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AGENDA FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
May 4, 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 20, 1999.
IV SPECIAL PRESENTATIONS & AWARDS: />Ja{''/
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. Mayor's presentation of the Ragland Award to Jim Lewis 2, W ed-A
Mayor's Proclamation regarding transit services.
V CONSENT AGENDA:
1. Minutes of Boards, Commissions and Committees.
2. Monthly Departmental Reports.
3. Quarterly Financial Report for March 31, 1999.
4. Approval of Liquor License Application from Robert Haney, Jr. dba/Bob's Golf
Shop, Inc.
5. Approval of Liquor License Application from Don Kleary dba/O'Ryan's Irish
Sports Pub.
6. Annual Liquor License Blanket approval.
7 First Addendum to the Agreement for Services Between the City of Ashland and
Rogue Valley Community Television acting through the State of Oregon, the
State Board of Higher Education on behalf of Southern Oregon University.
Memorandum of Understanding First Addendum between City of Ashland and
USDA, Rogue River National Forest and Ashland Ranger District.
VI PUBLIC HEARINGS: (Testimony limited to 5 minutes per speaker. All hearings must
conclude by 9:30 p.m. or be continued to a subsequent meeting).
(None)
Council Meeting Pkt.
BARBARA CHRISTENSEN
CITY RECORDER
VII PUBLIC FORUM: Business from the audience not included on the agenda,_(Lim_ited to
5 minutes per speaker and 15 minutes total.)
VIII UNFINISHED BUSINESS:
1. Wastewater Treatment Plant discussion.
IX NEW AND MISCELLANEOUS BUSINESS:
1. Council Meeting Look Ahead.
2. Presentation regarding Open Space Purchase of Alston Property.
3. Motion to partition Cline/Bryant Property.
X ORDI IANCES RESOLUTIONS AND CONTRACTS:
Reading by title only of"A Resolution Stating Purchasing Preference for Certified
Sustainable Wood and Wood Rrorfcts."
Reading by title only of"A Resolution Setting a Public Hearing for the Formation
R2 OO,
n
of a Local Improvement District to Provide for Improvements Consisting of
Paving, Curbs, Gutters, Storm Drains, Sidewalk and Associated Improvements,
for the Extension of Central Avenue from its Existing Terminus East of Helman
Street, approximately 320 feet easterly to a new Connection with Water Street.
XI OTHER BUSINESS FROM COUNCIL MEMBERS:
XII ADJOURNMENT:
REMINDER
Study Session on Thursday,May 6, 1999 at
noon in Council Chambers. Topics will
include: 1) Strategic Plan Debriefing and
discussion of next steps; and 2) Discussion of
Study Sessions and Council Meetings-
Public Input Process.
CITY OF ASHLAND
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Department of Public Works
Administration/Director's Office
MEMORANDUM
EGO
DATE: April 30, 1999
TO: Honorable Mayor and Members of the City Council
FROM: Paula C. Brown, Public Works Director/ City Engineer Tµ�✓
RE: CENTRAL ASHLAND BIKE PATH- LOOSE ENDS
The Central Ashland Bike Path is back on track. Ledford Construction resumed work this past week
and has been actively working on the area behind the City Yard. They plan to pave a big portion of
the remaining area next week(week of May 3`d) and should be completed with all of the remaining
tasks by mid May.
Staff met with the contractor and ODOT and discussed the need for signs and bollards for vehicle
access control. The contractor will install bollards at all of the potential sites for vehicular access
ways and the City will provide signs for installation. This should be completed by the middle to the
end of May. In the interim, City crews have placed temporary barricades and signs in the most
obvious misused areas and will continue to deter vehicle traffic.
Longterm maintenance will be the City's responsibility. City crews have installed storm drain along
the bike path between Walker and Normal Street which should help reduce overflow in that area.
Staff is trying to devise a maintenance schedule so that typically the bike path would be swept
monthly in the dry months and every 3 months in the winter depending upon use.
Patrols will ultimately be handled by the Police Department.
1
MINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
April 20, 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.
ROLLCALL
Councilors Laws, Reid, Hauck, Wheeldon and Fine were present; Councilor Hanson was absent.
APPROVAL OF MINUTES
The minutes of the Regular meeting of April 6, 1999 were approved with the following amendment; page I under
Special Presentation item 2"Secretary of United States in Michigan".
SPECIAL PRESENTATIONS& AWARDS
1. Mayor's Proclamation of April 18 through 24, 1999 as Volunteer Recognition Week in Ashland.
Mayor Shaw read the proclamation in its entirety.
2. Update and presentation by the Conservation Commission.
Councilor Wheeldon,as council liaison, introduced the Conservation Commission. Russ Chapman,chairman of the
Conservation Commission noted the opportunities that the Conservation Department provides the community. Listed
projects that the Commission has been involved in for the past three years. Explained that the idea is to allow a lighter
impact on the environment.
Presented video and commended on the past efforts of the late Councilor Ken Hagen.
Bruce Moats explained the new"Green Business"program,which focuses on encouraging business conservation of
water and electricity. Noted that there will be criteria set,and that the program will be submitted to council for approval.
Noted the direction of the Conservation Commission and how the members represent various organizations in the city.
Commented on the upcoming"Earth Day"activities.
Kari Tuck shared information on the education sub-committeeofthe Conservation Commission and how they have been
working with local schools. Noted the support that the Commission is giving the schools and how other agencies are
involved in the education of conservation in the schools. Noted again the three main goals of the Commission,which
are: 1)Conservation of Water;2)Conservation of Energy; and 3)Solid waste reduction. Commented that recycling
is the main focus in regards to solid waste reduction,and discussed pre-cycling and"reducing—re-using". Notedworm
agriculture(vermiculture)and composting classes that are being provided to the community,and working with the city
in regards to conservation and energy in the areas of education and the solar roof program. Tuck also noted her position
with the Parks Department,and the Department's"Environmental Stewardship Program"c lasses that are beingprovided
through the Parks Department.
Karen Amarotico,Ashley Henry and Kirk Evans,members of the Commission,spoke of their interests,efforts and the
energy that they share with the community through the Conservation Commission. A prepared statement by Howard
Braham was also read,as he was unable to attend.
City Council Minuta 0411011999 1
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 Heiman Street.
4. Confirmation of Mayor's appointments/reappointments to Boards,Commissions and Committees.
Councilors Wheeldon/Fine m/s to approve the consent agenda. Voice vote: All AYES. Motion passed.
PUBLIC HEARINGS
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.
This item was moved to "Unfinished Business".
PUBLIC FORUM
Peter Stanley/4886 Hwy 66/Spoke regarding the possibility of banning smoking in bars. City Attorney Nolte noted
for Council that there is upcoming legislation that may prohibit cities from passing laws that would ban smoking in bars.
Ron Roth/6950 Old Highway 99 South/Commented on packet that was sent to council regarding Waste Water
Treatment options. Stated that he is an advocate for his own irrigation rights on his farm and also for in-stream fish
rights. Feels there are substantial, downstream, senior irrigation rights for Bear Creek and its tributaries. Noted
different sections in his hand-out regarding comments by the State Water Master. Feels that the city should know the
consequences if the W WTP stream is shut down. Pointed out that tertiary costs noted in the past seemed very expensive
and stated that he feels that there would need to be public hearings before anything is changed on the Waste Water
Treatment Plant options.
Shaw noted that there have been numerous public hearings, and commented on the reasoning behind Assistant City
Engineer Jim Olson's previous memo.
Councilors Reid moved to place this item on the agenda. Motion died due to lack of a second. Council discussion to
bring this subject up under"Other Business from Council".
UNFINISHED BUSINESS
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.
Councilor Fine made the following declaration of a conflict of interest, as required by state law, as his reason for
recusal: "Because I am the attorney and because I represent the current owner ofthe land for which City sewer service
is now being requested, and that the Council's decision on this request will affect the economic interests of my client,
I will now leave the council chambers."
Stan Shulster/165 Pilot View Drive/Attorney for the applicant, questioned council as to which direction they were
going to take in regards to approval of sewer service. Stated that he would have objection,or ask for further discussion
if council were to include the additional conditions stated in the city attorney's council communication.
Councilor Reid commented that she did not remember there being a discussion at the previous meeting regarding fees.
Laws would like to have discussion on all three options.
Shulster pointed out that the congregation was careful not to ask the city for any special considerations. Felt that the
council agreed at the previous meeting,that the proposal being considered met the"spirit of the ordinance". Stated that
the motion being proposed does meet all requirements and requested that the council not go beyond the language of the
City Council Minutes 0412011999 2
ordinance by adopting the proposed conditions. Stated that the conditions of annexation will be met, at the time of
annexation, but stressed that the city is not asked for any special consideration and should not add any special
conditions.
Ken Ogden/1042 Dead Indian Road/Architect for the Temple,explained to council the criteria for development and
standards on the proposed development. Emphasized the importance and the responsibility of the developers in
cooperating with the city.
Wheeldon questioned whether the project would be subject to the city site review process.
Shulster questioned the imposition ofadditional burdens beyond the ordinance,and assured the council that the architect
is familiar with city standards and would be working to meet those standards.
Shulster suggested that sidewalks could be dedicated at a later time.
Discussion of whether annexation was possible now. Community Development Director,John McLaughlin confirmed
for council that not all adjacent properties have agreements to annexation. McLaughlin explained that the additional
conditions could be coordinated through Jackson County in order to monitor compliance. Felt that the council could
impose conditions through a deferred improvement district for sidewalks linked to the annexation.
Nolte explained that the condition regarding development fees and conforming to development standards had to do with
additional service being provided outside city limits and costs involved. Nolte stated that without imposing fees,the
city would in effect be subsidizing development outside of the city limits.
Laws explained his previous concerns regarding imposing annexation in regards to costs that would result for the school
district and the Nazarene Church, but after giving it more thought, determined that there would be increased
transportation costs involved with increased traffic immediately, but there would be no payments from the property
owners causing these increased costs until annexation. With this in mind,he is comfortable with requiring development
fees and compliance with development standards.
Shaw noted the traffic congestion and three ditofJ kIt' etYt th t�ttiddle school is currently facing. Commented on the
possibility of annexation,and stated thattp recen arttc e m oca(newspaper had numerous errors regartd(mg the facts of
past council action for service outside the city, }IY, avAk lit haQ (AtX�� OA6L MQje 5 J�1 6pAS/'Ok4-
tMaAj !JNS)A amlAy t' rk oAA /a41� i (0.rYk✓
Councilors Reid moved that 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 these conditions: 1)That prior to such
connection there exists an City of Ashland eight(8)-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; 2) The applicant will comply with the city's land use site review standards. Subject to the
foregoing conditions,the council rinds 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. The motion died for lack of a second.
Councilors Laws/Reid moved that 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 these conditions: 1)That
prior to such connection there exists an City of Ashland eight(8)-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
City Council Minutes 0412011999 3
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; 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. Subject to the foregoing conditions,the council rinds 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.
DISCUSSION: Hauck feels that conditions are not unreasonable. If exceptions are to be made,these conditions
are necessary to make this action follow the"spirit of the ordinance". Would support dedication for future
installment of sidewalks at the time of annexation.
Wheeldon pointed out that the site's proximity to the city limits makes a connection possible and also makes the
conditions necessary.
Nolte confirmed that an amendment to the motion would need to involve a dedication to the public, so that
whatever jurisdiction is over the property can utilize it for the purpose dedicated, but that no additional
dedication would be required if there were sufficient room within the right-of-way.
Councilors Wheeldon/Hauck m/s to amend the motion to provide sufficient right-of-way to build, to city
standards,storm drains and sidewalks,and at the time of annexation to install those facilities.
Reid questioned whether McLaughlin had wanted a control mechanism on the timing of these improvements.
McLaughlin clarified that he had wanted the improvements to be deferred to some point set by the council,and
confirmed that an annexation would be a very good trigger to control these improvements independent of an
LID.
Councilors Law[Reid agreed to incorporate this amendment into the original motion, so that no vote on the
amendment was necessary.
Hauck stated that he felt it was important that there not be a precedent set,and explained that what is being
done is compatible with the existing city ordinance. Mayor Shaw suggested that precedent may be being set,and
suggested that staff look again at the ordinance to deal with issues that have surfaced with institutions seeking
service outside of the city limits. Laws questioned if this was worth the staff's time,given the number of projects
underway versus the number of requests that come to council.
Roll call vote: Wheeldon,Laws, Hauck and Reid, YES. Motion passed.
Councilor Fine returned at 8:29 p.m.
NEW AND MISCELLANEOUS BUSINESS
1. Council Meeting Look Ahead.
Noted that this item was for information only.
2. Update on the implementation of Council's 1998-1999 goals.
City Administrator Mike Freeman provided an update on council goals,as listed in his council communication, which
involved securing new facilities for Fire Department; initiating a city-wide strategic planning process; exploring
alternativesto currentLocal Improvement District process;encouraging alternative transportation modes;implementing
long-range planning for flood plain and riparian areas; and developing a long-range comprehensive solution for the
city's water needs.
Clry Council Minutes 0412011999 4
Reid questioned developing the Fire Station RFP for architectural design and engineering service prior to conducting
the study session on design, location, and bond issue timing. Freeman explained that the RFP was not for a specific
package yet, it was merely for the services.
With regard to the Central Ashland Bikeway, Freeman noted that issues which have been raised having to do with
signage,jurisdiction,and safety concerns will be addressed by the Police Department, Parks,and Public Works.
Community Development Director John McLaughlin explained lineal parks as a means to link open space parks areas
with a network of trails and easements,and noted that the concept had been suggested by Ken Hagen. Confirmed that
as opportunities arise, easements may be sought through the conditional approval process to begin building the
preliminary trail system shown on the open space plan map as development occurs.
Councilor Reid expressed her concern with direction being taken involving Siskiyou Boulevardjurisdictional exchange
for the bike lanes,where it seems that a decision has been made without there being any public hearings,and without
information regarding the long range financial aspects of the project. Reid emphasized that there is some confusion in
the community regarding Siskiyou Blvd and Hwy 66.
Laws warned that it has been several years since trying to put through a plan for a bike plan on Siskiyou Boulevard and
that there are new property owners and larger trees to deal with.
Freeman noted that there will need to be ongoing discussion of funding for downstream improvements in Ashland
Creek.
3. 1998/99 Construction and Major Project Activity Summary#3.
Public Works Director Paula Brown briefly summarized activities for the council,and explained that a more complete
report will be brought back to council at a future council study session.
Clarified for council that the water master plan is moving forward nicely.
Regarding the storm drain master plan,explained for council that EPA has backed away from mandating participatory
requirements.
Commented that phone calls have been received from the Bureau of Reclamation (BOR),which is a step forward in
dealing with the TID contract, and their review will be occurring.
Nolte confirmed that while he was aware of pending litigation concerning water rights in Klamath County,he was of
the understanding that there was little chance that this suit would succeed in depriving TID water to the Rogue Basin.
Stated,however, that this issue needs to be watched closely.
Brown stated that design for sidewalks and traffic calming on Oak Street should be complete within 60 days,and the
project should be completed this summer, before school starts and prior to ODOT deadlines.
Confirmed that staff will bring information on miscellaneous issues outside the actual construction of the Central
Ashland Bikepath fora later meeting. Emphasized that construction is driven by ODOT,and the contractor is waiting
for ODOT's approval to proceed.
Noted that work on Wightman Street Storm Drains,the next big Public Works project,began April 20"and should be
completed within 60 days.
City Council Minutes 0412011999 5
Stated that an update on the Wetlands project will be prepared as soon as spring data is collected and compiled.
Emphasized that changes in soil pH and detention times could result in reductions in the phosphorous numbers
previously given.
Fine commended Public Works on theirexcellent efforts in"miscellaneous concrete projects"to put sidewalks in areas
used by students going to school.
Brown confirmed that staff intends to build a new warehouse building on the B Street Yard, but that this needs to go
through the planning process prior to construction. Emphasized that the wall in place was approved by the planning
commission,and will look much better when the fence and landscaping are in place.
Reid commended Public Works on their list of accomplishments, and requested that staff look into promoting using
groups of local individuals,as was done with the Roca Creek channel improvements project,for the League nominations
which are coming up.
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."
Councilors Hauck/Reid m/s to adopt Ordinance#2339. Voice vote: Hauck, Laws,Wheeldon, Reid,and Fine,
YES. Motion passed.
2. Reading by title only of"A Resolution Adopting the City of Ashland 1999-2000 Strategic Plan."
Shaw questioned the Rail Road District Plan being dropped from the plan. McLaughlin explained that if state funding
was found to pursue this item with consultants,it could be accomplished. But without funding,if the item were needed
to be driven by staff and staff time was required, it would be too large a project given the other items on the list.
