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AGENDA FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
June 1, 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 May 18, 1999.
IV SPECIAL PRESENTATIONS &AWARDS:
V CONSENT AGENDA:
1. Minutes of Boards, Commissions and Committees.
2. Monthly Departmental Reports.
3. Confirmation of Mayor's appointment of Kay Maser to the Historic Commission
for a term to expire April 30, '02.
4. Ambulance License Renewal Application.
5. Termination of Two Easements in Park Ridge Subdivision, Phase 1, tax lot 391E
4DC 3600, and the Reestablishment of a Public Utilities Easement and Drainage
Easement for the same Property.
6. Approval of Street Cut for Starflower Street to install underground utilities.
VI PUBLIC HEARINGS: (Testimony limited to 5 minutes per speaker. All hearings must
conclude by 9:30 p.m. or be continued to a subsequent meeting).
1. Public Hearing to consider a recommendation to issue $6.2 million in general
obligation bonds for the construction of a 23,000 square foot library improvement
project.
2. Public Hearing to consider adoption of 1999-2000 Budget.
VII PUBLIC FORUM: Business from the audience not included on the agenda. (Limited to
5 minutes per speaker and 15 minutes total.)
Council Meeting Pkt.
CITY RECORDER'S OFFICE
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VIII UNFINISHED BUSINESS:
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IX NEW AND MISCELLANEOUS BUSINESS:
I 1. Council Meeting Look Ahead.
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X ORDINANCES, RESOLUTIONS AND CONTRACTS:
1. Reading by title only of"A Resolution certifying City provides sufficient Municipal
services to qualify for state subventions."
2. Reading by title only of"A Resolution declaring the City's election to receive
state revenues."
1. 3. Reading by title only of"A Resolution adopting the annual budget and making
` appropriations."
4. First reading of"An Ordinance levying taxes for the period of July 1, 1999 to
June 20, 2000, such taxes in the sum of$5,359,000 upon all the real and
personal property subject to assessment and levy within the corporate limits of
the City of Ashland, Jackson County."
5. First reading of"An Ordinance amending Section 10.46.050.A of the Ashland
Municipal Code to reduce the penalty for illegal camping and similar conduct
from a misdemeanor to an infraction."
IXI OTHER BUSINESS FROM COUNCIL MEMBERS:
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XII ADJOURNMENT:
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REMINDER
Study Session on Thursday, June 3; 1999 at
noon in Council Chambers. Topics will
include: 1)Discussion regarding City
Economic Development Materials; and 2)
Workshop regarding proposed new fire
station.
MINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
May 18, 1999
Civic Center Council Chambers, 1175 E. Main Street
PLEDGE OF ALLEGIANCE
Mayor Shaw called meeting to order at 7:00 p.m., in the Civic Center Council Chambers.
ROLL CALL
Councilors Laws, Hauck, Hanson, Wheeldon and Fine were present, Reid was absent.
APPROVAL OF MINUTES
The minutes of the Regular meeting of May 4, 1999 were approved as amended;on page one of approval of
minutes Shaw requested that 'for service outside the city, many items"be eliminated; page two under Public
Forum Trema Tumbleson speaking,change wordfrom "county"to "staff 'throughout paragraph,and change
"Ashland"to "The Friends of Ashland Library";page six,paragraph 11,should read as follows, "Shaw noted that
it has been past practice to review the success of such a resolution after one year and report those findings to the
council."
SPECIAL PRESENTATIONS&AWARDS
1. Update and presentation by the Forest Lands Commission.
Chairman of the Forest Commission,Bill Robertson and member John Morrison made presentation to council.
Robertson noted the other members as Pete Seda,Richard Brock, Eric Schehen, Fred Binnewies and Joanne Eggers.
Robertson explained how the commission deals with setting policy on how things are handled in the forest. Also,
noted that the council approved a forest plan eight years ago. Stated that the public process has helped when
working through the issues of forest management. Introduced Contract Forester Marty Main,who gave overview
and report on how things have been working for the last three or four years. Main explained that a thorough
analysis of the watershed,from a geological point of view,was completed. The commission is currently looking at
fire hazards with the basic premise of producing water being the primary objective. Noted positive coordination
with the Forest Service in many projects and how the City of Ashland has moved forward in a very commendable
way.
Main noted how the Forest Commission impressed him in the way they look at the depth of situations and projects.
Robertson explained what a typical agenda of the Forest Commission looks like,and how they break units by acres
and then evaluate these units. The Commission is currently working on a master plan for recreation trails with City
Parks Department and Forest Service. Noted their struggle with the goal to encourage private land owners in
regards to wildfire safety.
Main reported that the commission has been actively involved in about 200 of the 600 acres that are the city's
watershed area. Explained that the Wilderness Project Youth are involved in the labor aspect of these projects,and
various other volunteers from individuals and organizations have helped.
2. Presentation by State of Oregon: Making Climate Change a Local Issue.
Sam Sadler, Energy Analyst from the Office of Energy in Salem presented video on climate change. Commented
on the how advanced the City of Ashland is in terms of energy conservation. Noted that the State offers many
incentive type programs for energy conservation. Explained that transportation counts for about 50%of the CO2
discharge,and that transportation conservation is important. Suggested developing an inventory on emission
control. Noted meeting that will take place at SOU on Wednesday, May 19"as a community forum on climate
change.
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Shaw commented on the frustration of developing and promoting alternative modes of transportation. Noted how
the City of Bend has not kept tighter reform and allowed water and sewer outside their city limits. This has allowed
the county to set planning standards which do not adhere to Oregon Land Use Laws. Noted how the city is choked
with strip development,and that the Stdte of Oregon helped this city put in a$13 million bypass. In comparison,
the City of Ashland has worked hard toward alternatives,and finds itself way down the list in terms of funding.
Asked what we could be done to reward cities that are really making an attempt to follow the State Standards.
Sadler explained that he has served on committees which dealt with alternative planning and policy development.
Stated that these committees have been advocates for flexible funds and supported the conservation land
I development to make alternatives available.
Shaw suggested looking at ways to fund programs that are designed to reduce global warming and then move
around the whole transportation issue,which could help foster cities that are making attempts on alternative
I transportation.
I Sadler explained that there is a tax credit offered,for business that helps off set the cost of transit taxes and
businesses that are telecommuting. Also,this committee is participating in a proposal that is currently in the
legislature. The proposal is a transit system that relies on people offering trips through electronic system,and a
I flexible parking program.
CONSENT AGENDA
1. Minutes of Boards,Commissions and Committees.
2. Monthly Departmental Reports.
3. Approval of Liquor License Application from Marc Rosenberg dba/Pangea & Splendid Fare
Catering.
4. Approval of Liquor License Application from Dana Keller dba/The Firefly Restaurant.
5. Approval of Quitclaim Deeds to Release Mark and Jini Danis and Jeffrey and Patricia Werlich from
Forest Street Improvement Requirements.
6. Approval of Water Impound and Irrigation System Easement for City of Ashland Parks and
Recreation Commission for Oak Knoll pond near Oak Knoll Municipal Golf Course.
Council requested that items#3,#4,#5,and#6 be pulled and placed under New&Misc. Business.
Councilors Hauck/Fine m/s to approve item#I and#2 of Consent Agenda. Voice Vote: All Ayes,motion
passed.
PUBLIC HEARINGS (None)
PUBLIC FORUM
Sophia McDonald/475 N Main#1/SOU Government update and introduction of new SOU class president
Elizabeth Fox.
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Eric Navickas/711 Faith Ave/Gave brief presentation regarding expansion of Ski Ashland. Pointed out clear cut
areas,and where the existing wet lands are located and how expansion infiltrates into these areas. Noted areas that
may be of concern for landslides. Stated that the Forest Service is in the middle of changing maps of the area,and
is concerned with this. Felt that the proposed expansion is not about the need of beginner runs,but about expansion
of the ski area. Reported that he has collected close to 400 signatures of those that do not support expansion of Ski
Ashland.
Shaw explained how in the beginning when the expansion was brought forward that there were very strong
environmental groups involved. That there was an agreement made with the city, the Sierra Group and the Forest
City Council Minutes 05118199 2
Service on this expansion plan. Explained that the community has taken over the management of Ski Ashland, and
while the city is the permit holder,Ski Ashland is leased out. Council takes a distance with this,just as the city
takes a distance with the Shakespeare Festival who also leases from the city. Commented that the EIS has not been
released and it would be premature and irresponsible to ask council to make any kind of decision. Also,that
council is not in a decision making role in this matter any longer because it has been leased out to another
organization.
Navickas stated that it is the responsibility of the city to take a stand against this because there are so many issues
that effect the city in erosion to our reservoirs and flood hazards.
Brent Thompson/PO Box 201/Suggested that council put onto the ballot,a revision of salary for Mayor and
council, feels that the voters should have the opportunity to adjust compensation.
Shaw commented that she feels it is important that the elected body needs to make a living in the community that
they serve. Stated that there is expense involved in serving as Mayor or council,and gave examples. Shaw stated
that now may be the time to revisit the city charter and look at a charter revision due to a number of things that may
be out of date.
Wheeldon suggested that councilors keep a log on how much time is spent on city business.
Laws stated that he viewed the time spent on this job as his contribution to the community. Laws feels that this job
should not become impossible to serve,as it pertains to examples. Laws stated that he does not believe that the
solution is to pay a flat rate to council, but to reimburse for"real expenses,"and believes this could be
accomplished under the current city charter.
UNFINISHED BUSINESS
(None)
NEW AND MISCELLANEOUS BUSINESS
1. Council Meeting Look Ahead.
Administrator Freeman noted the study session scheduled for the upcoming Thursday and adding a date to set for a
council workshop.
Councilor Fine questioned item#5 which is the Library discussion and resolution to approve and set an election
date for approving a bond issuance on 611199. Fine felt that this presupposes that an amount of money is going to
be brought forward to council shortly before the 6/t/99 meeting. Feels that this is being done in unseemly haste,
and questions if this will allow enough time for council to digest the plan,allow for public input with discussion
and to assess whether this is the right amount of money to put forward to the voters. Fine is not sure whether
council will be able to fulfill the responsibility to assure that the community gets value for money if the plan is not
reviewed adequately.
Mayor Shaw explained that council gave the Friends of the Ashland Library direction and have been working with
the architects to bring forward to council a revised proposal.
Fine did not want to be obliged to give the proposal no more than 1-3 days consideration when it is a building that
the city will be using for the next century and a bond issue that the citizens will be paying off for the next twenty
years. Requested adequate time for council and public to consider the proposal.
Councilor Fine motion that the agenda for future council meetings be varied,and that the city administrator
be requested to reschedule the library discussion and approval of resolution to set an election date,so that
there can be more than 1-3 days to consider this matter.
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DISCUSSION: Fine clarified for council that they are being asked to approve a bond resolution on 6/1/99 and
commented on how it is typical for council to receive council packet information on agenda items 2-3 days prior to
the council meeting. Doesn't feel that this is a matter so trivial and inexpensive that council and the community
only have a chance to review it for at the most 3-5 days. Councilor Wheeldon asked if the material would be
available any sooner. Shaw explained that the material will be available the Thursday before 611199,and asked that
I this be looked at as,the beginning of a long process. Shaw feels it may a little premature to talk about"not talking"
about this and asked that council trust the process and allow this to come before the council as proposed.
Fine stated that he would be satisfied with having the motion and discussion occur on 6/1/99,but to entertain the
resolution at the following council meeting on 6/15/99 which would give the community an additional 14-20 days
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Councilor Fine/Hanson m/s that council request the City Administrator to reschedule the resolution only,
not the motion and discussion from 6/1/99 to 6/15/99.
DISCUSSION: Councilor Wheeldon questioned what type of public meeting is held along with this. Shaw
explained that what is presented on the agenda is considered open to public input,and that aside from the previous
public meetings that had been held,the Library Committee will revisit the proposed plan. Shaw explained that the
architects took the charge of the council,which was to make the building smaller,make it fit on the site,and look at
the intersection.
Wheeldon again questioned if there is any kind of formal interaction scheduled with the public and the architects
prior to the 6/1/99 to allow for questions.
Shaw explained that the Library Committee does meet with the architects prior to 6/1/99 and that the public is
welcome to attend this meeting. Stated that the next election after June is November and will allow adequate time
for the community to review the proposal and that ultimately a vote is the largest public hearing you can hold.
Laws reminded council of his concern regarding the timing as to when this should go before the public and does not
feel that any resolution has been reached,nor adequate discussion. Does not believe there is a need to set a
November election in June. Requests that time be allowed to give council and the community more time to
consider the proposal and have discussion.
Councilor Hauck stated that this is no different from what has been done in the past. That the motion has always
been listed for being acted upon at the same time that the resolution is proposed. Stated that this is the action that is
being proposed for approval and it centers the discussion. Prefers that council have a focus on a particular action
and that discussion centers around that action,does not see any reason to put this item off.
Wheeldon commented on how this relates to the Fire Station expansion,and does not want to make the same
mistake by not discussing this further.
Shaw explained that this would be a situation in November where the Fire Station goes out for vote,and no one to
run the election. Stated that in this particular election,there is a 30%return on the vote with a modest amount of
work being done,and that November is a 50%double majority election. Shaw stated that she is not available to run
a campaign in November,but the Friends of the Library are. If the council should choose,they could combine the
Fire Station with the Library and allow the Friends of Library to usher through the Fire Station. Explained that if
council does not move forward and give direction,there will be an opportunity lost along with loss of power as a
decision making body. Stated that council could put the Fire Station out to vote by itself and as a group work hard
to get 50%of the vote out so it would pass. Feels that there is opportunity to combine a very hard working group
with the Fire Station,and in terms of strategy, is a good combination.
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Shaw explained that the Friends of the Library need to have direction in knowing what the council wants to do,and
when the intention is to put this to a vote. Clarified that, after confirming with staff, the Fire Station will be ready
to go on to a vote in November.
Freeman explained that the city has hired an architect for the fire station and a plan has been put together. Expects
that a preliminary discussion with council will take place to discuss siting, standard of building, location of
building,and various issues brought up by council in early July or late June. Stated that the original architect was
hired and basic drawings have already been completed.
Laws feels confident that the Friends of the Ashland Library will still be able to support this proposal if delayed
until 6/15/99 to make decision.
Hanson stated that,not withstanding the Fire Station issue,that if the resolution is left on the 6/1/99 agenda the
council can take the same action as done before if they don't agree.
Fine asked if council has ever previously been asked to approve a$448miliion Public Works project without
council or public having the opportunity to review drawings until four days beforehand. Shaw clarified that this has
happened in the past,used the$2 t million school bond as an example. Fine stated that this does not seem
responsible in terms of allowing community input or evaluating the project as a council. Shaw clarified again that
this is what the election is about.
Hauck stated that there has been discussion on this proposal and that what is being proposed is nothing other than a
revision of a current plan and should not be too technical to evaluate.
Roll Call: Fine,Laws,YES; Wheeldon, Hanson, Hauck, NO; Motion denied 3-2.
City Recorder clarified for council that item#10 on the look ahead regarding annual review for ambulance license is
a requirement by city ordinance.
2. Discussion regarding upcoming 30'"Anniversary Sister City visit to Guanajuato in
August/September 1999.
Administrator Freeman updated council on costs for the trip to Guanajuato. Round trip airfare is$438 from
Oakland/Leon, Mexico. Cost does not include$55 round trip bus from Oakland. Stated that a deposit of$50 needs
to be written out to Travel by Kim by May 25'".
3. Update and presentation regarding Y2k Water Plant test results.
Public Works Director Paula Brown reported that clocks were turned over to test the year 2000,and everything
tested positively. All primary systems work and the back up system will be in place.
4. Presentation regarding bicycle education.
Community Development Director John McLaughlin explained that in the Transportation Element there is a policy
that says to develop and implement a transportation safety education program under the goal of supporting and
encouraging increased level of walking and bicycling. Stated that this links back to the comprehensive plan and the
efforts of the community. Bicycle Transportation Alliance is the leading bicycle transportation advocate group
within Oregon. This group has been able to achieve funding from the Oregon Department of Transportation to set-
up a bike education program in middle schools. Noted the efforts of Maria Harris, associate planner in the office of
Community Development,and how the city was able to partner with BTA on making Ashland one of the four
communities in Oregon to establish this program in our middle school. Through this program,other partnerships
have been started between the middle school, Southern Oregon University,and local bike shops. Introduced Scott
Bricker of the Bicycle Transportation Alliance, who is carrying on the education efforts with the middle school.
City Council Minutes 05118199 5
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� Bricker gave presentation on a bike education program which links back to city transportation plan. Explained the
background on the grant process and how the program is being implemented.'Explained that the program is
currently being implemented in the Ashland Middle School,and that additional funding is being sought to buy
equipment for this program. Program il;a 10 hour curriculum as a driver(bicycle)education program, uses skill
techniques to prepare use of a bike in streets. Commented on the importance of the program because of the safety
element in regards to bicycle use. Noted that 11%of bicycle crashes are fatal to the 12-14 age group.
II Bricker noted how the program supports environmental issues in regards to the greenhouse effect in that it promotes
1 alternative modes of transportation and also supports physical exercise.
Shaw questioned why chain link fences are being placed in areas of the bike path, voiced concern for safety and the
I feeling of being trapped. Public Works Director, Paula Brown explained that the portion of the bike path area that
is being fenced along the city property is a requirement by the railroad. Brown suggested looking at lighting
options for this area,which may be appropriate,and explained that the railroad has been adamant about the fence
because it so close to the tracks in that area. Brown will look into the possibility of providing exit routes from the
bike path.
5. Consent Agenda Items
#3. Approval of Liquor License Application from Marc Rosenberg dba/Pangea&Splendid
Fare Catering.
#4. Approval of Liquor License Application from Dana Keller dba/Fhe Firefly Restaurant.
Councilor Fine questioned in general the form in which the liquor license is presented to council as being
recommended for approval. Stated that this is only a cursory action,as the State by statute preempt's local
responsibility. Commented on his experience as a walk-along with the central area police officer,and how they had
entered an establishment that had their liquor license revoked the previous evening due to serving minors. Stated
that this establishment had at the last council meeting,a recommendation by council to approve a liquor license.
Fine recognizes that the state strictly restricts what the city can do,but would like to go on record and be frank with
the community. Suggests that council change format used and say that the city does not oppose approval for the
liquor license,only in so far as the city as determined that the applicant has complied with the city land use
requirements,obtained business license,and is registered as a restaurant. Fine does not want to recommend that a
liquor license be approved because it may seem that the council is vouching for the individuals that are running the
establishment. Stated that he would like council to say that they cannot oppose approval of liquor license given the
limited scope of authority by the city.
Fine clarified that Oregon Statute requires that council is to issue some kind of recommendation. City Attorney
I Nolte explained to council that under the statute,the city can take the position of doing nothing. Stated that there is
a current ordinance that previously required extensive background checks,but due to duplication by OLCC,a
irevision to the ordinance was recently approved. The ordinance was amended to use our ordinance as a way to
determine that the establishment is complying with local ordinances. Stated that if the direction of the council was
to do nothing,the ordinance could be repealed and OLCC would not use the city as a check point for approval.
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I Fine voiced concern over repealing the ordinance because there would be no way to check to see if establishment
was complying with local ordinances.-Would like to suggest that council says that they don't oppose liquor license,
not that they recommend approval,and only don't oppose because determination has been made that establishment
has met criteria for compliance.
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Laws reminded council that the reason the last change was made to this ordinance, was because there was an
establishment in a residential area. Council changed the ordinance so that in the future these areas would not be
City Council Minutes 05118199 6
available to these types of use. As part of the enforcement of this ordinance,a review of compliance for city
ordinances was required by applicants,and has been used as a tool for enforcement
McLaughlin clarified for council that at the request of council,staff amended the land use ordinance for areas that
are in the periphery of the downtown,but are residential areas in commercial zones that could create conflicts.
Amendment made bars and nightclub conditional uses in these areas.
Shaw questioned whether the application could go through the check system of the Police Department and Planning
Department, but not through the council approval process. Police Chief Scott Fleuter added that when there is an
issue or problem with an establishment, OLCC is very good about listening to the city and working with the police
department. Hauck commented on not knowing what the councils role is in the process other than enforcement of
city ordinances.
Nolte explained to council using an example of a new application and how City Recorder refers application to
ensure that the applicant for the license has complied with land use compatibility,obtained business license,and
registered as restaurant for tracking of food and beverage tax. Nolte will review the statute and bring back to
council,to see if council can be bypassed and have only an administrative check off.
City Recorder Christensen explained to council the procedure taken when applications are brought in by applicants
for approval. Noted that the application form is provided by OLCC and does indicate an area that requests a
recommendation be granted or approved by city government. Fine suggested running off labels that could be
attached to form that stated council does not oppose approval,only in so far that the city has determined that
applicant complies with land use laws,business license and restaurant registration. Laws felt that this would not be
a recommendation.
Nolte will review statutory language to see if OLCC requires a recommendation along the lines of the form,or if
there is an alternative method of approval. Shaw requested staff to find out if council can get out of the business of
approving liquor licenses and, if not,then move to alternative language.
#5. Approval of Quitclaim Deeds to Release Mark and Jini Danis and Jeffrey and Patricia
Werlich from Forest Street Improvement Requirements.
Councilor Wheeldon requested clarification on where Forest Street goes in the configuration of the map provided.
McLaughlin pointed out on the map the direction of the street for Wheeldon. Explained that there will be no cut
into Ashland Street, and that because of the frontage on the section,given the slope there will be new lots developed
and front onto the new Forest Street. McLaughlin stated that lot 1900 will also need to develop a plan that will
show it can also be adequately developed with the new street configuration.
#6. Approval of Water Impound and Irrigation System Easement for City of Ashland Parks
and Recreation Commission for Oak Knoll Municipal Golf Course.
Mayor Shaw noted the past contention by the grantors regarding the pond and that at the end of irrigation season,
the pond is empty. Reminded council on how the owners had previously asked that the pond be filled one last time
before the season ends and not use the water. City Attorney Nolte clarified for council that the easement agreement
the council is being asked to approve does not have any guarantee included that this will happen. Nolte explained
that the easement is the result of negotiation,and that the grantors understand that this may be the case and that the
pond may not be filled.
Councilors Wheeldon/Hanson m/s to approve Consent Agenda Items#346. Voice vote: All AYES.
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t ORDINANCES RESOLUTIONS AND CONTRACTS_
I. Reading by title only of"A Resolution of the City of Ashland,Oregon,authorizing the
reimbursement of expenditures with reimbursement bond proceeds."
Councilors Wheeldon/Fine m/s to approve Resolution#99-25. Roll Call Vote: Fine,Laws,Wheeldon,
Hanson,and Hauck; YES. Motion passed.
2. Reading by title only of"A Resolution transferring appropriations within the 1998-99 budget."
Councilors Hauck/Wheeldon m/s to approve Resolution #99-24. Roll Call Vote: Hanson, Laws, Fine,
Wheeldon,and Hauck; YES. Motion passed. '
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OTHER BUSINESS FROM COUNCIL MEMBERS
Councilor Wheeldon noted for council,that she will attending a forum hosted by Headwaters at Southern Oregon
University on the Ski Ashland expansion. Wheeldon explained that she had been asked to speak and clarified that
she will inform the group about what has happened in the past,and what the city's involvement has been. Stated
that she is not going to the forum to represent a position on the part of the council. But,to inform individuals, if
there is lack of clarity,on what has happened so far.
Councilor Hanson noted that Liza Christian,who is one of the foremost speakers and experts on Y2K,has been
asked to go to Washington, D.C.to speak before the Senate Special Committee. Christian is one of only four
individuals in the country that have been asked to speak. Hanson noted that all expenses are the responsibility of
the participants and commented that any donations for expenses would be appreciated.
Councilor Wheeldon noted the upcoming joint meeting with the Parks& Recreation Commission,asked that City
Administrator Freeman look at dates to get something set. Wheeldon requested that minutes from the last meeting
be sent to council.
ADJOURNMENT
Meeting was adjourned at 9 p.m.
Barbara Christensen, City Recorder/Treasurer Catherine M. Shaw,Mayor
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City Council Minutes 05118199 8
MINUTES FOR THE STUDY SESSION
ASHLAND CITY COUNCIL
May 6, 1999
CALL TO ORDER ,
Mayor Shaw called the meeting to order at 12:40 p.m., at the Civic Center Council Chambers
IN ATTENDANCE:
Councilors Laws, Reid, Hauck, Hanson,Wheeldon and Fine were present. Staff present included: City
Administrator Mike Freeman, Assistant City Administrator Greg Scoles, City Recorder Barbara Christensen,
Director of Community Development John McLaughlin, Public Works Director Paula Brown, Fire Chief Keith
Woodley, Director of Finance Jill Turner and Administrative Director Dick Wanderscheid.
I. Discussion of upcoming trip to Guanajuato in August/September.
Council was informed of the dates for the trip to Guanajuato which will be August 28 - September 4, 1999. The
cost of the trip per person will be $350.00 with Guanajuato hosting the cost of lodging. Staff requested that
council let them know if they are planning on joining in this trip.
