9 1 r . rl,c,h 'I l,e ✓i� lii -1v 7 /irz, t ►sz�r 11<v/ ovv y� �lP „ S , I'° �c�y , fee i '►��Qe, _l,� l,,/i 01,Z75 <I- �rs smell /� l.��lle • :�1 :3_ . . IF N � �* ; C I T Y HALL 5 H ` ': �: < C I ® F A L A ' Y' �: r1 ASMAt10,OREGON97570 T 3.,.: ..�,.,t7 .9:.3z11 r, ii(Jetr�i p., R�..r'i1'�16,'<•;; INephona(coJS SQII I I 19 October 1992 i i Mr. John Drolet State Water Master Jackson County Courthouse Medford OR 97501 Re: Water Rights On Ashland Creek Dear John: I recently received the attached letter from the operators of the Eagle Mill Farm have located watereri li ron Ashland View r th Road.operalt'on ofltheirlfar ntlocated(o n11318tI1E-31 tax have a lot 500 (see attached nial'fhe letter does not indicate atdiveorsionspoint off Ashland Creek by entirely on Bear which the Eagle Mill Farms may acquire Ashland Creek water. Does this properly have an Ashland Creek water right and if so what is the allotted rate? May I meet with you to discuss this matter further, perhaps after your staff has had an Opportunity to research this question? Would you please call at 488-5347 at your earliest Opportunity. Sincerely,� James If. Olson Assistant City Engineer Certified Water Rights Examiner 11283 JI10:rs\oo...MAU Attachments: letter, map cc: Brian Almquist Steve Hall Dennis Barnts F0regon . I , W ATE It It ES0UItCES pEpARTMENT is October 26, 1992 Walennasler James 11. Olson Assistant City Engineer - 20 East Hain Street Ashland, OR 91520 RE: Water Right Research - T. 385. , R. lE. , Sec. 31 - Tax Lot 500 Dear Mr. Olson: our A cater right research was conducted for the above named parcel as p er Y October 19, 1992, request . 60, for the use of exist final of Water right and l proof fina Rogue River Decree 15894, priority date 18 Creek, on the subject property' The certificate survey map are attached. The valermaster would regulate the distribution of all natural Waters upstream This would include any tributaries. The City of Ashland' s from the senior water holder not receiving the full entitlement under their right of record. pre-1860 water rights would not be affected should Eagle hill faun call or an post 1860 water rights the city Folds could be shut regulation. Ilowever, Y P off. of further assistance, please don' t hesitate to contact If this office can be US. Sincerely, � �lrC� n �S'cr. nC�( � L�t1�1 • r Bruce R. Sund Watermaster, District 14 attachments ON .I rr r• o' "'"titi• ` Q llt Q 1 2i ti C! Li lli a . v4rco� , 30 October 1992 ,. Deis Darnls, Paul Nolte Brian Almgrlist, Steve "all, Dennis James I. Olson, Assislanl Cily Lngineer C�rt1llll: 11114CCf' Water Rights on Ashland Creek 1 have received a replyl'rrall til estat loN ilerIs glerNVI 1 amsopropertytter of 19 October concerning water 1 0 I l dr>es have a very old water fight 13mce Sund ""IS and ill 1ri1Itolir islenUtled tor0. 17tcubic feel 1 ier second or 0. 11 NIGI (Priority date 1860) water rights meaning Ihat le would be, entitled to the or 109,866 gallons of \+'tiler Per das for irrigation and domestic use. I'he 1860 wafer rid d is indeed senior to much of the City waler before the City of Ashland. with the point of diversion being however, effect all of 'file I-.agle roll Panus water right is on hear Creek and specified as the most easterly corner of the property• "file ri6hl dues, the Iributaries of Dear Creek including Ashland Creek, Neil Creek and Cmigrant creek,kill wish its full allotment. "file amount of11 oo1ri�hitsrbeiugtltlhebfirst all junior lies rights Cf a I,h of these tributaries would be rer{Aired to cobUibule water e provide the Ijagle Mill I art Irt with the most I I dependent upon the priority dale of the water rig to be lost. dlons of water per day is Mr. Rosh's statement shat he has a right to 110,00 gi ulxries lying upslrcal❑ fnuu exacts how much the city would b(I�Iy�acled would require an in- correct; however, to al eume INIt all of Ihat right must come floor Ashland Cree is incorrect. I'o delenm depth study of all of the wafer rights on Dear Creek and its the T.