Freeman emphasized that re-zoning would occur,and that efforts would continue to find funding to hire a consultant,
but the item was removed from the Strategic Plan as it was too large to be staff-driven.
Councilors m/s Wheeldon/Reid to adopt Resolution#99-21,with an amendment to page 3 under Transit to
include all modes of transportation in the survey to be conducted. Roll call vote: Reid, Laws,Wheeldon,
Hauck,and Fine,YES.
3. Reading by title only of"A Resolution of the City of Ashland,Oregon,Authorizing the
Reimbursement of Expenditures with Reimbursement Bond Proceeds."
Turner explained for Wheeldon that the Council authorized the purchase of a park, and under IRS regulations,the
City must declare the intention to reimburse itself from bonds for expenditures borrowed short term from other
areas.
Councilors Laws/Reid m/s to adopt Resolution#99-20. Roll call vote: Laws, Reid, Hauck,Wheeldon,and
Fine,YES. Motion passed.
OTHER BUSINESS FROM COUNCIL MEMBERS
Councilors Laws/Reid m/s to place on the agenda the question of how to proceed with the Waste Water
Treatment Plant. Voice vote: All AYES. Motion passed.
Laws noted that at the last meeting,he had expressed some interest in the tertiary treatment option that was presented.
Noted concerns with taking water out of the creek, by not returning treated effluent for six months in the summer, is
City Council Minutes 0412011999 6
twice as much as the water rights to the Imperatrice property for replacement water. Recalled that water rights could
be targeted to the time of year when the creek levels are low. Stated his concern is to do what is best for the ecology
and environment of Bear Creek.
Laws noted that he has spoken with Bear Creek authority,Eric Dittmer,who felt it would be better to have water behind
the dam at Emigrant to release when needed,than to have it coming steadily downstream at a set rate,as it would with
tertiary treatment. Dittmer recommended proceeding with the spray irrigation project and that water rights be fully
implemented.
Reid asked Nolte what percentage of the city's water rights are pre-1860. Hauck also asked for information on"junior
water rights." Reid requested that staff provide some sort of conversion chart to allow Council to interpret discussions
of acre feet,millions of gallons per day,and the various other methods of measurement which are discussed. Reid also
requested that staff provide information on new energy conservation technology called"backjam"being used in sewer
plants,which she has heard mentioned by Carollo Engineers. Also requested specific information on tertiary treatment,
and asked that Eric Dittmer be available to answer council questions.
Reid noted that Dittmer is an expert on the ecology,biology,and carrying capacity of Bear Creek,who studied water
quality in the Creek and its tributaries for the Rogue Valley Council of Governments. Noted that Dittmer is now a
geology professor at SOU.
Laws emphasized that Dittmer feels that there is enough water in the Creek in the summer months, and that it would
be better to hold the city's water rights behind the Emigrant dam until September and October when flows are at their
lowest.
Reid stated that she views the effluent as a potential resource that could be eventually used for irrigation in drought
periods. Feels it is important that effluent be available to the community when it is needed.
Shaw noted that there was a possibility the eventual possibility of using treated effluent to irrigate not just through the
Parks Department,but the University as well. Reid said that she was interested in this possibility,and requested more
information from staff on this item.
Laws noted that his intention in initiating this discussion was not to delay the construction process that is to begin soon,
and emphasized that the current option being pursued is better for the Creek in keeping the targeted water in stream,
and for the city in retaining the potential for full use of effluent as a resource at some point in the future.
Brown explained that they are in the bid process now,and the intention is to award by June 30"or with a decision from
LUBA,whichever comes first. Emphasized that questions could be answered, but these might be problematic in the
bid process. Stated that she will get back to council prior to the next meeting with a memo.
Hauck questioned whether there would be a problem with solid wastes if the city opted not to spray irrigate. Brown
stated that option 5 would have the lagoons,the drying process and land application on the site,and stated that there
may still be concerns on the part of the neighbors with this option.
Nolte and Brown confirmed that they have checked into land use and water rights issues surrounding this,and there
would be no problem created if the city opted not to irrigate.
Wheeldon inquired whether the LUBA decision affects the city's options. Brown stated that LUBA has not imposed
any restrictions on moving forward, but that it would be wise to proceed cautiously pending LUBA's decision.
Wheeldon suggested that council look at making a final decision at the next meeting.
City Council Minutes 0412011999 7
Laws stated his willingness to authorize Brown to proceed unless she Finds problems in researching these issues for
council that necessitates council action.
Fine stated that if another meeting is to be held regarding this matter, he would like to see Ashland citizens given
priority,with the time for public input limited,so that the council can adequately address the issue at hand.
Ron Roth//Explained that the irrigation issue is whether water is available to be used when needed,and how it gets there
does not matter. Noted trust issues with TID,and stated that unless there is a formal written agreement with TID that
says the city can hold water and then release it this option should not be pursued.
Nolte stated that there is precedent fora municipality to hold water behind a dam controlled by an irrigation district and
release it later. Emphasized that the water rights of the city are recognized by the state,and there is no problem with
pursuing this option. Hauck emphasized that this was done previously during the drought.
Wheeldon noted that 1)The Bicycle and Pedestrian Commission is promoting Ashland Free Ride Day on May 13",and
asked that the promotional materials be allowed to include promotion for the May 18" RVTD levy. Shaw noted that
public funds could not be used in this way, so it would only be acceptable if no city funds were commingled in the
production of this promotional material in the form of staff time, paper,printing, or funds; 2) Regarding the Central
Ashland Bikepath,noted problems with intramural softball usage at the college fields disrupting path use and field users
driving on the path to park nearer to the field,and emphasized the need to make the public aware that this project is still
in progress; .
Shaw emphasized the need for signage and temporary measures to safeguard children using the path. Freeman
explained that this project is under construction in ODOT jurisdiction,but emphasized that cement barriers have been
placed. Brown noted that temporary measures are in place,she will speak to ODOT to arrange signage,and will work
to get a story in the local papers to raise public awareness of this issue.
ADJOURNMENT
The meeting was adjourned at 9:40 p.m.
Barbara M.Christensen, City Recorder/Treasurer Catherine M. Shaw,Mayor
City Council Minutes 0412011999 8
ISO K 7141 N *
PROCLAMATION '
,
WHEREAS, increased public investment in transit services provides the p 6tential
to create jobs and enhance.business prosperity; and
1h
WHEREAS, public transportation is vital to the quality of life and economic well-
being of the citizens of the Rogue Valley; and
.Jill I)YI
WHEREAS, commuters, school children, senior citizens, people with disabilities,
and those who are transportation disadvantaged, use public
transportation to gain access to jobs, schools, medical facilities, and
other fundamental services; and
WHEREAS, the nation, our communities, and our citizens face the risks to health
V and environment that are brought on by automobile exhaust
emissions; and
WHEREAS, traffic congestion, which wastes productive time, can be alleviated
through the increased availability and use of public transportation
NIUE
Rill
and other forms of high-occupancy, shared-ride services.
NOW, THEREFORE, 11 Catherine M. Shaw, Mayor of Ashland, Oregon, call
IN
upon all citizens to examine their personal travel choices, to commute via transit
I'gg po 910
or shared-ride services, and to become more active in education and advocacy
efforts to promote the vital role of public transit services in the Rogue Valley.
Dated this 40' day of May, 1999
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,f,`'- Catherine M. Shaw, Mayor
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Barbara Christensen, City Recorder
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City of Ashland
PARKS AND RECREATION COMMISSION
REGULAR MEETING
MINUTES
March 15, 1999
ATTENDANCE:
Present: Teri Coppedge, JoAnne Eggers, Sally Jones, Rick Landt, Laurie MacGraw,
Councillor Don Laws, Director Ken Mickelsen
Absent: None
I. CALL TO ORDER Chair Eggers called the meeting to order at 7:00 p.m. at the Council
Chambers, 1175 E. Main.
IL ADDITIONS or DELETIONS TO THE AGENDA None
III. APPROVAL OF MINUTES
A. Regular Meeting - February 15, 1999
Commissioner Coppedge made a motion to approve the minutes of the Regular Meeting of
February 15, 1999 as written. Commissioner MacGraw seconded.
The vote was: 5 yes - 0 no
B. Special Meeting - February 24, 1999
Commissioner MacGraw made a motion to approve the minutes of the Special Meeting of
February 24, 1999 as written. Commissioner Coppedge seconded.
The vote was: 5 yes - 0 no
IV. REVIEW OF FINANCES
A. Approval of previous month's disbursements
Commissioner Coppedge made a motion to approve the previous month's disbursements as
indicated by Checks # 24026 through #24375 in the amount of$826,498.07. Commissioner
MacGraw seconded.
The vote was: 5 yes - 0 no
B. Approval of the December 31, 1998 Quarterly Financial Statement
Commissioner MacGraw made a motion to approve the December 31, 1998 Quarterly
Financial Statement as presented. Commissioner Jones seconded.
The vote was: 5 yes - 0 no
Regular Meeting - March 15, 1999 Page 2 of 8
Ashland Parks and Recreation Commission
V. PUBLIC PARTICIPATION
A. Open Forum
Vicki Foley (1052 Bellview) was present to request that the So. Oregon Water Polo Club be
permitted to use the Meyer Pool in August this year similarly to their being allowed to use it in
1998. She said that during that time frame the SOU pool is normally closed and the club
appreciates the use of the Meyer Pool at that time. She said that A second topic which she
would like to bring to the Commission's attention is the club's offer to volunteer the use of the
club's coach to the Department so that water polo might be offered to the general public this
summer.
After brief discussion, by consensus, Commissioners recommended that Ms. Foley work with
staff to determine whether or not using the pool for club practice during the month of August
would be feasible and whether or not water polo classes could fit into the pool schedule for this
summer. Staff will report back to the Commission at the next meeting.
VI. OLD BUSINESS
A. Discussion/Deliberation on policies related to commercial activities in parks
Chair Eggers opened discussion indicating that the Commission had held a Study Session on
the topic just prior to the Regular Meeting but would welcome public comment if anyone still
wished to speak on the topic. She said that Commissioners had also reviewed a memorandum
from staff which outlined prior practices pertaining to commercial ventures and how they relate
to city ordinances. She asked Director Mickelsen whether or not staff would like to comment.
He said that, as stated in the memorandum, staff believes that the prior practices which have
been utilized as "unwritten policy" have worked well for the system and would recommend
that they be adopted as policy. Chair Eggers asked for Commissioner comment.
Commissioner Coppedge said that considering prior discussion she believed she would be the
only Commissioner interested in exploring ways for commercial film makers to use the parks.
However, she encouraged the Commission not tri close the door entirely. She said that she
believed that it would be possible to establish a set of guidelines that would make it possible
for film companies to utilize the parks without damaging them or taking them out of use by the
public significantly. She said that she personally would be willing explore developing a set of
guidelines if other Commissioners felt it would be appropriate.
Councillor Laws commented that, depending on what action the Commission chose to take, it
may choose to have the ordinances related to commercial activities in parks revised to more
closely reflect policy.
Commissioner Landt spoke in support of adopting a policy similar to the prior practices as
outlined by staff indicating that they have appeared to work well over the years. He said that
until the request by "Where We Live" Productions that it did not appear that over the years the
Commission had received a lot of complaints or comment. Indicating that it is already heavily
used at this time, he said that he felt that Lithia Park may be different than a lot of places.
Regular Meeting- March 15, 1999 Page 3 of 8
Ashland Parks and Recreation Commission
Policy related to commercial actitivies - continued
Referring to the riparian areas within Lithia Park as "essentially gone" because of the high
usage, he said that he would be reluctant to expand the policy to include larger scale
commercial activities. He said that if Commissioner Coppedge wanted to attempt to draft
some guidelines that he would not be opposed and would perhaps be willing to give them a
very limited "trial run".
Commissioner Jones said that she felt that a decision could be made a this meeting and that she
would support adopting the policy as outlined by staff in the memorandum.
Commissioner MacGraw said that although she understands the filming industry's desire to
have access to Ashland's parks she felt that it was in the overall best interest of the public
significantly limit their use for commercial activities. She said that she would support staff
drafting a resolution stating the points covered in the memorandum dated March 10, 1999 and
bringing it to the Commission in April for approval.
Prior to entertaining a motion, Chair Eggers asked whether or not anyone from the public
would like to comment.
Patrick De Santo (Ashland) spoke to request that if the Commission chose to set a policy this
evening that it not prohibit exploration along the ideas presented by Commissioner Coppedge.
After some brief discussion as to how to proceed, Commissioner MacGraw indicated that she
would be in favor of passing a motion this evening which would confirm as policy the prior
practices which had been outlined by staff. Prior to doing so, she addressed Mr. DeSanto's
concern stating that clarifying the current policy in writing would not prohibit future
investigation or discussion on a topic or eliminate the possibility of anyone making requests to
the Commission on a case by case basis.
MOTION Commissioner MacGraw made a motion to adopt as policy the exceptions noted to the specific
City ordinances referring to commercial activities in parks as written in the memorandum dated
March 10, 1999 and to have staff draft a resolution which would be approved by the
Commission at the next Regular Meeting. Commissioner Jones seconded.
The vote was: 5 yes - 0 no
Commissioner Coppedge asked for permission to work with staff and knowledgeable members
of the public to draft some guidelines which the Commission could review at a later date
related to larger scale filming activities with the park system. She said that her idea was to
work towards formulating some guidelines which might be useful to the Commission should
another film like "The Ruby Princess" want to use Ashland's parks.
Other Commissioners expressed some concern about how official they would choose to make
such a project. Commissioners MacGraw and Landt said that they would not be willing to
devote much staff time to the endeavor considering all the other work needed at this time.
Regular Meeting • March 15, 1999 Page 4 of 8
Ashland Parks and Recreation Commission
Policy related to commercial actitivies - continued
Commissioner Landt said that he also felt it was important not to raise expectations within the
filming industry that this Commission would be likely to approve larger scale filming projects.
With those reservations stated, he also said that he would not be opposed to having the Chair
appoint a committee to work with members of the community. After brief discussion, by
consensus, Commissioners decided that they would not be opposed to having a committee
established whereby Commissioner Coppedge would work with members of the community,
utilizing minimal staff time, to try to develop some guidelines which might be used for larger
commercial filming.
B. Recommendation from golf course Drivine Ranee Site Review Committee
Speaking as one of the Commission representatives on the Driving Range Site Review
Committee, Commissioner Jones outlined the committee's recommendation to the
Commission. Essentially, after exploring several alternative suggestions as to placement of the
driving range, the committee passed a motion which recommended that the Commission
proceed with construction of the driving range at its present location, with some modifications.
(Refer to minutes of committee meetings.) The committee had investigated other possible
locations on the course but had ruled those alternative locations out because they would require
realignment of one or more holes at the course which is not desirable because to the cost
involved.
Indicating that one of the suggestions from the committee to make the structure less of a visual
impact was to use a lighter color for the netting, Commissioner Coppedge inquired whether or
not there was someone on the committee with the kind of expertise which could assess the
quality of colors and what would be more or less visible. Commissioner Eggers responded
that those kinds of modifications which had been made by the committee were suggestions to
staff only. They were not recommended as specific instructions but were ideas the committee
felt could be pursued by staff to ameliorate the visual impact of the structure if the Commission
decided to complete its construction at the current location.
Fred Wilson, attorney representing homeowner Sam Davis, was present to speak to the
Commission in opposition to construction of the driving range. He offered a written
memorandum which outlined the reasons that he believed the Commission had not followed
proper land use and planning procedures when authorizing the construction of the driving
range at its current location. Mr. Wilson indicated that he based his opinion on the fact that
the golf course was located in an R1 zone and that, if the course had been privately owned, the
kinds of planning permits which would have been required through planning actions to
construct the driving range would not have been granted to a private entity.
Prior to continuing, Commissioner MacGraw said that she wanted to make certain of the
committee's recommendation which she understood was to move forward with the construction
of the driving range at its current location with some minor modifications which may help to
ameliorate the its visual impact. Director Mickelsen clarified that the mandate of the
committee had been singular in that it was only to determine whether or not a reasonable
Regular Meeting - March 15, 1999 Page 5 of 8
Ashland Parks and Recreation Commission
Recommendation from Driving Range Site Review Committee - continued
alternative location could be found for the driving range on the course. After exploring several
alternative sites, the committee had determined that those sites were not reasonably feasible
and therefore "recommended" that the Commission move forward with construction at the
original site with some aesthetic modifications. It is solely the Commission's decision whether
or not to move forward with construction of the driving range.