H Wastewater Treatment Plant loose ends.
Public Works Director Paula Brown, submitted attached answers and explanation on the following questions that
council had requested from previous council meeting. 1) Facilities Plan Figures noted that the capital cost of
advanced treatment year around discharge to the creek is $29.9 million, this was the only way to fully compare,
the options as were proposed; 2) Irrigation Rates, Application Volumes, Application Restrictions methodology
was rechecked to verify that when the wind velocities would take the water off of the site, we will not spray; 3)
Water Rights on Ashland Creek were presented; and 4) Cost Clarifications were explained.
Brown noted that there is only one copy of a draft re-use plan available in the Public Works office. Explained
that the irrigation has been approved for irrigation re-use by DEQ, the bio-solid report is still in draft form.
Reported to council on the time line for when agency will sign off on the plan, and intends to submit a copy of
the letter from DEQ that outlines requirements for approval.
Discussion on the process in which to bring new information to the council. Mayor Shaw felt that it is unfair
when only one council member has had time to review information and expects discussion when other council or
staff have not had the opportunity to review. Shaw reminded council that Brown is the fourth Public Works
Director to work on this project. Laws voiced his appreciation on how well Brown handled a difficult situation
at the previous council meeting.
Brown again clarified for council the issue of winds in relation to spray irrigation, and explained that the policy
is to not over spray beyond property line. Commented that Rogue Valley Council of Governments (RVCOG) is
testing Talent Irrigation Water (TID).
Brown submitted information to council on what the city water rights were and the year that the water rights
were obtained along with the certificates. Explained that the water that is held, is the city's. If there is water
coming into the tributaries, this water would need to be passed through, or at least a portion of the water would
need to be passed through.
Wheeldon commented on the positive relationship with US Forest Service and Linda Duffy in regards to the
continued work and inter-connection of the watershed.
Ashland City Council Study Session Minutes 05-06-99
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11 Strategic Plan Debriefing and Discussion of Next Steps.
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I City Administrator Freeman requested that council fill out a survey on their evaluation of the Strategic Planning
'i Process for 1998-99. Council discussion regarding their evaluation of how they felt the Strategic Planning went.
Wheeldon felt that they had gained, but that there needed to be a better understanding and expectation by all in
what was to be accomplished.
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Reid felt that the Strategic Planning was more complicated in comparison to past goal setting sessions, doesn't
want to "tie the community down" as it is hard to set long range parameters. Wheeldon commented that prior
goal setting sessions didn't connect with department heads, and felt that it is all about "planning" which the
Strategic Planning made more efficient.
Freeman explained that there had been confusion in the beginning because "Strategic Planning" was being
noticed rather than the more familiar term of "goal setting". Felt that the community was not familiar with the
term and in hind sight should have made more clearer that this was taking the place of the annual goal setting.
Hauck commented that the process should be more community driven. Feels there is advantage to the now
defined structure set-up with categories and a general sense on what the public will need to direct their comments
in areas they feel have a higher priority.
Laws commented that what they did this year was not really a strategic plan, but was something that was a small
step toward Strategic Planning from the goal planning that was done in the past. What was done differently was
having the categories organized, giving staff equal status with council, and did not go through the process of
reaching consensus on proposed items, but rathee'gave acceptance to everything that was proposed. Stated that
Strategic Planning involves stating what the city long range goals are, and then in order to reach these goals
setting objectives. The annual strategic planning should involve what exactly would need to be done in order to
accomplish the objectives.
Council discussion regarding how new council members would identify with the strategic planning process if
goals are already set by prior council, and how new ideas or goals could be introduced by new council members.
Freeman explained that this has already happened;and used the Comprehensive Plan as an example of set city
goals.
Freeman updated council on what staff has been working on and will be brought back to council regarding the
strategic plan. Department heads have reviewed list of projects and priorities and placed in a planning software
as priorities to work on in the fiscal year. What staff is currently doing is for each of the projects, the lead
department head for the project will be working on estimation what the essential elements of that project are and
what the time frame is. When this is completed, it will be brought back to council for discussion.
IV Discussion of Study Sessions and Council Meetings-Public Input Process
Freeman requested discussion on how the public process works for study sessions and council meetings.
Commented that he felt that the public forum section of the agenda should be placed before public hearings on
the agenda, and that this is common practice by other cities.
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Laws felt that if a citizen brings up a matter that needs further discussion during the public forum, it should be
discussed under New Business, If the council feels the need to form a committee to deal with the matter, they
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should do so at that time during the public forum. And, if the matter is something that the council is not
interested in discussing or dealing with, the council should inform the individual at that time and not move on.
Council discussed how this has previously been brought up for discussion in the past, and that it has been
determined that because of the necessity to conclude public hearings by 9:30 p.m., and finish any other council
business, that to place the public forum after public hearings has been the better choice.
City Recorder Christensen explained that the city ordinance gives the mayor opportunity at the beginning of each
meeting to make changes to the order of the business on the agenda.
After further discussion regarding different situations that happen during public hearings and public forum and
how council reacts to these situations, there was general consensus to leave agenda in the format currently being
used.
Councilor Fine brought up for discussion the pledging of allegiance at the beginning of each council meeting.
Wondered if the citizen is so questioning of our allegiance that they want it publically re-affirmed each week, if
not what is the purpose. Council Hanson felt that this was the basis of patriotism. Council discussion in that the
pledge sets a tone for the beginning of each council meeting and is a good idea. Laws felt it would do a lot more
harm than good if council were to do away with it.
Freeman commented on the confusion there seems to be when individuals sign-up to speak on agenda items.
Council responded on how they preferred to hear comments on agenda items. Suggestion was made that speaker
request form be reviewed and better clarified for individuals that want to speak, that the speaker request form be
more specific and give better directions. Councilor Fine agreed to work with Christensen to re-do speaker
request form.
ADJOURNED
The meeting was adjourned at 2:55 p.m.
Respectfully submitted,
Barbara Christensen
City Recorder/Treasurer
Ashland City Council Study Session Minutes 05-06-99
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MINUTES FOR THE STUDY SESSION
ASHLAND CITY COUNCIL
May 20, 1999
CALL TO ORDER
Mayor Shaw called the meeting to order at 12:10 p.m., at the Civic Center Council Chambers
IN ATTENDANCE:
Councilors Laws, Hauck, Hanson, Wheeldon and Fine were present. Staff present included: City Administrator
Mike Freeman, Public Works Director Paula Brown, Administrative Director Dick Wanderscheid,
Communication/Marketing Manager Ann Seltzer.
Viewed video produced by RVTV on Ashland Fire & Rescue. Administrative Service Director Dick
Wanderscheid explained how RVTV is working with the city to produce various videos. Noted that they
currently working on a video on riparian ways. Stated that the city has a contract with RVTV for$15,000 to
produce videos.
Councilor Fine questioned whether these videos could be marketed. Freeman noted this question and will check
into and report back to council.
I. Discussion to scope the process to be used to implement the Strategic Plan Goal of developing a
Citizen Involvement Process Plan.
Wanderscheid introduced the proposed process and project scoping. Noted that citizen involvement has been a
high priority. Proposed a time frame in how to proceed. Requested from council their input and direction.
Suggests going back three years and look at how projects have worked or didn't work.
Based on what is found by going back and checking on projects, staff would develop draft essential core
elements. These core elements would be brought back to council for discussion at a study session. The revised
core elements would be scheduled for a public hearing for input, and based on input from public, would be
presented to council for adoption.
Laws commented on the difference between different commissions, committees, and ad-hoc committees. Finds it
hard to find a process that would make all equal.
Freeman explained that the process in mind is mostly for ad-hoc type of committees, not really impacting boards
and commissions.
Laws questioned whether this project may be too staff heavy and whether council, and public citizens could be
more involved in the development of this process plan.
Fine feels this may be somewhat premature, and views this as proposal to set a process, or mechanism for
certain subsets of the councils decision functions. Stated that before this is done, standards should be established
for all decision making with respect to public input. Standards could include the following five elements: 1) A
definition of how we will afford full public access to information prior to a decision making exercise; 2) A
pledge and description of how we will afford adequate notice is given as a general right or principle; 3) Define
notice requirement and make it applicable, define public access and make it applicable; 4) Pledge to report to
community on all tentative decisions and allow feedback; 5) Standard that any decision taken by a subordinate
body will always either be presented to the council for approval, or an opportunity will be presented for council
veto. Commented that there may be other standards or pledges that council may want to have, but if council
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would consider his suggestions, it help in specific type situations to see if it meets the standards that are
applicable to their task, but always have the same standards.
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Wheeldon agreed there should be a minimum standard set. Voiced her experience with various committees and
that there does not seem to be predictability on public process. Goal is to touch the bases on concern being
voiced in the community in regards to public process. Does not want to take away from allowing additional
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public process, but would like to streamline the process. Commented on what the expectations are of groups,
and is very important to clarify. laws agreed, but noted that there needs to be flexibility along with the
expectations.
Discussion and comments on how the Tolman Creek Neighborhood project has worked. Wanderscheid
tcommented on how up front information and direction to committees is important. Shaw agreed that the
t problems with ad-hoc committees is because there has not been clear direction in what their roles are, which is
t unfair to the committee members. A misconception by the committee happens when they do not know what their
boundaries are. Stated that the committee structure needs to be clear. Concerned with not doing an evaluation
from previous committee members.
Council discussion on how to engage citizens to determine what will work in developing a process for public
input. Councilors Fine and Laws agreed to work with staff on the project. Shaw asked that continued feedback
be sought from other council as this process proceeds.
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Wanderscheid stated that he hoped to convene the committee by June and will revise discussed plan and submit
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to council for their information.
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II Discussion to scope the process used to implement the Strategic Plan Goal of analyzing demand for
transit and other alternative modes of transportation.
Wanderscheid introduced a process under development to discuss along with a draft proposal. Proposed that the
I seeping begin with the study session. Gather existing data to present to council to analyze what data is missing
and needed. Then to develop a draft survey instrument. The survey should include an origin/destination study
by zip code and also by voter precincts or school districts for Ashland residents that both work and live in
1 Ashland. Following the development of the draft, to provide for public input on the survey. The survey would
then be conducted and the results and draft recommendations presented to council. There would then be a public
hearing and adoption of recommendations.
Laws not sure that additional monies should be spent on obtaining data that we all ready have. Stated that
council knows what our specific strategic goals are, and to ask individuals what goals are would be very difficult.
Would rather ask citizens what they think of the current specific goals. Feels that what most individuals want is
fast, convenient way to get from one place to another, which is by automobile.
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Council discussion regarding whether they know or do not know what residents already want in regards to
transportation.
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t Fine requested that staff provide council with a tentative budget for approval of the expenditure cap on the
proposed survey. Stated that the objective would be to get as many groups in the community to buy-in to
t whatever solution comes out of this project, if any. Feels the best way to get others involved, would be to give
i them input at the earliest opportunity. Possibly input in setting the parameters of the study, and suggests
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advising groups that this is happening and solicit their suggestions as to methodology.
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Shaw concerned with getting a survey that has a low margin of error, and this cannot be accomplished by asking
groups that have specific vested interests in the outcome. Stated that you must go to a broader degree to the
population as a whole. Fine clarified that the survey will be to a broad population, but that the groups would
provide input for the formulation of the survey instrument.
Council discussion on how to identify all sub-groups that have needs, which will mean a large survey.
Freeman noted that RVTD is currently doing a survey of SOU students on transits, and that the Chamber
through students at SOU is currently doing a survey of parking downtown. Suggests trying to obtain information
that has already been gathered before deciding to spend dollars for additional data.
Explained that the first step will be to come back to council with data that has been gathered before proceeding
further to analyze what data is missing and needed.
III. Set date for Team Building
Tentative date set for July 7" from 8:30 until 5:00 p.m. Council consensus that they felt comfortable with
previous facilitator from strategic planning. Freeman will approach the facilitator and bring the agenda back to
council for approval.
Freeman handed out information on economic development plan from the city's comprehensive plan.
ADJOURNED
The meeting was adjourned at 1:25 p.m.
Respectfully submitted,
Barbara Christensen
City Recorder/Treasurer
Ashland City Council Study Session Minutes 05-20-99
3
ASHLAND HISTORIC COMMISSION
Minutes
May 5, 1999
CALL TO ORDER
The meeting was called to order at the Community Center by Chairperson Jim Lewis at 7:43 p.m. Members present were Jim
Lewis, Terry Skibby, Gary Foil, Joan Steele, Curt Anderson and Keith Chambers. Also present were City Council Liaison
Cameron Hanson, Associate Planner Mark Knox and Secretary Sonja Akerman. Members Dale Shostrom and Vava Bailey
were unable to attend the meeting. The Commission is currently one member short.
APPROVAL OF MINUTES
Anderson moved and Skibby seconded the Minutes of the April 7, 1999 meeting be approved as submitted. The motion was
unanimously passed.
PUBLIC HEARINGS
Planning Action 99-051
Conditional Use Permit
143 Fourth Street
Bob Heyerman
Knox reported this application is for the modification of a two-story,accessory residential, non-conforming structure at the rear
of the lot. Since the setbacks do not meet the current standard, a planning action is required. The applicant is proposing to
maintain the basic building,but will remove the portion that encroaches into the alley and improve the dilapidated structure by
installing a new roof and new siding, replacing the windows, adding a deck, and adding height to the second story to make it
more livable. The applicant has worked with the Review Board and Staff feels comfortable recommending approval. One of
the conditions will be to pave the alley from the southern boundary of the lot to the existing paved alley to the north. Knox also
noted the property to the north currently has a planning action in process to construct a second unit in the rear of the lot.
Skibby asked about the paving policy in the Railroad District. Knox stated paving is still a requirement by ordinance. Skibby
explained a few years ago there was a committee of concerned citizens, including a few Historic Commission members, that
tried to come up with alternates to paving all the alleys. Chambers clarified he was on the committee and stated although no
definitive alternative to paving was reached,the Commission has traditionally requested the alley paving be delayed because
paving can degrade and change the character of alleyways. The Commission concurred. Lewis added citizens were also
concerned about paved alleys becoming thoroughfares at the "B" Street meeting last week. Discussion ensured regarding
grading and laying down 3/4 minus rather than paving.
Chambers commended the applicant on the design forthe improvement of the building, however,he also had a few questions.
When he asked about the bareness of the south elevation, applicant Bob Heyerman answered the carport is only shown on
the east elevation. Chambers then questioned the short windows on the west elevation. Heyerman said the window on the
left is a bathroom window,and in talking with the other contractors involved with the project,they would actually prefer a larger
window on the right. Heyerman then agreed to match the window on the right with the center window. Chambers stated he
would prefer longer, narrower windows. Chambers also asked about the north elevation with no windows. Lewis said he
thought it was due to building codes and the closeness of the building to the property line. Heyerman added there will also
be another unit on the property next door, so it affords both units more privacy and should be more energy efficient.
Lewis asked about the 1 x 4 corner trim and the 1 x 5 window trim, stating it would be better to use 1 x 5 for both, especially
since the true size is always narrower. Heyerman said they will be using 1 x 6 for both so it will be the true size. When asked,
Heyerman said the roof pitch will be 5 x 12.
Skibby noted this project will be a great improvement over what is there because the existing building is in very poor shape.
After discussing the conditions of approval, it was decided condition 2 should read ".....the rear alley be improved by grading
and laying down 3/4 minus from the subject lot's southern most boundary......" Condition 5 state" The owner sign in favor of
a local improvement district...." Condition 6 shall read"The west elevation bottom right window be enlarged to match the center
window and the corner board trim shall be 1 x 5."
Steele moved to recommend approval of this proposal to the Hearings Board with the conditions modified and added,as stated
above. Chambers seconded the motion and it was unanimously passed.
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BUILDING PERMITS
Permits reviewed by members of the Historic Commission and issued during the month of April follow:
283"B" Street Bonnie Shaffer Interior Remodel
342 High Street Ralph Nelson Addendum
11 North Main Street Webster's Re-roof
145 Sherman Street David KcKee Interior Remodel
156 Eighth Street Michael Datz Addition
78 Third Street Jonathan Williams Deck
150 Nursery Street Jane Sterling Repair/Remodel
209 Almond Street John Javna Foundation Under Existing House
600 Siskiyou Boulevard Laurie Bixby Remodel
134 Church Street John Berry Foundation/Remodel/Move House
600 Siskiyou Boulevard State Farm Insurance Sign
249"A" Street Sunflake Sign
REVIEW BOARD
Following is the May schedule for the Review Board, which meets every Thursday from 3:00 to at least 3:30 p.m. in the
Planning Department:
May 6'" Skibby, Anderson and Foll
May 13' Skibby, Lewis and Chambers
May 20'" Skibby, Bailey and Steele
May 27'^ Skibby, Steele and Shostrom
OLD BUSINESS
Project Assignments for Planning Actions
PA# Address Person(s)Assigned
96-086 685"A" Street Curt Anderson and Jim Lewis
97-018 661 "B" Street Jim Lewis
98-022 112 Helman Street Vava Bailey
98-039 Holly Street Joan Steele and Jim Lewis
98-045 122 Church Street Vava Bailey
98-047 Between 548 &628 North Main Street Joyce Cowan
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j 98-070 595 North Main Street Terry Skibby and Dale Shostrom
97 7072 440 East Main Street Joyce Cowan
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98-075 542"A" Street Jim Lewis
98-091 559 Scenic Drive Vava Bailey
99-020 525"A" Street Jim Lewis
Ashland Historic Commission
Minutes
May 5, 1999 2
NEW BUSINESS
Tax Freeze Applications
Since the Railroad District is soon to be placed on the National Register of Historic Places, individual houses are eligible to
receive a 15 year tax freeze if the owners present a renovation plan to the State Historic Preservation Office(SHPO)and the
Historic Commission recommends approval. Final approval is granted through SHPO. Plans for the renovation of individual
houses are now beginning to be submitted and the Historic Commission has the opportunity to comment.
132 Fifth Street The Commission reviewed plans that were submitted for the renovation of this house. Designer Bill
Emerson informed the Commission he had recently faxed the floor plan of the original house to Tami Beth Katz at SHPO. Katz
had commented the back porch posts should be more than 4'/2 x 4'/2 and the owner has agreed to canter them or use 6 x 6.
The Commission felt this was a grand improvement. Therefore, Skibby moved and Steele seconded to recommend approval
of the tax freeze to SHPO. The motion was unanimously passed.
The Commission then discussed whether or not it was necessary for the Historic Commission recommendation to go to the
City Council for the Council recommendation to be forwarded to the State. Chambers moved that since reviewing tax freeze
applications is within the scope of the Historic Commission duties, it should only be necessary to send the City Council a copy
of the letter to SHPO. Steele seconded the motion and is passed unanimously. Hanson agreed with this decision since the
Historic Commission members are considered to be the experts in the field and the Council relies on their decisions.
625"B"Street This application is for rebuilding the garage at this site. The only exterior change will be to convert the ramp
back to stairs. With a motion by Steele and second by Skibby, it was the unanimous decision to recommend approval of this
application to SHPO.
212 East Main Street The Commission reviewed the letter already submitted to SHPO by Knox. All concluded it was a good
letter.
426"B"Street The Commission had nothing to add to Knox's comments already forwarded to SHPO. The members agreed
the work will be worthwhile and is all interior.
OLD BUSINESS
Grant for National Register Web Site
Steele reported the text is complete and on disk. She asked for suggestions of a logo to put on each web page. The
Commissioners decided on a swan. It was also decided staff will send a letter to the owners of the structures, even though
they have already been contacted in person. The letter will have a short explanation of the project, will thank them for their
participation and inform them where they can find the web site. The text will also be included.
Ashland Public Library
Skibby reported the library is now looking for a scaled down version of the expansion. He will keep the Commission updated.
National Historic Preservation Week e- May 9-15, 1999
The Commission will meet at noon in the Planning Department on May 10'"to judge the nominations.
More NEW BUSINESS
595 North Main Street
Skibby passed around photos of the new building under construction and noted there is no trim around the windows. In
reviewing the plans which were submitted for the planning action, it seemed obvious to the Commission there was trim
depicted, however, the contractor has said there was no trim on the building plans and it is now impossible to add. The
Commission wants to go on record as vehemently recommending window trim at least 1" x 4" wide. Knox will have the
contractor meet with the Review Board May 61 to see if anything can be worked out. The members felt confident Ashland
Hospital Foundation would have enough pride in the building to make certain the exterior looked good.
Ashland Historic Commission
Minutes
May 5, 1999 3
Commercial Plans
After discussing elevations which are submitted with the plans, especially for commercial buildings, Bill Emerson suggested
1/4"to 1' scale be required for all details. Foil also noted when large sets of plans come in for a planning action or a building
permit in the Historic District, it is important to go directly to the elevations,then follow the Historic Commission Design Review
form so no details are overlooked.
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ADJOURNMENT
With a motion by Steele and second by Skibby, it was the unanimous decision of the Commission to adjourn the meeting at
9:50 p.m.
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Ashland Historic Commission
Minutes
May 5, 1999 4
Minutes
City of Ashland
Cable Television Programming Committee
May 13, 1999
Hillah Temple
Meeting was called to order by Steve Belsky, Chairman, at 5:41 PM. Those in
attendance included committee members: Wes Brain, Cathy Carrier, Candice Chapman,
Tom Garland, Lenny Neimark and Russell Silbiger. City Council Liaison Steve Hauck
and Staff Liaisons Pete Lovrovich, Vince Zauskey were also present. City Administrator
Mike Freeman and Budget Committee Chairperson Cate Hartzell also attended. There
was no one seated in the audience for this meeting.
S. Belsky began by praising the previous evening's (Wed., May 12) third AFN program
on RVTV, Channel 9. This particular, LIVE program, focused on cable TV, the channel
line-up, how programming was chosen, etc. C. Carrier represented the programming'
committee on the show (Staff Liaisons Pete Lovrovich and Vince Zauskey were also on
the show along with moderator Tim Bewley).
Committee discussed recently printed AFN cable TV flyer that was to go out in the mail
shortly(should hit homes by Thurs. or Fri., May 13 or 14...one minor typo on return
address, front of brochure--looked good!). AFN website, with channel line-up, was
touched upon also and R. Silbiger mentioned a few misspellings and other minor
corrections that S. Belsky noted and would correct. S. Belsky requested that any
committee member(or liaison finding things on website needing to be corrected/looked
at to please contact him via E-Mail) S. Belsky asked that the corrections to the current
website be E-Mailed to him via R. Silbiger. Another correction noted was the Tuesday,
May 11 ad that ran in the Ashland Daily Tidings. Had the incorrect address of 90 N.
Main referred to in ad and should have been 90 N. Mountain. This error had been noted
by newspaper and changed for upcoming ads.
Committee reviewed May 6 Minutes and S. Hauck had following change on Page 4,
Paragraph 2, Line 6, about stopping by Civic Center. Should have read that he had been
to the Center"at least once, each day of the week"instead of"at least once on a weekly
basis"as shown in Minutes. Corrected as shown here. T. Garland also mentioned a
change he wanted to make on Page 5, Paragraph 2, last sentence reading: T. Garland said,
"I also agree with what C. Carrier said, the idea of the committee is to present a buffer
between the City and citizen's who represent the City." He meant to say, "....a buffer
between the City and citizen's" and asked that who represent the City be removed from
end of sentence. Noted.
Next item was roundtable discussion with programming committee and Mike Freeman,
Cate Hartzell. S. Belsky noted, "Before we enter into our roundtable discussion—which
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is specifically why Cate and Mike are here tonight—because, as you all know, there is a
perception that we have some lingering problems or that we have problems that are
unresolved with regards to this committee and its relationship to City staff. And there
have been a number of E-Mails that have been sent back and forth."
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S. Belsky then asked C. Hartzell to elaborate on E-Mails she had forwarded Mayor Cathy
Shaw and Staff Liaison P. Lovrovich as well as S. Belsky concerning problems with the
Programming Committee. S. Belsky asked C. Hartzell to give those in attendance
reasons for making her statements and where they were coming from. S. Belsky
requested that he wished to present her comments as outlined in the E-Mails and have C.
Hartzell comment on them so committee and liaisons could hear her thoughts and then
afterwards committee could engage in discussion.
C. Hartzell requested that the specific E-Mail comments could not be addressed but
instead she would give an overall picture of what she perceived. This would also shorten
the process. C. Hartzell mentioned that she had the opportunity to review the resolution
established by the City of Ashland for the Programming Committee and although it was
very specific she wanted to focus on what the relationship of this committee is with the
public. C. Harzell mentioned that she had been involved in many committees in the
Ashland community. She also mentioned she currently was not a cable TV customer.
She felt the product this committee was trying to introduce was not only important but
also to let the community know who the committee members are so they could important
`build a relationship' with the community. She didn't feel that the brochure that she had
an opportunity to see, notifying the citizen's of Ashland of what was proposed, may have
done that. Her experience on working with committees and projects without building a
relationship with the community about what you're trying to sell can later cause
controversy down the road. It's important to make initial contact as soon as possible with
the public, some kind of extension and outreach. It might only take an hour or so.