�gle mill Fanu point of diversion. I or instance, the 1'alenl Irrigation lllslrict bas a 00 feet upstream from the confluence aild large right it Ashland Cree whereby water is diverted from enceland Creek to file car Creek canal system some 31 Creeks. "1 his right is junior to the City's right and would be sup rights were affected. The vever, the exact amount is not knoNniou this of iw ter I'he Lagle p4ill hams could have an effect on file amount of know water that file city could have in a water sholt year, h loss of the treatment plant effloenl could affect our legal use of the fuf which we are accustomed lo. apuill mnu ' M v l P q 6 N 0 g b Ill C I'1 O fl '1 O Vl O N p N m P N N N N Q Q N 1l1 m P O O I g m N q O ` v VVV q w N Q p O Q p Q V a' p p V Q p Q •^ 1+1 11 Q m M m f•1 m Q p m N m p I O Ill N O .y VI 1 N O ry S fl P h O N \ VI U P r p K m N r O n .-1 .-I O] q tD t•1 O N Q QI r Q O O O N Vl 0 I'1 q Ill p ti Q g Q O 2 C�O .7 m 1'1 NI J1 Vl IO IO Jl VI VI Q C C IO 10 10 VI Q Q Q V p p Q p m N IO IO)O IO IO f'1 O w\VI c O N 4 .bid J U o l Z O 4 W U [.• U' .] IO N q Vl m O Ill N rl p b q IO Vl Ip m m 0 0 0 q q!h q O Q N b m O Ill IO b fl q O yl Q tll J b VI p Ill IO IO p Vl m V1 p N r Vl p Q I.1 I(l Q Q m m m N 1.1 C Q f•1 m Q m O l'1 N � 2 ..I q h •' 'y � In ~ m u J u o a w S K m E m F W £ Z m 01 N q Q P N O✓l m G' 'I r O Ol r N h r I(1 O q r Ill N N r b l0 N I 0(•1 q IO O �l � I� yl W `.J O q q m N .�p O r r 0 r IO .-1 q O q q N f"1 O r)O IO b lt!Ill Ifl Ill IO I b q Vl q �l 1// F h �y•{ ,y •{ ,y N 1 r N N C N S Ill O F m w m p' } N N W P O N q •-I m N g N N q r-I on. .O P IO q ✓l q O O g O .-I g O O q O V O q £ l'1 a'M 10 IO I()Ill Q M N N !'1 N N N N N N N r1 N •i rl rl r-I r N IO N W E V 2 O K N f")N R1 m r IO N O q V1 IO.-I N m r m N M Ill 1.1 Ill N N O 1(1 O O r O I()P O 0 O Q W N 0 E �. 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W a F z 4 w 'r N N m P N l0 r m m O N N m P Ill b r m m O I N m P Ill b m m O N F IV H 1 CI R( N r4 N r-1 rl fl fi N N N N N NNN N N N N N N M M O W Q Z Q ❑ F Ti .r<� •� Q � � b a ,1 ao Asni na vl dy :Wyd R aMiU2Nx o Bea r Creek r rr ,( a � 6 5 9 0 u b S A ° By RUSSELL WORKING H .9 c 3 � -- .o ff g, of the Mall Tribune 7sing�' ma o A 9 '� d b 8 1 ASIILAND — f Inbbergasted v -S EI .� �ry °q b with the slate Deparlmeut of Eh- c O ¢ c i3 0 ° v vironmental QuelilY, the city council Tuesday delayed until ction, the council:D o s a H 3 0 > o° 5 u �` 9 a •d January signing a contract that to raise garbage a r7t would lead to cleaning up Bear an att t e2 equest�of'� � Creek. nitary 8 Recycling,o the garbage Iran- ,� g N The couhcil end DEQ officiols a b 9 q g .g $ d were set to sign an agreement lhht chlse or hland. The council s_I a �u .-. � o °' r., �, a $Q would have given Ashland until took the action even though it learned that Ashland Sanitary 21 3 0 3 8 o S a m July I to decide what to do about collecllon.ls cheaper In Talent. „ �..., o c -9 a 19 ,_ [u upgrading its wastewater lreal- ;Zi � u 9 u �° L' u a ,,� .8 Q m � mend plant. But upon hearing that That's because Ashland agreed id F . its assumptions about Bows In to higher rates to encourage r,' u °1 0 ° r ,� g, `99' � s m o E °a lx, Bear Creek were wrong, the coun- conservation, an Ashland Sanl- '� m ooh u o a �A ° ° on y o cil refused to put its name on the lary spokesman sold. 3 ° °, ° •� v u dolled line. ■ Agreed to pitch In with the qq> ° u ° a `� d U v 0 °o u J The problem arose when local Oregon Shakespeare Festival to, �■/ W 8, 9 3 a B 9 3 Ei n J I build an elevator to tire second farmer and businessman Ron floor of city hen, making It Roth said Bear Creek has higher wheelchair accessible. Shake- '.77', water levels in lire summer than speare patrons could also use in the winter. 'rhe city faces the elevator to gel to the Angus stricter water regulations In llpe Bowmer Theater.The cost to lips summer because there is less city will be roughly 575,000. water in the creek to dilute waste- ■ Appointed member Stove water — so council members Hauck to the Medford Water eve thought the DEQ had been telling Re- clamation Protect. them. ro the council's astonishment, DEQ.senior environmental engi- neer Jonathan Gasik agreed with we'll meet standards that art Roth about lire high summer changing." Bows. The DEQ had said it world star Water levels are lower In (lie assessing fines Jan. I if Aslllant winter,despite rain and snow,be- hadn't made up its mind what it cause local reservoirs