Bill Anderson (906 Cypress Point Loop) said that he would like to challenge the committee in
that there were only two representatives from the homeowners out of the ten voting members
on the committee. He said that he felt that the committee was weighted on the side of those in
favor of completing the driving range and that the homeowners didn't have a chance. In his
opinion it was not a "fair vote". He said that he believed that decisions were being made in
total disregard for the feeling of the neighbors and the impact that the driving range would
have on their property values.
Tom Stoner and Stan Fancher said that they too felt that the shape of the committee had been
lopsided and that the homeowners had had the deck stacked against them.
Giving a brief explanation to how the committee had been formed, Chair Eggers said that when
she, Commissioner Jones and the Director had discussed the shape of the committee that they
had looked to people who would have an interest in the topic: neighbors, golfers who were
neighbors, golfers from the general community, and some people with some expertise. She
said that she never saw the process as "us against them". The idea was to get a variety of
people together who would investigate whether or not a reasonable alternative site for the
driving range could be found.
Mr. Stoner indicated that that was not how it looked. Stan Fancher spoke again briefly saying
that he had served on the committee and while he was serving he did not know why certain
individuals were on the committee. He also questioned whether Commissioners really believed
that the committee represented a true cross section of the citizens of Ashland.
Speaking of the work which the committee had done, Director Mickelsen said that he felt that
the committee had fulfilled its task in trying to find another reasonable alternative site. He said
that he felt it was important to remember that the committee had not been charged with
deciding whether or not the driving range would be built but only whether an alternative site
on the course could be found.
Following the public input, Commissioners discussed among themselves their options related
to the driving range: to take it down and choose not to have a driving range, to put the project
on hold until the questions related to planning had been resolved, or to complete the range with
the understanding that at some future date it might have to be torn down.
Regular Meeting - March 15, 1999 Page 6 of 8
Ashland Parks and Recreation Commission
Recommendation from Driving Ranee Site Review Committee - continued
In discussion, Commissioner Landt indicated that although he believed that both the Planning
Department and Parks and Recreation Department had acted in a reasonable way but that he
would be inclined to hold off completion of the driving range until the issues related to the
planning process had been resolved.
Commissioners Eggers said that although she understood the neighbors' feelings about having
the driving range constructed in its current location but that in all likelihood it will be
determined that the Planning Department and Parks Department acted appropriately regarding
planning issues. She said that she believed that the driving range was an important part of the
master plan for improvements to the course and that it therefore would be in the best interest of
the community to proceed with the project.
Commissioners Coppedge and MacGraw concurred with Commissioner Eggers' statements
about understanding the neighbors' concerns and about the importance of the driving range to
the viability of the course. Commissioner Coppedge said that she could not see an advantage in
holding off completing construction. The Commission began the project in good faith with the
understanding that formal planning actions were not needed. If it is completed now, there
would be the possibility of earning additional revenues at the golf course this season. If it has
to be torn down later, so be it.
Commissioner Jones said that although she understood the importance of the driving range to
the course, she encouraged the Commission to hold off on construction until after the planning
questions had been answered.
MOTION Commissioner Coppedge made a motion to authorize staff to proceed with the completion of
construction of the driving range at its current location taking into consideration the comments
made by the Driving Range Committee to possible alterations which may ameliorate its visual
impact. Commissioner MacGraw seconded.
The vote was: 3 yes, 1 no (Landt), I abstain (Jones)
C. Recommendation from the Calle RFP Committee
Commissioner Landt gave a brief overview of the work which the Calle RFP Committee had
completed to draft a proposal document related to selecting a landscape architectural firm to
head the restoration/rehabilitation work to be done on Calle Guanajuato.
Having reviewed the draft of the RFP document, Commissioners complemented the committee
on its work. Commissioners made some minor modifications to the wording of the draft and
then, by consensus, authorized staff to proceed with advertising and the Calle RFP Committee
to proceed with reviewing the proposals once submitted.
VII. NEW BUSINESS
A. Review of applications for Youth Activities levy monies for 1999-2000
Several community organizations had submitted applications for funding assistance from Youth
Activities Levy monies for the upcoming fiscal year.
Regular Meeting - March 15, 1999 Page 7 of 8
Ashland Parks and Recreation Commission
Requests for funding for Youth Activities Levy monies for 1999-2000 - continued
MOTION Due to the length of the meeting, Commission Coppedge made a motion to extend the meeting
to 10:30 p.m. if needed to complete business on the agenda. Commissioner MacGraw
seconded.
The vote was: 5 yes - 0 no
Having reviewed the applications and having heard comment from several of the organizations,
the Commission took the following actions on the requests:
MOTION Commissioner MacGraw authorized expending $1,550 for Ashland Crew, Inc. for a motor
indicating that if funds were available in the 1998-99 budget to do so immediately, if not, to
make the monies available in 1999-2000. Commissioner Coppedge seconded.
The vote was: 5 yes - 0 no
MOTION Commissioner MacGraw made a motion to grant the Wilderness Charter School $2,000 from
the 1999-2000 budget year. Commissioner Coppedge seconded.
The vote was: 5 yes - 0 no
MOTION Commissioner Landt made a motion to grant the Summer Outdoor Program $3,000 from the
1999-2000 budget year. Commissioner MacGraw seconded.
The vote was: 5 yes - 0 no
MOTION Commissioner Landt made a motion to grant LaCasa $3,306 to cover the expense of a Skate
Park monitor and "repair kits" from the 1999-2000 year budget. Commissioner Jones
. seconded.
In discussion of the motion it was determined that although LaCasa was making the request,
the Skate Park monitor would be an temporary employee of the Parks and Recreation
Department.
The vote was: 5 yes - 0 no
MOTION Commissioner Coppedge made a motion to grant Youthworks, Inc. $1,000 to help purchase
supplies for the new facility on E. Main Street. Commissioner MacGraw seconded.
The vote was: 5 yes - 0 no
As this had been the first year that the criteria and guidelines for submitted proposals for
Youth Activities monies had been used, Commissioners said that they would take the
opportunity at some time within the next year to determine how well the process had worked
and whether or not some modifications needed to be made.
B. Approval of 1999-2000 fiscal year budgets
Director Mickelsen indicated that the budget worksheets which were in Commissioners'
packets for review reflected discussions which had taken place in Budget Study Sessions. He
said that he was still working with City staff on some matters but anticipated that only minor
Regular Meeting - March 15, 1999 Page 8 of 8
Ashland Parks and Recreation Commission
Approval of 1999-2000 Department budgets-continued
modifications would need to be made. He recommended that the Commission approve the
proposed budgets at this time indicating that if the work still underway with City staff caused
any significant changes that those changes would be brought back to the Commission for its
approval prior to the budgets going to the City Budget Committee.
MOTION Commissioner MacGraw made a motion to approve the proposed Parks and Recreation
Department budgets as presented. Commissioner Coppedge seconded.
The vote was: 5 yes - 0 no
VIII. COMMUNICATIONS and STAFF REPORTS
A. RFP to select architect for buildings within the system
Director Mickelsen said that at this time there were several on-going projects within the system
for which the Commission would need the services of an architect: the new structures and
remodeling of the house at N. Mountain Park and the clubhouse at Oak Knoll. He said that as
the cumulative cost for the services would exceed $15,000, an RFP would be needed. He
inquired as to the process the Commission would like to use related to developing the RFP and
selecting an architectural firm.
In discussion, Commissioners decided to have staff develop the RFP, advertise and review the
proposals when submitted, then to submit the top proposals to the Commission which would
interview and make the final selection. Commissioners also indicated that although all the
work would be advertised in one proposal they would like to have the RFP structured in such a
manner that different firms could be selected for different parts of the work if the Commission
chose to do so.
IX. ADJOURNMENT As 10:30 p.m. approached, Chair Eggers adjourned the meeting.
Respectfully ubmitted,
1 1
Ann Benedict, Business Manager
Ashland Parks and Recreation Department
ASHLAND AIRPORT COMMISSION
Noon, Wednesday, April 7, 1999
MINUTES
MEMBERS PRESENT: Paul Rostykus, William Skillman, Ken Ehlers, Lillian Insley, Marty Jacobsen,
Don Fitch, Staff present: Councilor Cameron Hanson, Paula Brown, and
Dawn Curtis, Bob Skinner, FBO
MEMBERS ABSENT: Alan Hassell
I. CALL TO ORDER: Meeting 12:00 Noon
II. APPROVAL OF MINUTES: Wednesday, March 3, 1999
Minutes approved with changes.
III. ADDITIONAL AGENDA ITEMS:
IV. OLD BUSINESS:
A. Pending_Projects:
l)Hangar Development:
Eric Libby presented to the Commission site plan descriptions of site four. To accommodate a larger
hangar, Libby suggested narrowing the spaces between each of the hangars from 15' to 10' which
would allow for the extra footage for the hangar and only require five feet of the taxiway to be
realigned.
Brown commented that the narrowing would cause little disruption. The realignment should not be a
problem. Rostykus asked if the site had been staked out. Brown said no this had not been
accomplished yet. Insley asked if there was a specific reason to have the 15' between the hangars.
Brown said there was not a stated reason and reducing the width by 5' would be fine. Skillman
suggested removing another 1 'h' and remove the need for realigning the taxiway.
Brown asked for the Commission to agree to an 80 X 80' hangar so that Libby could continue pursuing
a manufacturer of the hangar. Commission voted to accept the 80 X 80' hangar. A ten foot clearance
between the hangars for access by vehicles was discussed and Commission agreed to leave the decision
of the clearance between buildings up to staff with limitations of 6' acceptable limit.
2)Fuel Tank Status:
Removal of the decommissioned fuel tanks has begun. Skinner still has 2-3 thousand gallons of fuel
remaining in the tanks that will need to be removed soon. The temporary fuel tank truck is in transit
from Los Angeles. Skinner commented that he expected a few problems to come up as the tanks were
removed, but the removal will be done fairly quickly and the new tanks can be installed wether or not
the excavation of the old tanks is complete or not. Bergeson\Boese requested that square ballards be
installed instead of round ballards. Brown will follow up on this request. Skinner did question what
will become of the fuel that is unuseable at the base of the tanks? An inert material will be added to
the fuel and they have a process for dealing with the contamination.
G:DawnWrp\Minutes\Mmch 99.wpd
B. Maintenance Issues: Staff
1) Beacon Replacement
The beacon was installed on February 26'". The new beacon holds a 1000 Watt light bulb which is 500
Watts brighter then the old, and now meets regulations.
2) Weed Control
Staff has discussed a weeding schedule with Parks and they will rotate through the airport similar to
last year. Staff also informed them of the Airport Appreciation date so that the weeding and mowing
will be done prior to that weekend.
C. Internet Update: Don Fitch
Fitch commented on the new Ashland Web pages that are now functioning. The Commission section is
still under construction and will be available in the next couple weeks. The Airport Commission page
will be linked to the Airport history page and other relative pages.
The cost for setting up a separate Ashland Airport page is roughly $20 per month plus about $100 for
initial setup. Hamilton suggested approaching the Airport Association for the funds. Rostykus asked if
Fitch would be willing to do the upkeep and to come up with a name for the page. Fitch suggested
something along the lines of Ashland Oregon Airport.org.com.
The internet camera will be linked into these pages for live action shots. The camera will need to be
supplied a phone line and a power source. Hansen suggested that the live camera be linking onto the
Ashland Fiber Network. The network line will most likely be installed with the sewer line.
IV. NEW BUSINESS:
A. March 16th Presentation to Council:
Skillman will present to the Council in place of Rostykus. Information will be gathered next week and
we will meet prior to the presentation to do a dry run. We should emphasize the importance of the
airport to the community. The time limit is about 10 minutes. Curtis will try and gather pictures for
the computer presentation of Fed Ex and other freight carriers, airport appreciation day and the
Commissioners. John Loram has lent us a video presented by other municipalities for airport
presentations. Unfortunately, it is about 20 minutes long. Rostykus will supply an outline of the topics
to Curtis. We will meet later in the week for a group and individual pictures. Curtis will call and
arrange times to meet.
B. Resolution Draft for Fee Adoption:
The ordinance accepting our rate fees was drafted by Curtis. After review the Commission accepted
the ordinance with minor changes. The ordinance will be brought before Council.
C. Legislature Representation for the Proposed Aviation Split with ODOT:
Insley asked if the Commission would like to make a formal stand on this issue. We should contact
our state Representatives if we do. Brown suggested that we bring it up to Council or RVACT both
could be good outlets for voicing our concerns. Brown and Rostykus will draft a letter and bring it in
to the Commission next meeting. There are two topics that need to be addressed; 1) the actual split of
aviation from ODOT; 2) the 6% increase on gasoline. Skinner commented that the separation has to
happen before the gas tax can be enacted. The funds for aviation are very diluted by other ODOT
projects. Rostykus motioned for a vote on whether the Commission supported the split from ODOT.
Skillman seconded the motion. Commission unanimously supported the split.
G:Dawn\Airp\Minutes\March 99.wpd
V. AIRPORT MANAGER REPORT/FBO REPORT/AIRPORT ASSOCIATION:
A. Status of Airport. Financial Report. Review of Safety Reports:
Bad weather has kept the airport quiet. However, fuel sales have been higher then in past years. The
third employee was hired. Skinner asked if the snow plowing priority could be reexamined. Brown
explained that the priorities are to clear the roads to the hospital first and main routes through town,
etc. after that. The airport can not be moved up the list. Skinner commented that this does create a
liability for the airport if someone were to have to make an emergency landing.
Libby commented that most smaller airports he has flown into maintain their own equipment. He
suggested looking into buying a blade attachment for the FBO truck. Rostykus asked if anyone was
interested in pursuing this since the airport only faces a snow problem on a sporadic basis. Jacobsen
said he would gather information for the next meeting.
B. Ashland Airport Association: Status Report Airport Appreciation day will be May 23rd this year.
Hamilton asked if the Airport Commission would be willing to have their May meeting at the airport.
The Airport Association would like to buy lunch for the Commission. The Commission agreed to have
lunch at the airport at 11:30AM on May 51.
C. Other:
VI. INFORMATIONAL ITEMS:
A. Video "Local Airports - Across America"
B. FAA Northwest Mountain Region Airports Conference, April 8-9 Denver CO
C. The Clean Airport Summit, April 12-14, Chicago IL
VII. NEW:
VII. ADJOURN:
Meeting was adjourned at 1:15 PM.
G:DawnWirpWinutesWtarch 99.wpd
ASHLAND HISTORIC COMMISSION
Minutes
April 7, 1999
CALL TO ORDER
The meeting was called to order at the Community Center by Chairperson Jim Lewis at 7:35 p.m. Members present were Jim
Lewis, Terry Skibby, Gary Foil, Joan Steele, Joyce Cowan, Curt Anderson, Vava Bailey and Keith Chambers. Also present
were City Council Liaison Cameron Hanson and Secretary Sonja Akerman. Member Dale Shostrom was unable to attend the
meeting.
APPROVAL OF MINUTES
Steele moved and Bailey seconded the Minutes of the March 3, 1999 meeting be approved as submitted. The motion was
unanimously passed.
PUBLIC HEARINGS
There were no public hearings in the Historic District.
BUILDING PERMITS
Permits reviewed by members of the Historic Commission and issued during the month of March follow:
647 Siskiyou Boulevard Tina Holling Convert Garage to Studio
75 Coolidge Street Cindy &Adam Hanks Front Porch/Reroof
212 East Main Street Mark Antony Historic Property Interior Demolition
342 High Street Ralph &Sandy Nelson Addition
165 East Main Street Al Teitelbaum Reroof
30 South First Street Oregon Shakespeare Festival Convert Greenhouse to Storage
40 East Main Street Ashland's Outdoor Grill Sign
295 East Main Street Roaring Pearl Sign
REVIEW BOARD
Following is the April schedule for the Review Board, which meets every Thursday from 3:00 to at least 3:30 p.m. in the
Planning Department:
April 8' Skibby, Steele and Anderson
April 15`" Skibby, Foll and Bailey
April 22' Skibby, Lewis and Cowan
April 291" Skibby, Cowan, Foil and Chambers
OLD BUSINESS
Project Assignments for Planning Actions
PA# Address Person(s)Assigned
96-086 685"A"Street Curt Anderson/Jim Lewis
97-018 661 "B"Street Jim Lewis
98-022 112 Heiman Street Vava Bailey
98-039 Holly Street Joan Steele and Joyce Cowan
98-045 122 Church Street Vava Bailey
98-047 Between 548 &628 North Main Street Joyce Cowan
PA# Address Person(s)Assigned
98-070 595 North Main Street Terry Skibby and Dale Shostrom
97-072 440 East Main Street Joyce Cowan
98-075 542 "A" Street Jim Lewis
98-091 559 Scenic Drive Vava Bailey
99-020 525"A" Street Jim Lewis
Grant for National Register Web Site
Steele reported the text is almost finished. Skibby has been helping with the accuracy and Historian George Kramer is
currently in the process of checking it. When this portion is completed, Skibby will work on the historic photos and Knox will
take up-to-date photos. The Commission commended Steele on all the work she has put in on this project.