Because there is no venue right now for you to represent the public. I'm not critical of
the pamphlet—although pricing wasn't included and you're certainly going to have
questions about that—I'm just used to working in a different venue with the public.
The responses I've received back from my E-Mails doesn't really encourage me about
the openness of the committee.
S. Belsky commented that he appreciated C. Hartzell's input and added that this process
was a learning experience for the entire committee/liaisons. He went on to say that the
' her E-Mails were devoted to putting forth these ideas...try to interact more with the
i community, try to put yourself more in touch with the community. One concern S.
Belsky had was that it sounded from C. Hartzell's remarks that the committee was
"almost insulated" from the public and "not in touch"when in fact the committee is a
cross section of the community. C. Hartzell responded that she didn't think the
committee was insulated. She went on to say she wasn't critical of the committee at all
but felt it may have missed an opportunity by its lack of familiarity with her agenda
which is to get more people involved with City committees. Or interacting with the
i community. S. Belsky commented that also in C. Hartzell's E-Mails were other issues
that she had concern over and S. Belsky had concerns as well. The first issue is one of
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`control' which you indicated in an E-Mail response to P. Lovrovich (P. Lovrovich asked
C. Hartzell to expand on this E-Mail which was originally sent to Mayor Cathy Shaw and
cc'd to Mike Freeman and Pete. C. Hartzell's E-Mail read: "It sounds like there is a level
of control, for example over costs (`The Book'...National Cable TV Co-op book) and the
number of stations allowed. Like I mentioned, if you and staff had sideboards to your
agenda they should have honestly been spoken ahead of time." The E-Mail went on to
mention the two channels that P. Lovrovich and V. Zauskey had requested the committee
to remove from the proposed Tier One level of service (Basic). S. Belsky then asked C.
Hartzell why she had felt compelled to make that statement in an E-Mail to P. Lovrovich.
C. Hartzell responded that this originated from contact she had with committee member
R. Silbiger. She felt the relationship with committee members and the staff was an
important one and if there was a book showing costs for channels that was not made
available to the committee members...if there was any information requested by a
committee member and was not forthcoming...in my mind that violates the staff's
responsibility. I'm not here to be a watchdog, I'm here to learn. All I'm doing is asking
questions.
S. Belsky answered that these were not new issues. "We've (the committee) spent quite a
bit of time discussing the issues that you've brought up." C. Hartzell commented, "Let
me ask you, is there any information that wasn't provided about the cost of the cable
channels?" C. Chapman responded, "That was not part of our charge. Our charge is to
program and we were aiming to make it 20% less than Falcon. We were not necessarily
Sent to set the costs." W. Brain remarked, the cost of programming did influence our
jobs...and was discussed many times because cost does influence what channels on what
levels and the number of channels that the committee could choose. As a good example,
we learned early on that ESPN is expensive and would not work on Economy Basic.
And that's part of the mix too. There are a lot of things. The programmers control all of
this stuff. We've approached this and talked about it in various ways and there is sort of
a fine line that we've discussed—like what is the cost—but it's not our point to know the
cost yet we have to have enough information about what those costs are just to come up
with the programming." R. Silbiger then asked, "So then what you're saying is we need
to know a little about the cost of the channels but not too much." C. Chapman asked,
"How much do you want to know. Because I've been perfectly satisfied with the answers
I've gotten."
Discussion followed about other approaches committee could have taken to chose the
programming and The Book that was not made available to the committee so they could
investigate programming costs (The Book, from the National Cable Television Co-op, is
what is used to come up with programming costs for cable TV channels proposed by the
committee). L Neimark stated, "This was information some committee members felt
staff had made `guarded' that they(committee members) should not know about or didn't
need to know about and this somehow played a part in bringing us where we are now."
Mike Freeman mentioned that the reason he was attending the meeting was "if the staff is
not doing what you've asked them to do, that ultimately is my responsibility." L.
Neimark said that the decision by staff to not choose to look at programming based on
analyzing `costs' was made by default. M. Freeman then said "but it was still made and I
don't hear anyone saying that staff pushed that agenda on you, is that right?" C. Carrier
said she had asked whether we were going to know anything about costs and P.
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Lovrovich said"No, that would not be anything you would be involved in." M. Freeman
said that the programming committee could have been given.the City's business plan
numbers for different tiers and ask the committee to go at it to figure out programming
and channels...you could cloarly have taken that approach too." C. Chapman than said,
"The bottom line is, this line-up of cable choices is the best I've ever seen and I am
totally happy with this line-up and I am totally happy with the way we came to it. And I
am sorry that other people feel that we could have done it a different way. And, yes,
maybe we could have but I felt very comfortable in the way we did it. We sat here, we
voted, Steve Hauck tallied our choices, the staff came back with a line-up we had
essentially formed without that information. I don't know why everyone is quibbling
why we didn't know it(costs) because we did it, so who cares, this is a great line-up."
S. Belsky added that"we're kind of talking about a problem that never really existed
nor did it affect us in our ability to do what we are here to do."
T. Garland added, "that while I agree with several components of what Lenny was saying
about cost issues, my personal interest was to weigh out the choices and not pay so much
j attention to the costs, based on the parameters of equipment purchases, etc. because those
I had been completed and was going to be a waste of my time."
C. Hartzell questioned the brochure's intent saying it really didn't mean anything to her
because rates were not attached to the content/tier levels shown. "I can't do anything
with this because there isn't a dollar amount tied to it." S. Hauck explained that the
committee wanted to get the brochure out `prior to' the rates being approved because if
they would have submitted it `after' rates had been approved, it would have been
interpreted that the line-up was already a `done deal' and the public probably wouldn't
have felt like their input was that meaningful.
C. Hartzell suggested doing an `open house' type of forum somewhere in the City. If you
advertised and invited people for one hour here and said "here's what we started out with,
here's the things we looked at, here's out comment period..just sort of an open house
where the public could interact with the committee. That way, if they come back with a
complaint they may be a little friendlier with the committee." S. Belsky commented that
C. Hartzell could have visited the AFN table during the volunteer recognition gathering
from 3-5 PM on April 29 and he would had been able to answer questions, go over some
of these comments/procedures the committee took(C. Hartzell was working and could
not leave work to attend the volunteer recognition).
W. Brain mentioned that"every committee meeting has been publicized and actually
Falcon knows the most about us because they have been the only attendee from the
public on a regular basis. I felt that now we're going public on our line-up I thought the
public would be here in some numbers tonight. Where are they? I talk to people
everyday, informally. I ask them what they think. Bring information back to the
committee. And we do that in various different ways. And that has been part of the
process too. So I guess we've done everything right but I suppose a public forum might
get people to come out who might not show up to a meeting like this." L. Neimark said
he was happy that the idea of a public forum was brought up because "I think it may be
the way to go with our responses. We can look at them, compile them and invite the
public to one session to discuss them."
M. Freeman, C. Hartzell and P. Lovrovich had a budget meeting in just a few minutes so
M. Freeman said, "The reason I'm here, before I leave this room, I need to know if
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you're having problems with Staff on this committee. That's why I'm here, that's the
only reason I'm here. There has been some discussion that there have been some
problems with the staff. I need to know if we're together and on the same page or not. If
not, I need to know what theeproblem is and how to fix it. That's my responsibility."
M. Freeman than said that he would write comments down and make sure they're
resolved by the next meeting. W. Brain said, "we were told at the very first meeting that
the only reason we can't do a menu selection—which we decided is what the people
would really want—we were told we can't do it because it's not done anywhere else.
Is that accurate?" "I can answer that for you right now, noted P. Lovrovich. That's a
technology issue. And to go with a complete menu system of a 100 channels and you
pick these 3 or these 5 or these 10 means you have to support all that content—everybody
in the community—because at any one time someone may or may not want to pick that
particular selection. If you'd look at cost to try and promote that type of system it would
be totally prohibitive. The reason it's not done that way is because it's not economically
feasible in any system to provide that type of service. And so that's the reason."
S. Belsky said that "this (picking a line-up) was not easy to do...when you put seven
people in a room and everyone has their own opinions and everybody in this group
certainly has their own concerns about how things ought to be. I agree with Candice. It
was a tough job, we plowed through it, we have great line-ups, I'm satisfied with the
process we went through, we had our problems—all groups do. As far as having a
problem with staff, I was looking over our responsibilities and very clearly it states that
Ashland Utilities will attend all meetings, advise, provide programming information,
background research data and programming recommendations. I believe that is what
they have done. And I have said this to everybody, we're all adults here—we're all big
boys and girls—and if staff says something that I don't approve of or believe in then I
reject it. And if I'm trying to make a decision and,Vince says something based on his
experience I appreciate that and if it's good information I integrate it into my decision-
making process. I don't think we have problems. I don't think any of the problems we
may have had got in the way of completing our charge, which is just about what we have
done."
The Book and the withholding of programming cost information was once again brought
up by C. Hartzell. Her comment concerned whether the programming costs were Public
Information. "If I went to the City and wanted this information and I was told `you don't
need that information' I would question the motive of that decision." V. Zauskey brought
up that if one of us went to the incumbent, Falcon, and asked what their programming
rates were we would not be able to secure those rates. It's proprietary information and
we could not get it. C. Chapman commented it's the same as asking for school records.
P. Lovrovich showed committee The National Cable TV Co-op book and stated,
"Anyone in here can take a look at this information. When we do contracts, part of our
contract will state—and I don't know how this will flow with the City Council but it
basically states that you shall not publicly go out and let everyone else who gets prices
from the Co-op and what your contract price is because it's proprietary. But there
certainly isn't anything magical about this book." I do agree with Cathy(Carrier)
when we initially talked about costs up front and the cost—from what I recall—was
`how much are we going to charge for these different tiers' and that particular issue is
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an issue determined by the City Council, not this group. There are two cost applications
here: one is what we charge for the service and one is what we pay for the service."
L. Neimark mentioned that he had walked away from some meetings—especially the first
couple—where he felt the committee was treated as if they didn't need to know certain
information and he personally felt belittled by that. I could come up with a list of
questions that I don't feel we have answers to yet but I realize there are so many things to
deal with, that's OK, because you don't get all the answers."
R. Silbiger felt "the real problem occurred on the 22nd of April when we had asked for a
brochure from staff, specifically, and basically they came back with `you guys don't need
it, it's not your responsibility.' We read the charge for the committee and what we were
supposed to do. We specifically asked Vince what was going to happen on the next day,
if I remember correctly and it didn't happen. We get an E-Mail a week later—on the day,
the morning of the Open House—oh, by the way, we're having an Open House with
some brochures and other information set-up and if you guys still think you need to meet
even though everything has been set-up we can probably still do that. That's when things
went wrong when we specifically, clearly asked staff what to do and it was not done."
The meeting was held (with Ann Seltzer, L. Neimark, C. Carrier and T. Garland), there
were problems during that meeting that were reported back to me by committee
attendees. When A. Seltzer came to our meeting the next week, May 6, the original
brochure A. Seltzer presented required a lot of rework. She presented a plan of action I
i thought was inferior."
S. Belsky commented that no one does everything right the first time and I think it's
important to bring that up.
M. Freeman said that if you were the City Council and you asked me to do something
i that you required and two weeks later I didn't deliver it, that's a problem. He also
addressed L. Neimark by asking him to get his long list of questions to staff and you can
i give a whole back-up to me. That's just a suggestion because I'm not going to get back
to this group. Give the staff a sporting chance. If you've got something on your mind
you have to let them know.
Also, M. Freeman mentioned that the City has failed to create a budget for this committee
Which we need to do before the council adopts a budget. So you need to talk to Vince—
and just so you know it starts July 1--what type of public outreach you want to do
because it costs money. Brochures, surveys—I'm not trying to speak for you—but
whatever you want to do to get feedback you have to have a budget for it." W. Brain
asked how much the committee had between now and July I and M. Freeman responded
that"you can do whatever you want between now and July 1, within reason."
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M. Freeman, C. Hartzell, S. Hauck and P. Lovrovich departed meeting to attend the 7PM
budget meeting at Council Chambers.
I
i Pete was not present to discuss other Agenda Items as he had to give his budget
presentation so they would be addressed at the next meeting.
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S. Belsky then addressed Public Comment and committee voted on what members would
be responding to the different areas listed on the brochure. S. Belsky nominated (and it
was seconded) to have Russ Silbiger respond to all E-Mails (listed as
afnnros(a)ashlandfn.ore in brochure), Cathy Carrier was nominated (and it was seconded) to
respond to phone messages on 552-2222 and Tom Garland will be in charge of all written
responses (from comment boxes at City Hall, Library and Civic Center and those mailed
to Electric Dept.). Vince will forward to C. Carver the telephone `voicemail' access code
to be able to monitor 2222 line.
Vince asked committee members to coordinate these responses,(E-Mails, phone, written
responses) in a fashion so committee and staff could review after comment period of May
24. Also, Vince requested to be CC'd on E-Mails. This was agreed upon by committee.
In addition, there could be `boilerplate' type of responses for general comments. The
main goal, the committee agreed, was to respond in as timely a fashion as possible. One
other request from staff(Vince) was any E-Mail that had technical questions, or
otherwise, that R. Silbiger could not easily answer or needed further comment, Vince
would answer and/or consult with P. Lovrovich (such as why a channel was on Expanded
and person wanted it on Basic, etc.). Also, Vince asked committee if it was alright with
them to include A. Seltzer on the universal E-Mail address so she could view comments
and responses from R. Silbiger. Committee said OK and Vince will coordinate with
Richard Holbo, Telecommunications Supervisor for AFN to have her name added on E-
Mail for AFN.
L. Neimark brought up conversation he had with A. Seltzer in reference to the costs
associated to date with encouraging public comment. The question that came up was "do
we need the newspaper ads next week (May 18 Tidings, May 19 Mail Trib.) and do we
need the radio ads on JPR?" L. Neimark had sent out an E-Mail to committee about this
and there were various responses from committee. He did not know for sure, but he
suspected that A. Seltzer was not planning to do newspaper ads and radio spots. L.
Neimark felt the committee should decide if the newspaper ads and radio spots are still
important to the committee—since the brochure has gone to every Ashland household.
V. Zauskey read A. Seltzer's E-Mail to him that mentioned the newspaper ads that ran
this week and they were to be repeated next week(again, these ads promoted public
comment response/proposed channel line-up). Found out the Wed. ad missed the Mail
Tribune do to an oversight by the Trib. but would be included in the Fri., May 14
TEMPO instead.
T. Garland strongly suggested we add the JPR spots so committee has as much
information out about the proposed line-up as possible and Ashland public feels they've
had an opportunity to comment (and committee feels they've given them every
opportunity to comment). S. Belsky moved that radio on JPR is also included for public
comment and it was seconded (would use approved radio copy from May 6 meeting as
presented by A. Seltzer...with changes in other drop-off locations).
S. Belsky thought it was good time to discuss whether committee wanted to consider
Public Forum after comment period. L. Neimark thought committee should consider the
methods used to come up with line-up and process committee used to get there (plus
mention mediums used to invite public comment). "What if we looked at this meeting
theoretical meeting and rather thinking of it as a justification for what we did or didn't do
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--what if we took all of our comments in two weeks and basically put out one more word
to the public saying we're going to have an open forum to discuss the comments we've
received to give you a little overview on where we've been and what we've done.
You're welcome to one final review. Limit it to comments so it would not be a rehash of
what committee has already done for the past nine weeks." R. Silbiger added it could be
ilike an Open House with cookies, coffee. Also, when AFN goes on line there will
probably be like a `launch party' and the committee could attend that. The programming
committee is a `selling point' for the City. The programming decisions were not made by
i some `bean counter' in L.A., they were made by `your neighbors'. Maybe that would be
the time to incorporate an Open House. That way, the public is here for a number of
reasons. S. Belsky concurred with both Lenny's and Russ' ideas. His concern was that
no matter what we did we may find that we'd be `underwhelmed' by the response (based
on the Volunteer Recognition on April 29 when only about 5-6 people spoke to Vince
and Steve at the AFN table and picked up literature). S. Belsky added that R. Silbiger's
approach to a `forum' might be more realistic and the committee should revisit this
concept. R. Silbiger mentioned that if we were to get 1,000 responses from the brochure
next week than that might be cause to consider a forum but if we get 20 or so
it wouldn't be necessary. W. Brain added that we should reevaluate the forum concept at
our next meeting when we've had an opportunity to further look at responses.
C. Chapman noted that she thought every committee was to give a report to the City
Council on what they have accomplished. She likened many of the things the
Programming Committee has done to what her husband has been involved with through
his volunteering on the Conservation Committee...disseminating information out to the
public. C. Carrier understood the committee was going to be doing that.
AFN website was also discussed and V. Zauskey mentioned that when you pull up the
whin;-.ashlandfibentiet website it says it's Under Construction. S. Belsky said it
automatically redirects to the City website. L. Neimark said he didn't think they do.
They do not `automatically' redirect. S. Belsky said he would make sure he would link
the pages under construction so someone looking at website could view channel line-up.
Vince also was requested to furnish descriptions of channels electronically to S. Belsky
II for all channels on the line-up so they could be included in the AFN channel line-up.
I Also, Billboards on RVTV were mentioned once again (first suggested by W. Brain at
I May 6 meeting as a way to promote channels on AFN). W. Brain said he would check
with Suzi Aufderheide from RVTV whether she had been able to be in contact with A.
Seltzer on the billboards. Vince said he would make sure when he E-Mails A. Seltzer on
Fri., 5/14, he would mention billboards along with JPR radio ads.
Meeting was adjorned at 7:44PM by S. Belsky. Next meeting will be May 20. Vince
will verify meeting place but believed it to be in Senior Center.
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Minutes
City of Ashland
Cable Television Programming,Committee,
May 20, 1999
Senior Center
Meeting was called to order by Steve Belsky, Chairman, at 5:45 PM. Those in
attendance included committee members: Wes Brain, Cathy Carrier, Candice
Chapman, Tom Garland, Lenny Neimark and Russell Silbiger. City Council Liaison
Steve Hauck and Staff Liaisons Pete Lovrovich and Vince Zauskey were also present.
Dick Wanderscheid, from Conservation, also attended. There was no public
attendance.
• The group began by discussing the current web page for the Ashland Fiber
Network.
• Can it be made easier to read?
• Pete made some suggestions for the format of the meeting minutes. Only
pertinent information needs to be noted. The meetings will still be taped and can
be filed by date. We'll keep them at the Electric Offices.
• May review Meeting Minutes format of different committees to get other ideas.
• Wes brought up the topic of Video Select and inquired about the rules for
switching. How do we keep control of this?
• Pete said that in order to have the ability to provide a la carte choices for the
viewer, the AFN would need to retain all programming and pay for each channel
regardless of whether it was used or not. The network would have to be digital.
All of this is costly and the service would be more expensive for our customers.
• Pete, Richard and Steve Hauck will be attending the SCTE Fair in Orlando, next
week, and will bring any ideas to share with the committee.
• Committee agreed that citizens need more information about what's going on. It
was suggested that a Fact Sheet be sent out, city wide, in order to achieve this.
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Due to the technology available to the AFN, programming choices aren't limited.
What limits us is cost and what channels we offer.
Pete will compile information on different options for channel choices and
packaging.
• Regarding the AFN Information Number, if the customer has a quick question,
feel free to answer to the best of your ability. If the customer wants more
detailed information they can be referred to Cathy Carrier or either of the Staff
Liaisons (Vince or Pete).
I
• Lenny feels we need some kind of resolution around acquiring the UPN &WB
channels. He feels that these are critical channels for the AFN. Pete will get a
letter out to the Corporate WB and UPN officials, inquiring about getting channels
locally on AFN.
• Steve Belsky felt the comments, emails and phone calls should be summarized
first in order to see what areas received the strongest & largest public opinion.
He suggested we prioritize according to completed summary.
• The Council presentation by the Programming Committee, on the Channel Line
Up, was moved back to June 15th. Rate approval has also been postponed until
ithat date. Tom & Cathy will compile public responses and type up comments.
i Pete asked what the committee thought their presentation might look like and
offered his help in preparing in whatever way possible.
• Committee members leaving the meeting included Steve Belsky, Wes Brain,
Russell Silbiger and City Liaisons Pete Lovrovich , Dick Wanderscheid and Steve
Hauck (City Staff had a Budget Committee Approval Meeting at 7 PM in Council
Chambers).
• Committee members remaining had a quorum and reviewed the handout by
Vince on Viewer's Choice Pay-Per-View Channels. Making the final decision
was deferred until the entire Committee could look at the Pay-Per-View choices.
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Vince briefly mentioned Pete's trip to Florida for the SCTE (Society of Cable
Television Engineers) Show next week.
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• Meeting adjourned at 7:18 PM
I
City of Ashland
PARKS AND RECREATION COMMISSION
REGULAR MEETING
MINUTES
April 19, 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.
II. ADDITIONS or DELETIONS TO THE AGENDA
Commissioner Landt said that he would like to discuss that portion of the 1999-2000 Parks and
Recreation budget which pertains to the services the Department will continue to perform for the
City without receiving reimbursement for the cost of those services. The item was placed under
Old Business.
III. APPROVAL OF MINUTES
A. Regular Meeting - March 15, 1999
Commissioner Coppedge made a motion to approve the minutes of the March 15, 1999
Regular Meeting as written. Commissioner MacGraw 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 1124377 - #24705 in the amount of$377,836.86. Commissioner
MacGraw seconded.
The vote was: 5 yes - 0 no
V. PUBLIC PARTICIPATION
A. Possible Use of Calle Guanajuato - Allan Sandler
Allan Sandler was present to speak to the Commission about his upcoming plans related to
the Masonic Lodge building and how those plans will affect Calle Guanajuato. Essentially,
Mr. Sandler plans to construct an open walkway through the Masonic Building from the
plaza to the Calle. This walkway will then be donated to the City as an easement. In order
to meet ADA requirements, a ramp for handicapped access will need to be constructed on the
Calle side.
Regular Meeting - April 19, 1999 Page 2 of 8
Ashland Parks and Recreation Commission
Masonic building walkway- Allan Sandler-continued
Other than bringing the Commission up to speed on his plans, he said that there were two
reasons that he wanted to speak to the Commission. First, he knew that the Commission and
City were beginning the planning process for restoration work on the Calle. He said that he
wanted to work with the Department to ensure that the design of the ramp would fit in with
the overall scheme for the Calle. And, secondly, because of the vague boundary lines
between the plaza buildings and city property, he wanted permission from the Commission to
configure the ramp in such a manner that it would be most usable and aesthetically pleasing
rather than having to make certain that it was fully constructed on his property.
Commissioner Coppedge said that she liked the idea as presented and would support Mr.
Sandler working with the Department on integrating the design of the entrance on the Calle
side. She said that she did have some concern because of the timing in that the Commission
was just beginning the planning process for the overall design of the Calle. Mr. Sandler said
that he did not anticipate any finishing work such as benches or trees until this coming fall.
He did not envision any problem coordinating with whatever design was adopted for the
Calle area.
Commissioner Landt asked Mr. Sandler if he were asking for an easement so that the
construction of the ramp and/or stairs could be placed on city property. Mr. Sandler said not
really. What he was asking was simply to coordinate with the Department so that the
outcome was most pleasing to everyone. The walkway or sidewalk through the building was
going to be donated to the city as an easement so if the walkway should reach over onto what
is normally considered "city" property by a foot or so it was a moot point for him.
Commissioner Landt expressed concern about obligating a portion of park property to a
ramp or steps prior to the design phase for the Calle area being adopted. Mr. Sandler said
that according to the map which he understands indicates the generally accepted property
lines, the ramp and steps could be constructed totally within his property. However, he said
that if it would be a better design for the public to have it extended a foot or two onto park
property, he would be willing to adjust his plans to do so.
In response to Commissioners' questions, City Attorney Paul Nolte spoke briefly about the
status of the property lines on the Calle and the easement agreement for the walkway which
was being worked out between the City and Mr. Sandler. He confirmed that the exact
property lines on the Calle side of the plaza buildings were approximate but generally
accepted. He said that to undertake determining the actual property lines would be
extremely costly. As the proposed walkway would enter into park property on the Calle, he
said that he had suggested that Mr. Sandler open discussion with the Commission while the
easement agreement was still being written so all interested parties would have a say.
Ultimately, if it appeared that the most desirable design for die ramp and/or steps encroached
on park property, the actual agreement would be between the City and Parks, not Mr.
Sandler and Parks. He suggested that perhaps the Commission might want a statement from
City Engineering as to "how much" the proposed walkway could encroach onto Park
property.
Regular Meeting-April 19, 1999 Page 3 of 8
Ashland Parks and Recreation Commission
Masonic building walkway- Allan Sandler-continued
Commissioner MacGraw said that Mr. Sandlers' request this evening was simply to be able
to work with Department staff to come up with the best design for handicapped access from
the walkway onto the Calle. She said that she supported that cooperative effort and would
like to have staff work with Mr. Sandler to that end. Commissioner Coppedge concurred.