hold back do but Gasik agreed to give till water for irrigation season. council until Its Jan. 3 meeting l Gasik said the real problem in sign an agreement,rather than hi the summer is that creek lem- them with $250-a-day fines. (Th, peralures are high,allowing algae threat of fines didn't have fit to grow. But council members council shaking in its boots: court noted that city water released cil members noted that it woul into Bear Creek is cooler than the lake 429' years of fines to add u, creek's summer temperature by to the cost of the plant.) about 7 degrees. "The Intent of the DEQ is not t When Gasik suggested Ashland assess fines," Gasik said. "The in was violating temperature stall- tent of tlil of water quality... irn lards, Mayor Nancy Golden fe- p Roth criticized the DEQ's pla forted,"Il sounds like Bear Creek • is violating temperature span- and suggested that Ashland tour dards. Who do we take to court?" the fish in Bear Creek above an The city has considered various below Ashland Creek, where lh plans for improving its waste- city wastewater Is dumped Ind water plant, ranging from piping Bear Creek, to see if the plat Its sewage to Medford to design- really does affect then?. ing a wetlands treatment facility. "They based a lot on aconlpub Pricelags vary from$'LO million to model ite which nothing reality of Bear Creek $30 million. said Roth. "I am committed to improving the wastewater treatment plant," Ile added, "There is a real b said Councilwoman Susan Reid. reaucratic tyranny here. ... Lel "But 1 can't see why we should, . plead 'not guilty." CITY OF ASHLAND {"°F ASH Administration (541)488-6002 - 2 20 East Main,Ashland, OR 97520 (541) 488-5311 -Fax °REO°`'.'` April 20, 1999 Dear Downtown Ashland Business Owners and Employees As you know,each summer Ashland is visited by many tourists to enjoy this great town and its cultural and outdoor activities. One of the issues that comes with our visitors is a scarcity of parking in the downtown during the peak summer months.Once again,it is time to request cooperation from downtown business owners and employees in making the maximum number of downtown parking spaces available to our visitors and business patrons. The downtown employee parking restrictions are effective from May 1 through September 30, between the hours of 8:30 a.m.and 5:30 p.m.,on any day except Sunday and legal holidays. If your work schedule falls within these hours,the City asks you not to park your vehicle on any of the streets shown on the map on the reverse side of this letter. If you observe violations to these parking restrictions, the City would appreciate your letting the Police Department know so that the City can issue a warning to that person. You can call the Police Department at 482- 5211 with the location and license plate number of the car in question. Because the City of Ashland is a large downtown employer (and subject to the downtown employee parking restrictions), we are seeking for new ways to make downtown parking easier for the City's visitors. Below are specific steps the City is taking this year: • Eliminating three"authorized parking only'parking spaces in front of City Hall and designating the remaining spaces for City employees who need to come in and out of City Hall during the day for stays of less than 1 '/2 hours. • Continuing to allow open parking in portions of the Hillah Temple parking lot until plans for the building are finalized later this year. • Evaluating split shifts for City employees to lessen the demand for employee parking during normal business hours and allowing more hours of service for the community. • Encouraging employees to carpool and use alternative forms of transportation to get to and from work by allowing casual dress for those who come to work other than by car. • Providing a pool car for employees to check out during the day for City business. These are some of the steps the City is taking to try and deal with the shortage of downtown parking in the peak tourism months. I encourage you to look at your organization and see what additional steps you and your employees can take to try and make this summer a successful one for our community. Sincerely,/ Mike Freeman City Administrator