Ashland Public Library
Lewis related the figure for the library project came in at$7.5 million. The Council put a hold on it because of the cost and the
fact the City is unsure it can purchase the property next door for the appraisal price. Skibby stated the Friends of the Library
is still working on keeping the library in its current location and ways to bring down the figure. Most of the members favor the
original design. Lewis added the bottom line for the library is that it is a difficult site to work with and property has to be
acquired in order to expand. Hanson expanded on this discussion by adding the Council was surprised at the size and cost
of the project and is now asking for a smaller, less expensive design.
National Historic Preservation Week- May 9-15, 1999
The Commission discussed the importance of National Historic Preservation Week. This will be the first year the Commission
will judge the nominations. Lewis emphasized all members should make every effort to attend the presentation of awards.
NEW BUSINESS
The Historic Commission as a Certified Local Government(CLG)
Federal historic preservation funds are available to local governments through the State Historic Preservation Office(SHPO).
In order to receive these, the Historic Commission would need to be accepted as a Certified Local Government by SHPO.
Lewis stated Knox has been in correspondence with the SHPO regarding this. To be eligible, the City of Ashland would need
to adopt a demolition ordinance. The current Commission members would qualify. The Commission commended Knox for
all the work he has done for the Historic District in the past few years. There will be an opening on the Historic Commission,
as Cowan decided not to renew her appointment. Qualifying new membership was discussed.
Open House
The members were reminded they should all attend the open house on April 291"which will be honoring all City commission
and committee members.
B Street Neighborhood Meeting
Lewis informed the Commission the first B Street Transportation meeting will be on April 291"from 7:00-9:00 p.m.
ADJOURNMENT
It was the unanimous decision of the Commission to adjourn the meeting at 9:00 p.m.
Ashland Historic Commission
Minutes
April 7, 1999 2
MINUTES
City of Ashland Cable TV
PROGRAMMING COMMITTEE
Thursday, April 15, 1999, Hillah Temple
Steve Belsky called meeting to order at 5:41 PM. Members attending were Steve
Belsky, Wes Brain, Cathy Carrier, Candice Chapman, Tom Garland, Lenny Niemark and
Russell Silbiger. City Council Liaison Steve Hauck and Staff Liaison Vince Zauskey
were in attendance. Pete Lovrovich was absent because of finalization of RFP for SOU.
There were no attendees in audience.
Minutes from April 8 meeting were approved as submitted.
Vince passed out all approved channel line-ups—from Economy Basic to Upper Digital
Tier—so committee could see exactly where we are with our channel line-up. These
line-ups were dated 4/8/99. Currently, the line-ups reflect the following number of
channels: Economy Basic (analog) = 11 channels, Basic (includes 11 Economy Basic
Channels)=26 channels, Expanded Basic= 37 video and 45 audio channels, Digital
Plus tier= 15 channels.
Basic, Expanded and Digital tier total = 78 channels and will have a digital signal.
Falcon, as a comparison, has 22 Basic channels, 33 Expanded channels (no audio on their
Expanded service) and on their Digital service they have 24 Special Interest channels,
8 Premium channels, 1 Pay-Per-View PREVUE channel, 8 Pay-Per-View channels and
30 DMX music channels.
Chairman S. Belsky wanted committee to look at information R. Silbiger had forwarded
about Clearworks. Clearworks coordinates with subdivision developers to build a fiber-
optic network into residential communities. It then pre-wires every home for a full
complement of bundled digital services such as DISH Networks Top 40 package of
satellite television services. In addition, Clearworks-powered homes will also receive
Internet connections at bi-directional speeds of up to 100 megabits per second as well as
digital telephone service with features such as voice mail and caller ID. Video on
Demand, closed-circuit security capabilities, a community Intranet and much more will
also be possible from Clearworks.
S. Hauck explained that Pete and Mike Freeman had discussed what Clearworks is doing
(they're based in Houston, TX). Clearworks is a Houston retailer of the DISH Network
and they will distribute DISH Network satellite TV to each home in the communities via
ClearWorks' fiber-optic cable network. S. Hauck went on to explain, along with Vince,
that Clearworks most probably provides DISH Network programming by placing a dish
near the planned community and feeds all the homes programming via their pre-installed
fiber line (a mini-headend). This is a bit different technology than the City of Ashland is
going to deploy but Vince and Pete will look into this further to see if the cable TV
1
programming via DISH Network could be deployed someway with our planned headend
in Ashland.
Vince also mentioned other companies that we have just learned about for providing a
totally `digital' headend. TVN and DiviCom might be possibilities and Vince will
continue to pursue these.
W. Brain brought up that he was going to bring some demographics for SOU's
international students to the next meeting gathered from the Director of International
Programs, SOU. The information will be an FYI for the committee based on its decision
to drop International Channel from the AFN line-up. Wes believed this would be helpful
for background on this population in our community. Vince pointed out there are
"blanks" left in our channel line-ups (Basic, = 1, Expanded= 3, Digital =2) for future
additions of channels. Once again, this will give the City of Ashland and the
Programming Committee an opportunity to survey the community later on (1-2 years
after full system has been launched) and add requested channels in the future without
totally reconfiguring the channel line-up. Additionally, there will be quite a number of
issues facing the city when channels are launched (node deployment, customer education/
customer service, equipment tracking and distribution, customer billing, payments to
programmers and pay-per-view distributors, etc.). It will be much easier to start out
conservatively and not have to `pare back' any channels or services at a later date.
S. Belsky, whose wife works at the Ashland Post Office, has found she delivers many
more QVC-related packages to those Ashland residents ordering merchandise from that
channel (via Falcon's service) than Home Shopping Network. Others watching that
channel agreed that QVC has more variety in their programming than HSN.
Vince will attempt to look into this further but be agreed, from his viewing, that QVC
was a more `upscale' shopping channel and this would probably be the one AFN would
want to retain on Basic. Again, there will be one `open' channel slot and we could add
Home Shopping Network or another shopping channel in the future to our Basic line-up.
The City will derive some monthly income from purchases made on shopping-type
channels.
S. Belsky mentioned the prospect of whether the City of Ashland's cable service will
offer `packaging' of services (like offering a discount if a customer takes Basic,
Expanded and Premium Services, etc.). Vince didn't think this would be viable for the
city to do initially because it would be: 1) too complicated for the customer and very
difficult for the city to administer, and more importantly; 2) until the city has some
`history' on what channels and services are favored by the customer, we would not know
what programming and services to package (and still meet the goals of the business plan).
Vince passed along to committee members a copy he received of the Cable in the
Classroom publication. This magazine, distributed monthly, is supported by a number of
cable programmers such as CNN, The Discovery Channel, Animal Planet, History
Channel, Nickelodeon and others (48 total). The Cable in the Classroom program offers
schools the opportunity to tape selected monthly programming provided by some of the
channels previously mentioned and use this programming for curriculum purposes.
2
Vince also received a letter by a Cable in the Classroom Member Services Coordinator,
Carolyn M. Wapnick. Ms. Wapnick mentioned Cable in the Classroom Bylaws State:
"if there is a Cable in the Classroom member operating in a community, no other entity
providing cable service to that community may become a member of Cable in the
Classroom." This would mean that AFN could not say they're a member because Falcon
is already the local cable provider in our area. However, Ms. Wapnick's letter went on to
explain"there are many ways that your company can still be a valued resource to schools
in your community." S. Hauck mentioned Ashland's membership being refused by the
Oregon Cable Television Association following the Cable in the Classroom discussion.
Vince passed along the information he had put together on the Premium and Pay-Per-
View channels to committee members. S. Belsky mentioned on the PPV side, Vince had
listed Playboy on both the Premium and PPV categories as separate channels. Vince
acknowledged he had made an error and the channel should only be listed as a PPV
channel but customers could be given the option of also ordering it on a monthly basis.
It was questioned why a customer would want to do this and Vince explained that
Playboy is generally sold in `block' programming (he believes it's $3.99 for a 3-hour
block. Falcon sells it for$3.99 per evening...1OPM-6AM). Offering the same service on
a monthly basis gives frequent purchasers the opportunity to buy it monthly and can
avoid PPV delinquent accounts and non-pays (delinquent accounts on PPV are fairly
common and the city will have to adopt a policy of limiting monthly PPV purchasers on
customer accounts to a certain $ amount).
C. Chapman asked for an explanation on the Premium Channels Vince had passed along
to the committee which were HBO, HBO Plus and HBO Signature. These three Premium
channels are sold at one monthly price. The City would pay and just one license fee for
the programming. Additionally, Showtime does the same thing with their package of
Showtime, The Movie Channel, Flix and Sundance. This will be a great value not only
for the customer but also for the City of Ashland because of only one license fee for a
group of channels instead of each channel having an individual license fee.
S. Hauck mentioned the absence of Encore and Starz on handout. Vince was aware of
the absence of those channels and pointed out they are fairly similar to other proposed
channels like Flix, HBO and Showtime. Although Starz does have exclusive movies like
HBO and Showtime, these movies are also shown on PPV before they ever get to Starz,
HBO and Showtime(movies reach the big screen, then the video stores, followed by
PPV, Premiums and occasionally network TV). The City could add Encore, Starz and
Starz2 as a `package' like HBO and Showtime at a little bit lesser price than those
services ($243 less). However, it might be prudent to wait and offer those at a later date
(since we're now offering a total of 7 Premium channels and premiums, historically, have
a great deal of`churn'—people frequently connecting and disconnecting). In addition,
Premium channels can dilute PPV revenue if people purchase premiums only because of
movies. Vince will review equipment costs, programming and other factors and talk to
Pete about adding any additional premiums for our initial launch.
Assistant to HBO rep mentioned to Vince that the third HBO channel recommended to
committee—HBO Signature—would be a good channel to choose for an upscale
3
demographic like Ashland. Committee reviewed other choices as provided under
Programming Descriptions and concurred that Signature seemed to be the best third HBO
to add (HBO and HBO Plus must be introduced prior to adding a third HBO).
Discussion about Movies on Demand (which Ashland would prefer carrying versus
straight PPV movies) followed. Vince has not viewed Video on Demand but understands
it works sort of like a VCR where you order a movie and can stop it, fast forward it,
reverse it. Supposedly, there is also a schedule for ordering that incorporates a menu
broken down by type of movie and actor. For instance, Action would be the type of
movie and then a customer could choose from a list of actors/actresses that have starred
in those types of movies—like Bruce Willis. A list of Action movies would appear
starring Bruce Willis and then you could choose Die Hard, for instance.
Also, security for adult channels was discussed and Vince pointed out to committee that
there would be a security code(like a PIN #) customer could program into their digital
remote control that would be like a `parental lockout' so young people would not be able
to view that channel. Falcon cannot, for instance, fully secure Playboy (picture can be
scrambled but not sound) on their analog service so most customers who are concerned
about a family member hearing the channel ask it to be `trapped out'.- With AFN's
digital system, the channel will be fully secured and a customer ordering it—even as a
monthly premium—can secure the channel with a code on the remote and it will remain
scrambled until appropriate family member chooses to view it. A request was made by
committee to have further information about adult channels such as Spice and Spice II.
Chairman S. Belsky had to leave for a previously scheduled meeting so Co-Chairperson
Cathy Carrier took over for remainder of meeting.
L. Niemark led discussion about how committee might best conduct a public comment
campaign to promote cable programming as chosen by members. The thought was to do
a 'flyer'-type printed piece that was designed to serve as a handout with the channels and
levels of service listed. This flyer would have 3-4 lines where customer could comment
on programming and then cut/rip that portion off and turn it in to Utility Billing(below
administration area at City Hall)by a certain date. This same format with comment area,
showing line-up, could also be fashioned into an ad for the Ashland Daily Tidings and R.
Silbiger suggested Sneak Preview also. Vince thought it was particularly important that
the verbage used to explain about how the line-up had been chosen, the committee's role,
etc. be worded in a manner that it wasn't asking community to re-do line-up but just have
community respond with comments. It was also suggested that an Ashland E-Mail
address and maybe a phone # be utilized to give community a variety of ways to respond.
In addition, committee felt some urgency about this and suggested it possibly should be
done prior to Pete going in front of City Council and asking for rate approval. Vince
mentioned he needed to run this by Pete and felt strongly that Ann Seltzer, the City
Marketing Manager, definitely needed to be involved with the public comment campaign.
Committee suggested for newspapers (and even radio if we wanted to go that far), a
News Release could be drafted (probably for radio it would just tell people where to pick-
up information).
4
A preliminary time-line was set-up based on committee's discussion: May 3—Release
Brochure (probably have available at Utility Billing dept.), May 4--Council Meeting to
approve cable TV rates, May 6?--Ashland Tidings, May 12--Sneak Preview, May 12-
AFN cable TV program on RVTV. Deadline for responses could be Friday, May 14
although we'd accept them through Monday, May 17.
C. Chapman had concern that if flyer and programming information came out after
approval of cable rates community may think cable TV programming is a"done deal"
and could possibly feel like they were `slighted' and not included in process. Vince did
point out that every meeting has been noted in Ashland Tidings and only two Ashland
citizens had attended (and no one stayed for duration). Vince will make a note of C.
Chapman's concern in Minutes. T. Garland mentioned that `rates' are really not
committee's `Charge' and shouldn't be connected with approval of channels. L. Niemark
said we should use terminology of Final Proposed for channels so the line-up is not
perceived as a `done deal'. Any adverse comments would obviously be noted and
channels not initially chosen for line-up could always be considered down the road by the
committee and added later on if warranted.
Vince will coordinate through Pete(and Ann Seltzer) and get back to committee the
following week(even prior to meeting on E-Mail if he has more info.). Next meeting
will be at 5:30 PM, Thursday, April 22 at Hillah Temple.
C. Carrier adjourned meeting at 7:32 PM.
5
Council Communication
Finance Department
Quarterly Financial Report
May 4, 1999
Submitted by: Jill Turner
Approved by: Mike Freem
Title:
Quarterly Financial Report for March 31, 1999
Synopsis :
Accompanying is the financial report for the nine months ended March 31, 1999, for the City of
Ashland. It does not include the revenues and expenditures of the Parks and Recreation
Commission, which will be presented separately to that commission. Unaudited, detailed
Balance Sheets, Revenue, and Expenditure reports are available for your review in the Finance
office.
Pages 6 through 23 are the Statement of Resources and Expenditures for the nine months ended
March 31, 1999. The statements are prepared on the budgetary basis of accounting. This memo
emphasizes budget compliance, with all expenditures exceeding 75%of budget mentioned in the
narrative. Expenditures are listed in the same classification as the adopted budget showing
budget compliance. Department heads will be managing spending very closely for the next three
months to ensure budget compliance.
Cash and Investments
As you will note on page 5, the overall cash and investment position of the city is nearly equal to
that of last year. The large cash gain is in the Wastewater Fund ($2,237,000) while most other
funds show a decrease from last year. Thirty one percent of the total cash of the City is in the
Wastewater Fund alone, this will decrease with the construction of the wastewater treatment
plant. Another 16.6 percent ($3.6 million) of total portfolio is under the direction of the Parks
and Recreation Commission. The chart on the next page shows that the City is earning slightly
above the Local Government Investment Pool and US Treasuries, which is our base line. All
investments purchased are within the guidelines of the investment policy adopted in August
1998.
1
City of Ashland
Investment Earnings
6.00%
5.80%
5.60%
l�6 5.40%
N
25.00%-
24.80%-
C
—0.60%
4.40%
4.20%
Sept ST Dec ST Mu 98 June 98 Sept SS Dec N Mu N
Date
LGIP -CITY Treasurys
GENERALFUND
Budget Compliance
Total expenditures are at 73.43%of the total budget, this compares to 68.325%of budget at the
same time last year. Several departments or divisions have used more than 75% of their budget
including Police, Municipal Court, Fire and Rescue, and Building Division and are at risk of
exceeding their budgets and needing additional appropriations. The Police Department added a
community service officer early in the year, which is being funded by the Park Departments. The
Police Department Budget has not been increased by this additional expenditure and offsetting
revenue. The Fire and Rescue Departments will need additional appropriations to cover salaries,'
benefits and overtime expenditures. Overtime has exceeded budget expectations because of
employee turnover, mandatory training and family leave. Municipal Court requires more
analysis, but will likely be within budget. Building fees for the first nine months are $372,600, or
$22,000 above last year, and $48,000 above Building expenditures. These additional fees more
than offset the over expenditure. Social Services, Economic and Cultural Development, and Debt
Services Divisions are over the 75%mark, but because their expenditures are higher in the first
months of the fiscal year, they are projected to be within their overall budget at year end.