Summarizing the discussion, Chair Eggers said it appeared there was support among
Commissioners to work with Mr. Sandler on the design but that the Commission would also
like to follow the details of the easement agreement as it relates to property lines and possible
use of park property. There was no descent among Commissioners.
Director Mickelsen indicated that Department staff would work with Mr. Sandler and City
staff and, if it looked like plans for the ramp or steps would encroach on park property, that
the information would be brought back to the Commission for review and approval. (???)
Commissioners thanked Mr. Sandler for coming to discuss his ideas and to work with them
on the overall design.
B. Open Forum None
VI. OLD BUSINESS
A. Requests from Ashland YMCA and SOLO for Activities Levy support
Micki Ferris, Chairperson for Southern Oregon Lesbian Outreach, was present to request
monies for a regional gathering whereby members and friends of SOLO could meet in a safe
environment. She had no specific request but suggested monies ranging from $250 - $500 to
fund a catered picnic or perhaps a swim party.
After discussion of the request, Commissioners determined that it did not meet the current
criteria established by the Commission for YAL monies. Commissioner Coppedge made the
suggestion that the Commission decline support through the Youth Activities Levy but could
offer the group a "free" swim night in order to hold a gathering at the Meyer Pool.
MOTION After some general discussion, Commissioner Coppedge made a motion to grant SOLO a
"free" swim night by waiving the usual fees for rental of the Meyer Pool. Commissioner
MacGraw seconded. It was determined that SOLO would work with staff to arrange the
details of the rental.
The vote was: 5 yes - 0 no
Laurie Loutzenheiser, Senior Program Director, was present to speak to the Ashland Family
YMCA's requests related to three programs: Supervised youth activities on Parent/Teacher
Conference Days, Kids Night Out, and Weekend Adventures. Commissioners decided to
address each program separately.
Regular Meeting - April 19, 1999 Page 4 of 8
Ashland Parks and Recreation Commission
YMCA Requests for YAL monies - continued
• Parent/Teacher Conference Days
MOTION Following discussion, Commissioner Landt made a motion to approve expenditure of
$3,000 from Youth Activities Levy monies for Parent/Teacher Conference Days as
outlined in the request.
In discussion of the motion it was confirmed that if a fee were charged that all
participants in the program would be charged the same fee regardless of whether or not
they were YMCA members, and, that in their advertising for the program, the YMCA
would indicate that the program was being supported through Youth Activities Levy
monies.
The vote was: 5 yes - 0 no
• Kids Night Out
Commissioner Landt said that he did not believe that this program fit into the
Commission's criteria for YAL monies because it seemed to be offering parents a "night
off' rather than a recreational opportunity for children. Commissioner MacGraw
concurred indicating that even if the children were recreating during the "night out" it
was still a "sleep over party" which she did not believe was an appropriate use of YAL
monies. Commissioner Coppedge disagreed indicating that she believed the program
offered a win/win for both parents and children.
MOTION Commissioner MacGraw made a motion to decline support of the "Kids Night Out"
program. Commissioner Landt seconded.
The vote was: 4 yes - i no (Coppedge)
4 Weekend Adventures
By way of explanation, Ms. Loutzenheiser said that in the past two summers the Parks
and Recreation Department had offered weekend camping trips to middle-school aged
youngsters through its Wilderness Adventure programs. As the Department was not
going to offer these trips this summer, the YMCA was offering to pick up the programs.
Emily Jones, Recreation Supervisor, said that the Department had been contracting for
services in order to offer the camping programs in the past and indicated that staff
supported having the YMCA offer the program because it had the staff, transportation,
and experience already available.
MOTION Commissioner Landt made a motion to approve the expenditure of$2,470 from YAL
monies to support the "Weekend Adventures" program as outlined by the request.
Commissioner Coppedge seconded.
The vote was: 5 yes - 0 no
B. Approval of agreement related to Todd-Oredson Woods
Alex Dykema from the Southern Oregon Land Conservancy and City Attorney Paul Nolte
were present to answer questions from the Commission related to the draft of an agreement
which had been written for the purpose of accepting the Todd-Oredson Woods into the City's
Park Land/Open Space Acquisition Program.
Regular Meeting -April 19, 1999 Page 5 of 8
Ashland Parks and Recreation Commission
Todd - Oredson Woods easement agreement - continued
Mr. Nolte briefly outlined the proposal which would be to have the property deeded to the
City and then to have the City grant back a Conservation Easement to SOLC. The
Conservation Easement is very specific as to what can and cannot be done with the property.
Commissioner Landt clarified that the $5,000 which the City would be expending from Open
Space funds was the total amount which would be expended in relationship to the agreement.
Mr. Dykema said that was accurate; the $5,000 would be placed in SOLC's Conservation
Easement Fund and that only the interest from the money would be used to monitor the
easement.
Commissioner Coppedge inquired about the kind of monitoring which would be done. Mr.
Dykema said that the purpose of the monitoring was simply to make sure that the terms of
the easement were met. In general discussion of the kinds of restrictions which the easement
would place on the property, Commissioner Landt inquired whether or not "in practice" the
restrictions would unduly hamper the Department in maintaining or improving the property.
Both Mr. Nolte and Director Mickelsen said that because SOLC and the Department
generally have common goals that they did not believe that the restrictions would create
problems.
MOTION After some further discussion, Commissioner MacGraw made a motion to approve the
Conservation Easement related to the Todd-Oredson Woods as presented.
The vote was: 5 yes - 0 no
C. Approval of resolution to adopt policies related to commercial activities
Director Mickelsen said that Resolution #99-02 related to Commercial Activities in Parks
restates the items which were approved by the Commission at its March Regular Meeting.
He indicated that Mr. Nolte had had opportunity to review the resolution as presented.
Commissioner Landt said that he believed the wording of the resolution would be clearer if
the third paragraph from the bottom of the page beginning with the word "Note" were
deleted. After some discussion with the support of staff and Mr. Nolte, by consensus, the
Commission chose to delete the paragraph.
MOTION Commissioner Coppedge made a motion to approve Resolution #99-02 as written with the
exception of deleting the third paragraph from the bottom beginning with the word "Note".
Commissioner Jones seconded.
The vote was: 5 yes - 0 no
D. Approval of easement agreement for Oak Knoll irrigation pond
Conmtissioners reviewed a memorandum from staff dated April 2, 1999 related to the
irrigation pond at the golf course and the draft of an easement agreement between the
Commission and the Oak Knoll Meadows Homeowners' Association.
Regular Meeting - April 19, 1999 Page 6 of 8
Ashland Parks and Recreation Commission
Irrigation Pond(it Oak Knoll - continued
During discussion Commissioner Landt inquired of City Attorney Paul Nolte whether or not
the Department would be required to keep the pond level up if TID were to ever pressurize
its system. Mr. Nolte responded that if the water in the pond had been used for irrigation
purposes by the golf course that the Department would be required to fill it once but only
once.
MOTION Commissioner Coppedge made a motion to recommend that the Council approve the
easement agreement and to authorize the Commission Chair to sign the agreement on behalf
of the Commission. Commissioner MacGraw seconded.
The vote was: 5 yes - 0 no
E. Contracted Service for City and FY 1999-2000 Parks and Recreation Fund budget
Commissioner Landt said that in reviewing the 1999-2000 FY budgets for the Department
that although there are sufficient monies available for capital improvements this year that it
appears that in future years those monies will be greatly reduced. With the continued
acquisition of park lands, eventually those properties will need development which will
require capital expenditures. Considering the fact that the Parks and Recreation Fund has a
substantial carryover which will fund its capital projects in 1999-2000 and the fact that the
City needs additional monies to balance the General Fund, he said that in submitting its
proposed budgets to the City that the Commission did not include fees to the City for the
maintenance services Parks provides on City property which is not dedicated park land. He
said that he felt it was important to not let this one-time adjustment to the Parks and
Recreation Fund budget become precedent setting.
The other Commissioners spoke in support of Commissioner Landt's statements reiterating
that they believed providing the services to the City without charging the fees needs to be
viewed as a one-year adjustment only. Director Mickelsen said that he believed that
Commissioner Landt had a good point. Considering the expansion of parks and recreation
facilities over the past ten years, the Department will require sufficient monies to simply
maintain the expanded system.
Commissioner Eggers inquired whether or not it would be appropriate to work with City
staff to put something in writing about the Commission's view on this one-year reduction to
the Parks and Recreation budget. Commissioners MacGraw and Coppedge said that they felt
that simply saying it was enough. Director Mickelsen indicated that he would highlight it
during the presentation to the Budget Committee as one of the Commission's long range
concerns.
VII. NEW BUSINESS
A. Appointment of representative to City's Forest Commission
Commissioner Coppedge said that having served as Commission representative on the City's
Forest Commission for several years, she would prefer that another Commissioner fill her
scat at this time. With no volunteers among the other Commissioners, Chair Eggers
indicated that she would be willing to serve on the Forest Commission.
Regular Meeting-April 19, 1999 Page 7 of 8
Ashland Parks and Recreation Commission
B. Recommendation to partition Cline/Bryant Property
Commissioners reviewed a memorandum from staff dated April 5, 1999 related to the recent
acquisition of the Cline/Brant property for the Open Space/Park Land Acquisition Program.
As there had been discussion when purchasing the property of partitioning it in order to sell
the house and lot at 667 N. Main, City Attorney Paul Nolte advised that if the partitioning
were to be done it needed to be done prior to dedicating the land for park purposes.
During discussion, Commissioners determined that the delineation of where to partition the
property to create a lot at 667 N. Main was pretty straight forward and that the details could
be worked out between Planning Department and Parks Department staff. However,
Commissioners indicated that they would like to review the details prior to final action being
taken by the Planning Commission.
MOTION Commissioner Landt made a motion to direct staff to work with Planning Department staff to
determine minimum, reasonably sized lot at 667 N. Main which would be salable and meet
Planning Department requirements, and, once the property is sold, that the proceeds be used
to reimburse the Open Space fund, and, that a recommendation be forwarded to the City
Council along these guidelines. Commissioner Jones seconded.
The vote was: 5 yes - 0 no
Commissioner MacGraw questioned the zoning on the property at this time. Director
Mickelsen said that he believed that it was zoned multi-family at this time. Commissioner
MacGraw stated a personal preference that the partitioned property remain residential and
not be allowed to be used for commercial purposes.
VIII. COMMUNICATIONS and STAFF REPORTS
A. Discussion of interview and selection process for consulting services
Calle Guanajuato Landscape Architect. Director Mickelsen reported that the proposals have
been received from landscape architectural firms for the Calle Guanajuato Restoration
Project. He said that the Review Committee would be meeting shortly to select the number
of firms or proposals which it believed the Commission should interview for final selection.
In discussion of the time frame for interviews, Commissioners indicated those dates during
the first half of May that they would be available to meet.
Selection of architectural firm for buildings. Director Mickelsen said that the RFP's had
gone out related to architectural services for several structures at N. Mountain Park and the
clubhouse at Oak Knoll. He said that previously the Commission had decided that staff
would review the RFP's and select those firms which it felt met the qualifications and would
move forward to be interviewed by the Commission.
Regular Meeting -April 19, 1999 Page 8 of 8
Ashland Parks and Recreation Commission
Process for seleting architects for buildings -continued
Commissioner Landt said that although he knew that previously the full Commission had
interviewed for most consultants, he said that he would suggest that for this particular RFP
that the Commission establish a committee which would conduct the interviews and make a
recommendation to the full Commission. After some discussion, by consensus,
Commissioners chose to appoint two Commissioners to interview selected firms which had
submitted proposals for architectural services and then to make a recommendation to the
Commission which firm (or firms) should do the work. Chair Eggers appointed
Commissioners Jones and Coppedge to serve on the committee.
Commissioner Eggers expressed her preference for having an architect from the community
also serve on the committee.
IX. ITEMS FROM COMMISSIONERS
Commissioner Coppedge said that the visitors from Guanajuato had expressed their joy in the
re-dedication ceremony on Calle Guanajuato and that she had said that she would pass their
appreciation on to the Commission. She said that it looked absolutely beautiful and
expressed her thanks to Department staff for their efforts.
X. ADJOURN TO EXECUTIVE SESSION - Salary Negotiations - ORS 192.660 (1) (d)
XI. RECONVENE TO REGULAR SESSION
A. Salary Negotiations for 1999-2000 bud et year
MOTION Commissioner Landt made a motion to approve the request by Department staff for a 3%
wage increase beginning July 1, 1999 and to adjust the vacation accrual schedule as proposed
with the exception of years 19 through 25 which would read 24 days instead of 25 days.
Commissioner Jones seconded.
The vote was: 5 yes - 0 no
XII. UPCOMING MEETING DATE(S) and PROPOSED AGENDA ITEMS
The next Regular Meeting is scheduled for Monday, May 19, 1999.
XIII. ADJOURNMENT With no further business, Chair Eggers adjourned the meeting.
Respectfully submitted,
-UJ
Ann Benedict, Business Manager
Ashland Parks and Recreation Department
City of Ashland
PARKS AND RECREATION COMMISSION
SPECIAL MEETING
MINUTES
May 4, 1999
ATTENDANCE:
Present: Teri Coppedge, JoAnne Eggers, Sally Jones, Rick Landt, Laurie MacGraw,
Director Ken Mickelsen
Absent: None
I. CALL TO ORDER Chair Eggers called the meeting to order at 6:00 p.m. at the Department
Office, 340 S. Pioneer Street, upper Lithia Park.
ll. PROCESS FOR INTERVIEWING - Landscape Architectural Firms
Chair Eggers indicated that the meeting had been called to enable Commissioners to establish the process
or format they would like to follow when interviewing the landscape architectural firms which the Selection
Committee had determined were most qualified to provide services for the Calle Guanajuato Restoration
Project.
In an open, round-table discussion, Commissioners reviewed the draft of a possible format, discussed the
questions which they would like for both firms to address during the interview, and determined that their goal
would be to make a decision on which firm would be awarded the contract following the interviews.
MOTION Following discussion, Commissioner MacGraw made a motion to adopt the process which had been
discussed for interviews of the landscape architectural firms. (See attached.) Commissioner Coppedge
seconded.
The vote was: 5 yes - 0 no
III. OTHER ITEMS DISCUSSED
Meeting to discuss budget item
Chair Eggers said that she had spoken with Mayor Shaw about her concerns related to the$20,000 item
included the Parks and Recreation Fund budget for fiscal year 1999-2000 to review the status of the Open
Space program. They had set a meeting so that it could be discussed with City and Parks staff, Cate
Hartzell as Budget Committee Chair, and Commissioner Landt who had proposed that the item be included
in the budget. She said that she hoped the questions related to the budget item could be addressed at that
time. She asked the other Commissioners whether or not they had any questions about or input for the
meeting. Commissioners indicated that they felt that the meeting was a good idea and felt that it would be
productive for all concerned.
Resignation from committee to review architectural firms for buildings
Commissioner Coppedge reported that her husband had been invited to participate in one of the proposals
which was being submitted in reference to the RFP for architectural services at N. Mountain Park and at
Oak Knoll. As this could pose a conflict of interest, she said that she needed to resign from the committee
which would be reviewing the proposals and making a recommendation to the Commission. Commissioner
MacGraw volunteered to fill her place on the committee. Chair Eggers confirmed that Commissioner
MacGraw would take Commissioner Coppedge's place on the committee.
IV. ADJOURNMENT With no further business, Chair Eggers adjourned the meeting.
Respectfully submittee
Ann Benedict, Business Manager
Ashland Parks and Recreation Department
City of Ashland
Parks and Recreation Commission
Interview Process for Selection of
Landscape Architectural Firm
Calle Guanajuato Restoration Project
Schedule:
❑ Time: 1 hour for each candidate
❑ Format: Presentation by Firm - 20 minutes
Commissioner's Standardized Questions - 25 minutes
Summary and Follow-up discussion/questions - 15 minutes
Procedure:
Reminder - the firms selected for interview were determined to be the most qualified by the
selection committee. So it is not a matter of whether or not the firm is qualified but in your
opinion which firm would do the best job on the project.
• A standard list of seven questions would be asked of each candidate.
• Each individual Commissioner will determine which firm he/she believes is the best firm
based upon the information presented in the proposal and during the interview.
• The goal would be for Commissioners to discuss the firms following the interviews and
select the firm on May 12th. The firm would be selected by vote on a motion.
• Each Commissioner may want to make up their own comment or evaluation sheet for each
firm.
AB: 99 Minutes\Special Meetings
CITY OF ASHLAND Op f A o
Office of the Mayor v
MEMORANDUM EGO"101
DATE: May 26, 1999
TO: All City Council Members
FROM: Catherine Shaw, Mayor
RE: Appointment of Kay Maser to Historic Commission
I would like to confirm approval of the appointment of Kay Maser to the Historic
Commission for a term to expire on April 30, 2002.
Copies of the advertisement as it appeared in the Ashland Daily Tidings and responses
are attached.
Enc:
Of
YOUR!' v
NEEDS f
OREGOa
The City of Ashland has one volunteer position open on the Historic Commission.This vol-
unteer position has a term which expires April 30, 2002.The nine-member Commission
meets monthly to review all actions proposed within the Ashland Historic District,and a
review board meets every Thursday for at least one-half hour to review new building per-
mits,exterior remodeling,new signs and demolitions.The Historic Commission advises the
Planning Commission on the potential impact of such actions on the historic integrity of any
part of Ashland's designated Historic District.It also promotes public education and aware-
ness regarding historic preservation.Particularly sought are individuals with a professional
background or education in these fields:history,architectural history,archaeology,cultural.
anthropology,American studies, urban planning and historic architectural restoration and
renovation.
If you are interested in being considered for this volunteer position, please submit your
request in writing with a copy of your rdsumd(if available)to Mayor Catherine Shaw,City
Hall,20 E.Main Street,Ashland,OR 97520.For further information,contact Mark Knox in
the Planning Department at 488-5305.The deadline to apply is Friday,May.21, 1999.
,sn
1 �
1 `
✓1. se,
( OO Ckpel c -iaw
May 19, 1999
Mayor Catherine Shaw M~
City Hall
20 East Main Street
Ashland, Oregon. 97520
Dear Mayor Shaw:
I would like to be considered for the volunteer position open on
the Historic Commission. This position is well-suited to my
1 background, education, experience and interests, and I would wel-
come the opportunity to contribute to the community in this capa-
city.
I moved to Ashland 3 years ago from Dallas, Texas, where I lived
for 31 years . My educational background includes a B.A. in
English Literature, minor in Art History, from Colorado State
University; a Masters Degree in Liberal Arts (with honors) from
Southern Methodist University, Dallas, Texas; an Associates Degree
in Interior Design/Architecture from E1 Centro College (4 .0 grade
average and Academic Recognition) . (E1 Centro is the only college
in Texas that is accredited by F. I .D.E.R. , the Foundation for
Interior Design Education Research, other than the University of
Texas in Austin. ) I also have several hours toward my PhD. in
Art/Architectural Studies from Summer Studies Abroad programs
1 which have taken place in Cambridge, England, Florence, Italy,
Paris, France, San Miguel de Allende, Mexico and Greece . Along
the way, I have also taken many courses in Adult Continuing Educa-
tion programs concerned with architectural history and art, as
f well as traveling all over the United States visiting historical
architectural sites and constructions.
My 31 years in Dallas were spent in contract/commercial design
work as well as some residential design. I am an Allied Member
of A.S. I.D. (American Society of Interior Designers) . Other
fields in Dallas included mortgage banking/lending, real estate
appraisal, the savings and loan industry, publishing, and posi-
tions with accounting and legal firms . I was a member of many
i cultural, political and social organizations during my residence
in Dallas.
I have had a lifelong interest in historical restoration and
preservation. You are a busy lady so, as they say, "a picture is
worth a thousand words. " I have enclosed photographs of my own
presentation boards showing two projects I worked on in Dallas
during the early-mid 19901s . One was a project to restore a
Victorian house at Old City Park in Dallas. The other, a proposed
Page Two
Mayor Catherine Shaw May 19 , 1999
r _
restoration of a 19th Century Georgian home. . Secondly, I have
enclosed photographs of the exterior of my home here in Ashland.
This house was an old (1893) orchard farmhouse, but during the
1960 's the owner had "modernized" it. The "hefore" and "after"
pictures illustrate how I have brought back the authentic
Victorian/Craftsman details on the exterior. All construction
plans and details were drawn and supervised by me .
I am semi-retired since moving to Ashland and have been a member
or volunteer for the Tudor Guild of the Oregon Shakespeare Festi-
val, the Schneider Museum of Art, The Rogue Valley Symphony, The
Chamber Music Society, Chapter EE of P.E.O. , The Ashland Study
Club (founded in 1902) , Friends of Ashland, The Knife and Fork
Club, and most recently the Southern Oregon Historical Society.
I am already acquainted with at least two members of the present
Historical Commission. . .Vava Bailey and Joan Steele, and I now
have the time and desire to work with this Commission.
Further details, personal and business references, both here and
in Dallas, Texas would be furnished upon request, as well as a
personal interview should you so desire .
Since ,
Kay J. Maser
Telephone: 488-5840
Enclosures
r
i
i
May 9, 1999
Mayor Catherine Shaw � � i � J i
City Hall
20 East Main Street ;!
i Ashland,Oregon 97520 u
Dear Mayor Shaw:
Enclosed is a copy of my resume, which I am submitting in response to your recent notice in the Ashland Daily
Tidings, seeking candidates for the volunteer position on the Historic Commission.
In November 1999, I retired from a 23-year career with the U.S. Agency for International Development(USAID).
While with the agency, I served in six developing countries,where I had extensive experience in community,
shelter and urban development programs.
Prior to my career with USAID, I spent 12 years in U.S. zoning, housing,planning and urban development
activities in New York City,Elizabeth,New Jersey;and Contra Costa County,California. Since retiring,I have
continued to do consulting work in urban development primarily in Latin America.
My undergraduate work was in urban planning,and I have a master's degree in public administration. I am a
member of the American Institute of Certified Planners.
My wife and I moved to Ashland from Arlington,Virginia, in December 1998. Our decision to build a house and
take up residence in Ashland was based on the concentration of amenities we found here that appealed to us--
cultural,educational and recreational opportunities;excellent weather;beautiful physical surroundings;and a
strong sense of community involvement in the life of the city. I share that community concern and hope you will
consider me for the position on the Historic Commission,where I feel I can best make a significant contribution.
Please let me know if you need any further information.
Sincerely,
Aaron L. Benjamin
740 Emigrant Creek Road
Ashland,Oregon 97520
tel. 488-3827
f encl
cc. Mark Knox, Den't. of Planning, Ashland 1
AARON L BENJAMIN
Urban Development Consultant
740 Emigrant Creek Road tel. &fax.: (541) 488-3827
Ashland, OR 97520 e-mail: benjamin @mind.net _
WORK EXPERIENCE
International Housing and Urban Development Consultant, 1990-
On short-term contracts with such organizations as the International City Managers Association
(ICMA), Planning and Development Cooperative (PADCO), Development Associates and Wilbur
Smith Associates, participated in the design for Honduras of a municipal development and
low-cost housing program and a disaster preparedness strategy; assisted in the development of
a cooperative housing program for two cities in Poland; helped in the design of a community
development project for Nicaragua; developed proposals-to upgrade low-income communities
(colonias) on the Texas/Mexican border, participated in a public transportation project for Lima,
Peru; and engaged in a public transportation study of eight major cities in Nicaragua.
Housing and Urban Development Officer, U.S. Agency for International Development
(USAID), Office of Housing and Urban Programs, Bureau for Private Enterprise,
Washington, D.C. (1986-89)
Backstop officer for USAID's office for shelter, urban and community development activities,
including the Housing Investment Guaranty programs in West Africa and Central America.
Central American portfolio covered four countries with capital and technical assistance valued at
$275 million.
Chief, Urban Development Branch, USAID/Egypt, Urban Administration and Development
Office, Cairo, Egypt(1985-86)
Administered implementation of$80 million of USAID funding for urban housing and community
development projects. Supervised a team of experts in preparing advance project
documentation. Worked closely with the Egyptian National Housing Agency to secure approval
of land-use and infrastructure plans. Upgraded seven existing marginal neighborhoods and
developed 7,000 urbanized lots for low-income families in Helwan, a Cairo suburb. Designed
additional urban development projets budgeted at$100 million.
Senior Urban Development Officer, USAID/Egypt, Program Office, Cairo, Egypt(198445)
Guided planning and administration of the mission's urban-based programs: Prepared reports on
urban activities for USAID/Washington budgetary review and for congressional presentations.
Designed proposals to develop small-scale industry and additional housing and urban
infrastructure upgrading projects.
Chief, Urban/Trade Development Division, USAID/Dominican Republic, Santo Domingo,
Dominican Republic(1979-84)
Directed the design and implementation of a $3.5 million program to rehabilitate or rebuild
4,800 houses for victims of Hurricane David in 1979. Worked with the Dominican
government's National Housing Institute and with private voluntary organizations to establish
j the Inter-institutional Council on Housing and the Center for Appropriate Technology for Low-
Cost Housing to provide information and training in support of low-cost, anti-seismic,
hurricane-resistant housing. Developed programs to provide credit and technical assistance to
' micro-business people and small-scale industrialists. Provided training to the borrowers.
Urban Development pfficer, USAID/Washington Latin American Bureau,
Washington, D.C. (1978-79)
Provided advice to missions in Latin America on the development of projects for the urban poor
— especially in housing and job training — to mobilize municipalities as agents for social and
economic development. Identified needed technical assistance and provided the resources
through the recruitment of individual experts, universities and consulting firms.
i
Chief, Housing and Urban Development Division, USAID/Nicaragua, Managua,
Nicaragua (197478)
Served as senior advisor on all matters relating to planning, coordination and administration of
housing and urban development programs, including managing $50 million in loans and grants
to reconstruct houses and community facilities in Managua after the 1972 earthquake. Worked
in conjunction with government officials, private organizations and contractors to build new
housing and facilities. Converted 10,000 temporary shelters for earthquake victims into
permanent homes. Designed a home improvement and infrastructure program to provide
financing and technical assistance for project residents and adjacent low-income settlements.
Also employed USAID assistance to strengthen Nicaraguan housing and planning institutions, to
develop new low-cost materials and construction techniques, to train workers, to generate
employment in the construction industries and to encourage community action. Promoted and
monitored a National Urban Sector Assessment. Planned and implemented a land-use
programming study for secondary cities.
Senior Advisor, Housing and Urban Development Division, USAID/Peru, Lima,
Peru (1972-73)
Administered $45 million in loans and grants, primarily for earthquake victims in northern
Peru. Supervised programs involving housing investment guarantees, low-income and
cooperative housing, savings and loan systems, vocational training and employment, urban
Planning, and community development. Worked with the Peruvian Reconstruction Agency and
related agencies, reviewing projects, analyzing new proposals, and supervising disbursements
to aid the implementation of the reconstruction program. Made recommendations to restructure
existing USAID housing and disaster relief programs to place greater reliance on Peruvian
regional development agencies.
Chief, Division of Industry/Housing and Urban Affairs, USAID/Ecuador, Quito,
Ecuador (1970-72)
Monitored the development of a housing project in the center of a large marginal neighborhood
in Guayaquil and arranged to have it administered by a local savings and loan association.
Worked with local groups and organizations to promote the establishment of a program to
provide home improvement loans to families Irving in surrounding low-income neighborhoods.
Worked with the Organization of American States to establish a beautification plan for the city of
i Quito.
I
Housing Advisor, Capital Development Division, USAID/Bolivia (1967-69).
I
i
i
Promoted a savings and loan system to channel savings into housing construction for middle- and
low-income families by a transfer of U.S. methodology and expertise accomplished through
short- and long-term technical assistance. Supervised USAID-funded housing projects.
Established a vocational training school for construction workers in conjunction with the Peace
Corps. Worked with central and local government authorities to encourage locally financed
urban planning programs. Administered a Cooley Loan financed housing project, which involved "
the training of skilled workers; production of construction materials; and construction of
houses, infrastructure and community facilities.
Director of Planning and Development, Elizabeth, N.J., 1966-1967.
Advised the mayor and city council on master planning, zoning, subdivision regulations,
urban renewal and capital budgeting; adminsitered studies to collect statistical data on
physical planning, public improvements and land-use controls, and supervised staff and
maintained liaison with government agencies, civic groups and consultants to implement
programs.
Director of Project Coordination, 1962-1966; Project Development
Coordinator, 1960-1962, New York City Housing and Redevelopment
Board.
As director, supervised staff of 20 in activities formerly performed as project
coordinator, developing methods for implementing urban renewal programs and
administering procedures for acquisition, management, relocation, rehabilitation,
disposition, demolition and construction of properties within project areas; maintained
liaison with government agencies and community organizations to achieve program
objectives.
Instructor of City Planning, Pratt Institute and New School for Social
Research, New York City, 1965.
City Planner, Skidmore, Owings & Merrill, New York City, 1958-1960.
Assistant Planner, Generalverkehrsplan Bureau, Zurich, Switzerland, 1958.
Assistant Planner, Contra Costa County, Calif. Dep't. of Planning, 1957-58.
Zoning Technician, New York City Board of Standards and Appeals, 1954-56.
EDUCATION
M.P.A., Graduate School of Housing and Planning, New York University, 1959.
Graduate courses in architecture, Columbia University, 1955.
B.A., major in urbanism, Brooklyn College, 1954.
LANGUAGES -Fluent Spanish (FSI 3+)
PROFESSIONAL AFFILIATIONS
American Institute of Certified Planners.
National Association of Housing and Redevelopment Officials.
Council Communication
Ashland Fire & Rescue
Ambulance License Renewal Application
June 1, 1999
Submitted by: Keith E.Woodley,Fire Chief i�
Approved by: Mike Freeman,City Administrator "
Paul Nolte,City Attomey
Title:
Ambulance License Renewal Application
Synopsis:
Ashland Municipal Code (AMC) Chapter 6.40.110 requires ambulance service providers
operating within the City of Ashland to apply annually for an ambulance operator's license.
Recommendation:
Staff recommends approval of the request by Ashland Fire & Rescue for renewal of their
ambulance operator's license.
Background Information:
AMC Chapter 6.40.110 requires ambulance service providers operating within the City limits to
apply annually for an operator's license. The issued license shall be valid from the date of
issuance to the next following thirtieth day of June, commencing on the first day of July by
ordinance. AMC Chapter 6.40.100 sets forth license requirements, all of which have been met by
the applicant.
Council Communication
Public Works Department
Park Ridge Subdivision Easement Adjustments
June 1, 1999
Submitted by: Paula Brown
Approved by: Paul Nolte
Approved by: Mike Freem at
Title:
Termination of Two Easements in Park Ridge Subdivision, Phase I, tax lot 391 E4DC 3600, and
the Reestablishment of a Public Utilities Easement and Drainage Easement for the same
Property.
Synopsis:
The proposed action will terminate a portion of a sanitary sewer easement, terminate a 0.41 foot
wide section of right of way along the south side of Hersey Street and reestablishment of a
portion of a public utility and drainage easement. The above actions are all located within the
proposed Park Ridge Subdivision, Phase I which is located between Hersey Street and Starflower
Lane. All are basically "clean up" items for the final subdivision survey.
The sanitary sewer line has been relocated onto the deeded Williamson Way right of way—thus
the existing sanitary sewer easement is unnecessary. The utility and drainage facilities have also
been similarly rectified—hence the need for the reestablishment of the public utility and drainage
easements.
The reduction of right of way on Hersey Street will correct a surveying error in the alignment of
the street, and will align the right of way with the adjacent section of roadway for an even 60 foot
section.
Recommendation:
It is recommended that City Council adopt a motion to:
1) terminate a portion of a sanitary sewer easement,
2) terminate a 0.41 foot wide section of the Hersey Street right of way, and
3) reestablish the public utility and drainage easements,
and authorize the Mayor and the City Recorder to sign the attached two quitclaim deeds.
G:Paula\Council\CC Park Ridge Easement Termination.wpd
Background Information:
1. SANITARY SEWER TERMINATION
In 1935 when the Mountain Avenue trunk line sewer was constructed, the pipeline
extended from the North Mountain Avenue to Ashland Creek in a northwesterly
direction. The pipeline was laid on a straight course without regard to street right of ways
or property lines. The original easement which was five feet wide was recorded in
Volume 208 page 354 of the Jackson County Deed Records. With the development of
Park Ridge Subdivision major sections of the old 1935 sewer line were relocated into
i street right of ways to remove the sewer line from building construction envelopes. All
pipeline construction is now complete and the legal easement is proposed to be
terminated by the attached quitclaim deed.
2. TERMINATION OF DEEDED RIGHT OF WAY
In 1997, prior to the creation of Park Ridge Subdivision,the property known as tax lot
391E4DC 3600 was partitioned to realign existing boundaries. On that partition plat P-1-
1997 additional right of way was deeded along Hersey Street and a public utility and
drainage easement were also created in the south portion of the parcel
The right of way dedication was made based upon an erroneous street alignment
established by ODOT in 1979. When the actual DLC line,which constitutes the north
right of way of Hersey Street, was recently retraced, an actual right of way width of 60.41
had been created rather than the intended 60.00 width.
The attached quitclaim deed will relinquish 0.41 of the deeded right of way.
3. REESTABLISHMENT OF PUE AND DRAINAGE EASEMENTS
The public utility easement and drainage easements have been reestablished and relocated
on the plat of the Park Ridge Subdivision Phase I.
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---CITY__OF_ASHLAND------------------------------ STATE OF OREGON, }ss.
County of--------------------------
1 certify that the within instrument
was received for record on the ______ day
_____________________________ ------------------------- of------------------------------- 19......at
MAHAR_S_MTM_PARK DEVELf1PMENT----------- -----------o'clock ------M.,and recorded in
------------------ ----------------- book/reel/volume No. __.....____ on page
SPACE RESERVED _ and/or as feel file/instru-
,.a.aw xM..ua....a t: FOR ment/microfilm/reception No.
JACK ON COIN'ry TITL -----------
_______________________. RECOnaEn'9 USE
1400 Ashland Street Records of said County.
Ashland -- 97520 Witness my hand and seal of County
_ __________________________________________ affixed.
veal IpWw.a NXYYIY.—d.11 W-.1-M le XNY.AaN1.4 apt:
MOUNTAIN PARK DEVELOPMEANT
_ 4240 ----------Slay ton Rd we nnE
Ashland OR 97520
_______________________________________ __________________,Deputy.
_____________ By--------------
QUITCLAIM DEED
KNOW ALL BY THESE PRESENTS that___CITY__OF_ASHLAND._A2lun I clpAl__Carpara tlon_________________
. ._________________________________________________________________________________________________________--------------------------
hereinafter called grantor,for the consideration hereinafter stated,does hereby remise,release and forever quitclaim unto----------
--------MCHAEL_T__MAHAR_AND_MOUNTAIH_-PARK_cap VF LOPMEN%_LLC________
hereinafter called grantee,and unto grantee's heirs,successors and assigns,all of the grantor's right,title and interest in that certain
real property,with the tenements, hereditaments and appurtenances thereunto belonging or in any way appertaining,situated in
Jaclen n____________________County.State of Oregon,described as follows,to-wit: I!
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SEE EXHIBIT "A" ATTACHED HERETO !
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**This document is being recorded to release any interest of the Grantor herein
of PACE MUFEKrtM.00NraalE DEarNRa)N DM*EVaR`+El
To Have and to Hold the same unto grantee and grantee's helm,successors and assigns forever.
The true and actual consideration paid for this transfer,stated In terms of dollars,is S-----#A----------------m However,the
actual consideration consists of or includes other property or value given or promised which Is❑pan of the ❑the whole(indicate
which)consideration.01(The ramenot between the symbols m,if am applicable,should be deleted.see ORS 93.030.)
In construing this deed,where the context so requires,the singular includes the plural,and all grammatical changes shall be
made an that this deed shall apply equally to corporations and to individuals.
IN WITNESS WHEREOF,the gramor has executed this Instrument this_________day of------------------------19___;if
grantor is a corporation,it has caused its name to be signed and its seat,if any,affixed by an officer or other person duly authorized
to do act by order of its board of directors.
THIS INSTRUMENT WILL NOT ALLOW USE OF THE PROPERTY DESCRIBED IN ---------------------------------------------------------------
THIS INSTRUMENT IN VIOLATION OF APPLICABLE LAND USE LAWS AND REGU-
LATIONS.BEFORE SIGNING OR ACCEPTING THIS INSTRUMENT THE PERSON
ACQUIRING FEE TITLE TO THE PROPERTY SHOULD CHECK WITII THE APPRO_ _______________________________________________________________
PRIATE CITY OR COUNTY PLANNING DEPARTMENT TO VERIFY APPROVED USES
AND TO DETERMINE ANY LIMITS ON LAWSUITS AGAINST FARMING OR FOREST
PRACTICES AS DEFINED IN ORS 00.930. --------------------------------------------_------------------
Jackson
STATE OF OREGON,County of________________________________)ss.
This instrument was acknowledged before me on -------------------------..------------ 19------
by_____________________________________________________________________________________________________.
This instrument was acknowledged before me on ..._ ----------------------------19......
as ___________________________________._____________-______________._____.___________,.__.___________
of---------Clty_a£_Aahland-----------------------------------------------------------------------
Notary Public for Oregon
iMy commission expires_...____________________°._°.----'---
t
EXHIBIT A
A strip of land 0.41 feet wide, being that portion of Hersey Street situated southerly of a line
60.00 feet south of(when measured at right angles to) and parallel with the southerly boundary of
Donation Land Claim (D.L.C.)No. 41, which southerly boundary is the north right-of-way line of
said Hersey Street. Said strip of land being more particularly described as follows:
Commencing at the Northeast comer of Donation Land Claim (D.L.C.)No. 42 in Township
39 South, Range 1 East of the Willamette Meridian in Jackson County, Oregon; thence, along the
east line of said D.L.C. No. 42, South 00 007'01" West 60.00 feet; thence North 89°57'42" West
50.08 feet to the point of intersection of the westerly right-of-way line of Starflower Lane with a line
parallel with and 60.00 feet south of the southerly boundary of the aforesaid D.L.C. 41 for the
POINT OF BEGINNING:thence, along said parallel line,North 89°57'42" West 554.61 feet to the
northeast comer of Grizzly Industrial Park Subdivision, according to the official plat thereof, now of
record in Jackson County, Oregon; thence, along the easterly boundary of said subdivision, South
00°02'18" West 0.41 feet to the northwest corner of Parcel 1 of land partition filed for record
January 13, 1997 and recorded as Partition Plat P-1-1997 of records of partition plats in said Jackson
County and on file in the office of the Jackson County Surveyor as No. 15245; thence, along the
north line of said Parcel 1, South 89 057'42" East 558.65 feet to the westerly right-of-way line of
Starflower Lane;thence,along said right-of-way line, along the arc of a 20.00 foot radius non-tangent
curve to the left (the long chord to which bears North 84°07'38" West 4.07 feet) a distance of 4.07
feet to the point of beginning.
A perpetual non-exclusive easement is hereby reserved to the public to use the entire, above
described strip of land,for installation, maintenance, replacement and relocation of facilities for public
utilities,including but not limited to, lines for electricity, sewer, water, gas and telecommunications.
RECISTEREE
PROFESSIONAL
LAND SURVEYOR
OREGON
RI4UA9T 41917
6ARRELL L Ht/CK
7027
Darrell L. Huck
L.S. 2023 - Oregon
Expires 6/30/99
Hoffbuhr& Associates, Inc.
May 21, 1999
Hersey St.
(98099her.des)
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• _._CITY__OF_ASHI.ANA______________________________ STATE OP OREGON, )ss.
County of--------------------------
- -" "--"-"""---"-- ---- - --��- - -- --- �-- ---�-- 1 certify that the within instrument
was received for record on the day
-------------------------------------------------------- of------------------------------- 19------at
---MAHAR_A_MTH_PARICD£VEIAPMEHT----------- - ---------o'clock------hi.,and recorded in
_--_-_____.____o_NU:.x::d NU :::--_-_"-_____-__. hook/reel/volume No. ----------- on page
SPACE MSEWEO _______________ and/or as fee/file/instru.
Anw,ACK ,N GO ITT nE p Pon ment/microfilm/reception No.
JACKSPON COINt'y TITLE -----------
..____....___.____. flECAaaEfl9 USE
__ Records of said County.
Ashland OR 92520 Witness my hand and seal of County
.____"_____-__"________----"'''-"'"-'__--""""'- affixed.
U.m rNNeba Naerxlea,NM W W aWa,MM.b Puma,Aaaraat,Zlpt:
MOUNTAIN-PARK DEVELOPMENT
_ _________________" _.__""_"_"".__-_-___.____________-.___
4240 Clayton Rd tuuE nrsE-'-""'- t
___________Y______________"__________-_________.__.
Ashland OR 97520
-------------------------------------------------------- BY---------------------------------Deputy.
QUITCLAIM DEED
KNOW ALL BY THESE PRESENTS that___CITY_DF_ASHLANIl,_AMunI 1pal__CDrparatlOn-----------------
""_-___"________________________________________________________________________________"__________._-
hereinafter oiled grantor,for the consideration hereinafter staled,does hereby remise,release and forever quitclaim unto----------
--------.MICHAEL_T__MAHAR_AND_HOUNTAIN_3ARK_DEMELOPHENT_LLG------------------------------------------------
hereinafter oiled grantee,and unto grantee's heirs,successors and assigns,all of the grantor's right,title and interest in that certain
real property,with the tenements, heredilaments and appurtenances thereunto belonging or in any way appertaining, situated in
-.-Jackso In.---------------------County,State of Oregon,described as follows,to-wit: I:
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SEE EXHIBIT "A" ATTACHED HERETO 3
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**This document is being recorded to release any interest of the Grantor herein it
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To Have and to Hold the same unto grantee and grantee's heirs,successors and assigns forever. I
The Use and actual consideration paid for this transfer,stated in terms of dollars,is$.____trA_______________,mHowever,the I
actual consideration consists of or includes other property or value given or promised which is O part of the O the whole(indicate
which)consideralion.m film sentence between the umbels m,N rot applkable,slwld be delded.See ORS 97m0.)
In construing this deed,where the context an requires,the singular includes the plural,and all grammatical changes shall be
made so that this deed shall apply equally to corporations and to individuals.
IN WITNESS WHEREOF,the grantor has executed this instrument this---------day of________________________19-----;if
grantor is a corporation,it has caused its name to be signed and its seal,if any,affixed by an officer or other person duly authorized
to do so by order of its board of directors.
THIS INSTRUMENT WILL NOT ALLOW USE OF THE PROPERTY DESCRIBED IN
THIS INSTRUMENT IN VIOLATION OF APPLICABLE LAND USE LAWS AND REGU-
LATIONS.BEFORE SIGNING OR ACCEPTING THIS INSTRUMENT THE PERSON
ACQUIRING FEE TIRE TO THE PROPERTY SHOULD CHECK WITH THE APPRO- _."____________________________________________________________
PRIATE CITY OR COUNTY PLANNING DEPARTMENT TO VERIFY APPROVED USES
AND TO DETERMINE ANY LIMITS ON LAWSUITS AGAINST FARMING OR FOREST
PRACTICES AS DEFINED IN CBS 70.930. __________ ----------------------------------------------------
STATE OF OREGON,County of----------Jackson------------_____________)ss.
This instrument was acknowledged before me on __._._"___________ --------------------19...
._,
by__"_.___".__"___"____________________________"_.__"___"."_.""-"_--_______"_________._____.____-...___.
This instrument was acknowledged before me on --------------------------------------- 19......
by _-____---"__________________________"""__"_"._""_-_""_-____--____.."""..---__"-"_______---.-..______-
as _-______"_______________"_______-_-""_______".___""_"__"._"""_----___.____"._.____-..,._._.___.-_____
of---------C1Ly_xL_Aahlaod.----------------------------------------------------------------------
_______________________________"__""----------__."_--_".__--------
Notary Public for Oregon
My commission expires-----------------------------------------
EXHIBIT A
All of that portion of a 5 foot easement for sanitary sewer purposes described in Volume 208,
Page 354 of Deed Records of Jackson County, Oregon being situated within the boundaries of Parcel
1 of land partition filed for record January 13, 1997 and recorded as Partition Plat No. P-1-1997 of
the Records of Partition Plats in Jackson County, Oregon and on file in the office of the Jackson
County Surveyor as No. 15245.
Ai SO: A strip of land 10 feet in width being a portion of a Public Utility Easement situated
in Parcel 1 of land partition filed for record January 13, 1997 and recorded as Partition Plat No. P-I-
1997 of the Record of Partition Plats in Jackson County, Oregon and on file in the office of the
Jackson County Surveyor as No. 15245, and being situated 5 feet on each side of the following
described centerline:
BEGINNING at a point situated on the south line of the above said Parcel 1, which point
j bears North 89°57'42" West 99.91 feet from the southeast comer of said Parcel 1; thence North
3605442" West 306.0 feet to the point of terminus. The side lines of said 10 foot strip of land to be
lengthened or shortened to begin on the south line of said Parcel 1.
AL- ()- ;That portion of a 20 foot public utility and drainage easement adjoining the east line
of and situated north of the south line of Parcel 1, of land partition filed for record January 13, 1997
and recorded as Partition Plat No. P-1-1997 of the Record of Partition Plats in Jackson County,
Oregon and on file in the office of the Jackson County Surveyor as No. 15245.
REGISTERED
4
PROFESSIONAL
LAND SURVEYOR
OREGON
FOAUAR1 4.M3
DARRELL l HUgr
:o:3
Darrell L. Huck
L.S. 2023 - Oregon
Expires 6/30/99
Hoffbuhr& Associates, Inc.
May 21, 1999
(98090pue.des)
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Council Communication
Public Works Department
Pavement Cut on Starflower Lane
June 1 , 1999
Submitted by: Paula Brown
Approved by: Paul Nolte `
Approved by: Mike Freeman
Title:
Approval of street cut for Starflower Lane to install underground utilities.
Synopsis:
The proposed action would approve the cutting of the pavement surface on Starflower
Lane to install underground utilities.
The Electric Department plans to eliminate the overhead lines and supporting poles and
to place lines underground along the south side of Hersey Street, from North Mountain
Avenue to Ann Street. The construction will cross Starflower Lane which was paved in
1998.
Under Section 13.12.011 of the Municipal Code, there shall be no excavation in newly
paved or resurfaced streets by anyone, including the departments of the City of
Ashland for a period of five (5) years from the date of paving.
Permission to cut moratorium protected streets can only be given by the City Council.
Recommendation:
It is recommended that the City Council adopt a motion to approve the cutting of the
pavement on Starflower Lane for the purpose of burying existing overhead utility lines.
Background Information:
To accommodate the development of the Mountain Creek Estates and Park Ridge
Subdivisions, the existing pole line along the south side of Hersey Street must be
relocated further to the south.
With the recent financial contributions by the developers of both subdivisions and with
the cooperation of U.S. West and Falcon Cable, it was possible to place this section of
pole supported utilities entirely underground. All poles and visible wires will be
eliminated along Hersey Street from North Mountain Avenue to Ann Street.
G:Paula\Council\CC Starflower Moratorium Release.wpd
City Council Communication
Administration
Motion to Proceed With Library Bond Consideration
June 1, 1999
Submitted by: Gre Sg colesf(
Approved by: Mike Freem f -
Title:
Consider a recommendation to issue $5,968,104 in general obligation bonds for the construction of an
approximately 23,800 square foot library improvement project.
Synopsis:
On November 17, 1998, The City Council approved a request by the Friends of the Ashland Public
Library to pursue expansion of the existing library facility. The City selected SERA Architects to
provide architectural services and a Public Library Improvement Committee was established. Public
meetings began in January and continued through March. The meetings included a series of
committee workshops,public workshops and open houses. At the conclusion of this public process
the committee developed a recommendation to develop a $7.6 million, approximately 29,000 s.f.
library. The Council considered this project and the resolution calling for an election for a General
Obligation Bond at a hearing on March 16, 1999. At a special meeting on March 18, 1999, the
Council moved to send the matter back and develop an alternative, which would reduce the cost.
SERA prepared additional plans and on May 25, 1999,the committee met to review the revised plans
and at the conclusion of their meeting recommended that staff present the 23,000 s.f. alternative to the
council with a revised budget of$6.2 million. Subsequent to the meeting staff worked with the
architect and the estimate has been revised to $5.9 million.
Recommendation:
Staff recommends, at the conclusion of the public hearing, that city council move to direct staff to
prepare the necessary documents to place the question of authorizing a general obligation bond for the
expansion of the city's historic Carnegie Library on the November ballot. These documents would be
brought back for council consideration prior to the September 2, 1999, deadline for submitting the
ballot information to the County.
Background Information:
After the Council directed the consultants on March 18, 1999, to modify the project to reduce the
overall costs, SERA and their Library Consultant, Kathryn Page, evaluated the assumptions used in
the population projections used by the County in determining the long term programming needs for
the library. The analysis reduced the overall service area population numbers and thus the
programming need for the library in the year 2025, from 23,599 s.f. to 21,280 s.f. This change has
allowed the architects to reduce the total square footage of the library facility while at the same time
retaining the same planning horizon for the project of 2025. Since the project includes improving the
existing Carnegie Library and attaching a new structure to it, there is some inefficiency in the design.
Because of this inefficiency the revised plan contains approximately 23,800 s.f. of total library space
in order to meet the projected need.
1
The construction costs for the project are estimated at$152.66/ s.f for the new construction and
$120.48/s.f. for the renovation of the Carnegie Library. By way of reference, the consultant on the
fire station project estimates the cost of construction for the fire station to be $135.00- $145.00/s.f.
The revised project has been scaled down so that the acquisition of the adjacent commercial property
is no longer required. The costs associated with the property acquisition have been removed from the
project budget.