Fiscal Health
Resources are at 90% of budget compared to 89% at this times last year. Actual revenues, which
does not include carryover, have increased $625,000 over the same nine months last year. Over
half of this increase or$333,666 is due to the combining of the Cemetery and Band Fund with
the General fund. The overall General Fund balance of$1,702,410 is $146,311 more than the
March 31, 1998, balance of$1,556,099. This balance is as predicted in preparing the 1999-2000
Budget.
2
STREET FUND
Budget Compliance
Expenditures for Materials and Services and Debt Services are at 81% and 86% of budget
respectively. Debt Services is over the 75% mark, but because all debt has been paid for the
fiscal year, this category will be within the overall budget at year end. The Public Works
materials and service category will required more analysis. Preliminary analysis indicates that
they will need additional appropriations.
Fiscal Health
Actual revenues, not including the carryover, have increased $125,000 over the same nine
months of last year, while expenditures have increased even more. The storm Drain utility fee
has increased 2.8 % over the same time last year. The Street Fund balance of$230,000 is
$360,000 below last March 31, 1998. This fund balance is entirely restricted for SDCs.
Contributing to this decline are the Sherman Street project, which was $55,000 over estimate and
unusually high snow removal costs.
AMBULANCEFUND
Budget Compliance
Ambulance activity has exceeded projections within the budget, which affects income and
expenditures. Presently bad debt expense is at 79.6%of budget because of the additional
transports, consequently the budget may need to be increased. All other expenditures are within
budget.
Fiscal Health
The Ambulance fund balance is $334,526 compared to $207,136 at this time last year. This
increase of$127,000 indicates stronger financial strength due to increased activity.
WATER FUND
Budget Compliance
The Debt Service, Transfers Out and Conservation expenditures are in excess of the 75% of
budget appropriations. Debt Services will be within budget once the accounting is corrected and
transfers out have been completed for the year. The Water Conservation Division is over budget
primarily because of installations of many more horizontal axis washing machines than
projected, therefore, they will suspend the programs until after July 1 and require a transfer to
cover overtime costs.
Fiscal Health
Water charges for services have increased $245,643 or 10% over the same time period last year.
The summer of 1998 was very dry and hot, while the previous year was cooler than normal.
Water rates were identical for both time periods. Expenditures are higher than last year resulting
in a fund balance at March 31, 1999, which is $44,000 above last year.
3
WASTEWATER FUND
Budget Compliance
This fund has no over expenditures at this point in the fiscal year.
Fiscal Health
Wastewater charges have increased$156,900 or 9% over the same time period last year. This
again is due to favorable weather and customer growth. The fund balance in the Wastewater
Fund is $9,092,000. This fund balance is expected to fall to $3,000,000 over the next several
years. This balance will be used to construct the final stages of the wastewater treatment plant.
ELECTRIC FUND
Budget Compliance
The Operations Division and Debt service categories are over the 75% benchmark for this point
in the fiscal year. Since all of the debt for the year has been paid the debt service category will
not exceed budget. The Operations division will need a transfer of appropriation to account for
the higher than expected power purchases and temporary personnel costs. Purchased power usage
for the first nine months is 4.7%above last year,primarily due to the hot summer and cold
winter.
Fiscal Health
The Electric Fund Balance excluding the Telecommunications Division is at $996,621 compared
to $2,090,054 on March 31, 1998. This decrease was due to a rate reduction and large electrical
capital construction costs. The Electric operations fund balance should increase in the next three
months with the seasonal drop in the price for electricity.
CENTRAL SERVICES FUND
Budget Compliance
Total expenditures are at 73.62% which is equal to this time last year. The Administration
Budget, City Recorder and Computer Services are all over 75%. Both the Computer Services and
City Recorder budget are projected to be within budget at year end. The Administration Budget
will require a transfer of appropriations to cover costs associated with the monthly newsletter.
Fiscal Health
Revenue within this fund are well matched with expenditures. The Central Services Fund
balance is $116,133, which is $24,000 above last year and equal to the July 1,1999, beginning
balance.
Recommendation:
Staff recommends acceptance of the financial report as presented.
NAFinanciaL Statementskommentary.399.wpd
4
City of Ashland
Schedule of Cash and Investments
March 31, 1998 and 1999
03/31/98 Percent 3/31/99 Percent
AMOUNT Held AMOUNT Held
General Fund $ 1,820,676.01 8.28% $ 1,697,508.35 7.74%
Community Block Grant Fund (136,355.97) -0.62% (31,198.07) -0.14%
Street Fund 620,451.66 2.82% 192,574.89 0.88%
Airport Fund 44,484.67 0.20% 31,417.62 0.14%
Capital Improvements Fund 704,681.47 3.21% 329,847.40 1.50%
Bancroft Bond Fund 193,574.93 0.88% 222,700.00 1.02%
General Bond Fund 284,819.69 1.30% 356,398.50 1.62%
Debt Service Fund 168,102.92 0.76% 183,994.75 0.84%
Ambulance Fund 42,801.83 0.19% 136,624.98 0.62%
Water Fund 2,346,420.78 10.67% 2,548,033.26 11.62%
Wastewater Fund 4,762,954.59 21.66% 6,999,784.92 31.91%
Electric Fund 1,620,524.93 7.37% 1,198,026.30 5.46%
Telecommunications 0.00% (645,541.89) -2.94%
Central Services Fund 222,946.08 1.01% 308,170.02 1.40%
Insurance Services Fund 1,655,003.12 7.53% 1,364,309.10 6.22%
Equipment Fund 1,848,554.33 8.41% 1,796,226.72 8.19%
Cemetery Trust Fund 644,224.31 2.93% 653,088.31 2.98%
16,843,865.35 76.62% 17,341,965.16 79.06%
Ski Ashland Agency Fund 841,531.00 3.83% 962,164.00 4.39%
Parks and Recreation Fund 4,299,633.11 19.56% 3,632,094.28 16.56%
5,141,164.11 23.38% 4,594,258.28 20.94%
$ 21,985,029.46 100.00% $ 21,936,223.44 100.00%
F:\Acctg\FinanciaL Statements\Cash March 99.wb3
City of Ashland
Statement of Revenues and Expenditures
(Budget and Actual)
For the nine months ended March 31, 1999
ACTUAL BUDGET VARIANCE %
GENERALFUND
RESOURCES
Working Capital Carryover $ 1,147,196 $ 920,000 $ 227,196 124.70%
Taxes 4,417,265 5,187,000 (769,735) 85.16%
Licenses and Permits 416,278 441,000 (24,722) 100.37%
Intergovernmental Revenue 279,903 375,000 (95,097) 74.64%
Charges for Services 474,758 526,000 (51,242) 90.26%
Fines and Forfietures 121,967 203,000 (81,033) 60.08%
Interest on Investments 64,452 59,000 5,452 109.24%
Miscellaneous Revenues 55,457 67,000 (11,543) 82.77%
Operating Transfers In 391,798 389,000 2,798 100.72%
TOTALS $ 7,369,074 $ 8,167,000 $ (797,926) 90.51%
EXPENDITURES
Social Services 69,560 88,000 18,440 79.05%
Economic&Cultural Development 198,800 260,000 61,200 76.46%
Band 32,926 50,000 17,074 65.85%
Miscellaneous 61,137 100,000 38,863 61.14%
Debt Service 75,102 76,000 898 98.82%
Operating Transfers Out 500 1,000 500 50.00%
Contingency 0 200,500 200,500 0.00%
Police 1,959,495 2,607,000 647,505 75.16%
Municipal Court 156,140 205,000 48,860 76.17%
Communications 547,345 695,000 147,655 78.75%
Fire and Rescue 1,559,080 2,055,000 495,920 75.87%
Cemetery 166,700 289,000 122,300 57.68%
Senior Program 87,731 131,000 43,269 66.97%
Planning Division 428,532 582,500 153,968 73.57%
Building Division 323,613 378,000 53,411 85.61%
TOTAL EXPENDITURES 5,666,661 7,718,000 2,050,363 73.42%
ENDING FUND BALANCE $ 1,702,413 $ 449,000 $ (2,848,289)
City of Ashland
Statement of Revenues and Expenditures
(Budget and Actual)
For the nine months ended March 31, 1999
ACTUAL BUDGET VARIANCE %
CEMETERY FUND
RESOURCES
Working Capital Carryover $ 233,923 $ 234,000 $ (77) 99.97%
TOTALS 233,923 234,000 (77) 99.97%
EXPENDITURES
Operating Transfers Out 233,923 234,000 77 99.97%
TOTALS EXPENDITURES 233,923 234,000 77 99.97%
ENDING FUND BALANCE $ 0 $ 0 $ 0
7
City of Ashland
Statement of Revenues and Expenditures
(Budget and Actual)
For the nine months ended March 31, 1999
ACTUAL BUDGET VARIANCE %
BAND FUND
RESOURCES
Working Capital Carryover $ 99,743 $ 100,000 $ 257 99.74%
TOTALS 99,743 100,000 257 99.74%
EXPENDITURES
Operating Transfers Out 99,743 100,000 257 99.74%
TOTALS EXPENDITURES 99,743 100,000 257 99.74%
ENDING FUND BALANCE $ 0 $ 0 $ 0 0.00%
City of Ashland
Statement of Revenues and Expenditures
(Budget and Actual)
For the nine months ended March 31, 1999
ACTUAL BUDGET VARIANCE %
COMMUNITY BLOCK GRANT FUND
RESOURCES
Working Capital Carryover $ 4,001 $ 0 $ 4,001
Intergovernmental Revenue 370,699 541,000 (170,301) 68.52%
TOTALS 374,700 541,000 (166,300) 69.26%
EXPENDITURES
Personal Services 31,236 43,000 11,764 72.64%
Materials and Services 382,629 476,000 93,371 80.38%
Capital Outlay 0 22,000 22,000 0.00%
TOTALS EXPENDITURES 413,865 541,000 127,135 76.50%
ENDING FUND BALANCE $ (39,165) $ 0 $ 39,165
9
i
City of Ashland
Statement of Revenues and Expenditures
(Budget and Actual)
For the nine months ended March 31, 1999
ACTUAL BUDGET VARIANCE %
STREET FUND
RESOURCES
Working Capital Carryover $ 478,797 $ 477,000 $ 1,797 100.38%
Taxes 234,776 325,000 (90,224) 72.24%
Intergovernmental Revenue 645,660 1,156,000 (510,340) 55.85%
Charges for Services 645,088 840,000 (194,912) 76.80%
Interest on Investments 8,962 16,000 (7,038) 56.01%
Miscellaneous Revenues 6,409 0 6,409
TOTALS 2,019,692 2,814,000 (794,308) 71.77%
EXPENDITURES
Personal Services 431,718 579,000 147,282 74.56%
Materials and Services 834,398 1,035,000 200,602 80.62%
Capital Outlay 461,237 860,000 398,763 53.63%
Debt Service 2,576 3,000 424 85.87%
Operating Transfers Out 60,000 80,000 20,000 75.00%
Operating Contingency 0 157,000 157,000 0.00%
TOTALS EXPENDITURES 1,789,929 2,714,000 924,071 65.95%
ENDING FUND BALANCE $ 229,763 $ 100,000 $ (129,763) ««««««««««««
/D
City of Ashland
Statement of Revenues and Expenditures
(Budget and Actual)
For the nine months ended March 31, 1999
ACTUAL BUDGET VARIANCE %
AIRPORT FUND
RESOURCES
Working Capital Carryover $ 46,856 $ 45,000 $ 1,856 104.12%
Charges for Services 43,095 55,000 (11,905) 78.35%
Interest on Investments 1,117 3,000 (1,883) 37.23%
TOTALS 91,068 103,000 (11,932) 88.42%
EXPENDITURES
Personal Services 0 1,000 1,000 0.00%
Materials and Services 56,438 77,000 20,562 73.30%
Capital Outlay 5,213 0 (5,213) '"'."%
Operating Contingency 0 10,000 10,000 0.00%
TOTALS EXPENDITURES 61,651 88,000 26,349 70.06%
ENDING FUND BALANCE $ 29,417 $ 15,000 $ (14,417)
City of Ashland
Statement of Revenues and Expenditures
(Budget and Actual)
For the nine months ended March 31, 1999
ACTUAL BUDGET VARIANCE %
CAPITAL IMPROVEMENTS FUND
RESOURCES
Working Capital Carryover $ 935,363 $ 1,120,000 $ (184,637) 83.51%
Taxes 227,357 272,000 (44,643) 83.59%
Charges for Services 190,616 235,000 (44,384) 81.11%
Assessment Payments 162,587 200,000 (37,413) 81.29%
Interest on Investments 25,541 85,000 (59,459) 30.05%
Miscellaneous Revenues 36,104 48,000 (11,896) 75.22%
Other Financing Sources 0 800,000 (800,000) 0.00%
Operating Transfers In 572,250 763,000 (190,750) 75.00%
TOTALS 2,149,818 3,523,000 1,373,182 61.02%
EXPENDITURES
Personal Services 0 1,000 1,000 0.00%
Materials and Services 56,072 81,000 24,928 69.22%
Capital Outlay 1,465,141 2,451,000 985,859 59.78%
Operating Transfers Out 266,000 335,000 69,000 79.40%
Operating Contingency 0 200,000 200,000 0.00%
TOTALS EXPENDITURES 1,787,213 3,068,000 1,280,787 58.25%
ENDING FUND BALANCE $ 362,605 $ 455,000 $ 92,395 7969.00%
/V
City of Ashland
Statement of Revenues and Expenditures
(Budget and Actual)
For the nine months ended March 31, 1999
ACTUAL BUDGET VARIANCE %
BANCROFT BOND FUND
RESOURCES
Working Capital Carryover $ 113,195 $ 99,000 $ 14,195 114.34%
Assessment Payments 206,096 317,000 (110,904) 65.01%
Interest on Investments 6,278 4,000 2,278 156.95%
TOTALS 325,569 420,000 (94,431) 77.52%
EXPENDITURES
Debt Service 72,869 274,000 201,131 26.59%
Operating Transfers Out 30,000 40,000 10,000 75.00%
TOTALS EXPENDITURES 102,869 314,000 211,131 32.76%
ENDING FUND BALANCE $ 222,700 $ 106,000 $ (116,700)
/3
City of Ashland
Statement of Revenues and Expenditures
(Budget and Actual)
For the nine months ended March 31, 1999
ACTUAL BUDGET VARIANCE %
GENERAL BOND FUND
RESOURCES
Working Capital Carryover $ 321,431 $ 311,000 $ 10,431 103.35%
Taxes 200,471 207,000 (6,529) 96.85%
Interest on Investments 15,564 18,000 (2,436) 86.47%
Operating Transfers In 255,000 255,000 0 100.00%
TOTALS 792,466 791,000 1,466 100.19%
EXPENDITURES
Debt Service 439,227 505,000 65,773 86.98%
TOTALS EXPENDITURES 439,227 505,000 65,773 86.98%
ENDING FUND BALANCE $ 353,239 $ 286,000 $ (67,239)
City of Ashland
Statement of Revenues and Expenditures
(Budget and Actual)
For the nine months ended March 31, 1999
ACTUAL BUDGET VARIANCE %
DEBT SERVICE FUND
RESOURCES
Working Capital Carryover $ 86,360 $ 83,000 $ 3,360 104.05%
Charges for Services 27,137 37,000 (9,863) 73.34%
Interest on Investments 11,482 4,000 7,482 287.05%
Miscellaneous Revenues 25,115 9,000 16,115 279.06%
Operating Transfers In 266,000 305,000 (39,000) 87.21%
TOTALS 416,094 438,000 (21,906) 95.00%
EXPENDITURES
Debt Service 232,099 431,000 198,901 53.85%
TOTALS EXPENDITURES 232,099 431,000 198,901 53.85%
ENDING FUND BALANCE $ 183,995 $ 7,000 $ (176,995)
City of Ashland
Statement of Revenues and Expenditures
(Budget and Actual)
For the nine months ended March 31, 1999
ACTUAL BUDGET VARIANCE %
AMBULANCE FUND
RESOURCES
Working Capital Carryover $ 198,926 $ 185,000 $ 13,926 107.53%
Charges for Services 628,714 690,000 61,286 91.12%
Interest on Investments 3,244 2,000 (1,244) 162.20%
Miscellaneous Revenues 2,266 0 (2,266) ``.`"%
TOTALS 833,150 877,000 43,850 95.00%
EXPENDITURES
Personal Services 123,210 181,000 57,790 68.07%
Materials and Services 360,269 477,000 116,731 75.53%
Capital Outlay 3,895 31,000 27,105 12.56%
Operating Transfers Out 11,250 15,000 3,750 75.00%
Operating Contingency 0 48,000 48,000 0.00%
TOTALS EXPENDITURES 498,624 752,000 253,376 66.31%
ENDING FUND BALANCE $ 334,526 $ 125,000 $ (209,526)
City of Ashland
Statement of Revenues and Expenditures
(Budget and Actual)
For the nine months ended March 31, 1999
ACTUAL BUDGET VARIANCE %
WATER FUND
RESOURCES
Working Capital Carryover $ 2,973,162 $ 3,222,000 $ (248,838) 92.28%