The current proposal differs from the original as follows:
Original Plan Revised Plan
-Planning Year 2025 2025
Size 28,988 s.f. 23,764 s.f.
Est. Project Cost $7,603,000 $5,968,104
Assessment/$1,000 $0.5852/ $0.4595/yr
Assessment for a
$100,000 house $58.52/ $45.95/ *
*If incorporated with the county's bond measure in March then this amount could be lower
The committee has recommended approval of this revised plan. The project team will be at the
council meeting to present the project and to discuss the design concept and cost estimate.
It is important to note that for this issue to be placed on the November 2 ballot, then it will need to be
forwarded to the county by September 2, 1999.
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AkY-2T-88 05:54PM FROM-SERA 15032288813 T-114 P.02/02 F-688
MEMO
S RA
To: City of Ashland DATE: May 27, 1999
20 East Main St. P A x: 541 488.53 1 1
Ashland, OR 97520 PM0NE: 541.488.6002
ATTENTION: Mr Greg Scales
PROJECT NAME: Ashland Library
PROJECT NUMBER: 982171
SUBJECT: Revised Cost Estimate
The following cost estimate is based on a revised floor plan of 23,764 total square feet. (Scheme A)The revised estimate
retains the $152 66/sq t. cost for new construction and $120.48/sq. ft cost for the existing building from the previous
cost estimate. The soft costs for the ptolecr remain largely unchanged.
1 ESTIMATED CONSTRUCTION COSTS
to New Addition 116,764 sf) $2,559,192
lb. Existing Renovation ) 7,000 sf) $ 843,360
lc Site Works $ 565.000
ld. Hazardous Materials Allowance $ 20,000
le. Permits $_ 45000
Sub-Total $4,032,552
2 LAND AQUISTION COSTS $ 0 t4,
LV.
3. CONSULTANT SERVICES $ 607,500
Zg 19°9 "
4. FURNITURE $ 614,000 MAY
5 FINANCING COSTS $ 110.000 Fuca ._
6. CONTRACT ADMINISTRATION $ 0
7. COST ESCALATION & CONTINGENCY
7o Cost Escalation Allowance
0 3%x (Item 1 + Item 41 $ 139,397
7b Project Contingency
10% x (Item T r Item 41 $ 464,655
TOTAL PROJECT COSTS $5,968,104
Br: Peter R Meijer
CC: rile
P R E S E R v i N G O u R n i S T 0 .R T D E 6 1 G9 N I N G T n E F u T u R E
6F-RA ARCMITWIS PC • 123 WV 21,10^US . PCIVIWVD. OR 97209 • PM 303.228 6444 • FAX. '603 228 6013
OF ASyiQ ,a/ •IV
a OREGON...._'
4W
NEWS RELEASE
May 26 1999, For Immediate Release, please.
Contact: Barbara Ryberg, Member
Library Improvement Committee
482-4753
or
Greg Scoles, Assistant City Administrator
City of Ashland
488-6002
The Library Improvement Committee met on May 25 to review the revised
architectural plans for the proposed Library expansion project. Earlier this spring, Council
asked that new plans be developed which reduced the size and cost of the project.
The revised project differs from the original design in size and cost. The proposal
includes the remodel of the existing Carnegie Library connecting it to a new structure on the
existing site. The new plans do not involve the acquisition of any private property. (Please
see attached sheet.)
City Council will be considering this recommended building design at a Public
Hearing during their regular meeting on Tuesday, June 1 at 7:00 p.m. in Council Chambers
at 1175 East Main Street. Should Council approve the revised design, then the next step
would be to place this on the November ballot for a general obligation bond.
i
The new architectural drawings will be on display at Council Chambers beginning at
6:15 p.m. on the evening of June 1. For more information, call Greg Scoles or Barbara
Ryberg.
(end)
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pREGO�•••••'',
Background Information on the Library Expansion Project,
Previous Proposal
On 3/16/99 the proposed Library expansion project was reviewed by City Council.
The original design was approximately 29,000 square feet(which required the acquisition
of the adjacent private property) and had an estimated cost of$7.6 million.
The proposed plan was designed to serve a population base of 32,000 in the year 2025.
These population projections were based on calculations developed in 1989 and then
subsequently modified by Jackson County.
On 3/18/99 at a special meeting, Council asked staff to reduce the size and the cost of the
proposed project.
A $7.6 million general obligation bond would have resulted in an assessment of
$.5852/$1000 of assessed property value.
• A $100,000 home would result in an assessment of approximately$58.52 per year.
New Proposed Expansion
A new revised Library expansion proposal will be presented to City Council on June 1.
The total square footage for the new design is 23,764 at an estimated cost of$6.2 million.
The reduction was accomplished by eliminating the multi-purpose room, shortening the
building and placing the new structure closer to the existing Carnegie Library.
The revised space is designed to serve an estimated population of 26,654 in the year
2025. The basis for the new population projection is Ashland's Comprehension Plan
adopted by the City and approved by the County, adjusted to 2025 and factoring out a
portion of the SOU student population to better reflect their use of the facility.
A$6.2 million general obligation bond would result in an assessment of$.4774/$1000
of assessed property value.
• A $100,000 home would result in an assessment of approximately $47.74 per year.
, y
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CITY OF ASHLAND
Administration (541)468-6002- a -
y _
20 East Main,Ashland, OR 97520 (541)488-5311-Fax
FAX
TO: TIDINGS CLASSIFIED
FROM: FRAN BERTEAU
DATE: May 26, 1999
RE: AD
Mel,this is the amended version. Thanks.
please place an ad in the legal notices as follows:
NOTICE OF PUBLIC HEARING
NOTICE IS HEREBY GIVEN that the
i Ashland City Council will hold a public
hearing on Tuesday,June 1, 1999,
beginning at 7:00 p.m. in the Civic Center
Council Chambers located at 1175 E.
Main Street, to consider a recommendation
to issue $6.2 million in general obligation
1`I bonds for the construction of a 23,000 square
foot library improvement project. Plans will
j be available for review prior to the meeting
at 6:15 p.m. in Council Chambers.
By order of the
City Council
i
Please Publish:
Friday, May 28
Saturday, May 29
Tuesday, June I
P.O. No. 35510
Questions? Call Fran at 488-6002
Thank you.
Ashland Public Library
IMPROVEMENT COMMITTEE
Greg Scales, Project Coordinator Pat Blair, Librarian
City of Ashland 619 S. Oakdale Avenue
20 E. Main Street Medford, OR 97501
Ashland, OR 97520 774-6560 w
488-6002 779-2432h
Mark Knox, Planning Liaison Amy Blossom, Librarian
City of Ashland 140 Susan Lane
20 E. Main Street Ashland, OR 97520
Ashland, OR 97520 482-1197 w
488-5305 482-3632 h
Catherine Shaw, Mayor Sheila Burns
City of Ashland State Library Board of Trustees
20 E. Main Street 290 E. Main Street
Ashland, OR 97520 Ashland, OR 97520
488-6002 488-0029
Marjorie O'Harra, Historian Barbara Ryberg
1235 Tolman Creek Road Friends of the Library
Ashland, OR 97520 373 Vista Street
482-0824 Ashland, OR 97520
482-4753
John Fields
Friends of Ashland/ Ed Hungerford
Planning Commission Member County Library Advisory Comm
845 Oak Street 535 Terrace
Ashland, OR 97520 Ashland, OR 97520
4828442 4825345
Jim Lewis Lesley Klecan
Historic Commission Member County Library Advisory Comm
640 A Street 454 Haven Street
Ashland, OR 97520 Medford, OR 97501
482-1173 773-7877 work
Bob Wilson, Librarian Marilyn Briggs
214 Gangnes Planning Commission Member
Talent, OR 97640 590 Glenview
Ashland, OR 97520
482-0903
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City Council, Communication
Finance Department
June 1 , 199
SUBMITTED BY: Jill Turner ,
APPROVED BY: Paul Nolte
APPROVED BY: Mike Freeman
TITLE:
A Resolution Adopting the Annual Budget and Making Appropriations.
SYNOPSIS:
The budget is submitted to the City Council for adoption in a format consistent with prior
years.
RECOMMENDATION:
The Budget Committee recommends the passage of the attached resolution.
BACKGROUND INFORMATION:
The Budget or subcommittee met ten times this winter and spring and throughly
reviewed the recommended budget. The combined total appropriation for all funds is
$70,815,000. This number does not included the unappropriated balance of
$12,336,000.
Increase are related to increases in personnel benefit costs, as well as the ongoing
construction of the Wastewater Treatment Plant, North Mountain Park, the Ashland
Fiber Network, and Fire Station Construction.
FAUSER\RUDGETOrds&Rewlutions\w=61 budget adoption.wpd
RESOLUTION ADOPTING BUDGET
RESOLUTION NO. 99-
A RESOLUTION ADOPTING THE ANNUAL BUDGET AND MAKING APPROPRIATIONS
BE IT RESOLVED that the Ashland City Council hereby adopts the 1999-2000 Fiscal Year Budget, now on file in
the office of the City Recorder.
BE IT FURTHER RESOLVED, that the amounts for the fiscal year beginning July 1, 1999, and for the
purposes shown below are hereby appropriated as follows:
GENERAL FUND
Social Services $ 91,000
Economic& Cultural Development 275,000
Band 53,000
Miscellaneous 137,000
Transfers 1,000
Contingency 344,000
Police Department 3,379,000
Municipal Court Division 226,000
Fire and Rescue Department 3,032,000
Cemetery Division 288,000
Senior Program 136,000
Planning Division 642,000
Building Division 413,000
TOTAL GENERAL FUND 9,017,000
COMMUNITY DEVELOPMENT BLOCK GRANT
Personnel Services 42,000
Materials and Services 166,000
Capital Outlay 71,000
Contingency 0
j TOTAL CDBG FUND - 279,000
I
STREET FUND
Personnel Services 610,000
Materials and Services 1,066,000
Capital Outlay 465,000
Debt Service 3,000
Transfers 145,000
Contingency 78,000
TOTAL STREET FUND 2,367,000
AIRPORT FUND
Personnel Services 1,000
Materials and Services 62,000
Capital Outlay 450,000
iTransfers 10,000
Contingency 22,000
TOTAL AIRPORT FUND 545,000
F:\USER\BUDGET\Ords & Resolutions\Res Adopting Budget.wb3
f
RESOLUTION ADOPTING BUDGET
CAPITAL IMPROVEMENTS FUND
Personnel Services 1,000
Materials and Services 46,000
Capital Outlay 3,321,000
Transfers 377,000
Contingency 200,000
TOTAL CAPITAL IMPROVEMENTS 3,945,000
BANCROFT BOND FUND
Transfers 240,000
GENERAL BOND FUND
Transfers 311,000
DEBT SERVICE FUND
Debt Service 702,000
AMBULANCE FUND
Transfers 357,000
WATER FUND
Forest Lands Management Division 80,000
Water Division 3,568,000
Debt Services 652,000
Transfers 0
Contingency 490,000
Conservation Division 112,000
TOTAL WATER FUND 4,902,000
WASTEWATER FUND
Personnel Services 556,000
Materials and Services 1,008,000
Capital Outlay 14,700,000
Debt Services 385,000
Contingency 2,093,000
TOTAL WASTEWATER FUND 18,742,000
ELECTRIC FUND
Conservation Division 378,000
Electric Division 7,757,000
Debt Service 75,000
Other Financing Uses (Interfund Loan) 565,000
Contingency 500,000
TOTAL ELECTRIC FUND 9,275,000
TELECOMMUNICATIONS FUND
Personnel Services 539,000
Materials and Services 759,000
Capital Outlay 2,562,000
Debt Services 1,915,000
Contingency 415,000
TOTAL TELECOMMUNICATIONS FUND 6,190,000
F:\USER\BUDGET\Ords& Resolutions\Res Adopting Budget.wb3
RESOLUTION ADOPTING BUDGET
CENTRAL SERVICES FUND
Administrative Department 678,000
Administrative Services Department 247,000
Finance Department 983,000
City Recorder Division 111,000
Public Works Department 827,000
Facilities and Safety Division 238,000
Computer Services Division 429,000
Contingency 69,000
TOTAL CENTRAL SERVICES FUND 3,582,000
INSURANCE SERVICES FUND
Personnel Services 7,000
Materials and Services 619,000
Transfers
Contingency 150,000
TOTAL INSURANCE SERVICES FUND 776,000
EQUIPMENT FUND
Personnel Services 171,000
Materials and Services 450,000
Capital Outlay 951,000
Other Financing Uses (Interfund Loan) 1,000,000
Contingency 250,000
TOTAL EQUIPMENT FUND 2,822,000
CEMETERY TRUST FUND
Transfers 41,000
I
PARKS AND RECREATION FUND
Parks Division 3,857,000
Recreation Division 316,000
Golf Division 382,000
Debt Service 22,000
Transfers 105,000
Contingency 40,000
TOTAL PARKS AND RECREATION FUND 4,722,000
ASHLAND YOUTH ACTIVITIES LEVY FUND
Personnel Services 95,000
Materials and Services 969,000
Transfers 30,000
Contingency 71,000
TOTAL ASHLAND YOUTH ACTIVITIES LEVY FUND 1,165,000
PARKS CAPITAL IMPROVEMENTS FUND
Capital Outlay 660,000
GOLF COURSE FUND
Transfers 175,000
TOTAL APPROPRIATIONS $ 70,815,000
F:\USER\BUDGET\Ords& Resolutions\Res Adopting Budget.wb3
t
RESOLUTION ADOPTING BUDGET
This Resolution was READ BY TITLE ONLY and DULY ADOPTED at a regular meeting of the City Council of the
City of Ashland on this_day of June, 1999.
Barbara Christensen, City Recorder
Signed and Approved on this_day of June, 1999.
Catherine M. Shaw, Mayor
Approved as to form
Paul Nolte, City Attorney
F:\USER\BUDGET\Ords& Resolutions\Res Adopting Budget.wb3
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City Council Communication
Finance Department
June 1 , 1999
SUBMITTED BY: .1111 TUrller
APPROVED BY: PBUI NDlte
APPROVED BY: Mike Free 8
TITLE:
Resolution Certifying City Provides Sufficient Municipal Services To
Qualify For State Subventions.
SYNOPSIS:
This resolution certifies that the City of Ashland is eligible for State
subventions.
RECOMMENDATION:
Staff recommends passage of this resolution.
BACKGROUND INFORMATION:
The City projects receiving the following State subventions in 1999-
2000:
Cigarette Tax $ 45,000
Liquor Tax 144,000
Highway Support 823,000
Cigarette and Liquor Taxes represent 2.22% of the General Fund
Resources and, Highway support represents 31.47% of the Street
Fund Resources.
F:\USER\BUDGET\ORDS&RESOLUTIONS\COUNCIL STATE SUBVENTIONS.DOC '
RESOLUTION 99-
RESOLUTION CERTIFYING CITY PROVIDES SUFFICIENT MUNICIPAL
SERVICES TO QUALIFY FOR STATE SUBVENTIONS
RECITALS:
A. ORS 221.760 provides the City of Ashland may disburse funds from the State if the City provides
four or more of the following services:
1. Police Protection
2. Fire Protection
3. Street construction, maintenance, lighting
4. Sanitary Sewer
5. Storm Sewer
6. Planning, zoning and subdivision control
7. One or more utility services
B. City officials recognize the desirability of assisting the state officer responsible for determining the
eligibility of cities to receive such funds in accordance with 221.760.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
The City of Ashland certifies that it provides the following municipal services enumerated in ORS
221.760(1):
1. Police Protection
2. Fire Protection
3. Street construction, maintenance, lighting
4. Sanitary Sewer
5. Storm Sewer
6. Planning
7. Electric Distribution
I 8. Water
This Resolution was READ BY TITLE ONLY and DULY ADOPTED at a regular meeting of the
City Council of the City of Ashland on the_day of_, 1999.
i
Barbara Christensen, City Recorder
SIGNED AND APPROVED this_day of 1999.
Catherine M. Shaw, Mayor
R ed as to for
Paul Nolte, City Attorney
I
1
•I F:\USER\BUDGEnORDS&RESOLUTIONS\COUNCIL STATE SUBVENTIONSDOC
City Council Communication
Finance Department
June 1 , 1999
SUBMITTED BY: Jill Turner
APPROVED BY: Paul Nolte
APPROVED BY: Mike Freeman
TITLE:
A Resolution Declaring the City's Election to Receive State Revenues
SYNOPSIS:
This resolution certifies that the City of Ashland is eligible for State revenues.
RECOMMENDATION:
Staff recommends passage of this resolution.
BACKGROUND INFORMATION:
The State requires passage of this resolution on an annual basis to receive an
apportionment of the Oregon Department of Administrative Services General
Fund revenues derived from tax imposed on the sale of liquor as State
Revenue Sharing that is estimated to be $102,000 for fiscal 1999-2000.
FAUSEMBUDGETOMs&Resolutionstcoumil state mwnues.wpd
RESOLUTION 99-
AN RESOLUTION DECLARING THE CITY'S ELECTION
TO RECEIVE STATE REVENUES
The City of Ashland ordains as follows:
Section 1. Pursuant to ORS 221.770, the City hereby elects to receive state revenues for fiscal
year 1999-2000.
This resolution was read by title only in accordance with Ashland Municipal Code §2.04.090
duly PASSED and ADOPTED the_day of , 1999.
Barbara Christensen, City Recorder
i
SIGNED AND APPROVED this_day of , 1999.
I
I
Catherine M. Shaw, Mayor
i
I Reviewed as to f
i
t
Paul Nolte, City Attorney
I
I
i
t
i
IF:\USERTUDGErOrds&Resolutions`council state revenues.wpd
City Council Communication
Finance Department
June 1 , 1999
SUBMITTED BY: JIII Turner
APPROVED BY: Paul Nolte „,��
APPROVED BY: Mike Freem n(�Y"`
TITLE:
An Ordinance Levying Taxes for the Period of July 1, 1999 to and
Including June 30,2000, Such Taxes in the sum of$5,576,000.00 Upon
All The Real and Personal property Subject To Assessment and levy
Within the Corporate Limits of the City of Ashland, Jackson County,
Oregon.
SYNOPSIS:
The levy consists of three parts: (1) a permanent rate supporting the
General and Parks Funds in the amount of$4,198,000.00, (2) a local
option levy supporting the Ashland Youth Activities Fund in the amount
of$1,100,000.00, and (3) three bonded debt levies with a combined
total of$278,000.00. ,
RECOMMENDATION:
The Budget Committee recommends the passage of the attached
resolution.
BACKGROUND INFORMATION:
The property tax levy for 1999-2000 increased $217,000 or 4.1%D over
the present year. The estimated tax rate is expected to increase by
only 1cent.
\\FSMYS\USER\EUDGET\ORDS&RESOLUTIONS\TAX ORDNANCE 1999.WPD
i
ORDINANCE NO.
AN ORDINANCE LEVYING TAXES FOR THE PERIOD OF JULY 1, 1999
TO AND INCLUDING JUNE 30, 2000, SUCH TAXES IN THE SUM OF
$5,576,000.00 UPON ALL THE REAL AND PERSONAL PROPERTY
SUBJECT TO ASSESSMENT AND LEVY WITHIN THE CORPORATE
LIMITS OF THE CITY OF ASHLAND,JACKSON COUNTY, OREGON
THE PEOPLE OF THE CITY OF ASHLAND ORDAIN AS FOLLOWS:
Section 1. That the City Council of the City of Ashland hereby levies the taxes provided for in the
adopted budget in the aggregate amount of$5,576,000.00 and that these taxes are hereby levied upon
the assessed value for the fiscal year starting July 1, 1999, on all taxable property within the City.
Section 2. That the City Council hereby declares that the taxes so levied are applicable to the following
funds:
Permanent Rate Local Option Bonded Debt
General Fund $ 1,740,000.00
Parks and Recreation Fund 2,458,000.00
Youth Activities Levy $ 1,100,000.00
1982 Water Bond Levy $ 53,000.00
1992 Water Bond Levy 100,000.00
1997 Flood Restoration Bond Levy 125.000.00
$4,198,000.00 $ 1,100,000.00 $ 278,000.00
The foregoing ordinance was first READ on the_day of 1999, and duly PASSED and
ADOPTED this_day of , 1999.
Barbara Christensen, City Recorder
SIGNED and APPROVED this day of June, 1999.
Catherine M. Shaw, Mayor
Reviewed as to form:
Paul Nolte, City Attorney
I
F:\USER\BUDGET\GSaffi Renluuwx\Tun ONinure 1999.wry1
i
Council Communication
Legal Department
Reducing Penalties for Illegal,Camping. -
June 1, 1999
Submitted by: Paul Nolte tr, c
Approved by: Mike Freeman
Title:
An Ordinance Amending Section 10.46.050.A of the Ashland Municipal Code to Reduce the
Penalty for Illegal Camping and Similar Conduct from a Misdemeanor to an Infraction.
Synopsis:
Illegal camping, sleeping on park benches or in doorways or driveways abutting public sidewalks
is currently punishable as a misdemeanor. The maximum penalty for a misdemeanor is a $5,000
fine and one year in jail. This ordinance would reduce the penalty for the conduct to a maximum
fine of$500 and no jail time.
Recommendation:
Council adopt the first reading of this ordinance.
Background Information:
The municipal judge has requested that the penalty for illegal camping be reduced to a fine only.
Any person convicted of illegal camping would serve little or no jail time even if sentenced to
jail because of jail overcrowding. Because there is a possibility of incarceration upon conviction
of this crime, however, an indigent defendant must be provided an attorney at the city's expense.
The current penalty is too severe for the conduct and requires expenditure of public funds which
is unnecessary.
FAUSERTAMORMcamping ord cc.wpd
{ L
ORDINANCE NO.
AN ORDINANCE AMENDING SECTION 10.46.050.A OF THE ASHLAND
MUNICIPAL CODE TO REDUCE THE PENALTY FOR ILLEGAL
CAMPING AND SIMILAR CONDUCT FROM A MISDEMEANOR TO AN
INFRACTION.
THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS:
Annotated to show deletions and additions to the code sections being modified.
Deletions are thed-threuegh and additions are shaded.
SECTION 1. Section 10.46.050.A of the Ashland Municipal Code is amended to read:
10.46.050 Penalties.
A. Any person violating section 10.46.020 or 10.46.030' shall be guilty
of amisdemear+ar an infrac lontlout as set forth in Section
i:68:046;1:08 020.
The foregoing ordinance was first READ on the day of , 1999, and
duly PASSED and ADOPTED this day of 1999.
I
i
Barbara Christensen, City Recorder
I SIGNED and APPROVED this day of 1999.
i
j Catherine M. Shaw, Mayor
i
ReXiwed as to f .
r
i
I
Paul Nolte, City Attorney
These following sections are set forth in this footnote for the user's convenience in reviewing
this annotated ordinance:
10.46.020 Camping Prohibited. No person shall camp in or upon any sidewalk, street, alley,
lane, public right-of-way, park, or any other publicly-owned property or under any bridge or .
viaduct, unless otherwise specifically authorized by this code or by declaration of the Mayor in
emergency circumstances.
i
10.46.030 Sleeping on Benches or Within Doorways Prohibited.
A. No person shall sleep on public benches between the hours of 9:00 p.m. and 8:00 a.m.
B. No person shall sleep in any pedestrian or vehicular entrance to public or private
property abutting a public sidewalk."
4
MINUTES FOR THE STUDY SESSION
ASHLAND CITY COUNCIL
May 20, 1999
CALL TO ORDER
Mayor Shaw called the meeting to order at 12:10 p.m., at the Civic Center Council Chambers
IN ATTENDANCE:
Councilors Laws, Hauck, Hanson, Wheeldon and Fine were present. Staff present included: City Administrator
Mike Freeman, Public Works Director Paula Brown, Administrative Director Dick Wanderscheid,
Communication/Marketing Manager Ann Seltzer.
Viewed video produced by RVTV on Ashland Fire & Rescue. Administrative Service Director Dick
Wanderscheid explained how RVTV is working with the city to produce various videos. Noted that they
currently working on a video on riparian ways. Stated that the city has a contract with RVTV for$15,000 to
produce videos.
Councilor Fine questioned whether these videos could be marketed. Freeman noted this question and will check
into and report back to council.
I. Discussion to scope the process to be used to implement the Strategic Plan Goal of developing a
Citizen Involvement Process Plan.
Wanderscheid introduced the proposed process and project scoping. Noted that citizen involvement has been a
high priority. Proposed a time frame in how to proceed. Requested from council their input and direction.
Suggests going back three years and look at how projects have worked or didn't work.
Based on what is found by going back and checking on projects, staff would develop draft essential core
elements. These core elements would be brought back to council for discussion at a study session. The revised
core elements would be scheduled for a public hearing for input, and based on input from public, would be
presented to council for adoption.
Laws commented on the difference between different commissions, committees, and ad-hoc committees. Finds it
hard to find a process that would make all equal.
Freeman explained that the process in mind is mostly for ad-hoc type of committees, not really impacting boards
and commissions.