Charges for Services 2,495,218 2,932,000 (436,782) 85.10%
Interest on Investments 105,050 182,000 (76,950) 57.72%
Miscellaneous Revenues 40,767 25,000 15,767 163.07%
TOTALS 5,614,197 6,361,000 (746,803) 88.26%
EXPENDITURES
Forest Lands Management 30,236 100,000 69,764 30.24%
Operations 2,005,412 3,211,000 1,205,588 62.45%
Debt Service 455,977 336,000 (119,977) 135.71%
Operating Transfers Out 255,000 255,000 0 100.00%
Contingency 0 741,000 741,000 0.00%
Conservation 81,058 99,000 17,942 81.88%
TOTAL EXPENDITURES 2,827,683 4,742,000 1,914,317 59.63%
ENDING FUND BALANCE $ 2,786,514 $ 1,619,000 $ (2,661,120)
City of Ashland
Statement of Revenues and Expenditures
(Budget and Actual)
For the nine months ended March 31, 1999
ACTUAL BUDGET VARIANCE %
WASTEWATER FUND
RESOURCES
Working Capital Carryover $ 6,605,290 $ 5,944,000 $ 661,290 111.13%
Taxes 833,000 1,015,000 (182,000) 82.07%
Intergovernmental Revenue 573,391 742,000 (168,609) 77.28%
Charges for Services 1,914,567 2,465,000 (550,433) 77.67%
Interest on Investments 203,329 339,000 (135,671) 59.98%
Other Financing Sources 6,461,226 9,139,000 (2,677,774) 80.77%
TOTALS 16,590,803 19,644,000 (3,053,197) 89.66%
EXPENDITURES
OPERATIONS
Personal Services 357,476 507,000 149,524 70.51%
Materials and Services 672,543 968,000 295,457 69.48%
Capital Outlay 6,367,993 10,220,000 3,852,007 62.31%
Operating Transfers Out 101,250 135,000 33,750 75.00%
Operating Contingency 0 1,750,000 1,750,000 0.00%
TOTALS EXPENDITURES 7,499,262 13,580,000 6,080,738 55.22%
ENDING FUND BALANCE $ 9,091,541 $ 6,064,000 $ 3,027,541
City of Ashland
Statement of Revenues and Expenditures
(Budget and Actual)
For the nine months ended March 31, 1999
ACTUAL BUDGET VARIANCE %
ELECTRIC FUND
RESOURCES
Working Capital Carryover $ 1,212,639 $ 1,731,000 $ (518,361) 70.05%
Intergovernmental Revenue 66,318 74,000 (7,682) 89.62%
Charges for Services 6,038,524 7,448,000 (1,409,476) 81.08%
Interest on Investments 37,009 98,000 (60,991) 37.76%
Miscellaneous Revenues 40,831 89,000 (48,169) 45.88%
Bond Sale Preceeds 0 3,554,000 (3,554,000) 0.00%
TOTALS 7,395,321 12,994,000 (5,598,679) 56.91%
EXPENDITURES
Conservation 278,276 383,000 104,724 72.66%
Operations 5,893,674 7,151,000 1,257,326 82.42%
Debt Service 50,000 50,000 0 100.00%
Operating Transfers Out 174,750 233,000 58,250 75.00%
Contingency 0 500,000 500,000 0.00%
Telecommunications 670,010 3,570,000 2,899,990 18.77%
TOTAL EXPENDITURES 7,066,710 11,887,000 4,820,290 59.45%
ENDING FUND BALANCE $ 328,611 $ 1,107,000 $ (10,418,969)
l9
City of Ashland
Statement of Revenues and Expenditures
(Budget and Actual)
For the nine months ended March 31, 1999
ACTUAL BUDGET VARIANCE %
CENTRAL SERVICES FUND
RESOURCES
Working Capital Carryover $ 117,282 $ 120,000 $ (2,718) 97.73%
Charges for Services 2,201,989 2,878,000 (676,011) 76.51%
Interest on Investments 7,504 10,000 (2,496) 75.04%
Miscellaneous Revenues 3,698 0 3,698 '."%
TOTALS 2,330,473 3,008,000 (677,527) 77.48%
EXPENDITURES
Administration 581,033 706,000 124,967 82.30%
Finance 652,679 917,000 264,321 71.18%
Contingency 0 46,000 46,000 0.00%
City Recorder 89,406 117,000 27,594 76.42%
Public Works 543,386 783,000 239,614 69.40%
Computer Services 347,836 439,000 91,164 79.23%
TOTAL EXPENDITURES 2,214,340 3,008,000 793,660 73.62%
ENDING FUND BALANCE $ 116,133 $ 0 $ (1,471,187)
� v
City of Ashland
Statement of Revenues and Expenditures
(Budget and Actual)
For the nine months ended March 31, 1999
ACTUAL BUDGET VARIANCE %
INSURANCE SERVICES FUND
RESOURCES
Working Capital Carryover $ 952,593 $ 1,135,000 $ (182,407) 83.93%
Charges for Services 273,826 360,000 (86,174) 76.06%
Interest on Investments 30,624 80,000 (49,376) 38.28%
Miscellaneous Revenues 49,802 20,000 29,802 249.01%
TOTALS 1,306,845 1,595,000 (288,155) 81.93%
EXPENDITURES
Personal Services 5,709 15,000 9,291 38.06%
Materials and Services 406,746 555,000 148,254 73.29%
Operating Transfers Out 225,000 300,000 75,000 75.00%
Operating Contingency 0 300,000 300,000 0.00%
TOTALS EXPENDITURES 637,455 1,170,000 532,545 54.48%
ENDING FUND BALANCE $ 669,390 $ 425,000 $ (244,390)
City of Ashland
Statement of Revenues and Expenditures
(Budget and Actual)
For the nine months ended March 31, 1999
ACTUAL BUDGET VARIANCE %
EQUIPMENT FUND
RESOURCES
Working Capital Carryover $ 2,030,508 $ 1,832,000 $ 198,508 110.84%
Charges for Services 1,020,478 1,302,000 (281,522) 78.38%
Interest on Investments 72,179 75,000 (2,821) 96.24%
Miscellaneous Revenues 40,850 20,000 20,850 204.25%
TOTALS 3,164,015 3,229,000 (64,985) 97.99%
EXPENDITURES
Personal Services 175,322 291,000 115,678 60.25%
Materials and Services 342,552 496,000 153,448 69.06%
Capital Outlay 861,407 1,505,000 643,593 57.24%
Operating Contingency 0 123,000 123,000 0.00%
TOTALS EXPENDITURES 1,379,281 2,415,000 1,035,719 57.11%
ENDING FUND BALANCE $ 1,784,734 $ 814,000 $ (970,734)
a�
City of Ashland
Statement of Revenues and Expenditures
(Budget and Actual)
For the nine months ended March 31, 1999
ACTUAL BUDGET VARIANCE %
CEMETERY TRUST FUND
RESOURCES
Working Capital Carryover $ 651,276 $ 650,000 $ 1,276 100.20%
Charges for Services 7,569 13,000 (5,431) 58.22%
Interest on Investments 21,874 41,000 (19,126) 53.35%
Operating Transfers In 500 1,000 (500) 50.00%
TOTALS 681,219 705,000 (23,781) 96.63%
EXPENDITURES
Operating Transfers Out 28,131 41,000 12,869 68.61%
TOTALS EXPENDITURES 28,131 41,000 12,869 68.61%
ENDING FUND BALANCE $ 653,088 $ 664,000 $ 10,912
a �
City of Ashland
Statement of Revenues and Expenditures
(Budget and Actual)
For the nine months ended March 31, 1999
ACTUAL BUDGET VARIANCE %
SUMMARY OF FUNDS
RESOURCES
Working Capital Carryover $ 18,208,541 $ 18,208,000 $ 541 100.00%
Taxes 5,912,869 7,006,000 (1,093,131) 84.40%
Licenses and Permits 416,278 441,000 (24,722) 100.37%
Intergovernmental Revenue 1,935,971 2,888,000 (952,029) 67.04%
Charges for Services 15,961,579 19,781,000 (3,819,421) 80.69%
Fines and Forfietures 121,967 203,000 (81,033) 60.08%
Assessment Payments 368,683 517,000 (148,317) 71.31%
Interest on Investments 614,209 1,016,000 (401,791) 60.45%
Miscellaneous Revenues 301,299 278,000 23,299 108.38%
Other Financing Sources 6,461,226 13,493,000 (7,031,774) 52.30%
Operating Transfers In 1,485,548 1,713,000 (227,452) 86.72%
TOTALS 51,788,170 65,544,000 (13,755,830) 80.44%
EXPENDITURES
Personal Services 7,882,736 10,794,000 2,910,288 73.04%
Materials and Services 11,531,473 14,797,500 3,266,027 77.93%
Capital Outlay 10,752,060 20,197,000 9,444,940 53.24%
Debt Service 1,327,850 1,675,000 347,150 79.27%
Operating Transfers Out 1,485,547 1,769,000 283,453 83.98%
Operating Contingency 0 4,075,500 4,075,500 0.00%
TOTALS EXPENDITURES 32,979,666 53,308,000 20,327,358 61.87%
ENDING FUND BALANCE $ 18,808,504 $ 12,236,000 $ (6,572,504)
a �
f
City Council Communication
City Recorder's Office
May 4, 1999
Submitted by: Barbara ChristenMs.eni
Approved by: Mike Freeman 1 `
Title:
Liquor License Application from Robert Haney, Jr dbaBob's Golf Shop, Inc.
Synopsis:
Approval of Oregon Liquor License as provided by OLCC.
Recommendation:
The City Recorder recommends approval for liquor license and has determined that the applicant
has complied with the city's land use requirements, has obtained a business license, and
registered as a restaurant, if applicable.
Background Information:
Application for new business.
City Council Communication
City Recorder's Office
May 4, 1999
Submitted by: �Barbara Christcnsen
Approved by: Mike Freeman
Title:
Liquor License Application from Don Kleary dba/O'Ryan's Irish Sports Pub.
Synopsis:
Approval of Oregon Liquor License as provided by OLCC.
Recommendation:
The City Recorder recommends approval for liquor license and has determined that the applicant
has complied with the city's land use requirements, has obtained a business license, and
registered as a restaurant, if applicable.
Background Information:
Application for change of ownership.
City Council Communication
City Recorder's Office
May 4, 1999
Submitted by: '" Barbara Christensen
Approved by: Mike Freeman yN�L
Title: ���
Annual Liquor License Blanket Approval
Synopsis:
Annual approval of renewals on liquor licenses as required by Oregon Liquor Control
Commission.
Recommendation:
The City Recorder recommends approval of request for renewal of liquor license.
Background Information:
There are approximately 95 applications that will need to be renewed between June and
September 1999. Each requires an approval signature along with a $35.00 renewal fee. Each
application will have been reviewed to prove that they meet the city ordinance requirements for
business licenses, registered as a restaurant, and filed for city's food and beverage tax, if
applicable.
Council Communication
Administrative Services Department
Addendum to RVTV/City of Ashland Agreement
May 4, 1999
Submitted by: Dick Wanderscheid�
Approved by: Paul Nolte
Approved by: Mike Freeman
Title:
First Addendum to the Agreement for Services Between the City of Ashland (City) and Rogue
Valley Community Television (RVTV) acting through the State of Oregon, the State Board of
Higher Education on behalf of Southern Oregon University (University).
Synopsis:
On June 11, 1996, the City and University entered into an agreement for services between the
City of Ashland and Southern Oregon State College. The agreement provides for roles and
responsibilities of the University and City regarding RVTV. This addendum will reflect the new
name of the University and designate a portion of the franchise fees from the City's Ashland
Fiber Network (AFN) cable television system for RVTV.
Recommendation:
It is recommended the Council adopt the addendum to the contract.
Background Information:
Presently, forty percent of cable television franchise fees paid by Falcon Cable are paid to RVTV
to support its operation. As AFN starts to sign up customers, the same portion of AFN franchise
revenue also needs to be paid to RVTV to maintain existing operations and services. This
contract addendum will accomplish this charge. The University has been consulted and has
reviewed the addendum. It supports the proposed change.
i
FIRST ADDENDUM TO AGREEMENT FOR SERVICES
Addendum to Agreement for Services made this day of May, 1999, between
the City of Ashland ("City") and the State of Oregon acting by and through the State
Board of Higher Education on behalf of Southern Oregon University ("University").
Recitals:
A. On June 11, 1996, City and University entered into a "Agreement for Services
Between City of Ashland and Southern Oregon State College" (further referred to in this
addendum as "the agreement'). The agreement provides for the roles and
responsibilities of the University and the City regarding Rogue Valley Community
Television ("RVTV").
B. The parties desire to amend the agreement to reflect the new name of the University
and to designate a portion of the franchise fees from the City's Ashland Fiber Network
cable television system for RVTV.
City and University agree to amend the agreement in the following manner:
1. The designation of Southern Oregon State College as a party to the agreement is
changed to Southern Oregon University. Wherever College is used in the agreement it
shall mean University.
2. Paragraph 4.1 of the agreement is changed to read (words fined through are deleted
from the agreement and shaded words are added to the agreement):
4.1. Forty percent of the cable television franchise fees of T£-i and its
during the period-seHefthin-seetion 3, received by the City from cable
franchisees of the City including, but not limited to, Falcon Cable and its
successors and Ashland Fiber Network and its successors. Payment shall be
made on receipt by the City of a quarterly statement for the immediately
preceding quarter.
3. Paragraph 10 of the agreement is changed to read:
v
Notices and Representatives. All notices, certificates, or communications
shall be delivered or mailed postage prepaid to the parties at their respective
places of business as set forth below or at a place designated hereafter in
writing by the parties.
City of Ashland: Southern Oregon University:
Mike Freeman Kevin Talbert
City Administrator Chief Information Officer
20 East Main 1250 Siskiyou Boulevard
Ashland, OR 97520 Ashland, OR 97520
Page 1 - First Addendum (C:\WINDOWS\TEMP\CABLESOU.WPD)
4. Except as modified above the terms of the agreement shall remain in full force and
effect.
CITY OF ASHLAND
By
Title
STATE OF OREGON, by and through the State Board of Higher Education on
behalf of Southern Oregon University
By
Title
Page 2 - First Addendum (C:\WINDOWS\TEMP\CABLESOU.WPD)
Council Communication
Ashland Fire & Rescue
Ashland Ranger District MOU
May 4, 1999
Submitted by: Keith E.Woodlev.Fire Chief
Approved by: Mike Freeman,Citv Administrator
Approved by: Paul Nolte,City Attomev
Title:
Memorandum Of Understanding First Addendum
Synopsis:
The Rogue River National Forest(RVNF), through its surplus vehicle program, may be able to
provide the City of Ashland with a vehicle to be utilized by the Ashland Police Department in the
Watershed Patrol program. To qualify for this program, it is necessary to amend our MOU with
the RVNF to provide reference to the provision of law enforcement services within the watershed
by the City of Ashland.
Recommendation: Staff recommends approval of the proposed amendment to the 1996
MOU.
Background Information: The City of Ashland maintains a close working relationship
with the Ashland Ranger District of the Rogue River National Forest, for the purposes of jointly
managing the Ashland Watershed. hi 1929 the parties engaged in a written Memorandum of
Understanding(MOU) that formalized the relationship and sets forth each agency's
responsibilities under the agreement. This MOU was updated in 1996 to address issues and
circumstances that had developed in the relationship since the 1929 agreement. The City of
Ashland maintains a Watershed Patrol program that consists of volunteers conducting routine
patrols of the Ashland Watershed during summer fire season. Recently it was learned that a
patrol vehicle may be available through the RVNF surplus vehicle program for use by the City in
the program. To qualify for the receipt of this vehicle, it is necessary to amend our current MOU
to reflect the current practice of providing watershed patrols. This amendment will not obligate
the City beyond current practice, and serves only to document that the patrols are now, and
historically have been, provided by the City within the watershed.