Laws questioned whether this project may be too staff heavy and whether council, and public citizens could be
more involved in the development of this process plan.
Fine feels this may be somewhat premature, and views this as proposal to set a process, or mechanism for
certain subsets of the councils decision functions. Stated that before this is done, standards should be established
for all decision making with respect to public input. Standards could include the following five elements: 1) A
definition of how we will afford full public access to information prior to a decision making exercise; 2) A
pledge and description of how we will afford adequate notice is given as a general right or principle; 3) Define
notice requirement and make it applicable, define public access and make it applicabl • 4) Pledge to report to
community on all tentative decisions and allow feedback; 5) Standard that any decisio taken by a subordinate
body will always either be presented to the council for approval, or an opport will be presented for council
veto. Commented that there may be other standards or pledges that c �{i mlmay want too have, but if council
-20-99
Ashland City Council Study Session Minutes 05 t /I• �.
would consider his suggestions, it help in specific type situations to see if it meets the standards that are
applicable to their task, but always have the same standards.
Wheeldon agreed there should be a minimum standard set. Voiced her experience with various committees and
that there does not seem to be predictability on public process. Goal is to touch the bases on concern being
voiced in the community in regards to public process. Does not want to take away from allowing additional
public process, but would like to streamline the process. Commented on what the expectations are of groups,
and is very important to clarify. Laws agreed, but noted that there needs to be flexibility along with the
expectations.
Discussion and comments on how the Tolman Creek Neighborhood project has worked. Wanderscheid
commented on how up front information and direction to committees is important. Shaw agreed that the
problems with ad-hoc committees is because there has not been clear direction in what their roles are, which is
unfair to the committee members. A misconception by the committee happens when they do not know what their
boundaries are. Stated that the committee structure needs to be clear. Concerned with not doing an evaluation
from previous committee members.
Council discussion on how to engage citizens to determine what will work in developing a process for public
input. Councilors Fine and Laws agreed to work with staff on the project. Shaw asked that continued feedback
1 be sought from other council as this process proceeds.
Wanderscheid stated that he hoped to convene the committee by June and will revise discussed plan and submit
to council for their information.
I
II Discussion to scope the process used to implement the Strategic Plan Goal of analyzing demand for
transit and other alternative modes of transportation.
Wanderscheid introduced a process under development to discuss along with a draft proposal. Proposed that the
seeping begin with the study session. Gather existing data to present to council to analyze what data is missing
and needed. Then to develop a draft survey instrument. The survey should include an origin/destination study
i by zip code and also by voter precincts or school districts for Ashland residents that both work and live in
Ashland. Following the development of the draft, to provide for public input on the survey. The survey would
then be conducted and the results and draft recommendations presented to council. There would then be a public
hearing and adoption of recommendations.
Laws not sure that additional monies should be spent on obtaining data that we all ready have. Stated that
1 council knows what our specific strategic goals are, and to ask individuals what goals are would be very difficult.
Would rather ask citizens what they think of the current specific goals. Feels that what most individuals want is
fast, convenient way to get from one place to another, which is by automobile.
Council discussion regarding whether they know or do not know what residents already want in regards to
transportation.
Fine requested that staff provide council with a tentative budget for approval of the expenditure cap on the
proposed survey. Stated that the objective would be to get as many groups in the community to buy-in to
whatever solution comes out of this project, if any. Feels the best way to get others involved, would be to give
them input at the earliest opportunity. Possibly input in setting the parameters of the study, and suggests
advising groups that this is happening and solicit their suggestions as to methodology.
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Shaw concerned with getting a survey that has a low margin of error, and this cannot be accomplished by asking
groups that have specific vested interests in the outcome. Stated that you must go to a broader degree to the
population as a whole. Fine clarified that the survey will be to a broad population, but that the groups would
provide input for the formulation of the survey instrument.
Council discussion on how to identify all sub-groups that have needs, which will mean a large survey.
Freeman noted that RVTD is currently doing a survey of SOU students on transits, and that the Chamber
through students at SOU is currently doing a survey of parking downtown. Suggests trying to obtain information
that has already been gathered before deciding to spend dollars for additional data.
Explained that the first step will be to come back to council with data that has been gathered before proceeding
further to analyze what data is missing and needed.
III. Set date for Team Building
Tentative date set for July 7" from 8:30 until 5:00 p.m. Council consensus that they felt comfortable with
previous facilitator from strategic planning. Freeman will approach the facilitator and bring the agenda back to
council for approval.
Freeman handed out information on economic development plan from the city's comprehensive plan.
ADJOURNED
The meeting was adjourned at 1:25 p.m.
Respectfully submitted,
Barbara Christensen
City Recorder/Treasurer
Ashland City Council Study Session Minutes 05-20-99
3
MINUTES FOR THE STUDY SESSION
ASHLAND CITY COUNCIL
May 6, 1999
CALL TO ORDER
Mayor Shaw called the meeting to order at 12:40 p.m., at the Civic Center Council Chambers
IN ATTENDANCE:
Councilors Laws, Reid, Hauck, Hanson,Wheeldon and Fine were present. Staff present included: City
Administrator Mike Freeman, Assistant City Administrator Greg Scoles, City Recorder Barbara Christensen,
Director of Community Development John McLaughlin, Public Works Director Paula Brown, Fire Chief Keith
Woodley, Director of Finance Jill Turner and Administrative Director Dick Wanderscheid.
I. Discussion of upcoming trip to Guanajuato in August/September.
Council was informed of the dates for the trip to Guanajuato which will be August 28 - September 4, 1999. The
cost of the trip per person will be $350.00 with Guanajuato hosting the cost of lodging. Staff requested that
council let them know if they are planning on joining in this trip.
II Wastewater Treatment Plant loose ends.
Public Works Director Paula Brown, submitted attached answers and explanation on the following questions that
council had requested from previous council meeting. 1) Facilities Plan Figures noted that the capital cost of
advanced treatment year around discharge to the creek is $29.9 million, this was the only way to fully compare
the options as were proposed; 2) Irrigation Rates, Application Volumes, Application Restrictions methodology
was rechecked to verify that when the wind velocities would take the water off of the site, we will not spray; 3)
Water Rights on Ashland Creek were presented; and 4) Cost Clarifications were explained.
Brown noted that there is only one copy of a draft re-use plan available in the Public Works office. Explained
that the irrigation has been approved for irrigation re-use by DEQ, the bio-solid report is still in draft form.
Reported to council on the time line for when agency will sign off on the plan, and intends to submit a copy of
the letter from DEQ that outlines requirements for approval.
Discussion on the process in which to bring new information to the council. Mayor Shaw felt that it is unfair
when only one council member has had time to review information and expects discussion when other council or
staff have not had the opportunity to review. Shaw reminded council that Brown is the fourth Public Works
Director to work on this project. Laws voiced his appreciation on how well Brown handled a difficult situation
at the previous council meeting.
Brown again clarified for council the issue of winds in relation to spray irrigation, and explained that the policy
is to not over spray beyond property line. Commented that Rogue Valley Council of Governments (RVCOG) is
testing Talent Irrigation Water (TID).
Brown submitted information to council on what the city water rights were and the year that the water rights
were obtained along with the certificates. Explained that the water that is held, is the city's. If there is water
coming into the tributaries, this water would need to be passed through, or at least a portion of the water would
need to be passed through.
Wheeldon commented on the positive relationship with US Forest Service and Linda Duffy in regards to the
continued work and inter-connection of the watershed.
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fl Strategic Plan Debriefing and Discussion of Next Steps.
City Administrator Freeman requested that council fill out a survey on their.evaluation of the Strategic Planning
Process for 1998-99. Council discussion rega ding their evaluation of ow they felt the Strategic LPlanniinnrg went.
"L Q i( V r v� 1 0. c -r ° t�•'*-CUSS .-
Wheeldon felt that they had gained, but that there needed to be a better understanding and expectation by alll �� V V
! what was to be accomplished. -}"g
Reid felt that the Strategic Planning was more complicated in comparison to past goal setting sessions, doesn't
want to "tie the community down" as it is hard to set long range parameters. Wheeldon commented that prior
goal setting sessions didn't connect with department heads, and felt that it is all about "planning" which the
Strategic Planning made more efficient.
Freeman explained that there had been confusion in the beginning because "Strategic Planning" was being
noticed rather than the more familiar term of"goal setting". Felt that the community was not familiar with the
term and in hind sight should have made more clearer that this was taking the place of the annual goal setting.
Hauck commented that the process should be more community driven. Feels there is advantage to the now
defined structure set-up with categories and a general sense on what the public will need to direct their comments
in areas they feel have a higher priority.
Laws commented that what they did this year was not really a strategic plan, but was something that was a small
step toward Strategic Planning from the goal planning that was done in the past. What was done differently was
having the categories organized, giving staff equal status with council, and did not go through the process of
reaching consensus on proposed items, but rather gave acceptance to everything that was proposed. Stated that
Strategic Planning involves stating what the city long range goals are, and then in order to reach these goals
setting objectives. The annual strategic planning should involve what exactly would need to be done in order to
accomplish the objectives.
Council discussion regarding how new council members would identify with the strategic planning process if
goals are already set by prior council, and how new ideas or goals could be introduced by new council members.
Freeman explained that this has already happened, and used the Comprehensive Plan as an example of set city
goals.
Freeman updated council on what staff has been working on and will be brought back to council regarding the
strategic plan. Department heads have reviewed list of projects and priorities and placed in a planning software
I as priorities to work on in the fiscal year. What staff is currently doing is for each of the projects, the lead
' department head for the project will be working on estimation what the essential elements of that project are and
what the time frame is. When this is completed, it will be brought back to council for discussion.
IV Discussion of Study Sessions and Council Meetings- Public Input Process
Freeman requested discussion on how the public process works for study sessions and council meetings.
Commented that he felt that the public forum section of the agenda should be placed before public hearings on
the agenda, and that this is common practice by other cities.
Laws felt that if a citizen brings up a matter that needs further discussion during the public forum, it should be
discussed under New Business, If the council feels the need to form a committee to deal with the matter, they
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should do so at that time during the public forum. And, if the matter is something that the council is not
interested in discussing or dealing with, the council should inform the individual at that time and not move on.
Council discussed how this has previously been brought up for discussion in the past, and that it has been
determined that because of the necessity to conclude public hearings by 9:30 p.m., and finish any other council
business, that to place the public forum after public hearings has been the better choice.
City Recorder Christensen explained that the city ordinance gives the mayor opportunity at the beginning of each
meeting to make changes to the order of the business on the agenda.
After further discussion regarding different situations that happen during public hearings and public forum and
how council reacts to these situations, there was general consensus to leave agenda in the format currently being
used.
Councilor Fine brought up for discussion the pledging of allegiance at the beginning of each council meeting.
Wondered if the citizen is so questioning of our allegiance that they want it publically re-affirmed each week, if
not what is the purpose. Council Hanson felt that this was the basis of patriotism. Council discussion in that the
pledge sets a tone for the beginning of each council meeting and is a good idea. Laws felt it would do a lot more
harm than good if council were to do away with it.
Freeman commented on the confusion there seems to be when individuals sign-up to speak on agenda items.
Council responded on how they preferred to hear comments on agenda items. Suggestion was made that speaker
request form be reviewed and better clarified for individuals that want to speak, that the speaker request form be
more specific and give better directions. Councilor Fine agreed to work with Christensen to re-do speaker
request form.
ADJOURNED
The meeting was adjourned at 2:55 p.m.
Respectfully submitted,
Barbara Christensen
City Recorder/Treasurer
Ashland City Council Study Session Minutes 05-06-99
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MINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
May 18, 1999
Civic Center Council Chambers, 1175 E. Main Street
PLEDGE OF ALLEGIANCE
Mayor Shaw called meeting to order at 7:00 p.m., in the Civic Center Council Chambers.
ROLL CALL
Councilors Laws, Hauck, Hanson, Wheeldon and Fine were present; Reid was absent.
APPROVAL OF MINUTES
The minutes of the Regular meeting of May 4, 1999 were approved as amended; on page one of approval of
minutes Shaw requested that 'for service outside the city, many items"be eliminated;page two under Public
Forum Trema Tumbleson speaking,change word from "county"to "staff 'throughout paragraph,and change
"Ashland"to "The Friends of Ashland Library";page six, paragraph 11,should read as follows, "Shaw noted that
it has been past practice to review the success ofsuch a resolution after one year and report thbse findings to the
council."
SPECIAL PRESENTATIONS&AWARDS
1. Update and presentation by the Forest Lands Commission.
Chairman of the Forest Commission, Bill Robertson and member John Morrison made presentation to council.
Robertson noted the other members as Pete Seda, Richard Brock,Eric Schehen, Fred Binnewies and Joanne Eggers.
Robertson explained how the commission deals with setting policy on how things are handled in the forest. Also,
noted that the council approved a forest plan eight years ago. Stated that the public process has helped when
working through the issues of forest management. Introduced Contract Forester Marty Main,who gave overview
and report on how things have been working for the last three or four years. Main explained that a thorough
analysis of the watershed,from a geological point of view,was completed. The commission is currently looking at
fire hazards with the basic premise of producing water being the primary objective. Noted positive coordination
with the Forest Service in many projects and how the City of Ashland has moved forward in a very commendable
way.
Main noted how the Forest Commission impressed him in the way they look at the depth of situations and projects.
Robertson explained what a typical agenda of the Forest Commission looks like,and how they break units by acres
and then evaluate these units. The Commission is currently working on a master plan for recreation trails with City
Parks Department and Forest Service. Noted their struggle with the goal to encourage private land owners in
regards to wildfire safety.
Main reported that the commission has been actively involved in about 200 of the 600 acres that are the city's
watershed area. Explained that the Wilderness Project Youth are involved in the labor aspect of these projects,and
various other volunteers from individuals and organizations have helped.
2. Presentation by State of Oregon: Making Climate Change a Local Issue.
Sam Sadler, Energy Analyst from the Office of Energy in Salem presented video on climate change. Commented
on the how advanced the City of Ashland is in terms of energy conservation. Noted that the State offers many
incentive type programs for energy conservation. Explained that transportation counts for about 50%of the CO2
discharge, and that transportation conservation is important. Suggested developing an inventory on emission
control. Noted meeting that will take place at SOU on Wednesday, May 19'"as a community forum on climate
change.
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Shaw commented on the frustration of4YNlppi_ng and promoting alternative modes of transportation. Noted how
the City of Bend has not kept tighter re onn an allowed water and sewer outside their city limits. This has allowed
the county to set planning standards which do not adhere to Oregon Land Use Laws. Noted how the city is choked
with strip development,and that the Stt(te of Oregon helped this city put in a$13 million bypass. In comparison,
the City of Ashland has worked hard toward alternatives,and finds itself way down the list in terms of funding.
Asked what we could be done to reward cities that are really making an attempt to follow the State Standards.
Sadler explained that he has served on committees which dealt with alternative planning and policy development.
Stated that these committees have been advocates for flexible funds acid supported the conservation land
development to make alternatives available.
4a�h ax �a
Shaw suggested looking at ways to fund programs that are designed to reduce global warming and then-nevr
around-the whole transportation issue,which could help foster cities that are making attempts on alternative
transportation. ,
Sadler explained that there is a tax credit offered, for business that helps off set the cost of transit taxes and
businesses that are telecommuting. Also,this committee is participating in a proposal that is currently in the
legislature.The proposal is a transit system that relies on people offering trips through electronic system,and a
flexible parking program.
CONSENT AGENDA
1. Minutes of Boards,Commissions and Committees.
2. Monthly Departmental Reports.
3. Approval of Liquor License Application from Marc Rosenberg dba/Pangea&Splendid Fare
Catering.
4. Approval of Liquor License Application from Dana Keller dba/The Firefly Restaurant.
5. Approval of Quitclaim Deeds to Release Mark and Jini Danis and Jeffrey and Patricia Werlich from
II Forest Street Improvement Requirements.
6. Approval of Water Impound and Irrigation System Easement for City of Ashland Parks and
Recreation Commission for Oak Knoll pond near Oak Knoll Municipal Golf Course.
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Council requested that items#3, #4,#5,and#6 be pulled and placed under New&Misc. Business.
Councilors Hauck/Fine m/s to approve item#land#2 of Consent Agenda. Voice Vote: All Ayes,motion
passed.
PUBLIC HEARINGS (None)
PUBLIC FORUM
Sophia McDonald/475 N Main#1/SOU Government update and introduction of new SOU class president
Elizabeth Fox.
Eric Navickas/711 Faith Ave/Gave brief presentation regarding expansion of Ski Ashland. Pointed out clear cut
areas,and where the existing wet lands are located and how expansion infiltrates into these areas. Noted areas that
may be of concern for landslides. Stated that the Forest Service is in the middle of changing maps of the area,and
is concerned with this. Felt that the proposed expansion is not about the need of beginner runs,but about expansion
of the ski area. Reported that he has collected close to 400 signatures of those that do not support expansion of Ski
Ashland.
Shaw explained how in the beginning when the expansion was brought forward that there were very strong
environmental groups involved. That there was an agreement made with the city,the Sierra Group and the Forest
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Service on this expansion plan. Explained that the community has taken over the management of Ski Ashland,and
while the city is the permit holder, Ski Ashland is leased out. Council takes a distance with this,just as the city
takes a distance with the Shakespeare Festival who also leases from the city. Commented that the EIS has not been
released and it would be premature and irresponsible to ask council to make any kind of decision. Also,that "
council is not in a decision making role in this matter any longer because it has been leased out to another
organization.
Navickas stated that it is the responsibility of the city to take a stand against this because there are so many issues
that effect the city in erosion to our reservoirs and flood hazards.
Brent Thompson/PO Box 201/Suggested that council put onto the ballot,a revision of salary for Mayor and
council, feels that the voters should have the opportunity to adjust compensation.
Shaw commented that she feels it is important that the elected body needs to make a living in the community that
they serve. Stated that there is expense involved in serving as Mayor or council,and gave examples. Shaw stated
that now may be the time to revisit the city charter and look at a charter revision due to a number of things that may
be out of date.
Wheeldon suggested that councilors keep a log on how much time is spent on city business.
Laws stated that he viewed the time spent on this job as his contribution to the community. Laws feels that this job
should not become impossible to serve,as it pertains to examples. Laws stated that he does not believe that the
solution is to pay a flat rate to council, but to reimburse for"real expenses,"and believes this could be
accomplished under the current city charter.
UNFINISHED BUSINESS
(None)
NEW AND MISCELLANEOUS BUSINESS
1. Council Meeting Look Ahead.
Administrator Freeman noted the study session scheduled for the upcoming Thursday and adding a date to set for a
council workshop.
Councilor Fine questioned item #5 which is the Library discussion and resolution to approve and set an election
date for approving a bond issuance on 611199. Fine felt that this presupposes that an amount of money is going to
be brought forward to council shortly before the 611/99 meeting. Feels that this is being done in unseemly haste,
and questions if this will allow enough time for council to digest the plan,allow for public input with discussion
and to assess whether this is the right amount of money to put forward to the voters. Fine is not sure whether
council will be able to fulfill the responsibility to assure that the community gets value for money if the plan is not
reviewed adequately.
Mayor Shaw explained that council gave the Friends of the Ashland Library direction and have been working with
the architects to bring forward to council a revised proposal.
Fine did not want to be obliged to give the proposal no more than 1-3 days consideration when it is a building that
the city will be using for the next century and a bond issue that the citizens will be paying off for the next twenty
years. Requested adequate time for council and public to consider the proposal.
Councilor Fine motion that the agenda for future council meetings be varied,and that the city administrator
be requested to reschedule the library discussion and approval of resolution to set an election date,so that
there can be more than 1-3 days to consider this matter.
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DISCUSSION: Fine clarified for council that they are being asked to approve a bond resolution on 6/1/99 and
commented on how it is typical for council to receive council packet information on agenda items 2-3 days prior to
the council meeting. Doesn't feel that this is a matter so trivial and inexpensive that council and the community
only have a chance to review it for at the most 3-5 days. Councilor Wheeldon asked if the material would be
available any sooner. Shaw explained that the material will be available the Thursday before 6/1/99,and asked that
this be looked at as,the beginning of a long process. Shaw feels it may a little premature to talk about"not talking"
about this and asked that council trust the process and allow this to come before the council as proposed.
Fine stated that he would be satisfied with having the motion and discussion occur on 6/1/99,but to entertain the
resolution at the following council meeting on 6/15/99 which would give the community an additional 14-20 days
to consider a multimillion dollar project.
Councilor Fine/Hanson m/s that council request the City Administrator to reschedule the resolution only,
not the motion and discussion from 6/1/99 to 6/15/99.
DISCUSSION: Councilor Wheeldon questioned what type of public meeting is held along with this. Shaw
explained that what is presented on the agenda is considered open to public input,and that aside from the previous
public meetings that had been held,the Library Committee will revisit the proposed plan. Shaw explained that the
architects took the charge of the council,which was to make the building smaller, make it fit on the site,and look at
the intersection.
Wheeldon again questioned if there is any kind of formal interaction scheduled with the public and the architects
prior to the 6/1/99 to allow for questions.
Shaw explained that the Library Committee does meet with the architects prior to 6/1/99 and that the public is
welcome to attend this meeting. Stated that the next election after June is November and will allow adequate time
for the community to review the proposal and that ultimately a vote is the largest public hearing you can hold.
Laws reminded council of his concern regarding the timing as to when this should go before the public and does not
{ feel that any resolution has been reached,nor adequate discussion. Does not believe there is a need to set a
November election in June. Requests that time be allowed to give council and the community more time to
consider the proposal and have discussion.
Councilor Hauck stated that this is no different from what has been done in the past. That the motion has always
f been listed for being acted upon at the same time that the resolution is proposed. Stated that this is the action that is
being proposed for approval and it centers the discussion. Prefers that council have a focus on a particular action
and that discussion centers around that action,does not see any reason to put this item off.
Wheeldon commented on how this relates to the Fire Station expansion,and does not want to make the same
mistake by not discussing this further.
Shaw explained that this would be a situation in November where the Fire Station goes out for vote,and no one to
run the election. Stated that in this particular election,there is a 30%return on the vote with a modest amount of
work being done,and that November is a 50%double majority election. Shaw stated that she is not available to run
a campaign in November,but the Friends of the Library are. If the council should choose,they could combine the
Fire Station with the Library and allow the Friends of Library to usher through the Fire Station. Explained that if
council does not move forward and give direction,there will be an opportunity lost along with loss of power as a
decision making body. Stated that council could put the Fire Station out to vote by itself and as a group work hard
to get 50%of the vote out so it would pass. Feels that there is opportunity to combine a very hard working group
with the Fire Station,and in terms of strategy, is a good combination.
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Shaw explained that the Friends of the Library need to have direction in knowing what the council wants to do,and
when the intention is to put this to a vote. Clarified that, after confirming with staff, the Fire Station will be ready
to go on to a vote in November.
Freeman explained that the city has hired an architect for the fire station and a plan has been put together. Expects
that a preliminary discussion with council will take place to discuss siting, standard of building, location of
building,and various issues brought up by council in early July or late June. Stated that the original architect was
hired and basic drawings have already been completed.
Laws feels confident that the Friends of the Ashland Library will still be able to support this proposal if delayed
until 6/15/99 to make decision.
Hanson stated that, not withstanding the Fire Station issue,that if the resolution is left on the 6/1/99 agenda the
council can take the same action as done before if they don't agree.
Fine asked if council has ever previously been asked to approve a$448million Public Works project without
council or public having the opportunity to review drawings until four days beforehand. Shaw clarified that this has
happened in the past, used the$21million school bond as an example. Fine stated that this does not seem
responsible in terms of allowing community input or evaluating the project as a council. Shaw clarified again that
this is what the election is about.
Hauck stated that there has been discussion on this proposal and that what is being proposed is nothing other than a
revision of a current plan and should not be too technical to evaluate.
Roll Call: Fine, Laws,YES; Wheeldon, Hanson, Hauck, NO; Motion denied 3-2.
City Recorder clarified for council that item#10 on the look ahead regarding annual review for ambulance license is
a requirement by city ordinance.
2. Discussion regarding upcoming 30"Anniversary Sister City visit to Guanajuato in
August/September 1999.
Administrator Freeman updated council on costs for the trip to Guanajuato. Round trip airfare is$438 from
Oakland/Leon, Mexico. Cost does not include$55 round trip bus from Oakland. Stated that a deposit of$50 needs
to be written out to Travel by Kim by May 25'.
3. Update and presentation regarding Y2k Water Plant test results.
Public Works Director Paula Brown reported that clocks were turned over to test the year 2000, and everything
tested positively. All primary systems work and the back up system will be in place.
4. Presentation regarding bicycle education.
Community Development Director John McLaughlin explained that in the Transportation Element there is a policy
that says to develop and implement a transportation safety education program under the goal of supporting and
encouraging increased level of walking and bicycling. Stated that this links back to the comprehensive plan and the
efforts of the community. Bicycle Transportation Alliance is the leading bicycle transportation advocate group
within Oregon. This group has been able to achieve funding from the Oregon Department of Transportation to set-
up a bike education program in middle schools. Noted the efforts of Maria Harris,associate planner in the office of
Community Development, and how the city was able to partner with BTA on making Ashland one of the four
communities in Oregon to establish this program in our middle school. Through this program,other partnerships
have been started between the middle school, Southern Oregon University, and local bike shops. Introduced Scott
Bricker of the Bicycle Transportation Alliance,who is carrying on the education efforts with the middle school.