MEMORANDUM OF UNDERSTANDING
USDA FOREST SERVICE, REGION 6
ROGUE RIVER NATIONAL FOREST
ASHLAND RANGER DISTRICT
and the
CITY OF ASHLAND, OREGON
(May 17,1996)
This Memorandum of Understanding is made by and between the City of Ashland, hereinafter
called the City, by and through its Mayor, and the United States Department of Agriculture, Forest
Service, acting by and through the Forest Supervisor, Rogue River National Forest, hereinafter
called Forest Service, W ITNESSETH THAT:
WHEREAS, as specified in the Clean Water Act of 1995, "In order to meet the rapidly expanding
demands for water throughout the Nation, it is hereby declared to be the policy of Congress to
encourage conservation...and utilization of water and related land resources of the United States
on a ...coordinated basis by the Federal Government, States, localities, and private enterprise with
the cooperation of all affected Federal agencies, States, local governments..."; and,
WHEREAS, the parties hereto did in 1929 enter into a Cooperative Agreement, entitled
"Cooperative Agreement For The Purpose Of Conserving and Protecting The Water Supply Of
The City Of Ashland, Oregon of 1929"; and
WHEREAS, the parties hereto did in September of 1979 agree upon except as qualified the
"Interim Watershed Plan" and subsequently the "Rogue River National Forest Plan of 1989" and
the updated "Northwest Forest Plan of 1995" and,
WHEREAS, the parties hereto are in consensus that both the above referenced Cooperative
Agreement and The Rogue River National Forest Plan and the Northwest Forest Plan of 1995,
although still in effect, now require further clarification and updating to address issues and
circumstances which have changed since they were entered into; and,
WHEREAS, The City:
1. Has the responsibility for providing its citizens with a water supply; and,
2. Has historically used the water from Ashland Creek; and,
3. Has helped develop a short-term plan and currently guided by the Interim
Watershed Plan for the analysis and implementation of stated objectives to meet
the ongoing responsibilities of general stewardship of the land. The Interim Plan
was replaced by the Rogue River National Forest Plan of 1989 as updated by the
Northwest Forest Plan of 1995. The objectives of the Rogue River National Forest
Plan and the Northwest Forest Plan address Late Successional Reserve objectives,
water quality, erosion control, fire prevention and suppression, maintenance of a
healthy and vigorous cover of vegetation - particularly in the event of severe fire,
insect or disease occurrence to vegetation creating extreme fire danger; and
4. Has developed and adopted a Forest Management Plan, and the Hamilton Creek
1
Coordinated Resource Management Plan; and
5. Has agreed as specified in the above referenced Cooperative Agreement, "...should
the City of Ashland desire any special protection measures not provided by the
regular Forest Service administration, they may be obtained by the appointment of
additional employees to be appointed by and to be directly responsible to the Forest
Supervisor..."; and,
6. 1 'as provided dtirimg the 1982, 1983 md 1984 fire season routine patrols of Gity fire
personnel through the MhIand Watershed for the purpose of fire--7. Has provided forest patrols within the Ashland Watershed since 1982 sine fire
season 1985 volunteer Gity personnel who patrol within the Ashland Watershed for
the purpose of fire prevention and detection; law enforcement and,
WHEREAS, the Forest Service:
1. Has the responsibility for managing the watershed from which Ashland Creek
originates and drains; and,
2. Has delegated to the Ashland District Ranger authority and responsibility to
administer the Ashland Watershed; and,
3. Has agreed with the City to manage the watershed in such a way as to conserve
and protect the City's water supply; and,
4. Is required by Law and Policy to mange National Forest lands consistent with
protection of the basic resource, soil, and maintenance of State and Federal water
quality standards; and,
5. Has developed the Rogue River National Forest Plan and the Northwest Forest
Plan which address pre-suppression, suppression, fire prevention and fuel
management actions necessary to prevent a catastrophic wildfire occurrence in the
Ashland Watershed; and,
6. Has developed and implemented four closures under the authority of the Code of
Federal Regulations within the geographic location and for the protection of the
Ashland Watershed which stipulate "No Overnight Camping"; "No Off Road
Vehicles"; "No Open Fires" and "Roads Closed"; and,
7. Will close the Ashland Watershed to the public under the authority of the Code of
Federal Regulations applicable to National Forests during periods of extreme fire
danger; and,
8. Does recognize extreme fire danger by the moisture content of live vegetation and
dead vegetation during summer months in combination with the Palmer Drought
Index; and,
9. Is required to provide public notice and posting of signs bringing to the public's
attention closures that are in effect in the Ashland Watershed so that the public has
a reasonable opportunity to be aware of closure area requirements; and,
10. Has the responsibility for news releases that affect National Forest land, including
the Ashland Watershed; and,
11. Has established at the City's expense, gates on road 2060 at T.39S., R.1 E, Sec. 21
NENE, the Ashland Loop Road at the Rogue River National Forest boundary and
road 2060200 at T.40S., R.1 E., Sec. 15 NENE north of Bull Gap, to be used to
close the Ashland Watershed during extreme fire danger when approved by the
Forest Supervisor; and,
NOW, THEREFORE, It is hereby agreed by and between the parties hereto as follows:
2
The Forest Service Shall:
1. Establish vegetative fuel moisture plots within or adjacent to the Ashland Watershed
to assess fire danger in order to determine when to close the Ashland Watershed;
and,
2. Establish Palmer Drought Indices as a criterion to predict in late spring or early
summer the likelihood of serious fire danger conditions due to drought of significant
duration of time during the late portion of summer; and,
3. Use the 1000 hour timelag fuel moisture (>3" dia. To 6" dia. dead and down fuel) as
a criterion for watershed closure for extreme fire danger; and,
4. Upon determination of the Palmer Drought Index of-2.00 or less during the month
of May prepare for a closure of the Watershed because of impending extreme fire
danger. If during the month of June, July and August the Palmer Drought Index is -
3.00 or less and the 1000 hour timelag fuel moisture is <15%a and shrub foliage
moisture content <100% watershed closure for restriction of public access should
be implemented; and,
5. Have an Ashland Watershed closure proclamation prepared for signature by the
Forest Supervisor for timely implementation when the Palmer Drought Index, 1000
hour fuel moisture and vegetative fuel moisture indicates extreme fire danger.
Prepare for public notification through the news media and signing of proclaimed
closure; and,
6. Annually provide fire prevention literature and handouts, procedures and training as
required by Forest Service management for fire prevention contacts with the public
by employees and volunteers of the City; and,
7. Annually provide training and information to employees and volunteers of the City
concerning closures pertaining to the Ashland Watershed and procedures,
authorities and responsibilities for enforcement of closures; and,
8. Notify the City when the closure for Ashland Watershed for extreme fire danger is
rescinded due to a change in weather and/or vegetation conditions, which are
usually brought about by precipitation of significant amounts usually >.5" within a
short period of time; and,
9. Place a Forest Service lock on the gate constructed at T.39S, R1 E, Sec. 16 SW NE
on Road 2060 above Morton Street; and,
10. Annually review, evaluate and discuss with the City, the Ashland Watershed as it
relates to fire danger, fire prevention, closures and coordination between the City
and Forest Service; and,
11. Notwithstanding any of the above, base the closure of the watershed on fire danger
taking into account other administrative considerations such as; reduced availability
of firefighting forces due to other fires in or out of our area, or a high incidence of
arson or other human caused fires in the area; and,
12. Include the City in the planning level and project level, where appropriate, of
projects in the Ashland Watershed; and
13. Make available on a contractual basis resource specialists to aid the City on
projects influencing the Ashland Watershed.
The City Shall:
1. Designate the City Administrator as the City's representative for coordination in this
Memorandum of Understanding; and,
3
L
2. Notify the Forest Service before the City closes the gates on private land outside
the National Forest Boundary that would affect access onto National Forest; and,
3. Make time available during the month of April or May for their employees and
volunteers in positions of fire prevention patrol to receive training by the Forest
Service. Such training will entail fire prevention procedures and specifics of the
closures that are in effect with the Ashland Watershed; and,
4. Maintain a log by their employees or volunteers on a daily basis while on fire
prevention patrol within the Ashland Watershed. The log will record such things as
vandalism, illegal activities in violation of closures, numbers of people and type of
public use within the Ashland Watershed and other pertinent information; and,
5. Through the designated City representative, participate in and input into the
resource management process for planning, management review and evaluation
any resource activity within the Ashland Watershed.
6. Take the lead with the Ashland Parks and Recreation Commission to coordinate
resource management issues influencing the Ashland Watershed.
The City and Forest Service shall mutually:
1. Make staff available to take advantage of opportunities to achieve mutual objectives
on projects such as fuelbreak construction and prescribed fires; and,
2. Acknowledge Reeder Reservoir and streams in the Ashland Watershed will be used
in fire suppression for helicopter bucket refill and engine/water refill during initial and
extended attack; and,
3. During drought years where water supply is limited, consult on use of Ashland
Watershed water sources for prolonged project fire suppression efforts. The
Ashland District Ranger will coordinate with the City and the Incident Commander.
CITY OF ASHLAND, OREGON
BY
Cathy Shaw, Mayor
Date
USDA FOREST SERVICE
BY
Jim Gladen, Forest Supervisor
Rogue River National Forest
Date
4
� J
MEMORANDUM OF UNDERSTANDING
FIRST ADDENDUM
USDA FOREST SERVICE, REGION 6
ROGUE RIVER NATIONAL FOREST
ASHLAND RANGER DISTRICT
and the
CITY OF ASHLAND, OREGON
This First Addendum to Memorandum of Understanding is made by and between the
City of Ashland, hereinafter called the City, by and through its Mayor, and the United
States Department of Agriculture, Forest Service, acting by and through the Forest
Supervisor, Rogue River National Forest, hereinafter called Forest Service.
WHEREAS, City and Forest Service entered into a Memorandum of Understanding
("the MOU") in 1996 to clarify, update and address issues and circumstances since the
1929 Cooperative Agreement; and
WHEREAS, City and Forest Service want to recognize the law enforcement activities
the City has conducted and will continue to conduct in the watershed.
NOW, THEREFORE, it is hereby agreed by and between the parties hereto as follows:
1. Recitals six and seven on page two of the MOU regarding provision of services
by the City are deleted from the MOU and the following Recital 6 is submitted:
"6. Has provided forest patrols within the Ashland Watershed since 1982 for the
purpose of fire prevention and detection and for law enforcement; and"
2. Except as modified above the recitals and terms of the MOU shall remain the
same.
CITY OF ASHLAND, OREGON
BY
Cathy Shaw, Mayor
Date
USDA FOREST SERVICE
BY
im Gladen, Forest Supervisor
Rogue/River National Forest
Date L/
Council Communication
WWTP Discussion
Public Works Department
May 4, 1999
Submitted by: Paula Brown
Approved by: Mike Freeman
Title:
Wastewater Treatment Plant Discussion
Synopsis:
Staff was asked to provide additional information to the City Council to answer more questions and
provide clarification as necessary.
Recommendation:
This item is for information only. Staff continues to move forward based upon Council's initial
program decision. Staff lost some time, but will put the off site spray irrigation and biosolids project
out to bid in May, and recommend the actual contract award be held until June 30, 1999, pending the
LUBA decision.
Background Information:
Council members asked for clarification on several issues:
❑ "Option 5" - impacts to water rights, cost clarification and comparison to the original
Facilities Plan advanced treatment option
• DEQ scheduling impacts
• Conversion factors
• BacGen technology
Option 5 Clarification
Attached is the matrix developed for the last meeting in April. Staff added a column showing
the difference in capital costs. Option 5, as you will recall, includes advanced treatment to
remove the phosphorous so that the City can discharge year around to the creek. That option is
$2.5 million dollars more in capital costs alone, and over a 20 year horizon, adding operation and
maintenance costs, this option is an additional $1.8 million than the current option of spray
irrigation. Remember, the biosolids holding lagoons, drying beds, and soil amendment/
biosolids application on the Imperatrise Property are still a part of Option 5.
Water Rights: Staff has had conversations with the State Water master's Office, TID, and the
Oregon Water Trust to discuss the possibility of using the water rights from the Imperatrise
Property for in-stream use after irrigation season when the water volume in Bear Creek is lowest.
All parties agree that this is a feasible and likely option to consider. The Imperatrise Property
has approximately 200 acres of TID irrigated land (subject to final prove-up from the State).
This translates to 530 acre-feet per irrigation season(2.65 feet of water per acre per irrigation
season). The total amount of water that could be stored for this site during the irrigation season
I.
is approximately 173 million gallons. If all of this water is held in Emigrant Lake during the
season as "stored water," possibly held in trust by the Oregon Water Trust, and leased by the
City (land owner) as"in-stream" water for delivery after the irrigation season, the water could be
released at 2.88 million gallons per day for 60 days. Likewise, if it is a dry year, the in-stream
need would be for a longer period of time, and the City could request that the water be delivered
over this longer period, say 1.92 million gallons per day for 90 days. For comparison, the City's
WWTP treats and releases approximately 1.87 million gallons of effluent a day during the
summer period.
Costs: The evaluation completed by Carollo Engineers for advanced treatment to remove the
phosphorous to the DEQ's mandate of 0.08 mg/l requires an additional $2.5 million up front
costs for capital improvements. The annual operations and maintenance costs of the on-site
advanced treatment is estimated to be $140,300 per year. These costs include additional
polymers for necessary flocculation and energy costs to pump the water up hill (about 20 feet of
head)to the new clarifiers to ensure the system works hydraulically. There is not enough
physical room nor enough fall from the existing plant to the creek to put the additional filters
downstream of the secondary clarifiers - hence the need for pumping. For comparison, the spray
irrigation option includes approximately $125,000 in annual operating and maintenance costs -
resulting in the $1.8 million figure over the 20 year period.
Cost Comparison to the Facilities Plan: The Facilities Plan was completed in 1995. There is
not a direct correlation to all of the components shown in the Facilities Plan as compared to the
component pieces in the Carollo design for advanced treatment. Quick review shows the
following:
Facilities Plan Carollo
Total Cost $29.9 million $23.1 million
Solids Handling Differences -2.3
Misc Yard Piping/Preparatory work -2.0
Differences in Spray Irrigation Costs -1.0
Differences in Contingency -1_5
23.1
Disinfection: Staff has reviewed all of the information received from the Friends of the Creek,
and others within the community. Staff has also discussed and reviewed data on disinfection
capabilities and aerosol effects. Staff remains convinced that all of the controls on the spray
irrigation system and operating system will more than compensate for any aerosol effects and
that the system will exceed all health risk precautions prescribed by DEQ.
DEQ MAO and Timelines: The City is under a Mutual Agreement and Order(MAO) to
complete all of the facilities changes by December 2000. The existing effluent discharge permit
prohibits discharge to the creek between May 1 and November I starting in May 2001. Even
existing delays make the timeline difficult to meet. If there are radical changes to the current
design, DEQ would have to authorize a time extension to the December 2000 date, and perhaps
reissue a permit for change in discharge limits. Temperature standards for Bear Creek may make
year around creek discharge limits difficult to meet. Staff has not had to deal with this issue as
we are currently precluded from summer discharges to the creek. Long term management plans
and temperature concerns are unknown but would have to be addressed to DEQ's satisfaction.
Common Sense Conversions
It is true that the business of water is often in confusing conversions. And like many things,they
are not as easy to explain. The irrigation water is dependent upon an irrigation season, typically
from April 15 to mid to late September. In the TID system, we are authorized 2.65 feet of water
per acre -therefore we can generate a total amount of water allocated to a parcel in acre-feet and
in total gallons.
Stream flow, because it is constantly flowing is not typically measured in a"total" amount, and
is most often measured in cubic feet per second(cfs) to show the amount of flow. Total volumes
entering the system are measured in cfs or in million gallons per day (mgd).
Our reservoir is measured in it's holding capacity (acre feet) and in the amount released (either
cfs or mgd). Since Ashland Creek flows during the winter and spring months, the limiting factor
is the total holding capacity as soon as it totally fills and is released over the summer and fall
months. The total capacity of Reeder Reservoir is 860 acre feet to the top of the crest.
Attached is a summary of conversions with the numbers we typically discuss.
BacGen Technologies
Staff and our consultants are not familiar with BacGen Technologies. In a very cursory review,
this is a"micro nutrient" process that fees a liquid nutrient supplement to the entering waste
stream. The literature on this technology does not specify oxidation ditches, but does claim to be
beneficial to other types of activated sludge systems. The only documentation received is from
BacGen's claim with plant in Snohomish Washington in that this product with a large dose,
reduced the hydrogen sulfide odors and helped with nitrification. There are similar products on
the market, and are not typically used in municipal systems. Staff does not have adequate
information regarding product use, reliability and end-use effects to be able to promote the use of
this or similar products.
Comprehensive Water Study
Although on the periphery of current decisions facing the W WTP, the resulting use of the
WWTP effluent may have a result on the overall water picture. Council recommend staff
address possible irrigation uses for the water on the Imperatrise property as well as other TID
water. Currently staff is proceeding with all of these options, but once a decision is made
regarding the use of the W WTP effluent, and the Imperatrise property, some of the options will
close.
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Water Conversions Made Easier
1 mgd = 1.55 cfs
1 acft - 2.65 feet of water applied each year to an acre of irrigated property
1 acft = 0.33 mgd
So
1.85 mgd = 2.86 cfs treatment plant flow in summer months
6.46 mgd = 10 cfs 10 cfs is the desireable flow in the creek per DEQ et al
WATER / REUSE
Imperatrice Property
200 acres of"proved up" water rights (assumed)
2.65 feet of applied water per acre per year
(irrigation season is typically April 15 to Sept 30)
530 acre feet of water
172.7 million gallons of water(per irrigation season)
for 60 days of delivery (sept/oct)
2.88 million gallons of water per day (for 60 days)
4.45 cfs
for 90 days of delivery (mid aug to mid nov)
1.92 million gallons of water per day (for 90 days)
2.97 cfs
WWTP
1.85 million gallons of water per day current wwtp summer discharge
2.86 cfs
Reeder Reservior
860 total acre feet of water can be impounded behind the reservoir
1333 total million gallons of water impounded behind the reservoir
typically this carries the City for the summer and fall (7 months)
Water Treatment Plant
6.2 mgd (average) in the summer to produce enough drinking water for demand
1,322 total million gallons of water used on average in the summer months (7 months)
2.36 mgd (average) in the winter to produce enough drinking water for demand
359 total million gallons of water used on average in the remaining winter months (5 months)
Low Flows in Bear Creek measured below confluence with Ashland Creek
4.88 cfs summer/fall low flow (October 91 mean)
1 cfs lowest flow in recent years (26 Oct 91)
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ASHLAND PARKS AND RECREATION COMMISSION
340 SO. PIONEER STREET ASHLAND,OREGON 97520
COMMISSIONERS:
Kenneth J.Mickelsen
Director
Teri Coppedge
JoAnne Eggers
Sally D.Jones i TEL.:(54 )488-5340
Rick Landt _ FAX:(5411)
Laurie MacGraw - e-mail:ashparks®wave.wave.net
et
RE O
MEMORANDUM
TO Honorable Mayor and City Councillors
FROM Kenneth J. Mickelsen, Director
DATE April 28, 1999
SUBJECT Partitioning of Cline/Bryant property
As the Council is aware, the Cline/Bryant property has just been purchased for the Park
Land/Open Space Acquisition Program. During discussion of purchasing this property,
there appeared to be support for partitioning the property and selling the portion
which contains the large house at 667 N. Main.
City Attorney Paul Nolte has indicated that if the Commission and Council choose to sell
the house and the property on which it sits, partitioning needs to be done prior to
having the property officially dedicated for park purposes.
At its March 15, 1999 Regular Meeting, the Commission voted to recommend that the
Council approve partitioning the Cline/Bryant property for the purpose of selling the
partitioned lot including the at house at 667 N. Main, and, that the proceeds from this
sale reimburse the Open Space/Park Land Acquisition Program fund.
Home of Famous Lithia Park
Council Communication
Administrative Services Department
Certified Wood Resolution
May 4, 1999
Submitted by: Dick Wanderscheid�
Approved by: Paul Nolte �/�
Approved by: Mike Freeman /�—
Title:
A Resolution Stating a Purchasing Preference for Certified Sustainable Wood and Wood Products.
Synopsis:
The Ashland City Council requested that citizens' requests to investigate using certified wood for City
projects be referred to the Ashland Conservation Commission for deliberation and a recommendation.
The Commission discussed this issue at three of its meetings and is recommending adoption of the
attached resolution.
Recommendation:
The City's Conservation Commission unanimously recommended adoption of the attached resolution.
Staff has estimated the potential fiscal impact of this resolution could be about 1-3% of the total project
cost, depending on the size, type and construction materials used on a project. For the proposed Fire
Station No. I project budgeted at about $4,000,000, if certified wood is available at 10% above standard
wood, this resolution could potentially add $40,000 to $120,000 to the total project cost. Council must
weigh this additional cost against the desire to stimulate this market in Ashland.
Background Information:
The City's Conservation Commission discussed this issue at its February, March and April meetings. A
number of builders, suppliers and interested parties were invited to the meetings, but only one local
lumber supplier took part in the discussion. Steve Gretzinger, from the Rogue Institute for Ecology &
Economy, provided background information and answered questions at the February meeting. The local
supplier indicated it currently could supply certified wood and right now, it was running about 15%
more than standard wood. It was also felt the best way to implement this was to require a separate line
item for lumber and that it be bid with both standards and certified lumber.
The resolution would require all projects in excess of$15,000 to be bid in this manner. Smaller projects
and city construction projects also would be required to try and utilize, where feasible and readily
available, certified wood if the price exceeds standard lumber by less than 10%.
The resolution would also have the policy it be reviewed by the Conservation Commission for its
effectiveness one year after its adoption. The Commission would report its findings to the Council with
a recommendation after this review.
RESOLUTION NO. 99-
RESOLUTION STATING PURCHASING PREFERENCE FOR
CERTIFIED SUSTAINABLE WOOD AND WOOD PRODUCTS
RECITALS:
A. Of the 500 million acres of commercial timberland in the United States, only 2.2 million acres are
certified to be harvested in such a way that the area is left as a sustainable resource,
B. Policies that favor the purchase of certified wood and wood products would stimulate a market for
certified sustainable wood products and encourage members of the logging industry to have their
practices certified, and
C. The City hopes to stimulate the market for certified wood in Ashland by adopting this policy.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. The City of Ashland adopts as a purchasing policy, a preference to
purchase certified sustainable wood and wood products as set forth in this resolution.
Certification of an organization accredited by the Forest Stewardship Council shall be
sufficient to meet this policy.
SECTION 2. The policy for certified sustainable wood and wood products shall be
implemented in the following manner:
A. Except as provided in subsection E, only projects in excess of$15,000 shall
be subject to the policy.
B. Bid specifications on such projects shall require the bidder to submit a bid
containing prices for 1) standard lumber and wood products and 2) certified
sustainable lumber and wood products. The bid specifications shall allow a
bidder to not respond with prices for certified sustainable lumber and wood
products if the bidder certifies as a part of the bid that certified sustainable
lumber and wood products are not available in the types and grades required for
the project.
C. If the price for certified lumber and wood products is lower, equal to, or
exceeds by 10% or less the price for standard lumber and wood products, the
city shall require the bidder to use certified lumber and wood products.
D. The successful bidder shall be required to document the chain of custody for
the certified lumber and wood products.
E. For projects to be constructed by city forces, the city shall utilize, where
feasible and readily available, certified lumber and wood products, if the cost of
such is no more than 10% higher than standard lumber and wood products.
PAGE 1-RESOLUTION (F1USER\S0NJA\certif0.wpd)
SECTION 3. This policy shall be reviewed for its effectiveness by the City's
Conservation Commission one year after its adoption. The commission shall report its
findings and make a recommendation to the council as soon as possible thereafter.
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 2-RESOLUTION (F:\USER\S0NJA\mr1if0.wpd)
i
Proposed Amendment to the Sunset Clause
of
Certified Wood Resolution
SECTION 3. This policy set forth in this Resolution shall be reviewed for its
effectiveness in accomplishing the goals set out in the Recitals to this Resolution by the
City's Conservation Commission one yea, 18 months after its adoption. The
Commission shall report its findings and make a recommendation to the Council assoon
as possible thezu no later than March 1, 2001. This Resolution shall cease to be of
effect after June 3. 2001. unless sooner renewed by the Council.
Council Communication
Public Works Department
Central Avenue LID Formation
May 4, 1999
Submitted by: Paula Brown
Reviewed by: Paul Nolte \\\
Approved by: Mike Freeman
Title:
Adoption of a Resolution Setting a Public Hearing for the Formation of a Local Improvement
District to Provide for Improvements Consisting of Paving, Curbs, Gutters, Storm Drains,
Sidewalk, and Associated Improvements, for the Extension of Central Avenue from its Existing
Terminus East of Helman Street, Approximately 320 Feet Easterly to a New Connection with
Water Street
Synopsis:
The attached resolution establishes the level of improvements and assessments for the Local
Improvement District(LID) for Central Avenue, extending from it's current terminus east of
Helman Avenue to a new connection with Water Street.
In 1991, the City Council approved the Haines development and attached a condition of the
approval (PA91-099), providing for improvements along the frontage of the applicants property.
During the first Council meeting in May 1997, conditions for the extension to the existing
Central Avenue were prescribed.
Staff has compiled a revised estimate of$60,600 to design, construct and oversee the requisite
improvements and has discusses this with Mr. Lloyd Haines, property owner of the lots
concerned. Mr. Haines is in agreement with the proposed work and is willing to move forward
with the public hearing and LID formation process. Assessments of$30,300 for each of the two
lots in the LID as shown on the attached map of the assessment area(Exhibit A).
Recommendation:
Staff recommends that Council adopt the attached resolution for the formation of the Central
Avenue Improvements LID.
Background Information:
The Central Avenue improvements include curb, gutter, pavement, storm drain, and sidewalk
improvements, as well as ancillary improvements to the handicapped access, irrigation canal, and
other related facilities. Staff is basing the estimate on a 28 foot street section, and sidewalk on
one side of the street for approximately 320 feet in length. Sidewalks are only required for one
side of the street, however, to be consistent with the Council's street standards, the design would
reflect sidewalks on both sides, with the City paying for sidewalk on the other side of the street.
G:\PAULA\LIDs\Central LID PH May 4.wpd
r
It is staff's understanding that this LID is not subject to Resolution 99-09, A Resolution to Local
Improvement Districts (LIDS) and Establishing: the City's Participation in LIDS; the Maximum
Assessment for Residential Lots and Required Process to Include Neighborhoods in LID
Planning. Mr. Haines is aware of staff's understanding of City participation and accepts the
current estimate of work.
At the first council meeting in May, 1997, the Council took additional action to approve
formation of the Central Avenue LID in 1998 for completion by October 1, 1999. Staff work
loads have prevented this from being brought before Council until this time. It is anticipated that
the LID would be formed in June, and the project advertised for consultant design in July/
August. It would be feasible for design to be completed in late summer/early fall, for
construction during the winter or early spring 2000. Mr. Haines would like consideration for the
construction to begin in the spring of 2000. This request should be discussed during the Public
Hearing.
Additional Background on the Haines Development:
In 1991,the City Council approved the Haines development on the property bounded by Water,
Central, Helman Streets and the Lithia Way viaduct. A condition of the approval (PA91-099),
attached as part of the motion to approve the development, stated:
"If the City decides to open Central Street along the frontage of the subject property, Central
shall be constructed to a full City street improvement resulting in a travel surface equal to the
improved portion of Central east of Helman Street, and shall include curb, gutters,and storm
drains on both sides of the street, and sidewalks on the south side of the street along the subject
property frontage. Alternatively, Central Street may be improved to the standards described
above under a Local Improvement District with applicant(Haines)bearing all costs of said
improvements.
"The City Council shall decide whether to open Central Street between Water and Helman
Streets, and the decision whether to open Central Street will be made at a later time and as a
separate decision."
G:\PAULA\LIDs\Ccntral LID PH May 4.wpd
RESOLUTION NO. 99-
A RESOLUTION SETTING A PUBLIC HEARING FOR THE FORMATION OF
•LOCAL IMPROVEMENT DISTRICT TO PROVIDE FOR IMPROVEMENTS
CONSISTING OF PAVING, CURBS, GUTTERS, STORM DRAINS, SIDEWALK,
AND ASSOCIATED IMPROVEMENTS, FOR THE EXTENSION OF CENTRAL
AVENUE FROM ITS EXISTING TERMINUS EAST OF HELMAN STREET,
APPROXIMATELY 320 FEET EASTERLY TO A NEW CONNECTION WITH
WATER STREET
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. The City Council having reviewed the desire for the formation of a Local
Improvement District to provide for improvements consisting of paving, curbs, gutters, storm
drains, sidewalk, and associated improvements, for the extension of Central Avenue from its
existing terminus east of Heiman Street, approximately 320 feet easterly to a new connection
with Water Street, orders that a public hearing be held to consider written objections to this
assessment at 7:00 p.m., June 1, 1999, in the City of Ashland, City Council Chambers at 1175
East Main Street. The City Recorder is directed to mail the attached notice of the proposed
assessment to the owners of the lots to be assessed.
This resolution was read by title only in accordance with Ashland Municipal Code_2.04.090
duly PASSED and ADOPTED this_day of 11999.
Barbara M. Christensen, City Recorder
SIGNED and APPROVED this_day of ' 1999.
Catherine M. Shaw, Mayor
Reviewed as to form:
Paul Nolte, City Attorney
GAPAULAU.IDsTentral LID PH Reso.wpd
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PROPOSED CENTRAL AVENUE
AMSSMENTDIMICT
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City of Ashland
Department of Public Works - Engineering Division
Estimate for Central Avenue Street Improvement
Street: Central Avenue
Limits: Heiman to Water Street
Estimate By: James H. Olson
Date: April 29, 1997; Revised April 30, 1999
GENERAL INFORMATION
Length of Proj. 320 Feet
Width of Street 28 Feet
Pavement 4"AC plus overlay
A. ESTIMATED CONSTRUCTION COSTS
Total Estimate $50,500.00
B. OTHER $ 0.00
C. TOTAL $50,500.00
D. ENGINEERING & ADMINISTRATION $10,100.00
E. PROJECT TOTAL $60.600.00
G:Dawn\Street\Central Ave Pre Estimate.wpd
May 2, 1999
Dear City Council members:
My name is Karen Rasmussen and I live at 1530 N. Mountain Avenue in Ashland. I
would consider myself a cautious proponent of water reclamation and I acknowledge
the need to address [and implement] biosolids reuse. I am unable to attend the meeting
this evening but would like to state several concerns.
1. I recently spoke with Eric Slather in Prineville where they spray level 2
effluent at Meadows Lakes golf course. Of particular concern is their
overriding the `computerized weather stations' and sprinkling the effluent
during a breeze/wind. He stated this is sometimes necessary when they
have been unable to sprinkle and they need to get the water applied.
2. He also mentioned a `horrible' smell last year when the area was covered
with a `pretty bad smell' due to the May/June heat and the effluent in their
pipes. Apparently, the late spring/summer heat affected the bacteria present to
cause the feeding of bacteria on sulfites to emit an offending odor throughout
the golf course as well as the city. It was corrected by adding a liquid
nitrogen to the effluent for the bacteria to feed on.
3. I spoke with Mike Bollweg, the certified and lead operator for
effluent spraying at Cave Junction where they spray level 2 effluent at the
golf course. He had a great knowledge and appreciation for reclaimed water
use and management—and loves what he does. He's proud of their achieve-
ments in water reclamation. However, he stated there is good reason for con-
cern. He said he does not wear his work clothes home, nor will he take his
young child anywhere near the spray zone. He stated he believes there are
valid concerns for being downwind from a spray zone.
4. According to John Gasic (DEQ,Medford) there are no required wind
regulations as I originally thought. I have a concern because the area of
North Mountain Avenue has strong summer winds coming down off the
hills. Wouldn't it be prudent to gather wind information before going further
with this development? The following quotations were taken from the EPA
GUIDELINES FOR WATER REUSE:
2.4.1.4 Aerosols are particles less than 50 ul in diameter that are
suspended in air. Viruses and most pathogenic bacteria are in the
respirable size range; hence a possible direct means of human infection
by aerosols emitted by spray irrigation systems....
Some types of pathogenic organisms,e.g., enteroviruses and Salmonella
appear to survive the wastewater aerosolization process much better than
the indicator organisms (Teltsch et al.,1980). _
....Because there is limited information available regarding the health
risks associated with wastewater aerosols, health implications are
difficult to assess.....until more sensitive and definitive studies are
conducted to fully evaluate the ability of pathogens contained in aerosols
to cause disease, the general practice is to limit exposure to aerosols I
produced from reclaimed water that is not highly disinfected through
design or operational controls.
I am a Medical Technologist in a clinical laboratory. My primary concern is that there
is a lot that is not known about health assessment involving effluents. Please stop and re-
search the medical, health and aesthetic implications...don't use this project as a
trial grounds for aerosol studies of viral and epidemiology. Our neighbor-
hood is downwind and close to the site of development and THERE IS AN ABSENCE
OF DOCUMENTED HEALTH INFORMATION.
May-04-99 03: 20P Chavleen Bvaunbeck P-01
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