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Bricker gave presentation on a bike education program which links back to city transportation plan. Explained the
background on the grant process and how the program is being implemented. Explained that the program is
currently being implemented in the Ashland Middle School,and that additional funding is being sought to buy
equipment for this program. Program i�a 10 hour curriculum as a driver(bicycle)education program,uses skill
techniques to prepare use of a bike in streets. Commented on the importance of the program because of the safety
element in regards to bicycle use. Noted that 11%of bicycle crashes are fatal to the 12-14 age group.
Bricker noted how the program supports environmental issues in regards to the greenhouse effect in that it promotes
alternative modes of transportation and also supports physical exercise.
Shaw questioned why chain link fences are being placed in areas of the bike path, voiced concern for safety and the
feeling of being trapped. Public Works Director, Paula Brown explained that the portion of the bike path area that
I is being fenced along the city property is a requirement by the railroad. Brown suggested looking at lighting
options for this area,which may be appropriate, and explained that the railroad has been adamant about the fence
because it so close to the tracks in that area. Brown will look into the possibility of providing exit routes from the
bike path.
I
S. Consent Agenda Items
tt3. Approval of Liquor License Application from Marc Rosenberg dbalPangea&Splendid
Fare Catering.
I #4. Approval of Liquor License Application from Dana Keller dba/I'he Firefly Restaurant.
Councilor Fine questioned in general the form in which the liquor license is presented to council as being
recommended for approval. Stated that this is only a cursory action,as the State by statute preempt's local
responsibility. Commented on his experience as a walk-along with the central area police officer,and how they had
entered an establishment that had se revoked the previous evening due to serving minors. Stated
I that this establishment had at the g,a recommendation by council to approve a liquor license.
I
Fine recognizes that the state strictly restricts what the city can do,but would like to go on record and be frank with
the community. Suggests that council change format used and say that the city does not oppose approval for the
liquor license,only in so far as the city as determined that the applicant has complied with the city land use
requirements,obtained business license,and is registered as a restaurant. Fine does not want to recommend that a
I liquor license be approved because it may seem that the council is vouching for the individuals that are running the
establishment. Stated that he would like council to say that they cannot oppose approval of liquor license given the
limited scope of authority by the city.
Fine clarified that Oregon Statute requires that council is to issue some kind of recommendation. City Attorney
Nolte explained to council that under the statute,the city can take the position of doing nothing. Stated that there is
a current ordinance that previously required extensive background checks, but due to duplication by OLCC, a
revision to the ordinance was recently approved. The ordinance was amended to use our ordinance as a way to
determine that the establishment is complying with local ordinances. Stated that if the direction of the council was
to do nothing,the ordinance could be repealed and OLCC would not use the city as a check point for approval.
Fine voiced concern over repealing the ordinance because there would be no way to check to see if establishment
was complying with local ordinances. Would like to suggest that council says that they don't oppose liquor license,
not that they recommend approval,and only don't oppose because determination has been made that establishment
has met criteria for compliance.
Laws reminded council that the reason the last change was made to this ordinance,was because there was an
establishment in a residential area. Council changed the ordinance so that in the future these areas would not be
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available to these types of use. As part of the enforcement of this ordinance,a review of compliance for city
ordinances was required by applicants, and has been used as a tool for enforcement
McLaughlin clarified for council that at Ehe request of council,staff amended the land use ordinance for areas that
are in the periphery of the downtown,but are residential areas in commercial zones that could create conflicts.
Amendment made bars and nightclub conditional uses in these areas.
Shaw questioned whether the application could go through the check system of the Police Department and Planning
Department, but not through the council approval process. Police Chief Scott Fleuter added that when there is an
issue or problem with an establishment,OLCC is very good about listening to the city and working with the police
department. Hauck commented on not knowing what the councils role is in the process other than enforcement of
city ordinances.
Nolte explained to council using an example of a new application and how City Recorder refers application to
ensure that the applicant for the license has complied with land use compatibility, obtained business license,and
registered as restaurant for tracking of food and beverage tax. Nolte will review the statute and bring back to
council,to see if council can be bypassed and have only an administrative check off.
City Recorder Christensen explained to council the procedure taken when applications are brought in by applicants
for approval. Noted that the application form is provided by OLCC and does indicate an area that requests a
recommendation be granted or approved by city government. Fine suggested running off labels that could be
attached to form that stated council does not oppose approval,only in so far that the city has determined that
applicant complies with land use laws,business license and restaurant registration. Laws felt that this would not be
a recommendation.
Nolte will review statutory language to see if OLCC requires a recommendation along the lines of the form,or if
there is an alternative method of approval. Shaw requested staff to find out if council can get out of the business of
approving liquor licenses and, if not,then move to alternative language.
#5. Approval of Quitclaim Deeds to Release Mark and Jini Danis and Jeffrey and Patricia
Werlich from Forest Street Improvement Requirements.
Councilor Wheeldon requested clarification on where Forest Street goes in the configuration of the map provided.
McLaughlin pointed out on the map the direction of the street for Wheeldon. Explained that there will be no cut
into Ashland Street,and that because of the frontage on the section,given the slope there will be new lots developed
and front onto the new Forest Street. McLaughlin stated that lot 1900 will also need to develop a plan that will
show it can also be adequately developed with the new street configuration.
#6. Approval of Water Impound and Irrigation System Easement for City of Ashland Parks
and Recreation Commission for Oak Knoll Municipal Golf Course.
Mayor Shaw noted the past contention by the grantors regarding the pond and that at the end of irrigation season,
the pond is empty. Reminded council on how the owners had previously asked that the pond be filled one last time
before the season ends and not use the water. City Attorney Nolte clarified for council that the easement agreement
the council is being asked to approve does not have any guarantee included that this will happen. Nolte explained
that the easement is the result of negotiation, and that the grantors understand that this may be the case and that the
pond may not be filled.
Councilors Wheeldon/Hanson m/s to approve Consent Agenda Items 0346. Voice vote: All AYES.
City Council Minutes 05118199
ORDINANCES. RESOLUTIONS AND CONTRACTS
I. Reading by title only of"A Resolution of the City of Ashland,Oregon,authorizing the
reimbursement of expenditures with reimbursement bond proceeds."
Councilors Wheeldon/Fine m/s to approve Resolution 099-25. Roll Call Vote: Fine, Laws,Wheeldon,
Hanson,and Hauck; YES. Motion passed.
2. Reading by title only of"A Resolution transferring appropriations within the 1998-99 budget."
Councilors Hauck/Wheeldon m/s to approve Resolution#99-24. Roll Call Vote: Hanson, Laws, Fine,
Wheeldon,and Hauck; YES. Motion passed.
OTHER BUSINESS FROM COUNCIL MEMBERS
Councilor Wheeldon noted for council,that she will attending a forum hosted by Headwaters at Southern Oregon
University on the Ski Ashland expansion. Wheeldon explained that she had been asked to speak and clarified that
she will inform the group about what has happened in the past,and what the city's involvement has been. Stated
that she is not going to the forum to represent a position on the part of the council. But,to inform individuals, if
there is lack of clarity, on what has happened so far.
Councilor Hanson noted that Liza Christian,who is one of the foremost speakers and experts on Y2K, has been
asked to go to Washington, D.C.to speak before the Senate Special Committee. Christian is one of only four
individuals in the country that have been asked to speak. Hanson noted that all expenses are the responsibility of
the participants and commented that any donations for expenses would be appreciated.
Councilor Wheeldon noted the upcoming joint meeting with the Parks& Recreation Commission,asked that City
Administrator Freeman look at dates to get something set. Wheeldon requested that minutes from the last meeting
be sent to council.
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ADJOURNMENT
Meeting was adjourned at 9 p.m.
I(
Barbara Christensen,City Recorder/Treasurer Catherine M. Shaw,Mayor
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City Council Minutes 05118199
8
ASHLAND HISTORIC COMMISSION
Minutes
May 5, 1999
CALL TO ORDER
The meeting was called to order at the Community Center by Chairperson Jim Lewis at 7:43 p.m. Members present were Jim
Lewis, Terry Skibby, Gary Foll, Joan Steele, Curt Anderson and Keith Chambers. Also present were City Council Liaison
Cameron Hanson, Associate Planner Mark Knox and Secretary Sonja Akerman. Members Dale Shostrom and Vava Bailey
were unable to attend the meeting. The Commission is currently one member short.
APPROVAL OF MINUTES
Anderson moved and Skibby seconded the Minutes of the April 7, 1999 meeting be approved as submitted. The motion was
unanimously passed.
PUBLIC HEARINGS
Planning Action 99-051
Conditional Use Permit
143 Fourth Street
Bob Heyerman
Knox reported this application is for the modification of a two-story,accessory residential, non-conforming structure at the rear
of the lot. Since the setbacks do not meet the current standard, a planning action is required. The applicant is proposing to
maintain the basic building, but will remove the portion that encroaches into the alley and improve the dilapidated structure by
installing a new roof and new siding, replacing the windows, adding a deck, and adding height to the second story to make it
more livable. The applicant has worked with the Review Board and Staff feels comfortable recommending approval. One of
the conditions will be to pave the alley from the southern boundary of the lot to the existing paved alley to the north. Knox also
noted the property to the north currently has a planning action in process to construct a second unit in the rear of the lot.
Skibby asked about the paving policy in the Railroad District. Knox stated paving is still a requirement by ordinance. Skibby
explained a few years ago there was a committee of concerned citizens, including a few Historic Commission members, that
tried to come up with alternates to paving all the alleys. Chambers clarified he was on the committee and stated although no
definitive alternative to paving was reached,the Commission has traditionally requested the alley paving be delayed because
paving can degrade and change the character of alleyways. The Commission concurred. Lewis added citizens were also
concerned about paved alleys becoming thoroughfares at the"B" Street meeting last week. Discussion ensured regarding
grading and laying down 3/4 minus rather than paving.
Chambers commended the applicant on the design for the improvement of the building, however, he also had a few questions.
When he asked about the bareness of the south elevation, applicant Bob Heyerman answered the carport is only shown on
the east elevation. Chambers then questioned the short windows on the west elevation. Heyerman said the window on the
left is a bathroom window,and in talking with the other contractors involved with the project,they would actually prefer a larger
window on the right. Heyerman then agreed to match the window on the right with the center window. Chambers stated he
would prefer longer, narrower windows. Chambers also asked about the north elevation with no windows. Lewis said he
thought it was due to building codes and the closeness of the building to the property line. Heyerman added there will also
be another unit on the property next door, so it affords both units more privacy and should be more energy efficient.
Lewis asked about the 1 x 4 corner trim and the 1 x 5 window trim, stating it would be better to use 1 x 5 for both, especially
since the true size is always narrower. Heyerman said they will be using 1 x 6 for both so it will be the true size. When asked,
Heyerman said the roof pitch will be 5 x 12.
Skibby noted this project will be a great improvement over what is there because the existing building is in very poor shape.
After discussing the conditions of approval, it was decided condition 2 should read".....the rear alley be improved by grading
and laying down 3/4 minus from the subject lot's southern most boundary......" Condition 5 state" The owner sign in favor of
a local improvement district...." Condition 6 shall read"The westelevation bottom rightwindow be enlarged to match the center
window and the corner board trim shall be 1 x 5."
Steele moved to recommend approval of this proposal to the Hearings Board with the conditions modified and added,as stated
above. Chambers seconded the motion and it was unanimously passed.
BUILDING PERMITS
Permits reviewed by members of the Historic Commission and issued during the month of April follow:
283"B" Street Bonnie Shaffer Interior Remodel
342 High Street Ralph Nelson Addendum
11 North Main Street Webster's Re-roof
145 Sherman Street David KcKee Interior Remodel
156 Eighth Street Michael Datz Addition
78 Third Street Jonathan Williams Deck
150 Nursery Street Jane Sterling Repair/Remodel
209 Almond Street John Javna Foundation Under Existing House
600 Siskiyou Boulevard Laurie Bixby Remodel
134 Church Street John Berry Foundation/Remodel/Move House
600 Siskiyou Boulevard State Farm Insurance Sign
249"A" Street Sunflake Sign
REVIEW BOARD
Following is the May schedule for the Review Board, which meets every Thursday from 3:00 to at least 3:30 p.m. in the
Planning Department:
May 6' Skibby, Anderson and Foil
May 13' Skibby, Lewis and Chambers
May 20' Skibby, Bailey and Steele
May 27' Skibby, Steele and Shostrom
OLD BUSINESS
Project Assignments for Planning Actions
PA# Address Persons)Assigned
i
96-086 685"A" Street Curt Anderson and Jim Lewis
97-018 661 "B" Street Jim Lewis
98-022 112 Heiman Street Vava Bailey
98-039 Holly Street Joan Steele and Jim Lewis
98-045 122 Church Street Vava Bailey
98-047 Between 548 &628 North Main Street Joyce Cowan
98-070 595 North Main Street Terry Skibby and Dale Shostrom
97-072 440 East Main Street Joyce Cowan
98-075 542 "A" Street Jim Lewis
98-091 559 Scenic Drive Vava Bailey
99-020 525 "A" Street Jim Lewis
i
Ashland Historic Commission
Minutes
May 5, 1999 2
NEW BUSINESS
Tax Freeze Applications
Since the Railroad District is soon to be placed on the National Register of Historic Places, individual houses are eligible to
receive a 15 year tax freeze if the owners present a renovation plan to the State Historic Preservation Office(SHPO)and the
Historic Commission recommends approval. Final approval is granted through SHPO. Plans for the renovation of individual
houses are now beginning to be submitted and the Historic Commission has the opportunity to comment.
132 Fifth Street The Commission reviewed plans that were submitted for the renovation of this house. Designer Bill
Emerson informed the Commission he had recently faxed the floor plan of the original house to Tami Beth Katz at SHPO. Katz
had commented the back porch posts should be more than 4'/:x 4'/and the owner has agreed to canter them or use 6 x 6.
The Commission felt this was a grand improvement. Therefore, Skibby moved and Steele seconded to recommend approval
of the tax freeze to SHPO. The motion was unanimously passed.
The Commission then discussed whether or not it was necessary for the Historic Commission recommendation to go to the
City Council for the Council recommendation to be forwarded to the State. Chambers moved that since reviewing tax freeze
applications is within the scope of the Historic Commission duties, it should only be necessary to send the City Council a copy
of the letter to SHPO. Steele seconded the motion and is passed unanimously. Hanson agreed with this decision since the
Historic Commission members are considered to be the experts in the field and the Council relies on their decisions.
625"B"Street This application is for rebuilding the garage at this site. The only exterior change will be to convert the ramp
back to stairs. With a motion by Steele and second by Skibby, it was the unanimous decision to recommend approval of this
application to SHPO.
212 East Main Street The Commission reviewed the letter already submitted to SHPO by Knox. All concluded it was a good
letter.
426"B"Street The Commission had nothing to add to Knox's comments already forwarded to SHPO. The members agreed
the work will be worthwhile and is all interior.
OLD BUSINESS
Grant for National Register Web Site
Steele reported the text is complete and on disk. She asked for suggestions of a logo to put on each web page. The
Commissioners decided on a swan. It was also decided staff will send a letter to the owners of the structures, even though
they have already been contacted in person. The letter will have a short explanation of the project, will thank them for their
participation and inform them where they can find the web site. The text will also be included.
Ashland Public Library
Skibby reported the library is now looking for a scaled down version of the expansion. He will keep the Commission updated.
National Historic Preservation Week ♦, Mav 9-15, 1999
The Commission will meet at noon in the Planning Department on May 10'"to judge the nominations.
More NEW BUSINESS
595 North Main Street
Skibby passed around photos of the new building under construction and noted there is no trim around the windows. In
reviewing the plans which were submitted for the planning action, it seemed obvious to the Commission there was trim
depicted, however, the contractor has said there was no trim on the building plans and it is now impossible to add. The
Commission wants to go on record as vehemently recommending window trim at least 1" x 4" wide. Knox will have the
contractor meet with the Review Board May 6`" to see if anything can be worked out. The members felt confident Ashland
Hospital Foundation would have enough pride in the building to make certain the exterior looked good.
Ashland Historic Commission
Minutes
May 5, 1999 3
Commercial Plans
After discussing elevations which are submitted with the plans, especially for commercial buildings, Bill Emerson suggested
1/4"to 1' scale be required for all details. Foll also noted when large sets of plans come in for a planning action or a building
permit in the Historic District, it is important to go directly to the elevations,then follow the Historic Commission Design Review
form so no details are overlooked.
ADJOURNMENT
With a motion by Steele and second by Skibby, it was the unanimous decision of the Commission to adjourn the meeting at
9:50 p.m.
I
I
iAshland Historic Commission
Minutes
May 5, 1999 4
Minutes
City of Ashland
Cable Television Programming Committee
May 13, 1999
Hillah Temple
Meeting was called to order by Steve Belsky, Chairman, at 5:41 PM. Those in
attendance included committee members: Wes Brain, Cathy Carrier, Candice Chapman,
Tom Garland, Lenny Neimark and Russell Silbiger. City Council Liaison Steve Hauck
and Staff Liaisons Pete Lovrovich, Vince Zauskey were also present. City Administrator
Mike Freeman and Budget Committee Chairperson Cate Hartzell also attended. There
was no one seated in the audience for this meeting.
S. Belsky began by praising the previous evening's (Wed., May 12) third AFN program
on RVTV, Channel 9. This particular, LIVE program, focused on cable TV, the channel
line-up, how programming was chosen, etc. C. Carrier represented the programming
committee on the show (Staff Liaisons Pete Lovrovich and Vince Zauskey were also on
the show along with moderator Tim Bewley).
Committee discussed recently printed AFN cable TV flyer that was to go out in the mail
shortly(should hit homes by Thurs. or Fri., May 13 or 14...one minor typo on return
address, front of brochure--looked good!). AFN website, with channel line-up, was
touched upon also and R. Silbiger mentioned a few misspellings and other minor
corrections that S. Belsky noted and would correct. S. Belsky requested that any
committee member(or liaison finding things on website needing to be corrected/looked
at to please contact him via E-Mail) S. Belsky asked that the corrections to the current
website be E-Mailed to him via R. Silbiger. Another correction noted was the Tuesday,
May 11 ad that ran in the Ashland Daily Tidings. Had the incorrect address of 90 N.
Main referred to in ad and should have been 90 N. Mountain. This error had been noted
by newspaper and changed for upcoming ads.
Committee reviewed May 6 Minutes and S. Hauck had following change on Page 4,
Paragraph 2, Line 6, about stopping by Civic Center. Should have read that he had been
to the Center"at least once, each day of the week" instead of"at least once on a weekly
basis"as shown in Minutes. Corrected as shown here. T. Garland also mentioned a
change he wanted to make on Page 5, Paragraph 2, last sentence reading: T. Garland said,
"I also agree with what C. Carrier said, the idea of the committee is to present a buffer
between the City and citizen's who represent the City." He meant to say, "....a buffer
between the City and citizen's" and asked that who represent the Citv be removed from
end of sentence. Noted.
Next item was roundtable discussion with programming committee and Mike Freeman,
Cate Hartzell. S. Belsky noted, "Before we enter into our roundtable discussion—which
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is specifically why Cate and Mike are here tonight—because, as you all know, there is a
perception that we have some lingering problems or that we have problems that are
unresolved with regards to this committee and its relationship to City staff. And there
have been a number of E-Mails that have been sent back and forth."
S. Belsky then asked C. Hartzell to elaborate on E-Mails she had forwarded Mayor Cathy
Shaw and Staff Liaison P. Lovrovich as well as S. Belsky concerning problems with the
Programming Committee. S. Belsky asked C. Hartzell to give those in attendance
reasons for making her statements and where they were coming from. S. Belsky
requested that he wished to present her comments as outlined in the E-Mails and have C.
Hartzell comment on them so committee and liaisons could hear her thoughts and then
afterwards committee could engage in discussion.
C. Hartzell requested that the specific E-Mail comments could not be addressed but
instead she would give an overall picture of what she perceived. This would also shorten
the process. C. Hartzell mentioned that she had the opportunity to review the resolution
established by the City of Ashland for the Programming Committee and although it was
i very specific she wanted to focus on what the relationship of this committee is with the
public. C. Harzell mentioned that she had been involved in many committees in the
Ashland community. She also mentioned she currently was not a cable TV customer.
She felt the product this committee was trying to introduce was not only important but
also to let the community know who the committee members are so they could important
`build a relationship' with the community. She didn't feel that the brochure that she had
an opportunity to see, notifying the citizen's of Ashland'of what was proposed, may have
done that. Her experience on working with committees and projects without building a
relationship with the community about what you're trying to sell can later cause
controversy down the road. It's important to make initial contact as soon as possible with
the public, some kind of extension and outreach. It might only take an hour or so.
Because there is no venue right now for you to represent the public. I'm not critical of
the pamphlet—although pricing wasn't included and you're certainly going to have
i questions about that—I'm just used to working in a different venue with the public.
The responses I've received back from my E-Mails doesn't really encourage me about
the openness of the committee.
S. Belsky commented that he appreciated C. Hartzell's input and added that this process
was a learning experience for the entire committee/liaisons. He went on to say that the
her E-Mails were devoted to putting forth these ideas...try to interact more with the
community, try to put yourself more in touch with the community. One concern S.
Belsky had was that it sounded from C. Hartzell's remarks that the committee was
"almost insulated" from the public and"not in touch"when in fact the committee is a
cross section of the community. C. Hartzell responded that she didn't think the
committee was insulated. She went on to say she wasn't critical of the committee at all
but felt it may have missed an opportunity by its lack of familiarity with her agenda
which is to get more people involved with City committees. Or interacting with the
community. S. Belsky commented that also in C. Hartzell's E-Mails were other issues
that she had concern over and S. Belsky had concerns as well. The first issue is one of
i z
t
`control' which you indicated in an E-Mail response to P. Lovrovich (P. Lovrovich asked
C. Hartzell to expand on this E-Mail which was originally sent to Mayor Cathy Shaw and
cc'd to Mike Freeman and Pete. C. Hartzell's E-Mail read: "It sounds like there is a level
of control, for example over costs (`The Book'...National Cable TV Co-op book) and the
number of stations allowed. Like I mentioned, if you and staff had sideboards to your
agenda they should have honestly been spoken ahead of time." The E-Mail went on to
mention the two channels that P. Lovrovich and V. Zauskey had requested the committee
to remove from the proposed Tier One level of service (Basic). S. Belsky then asked C.
Hartzell why she had felt compelled to make that statement in an E-Mail to P. Lovrovich.
C. Hartzell responded that this originated from contact she had with committee member
R. Silbiger. She felt the relationship with committee members and the staff was an
important one and if there was a book showing costs for channels that was not made
available to the committee members...if there was any information requested by a
committee member and was not forthcoming...in my mind that violates the staff's
responsibility. I'm not here to be a watchdog, I'm here to learn. All I'm doing is asking
questions.
S. Belsky answered that these were not new issues. "We've (the committee) spent quite a
bit of time discussing the issues that you've brought up." C. Hartzell commented, "Let
me ask you, is there any information that wasn't provided about the cost of the cable
channels?" C. Chapman responded, "That was not part of our charge. Our charge is to
program and we were aiming to make it 20% less than Falcon. We were not necessarily
Sent to set the costs." W. Brain remarked, the cost of programming did influence our
jobs...and was discussed many times because cost does influence what channels on what
levels and the number of channels that the committee could choose. As a good example,
we learned early on that ESPN is expensive and would not work on Economy Basic.
And that's part of the mix too. There are a lot of things. The programmers control all of
this stuff. We've approached this and talked about it in various ways and there is sort of
a fine line that we've discussed—like what is the cost—but it's not our point to know the
cost yet we have to have enough information about what those costs are just to come up
with the programming." R. Silbiger then asked, "So then what you're saying is we need
to know a little about the cost of the channels but not too much." C. Chapman asked,
"How much do you want to know. Because I've been perfectly satisfied with the answers
I've gotten."
Discussion followed about other approaches committee could have taken to chose the
programming and The Book that was not made available to the committee so they could
investigate programming costs (The Book, from the National Cable Television Co-op, is
what is used to come up with programming costs for cable TV channels proposed by the
committee). L Neimark stated, "This was information some committee members felt
staff had made `guarded' that they(committee members) should not know about or didn't
need to know about and this somehow played a part in bringing us where we are now."
Mike Freeman mentioned that the reason he was attending the meeting was "if the staff is
not doing what you've asked them to do, that ultimately is my responsibility." L.
Neimark said that the decision by staff to not choose to look at programming based on
analyzing `costs' was made by default. M. Freeman then said "but it was still made and I
don't hear anyone saying that staff pushed that agenda on you, is that right?" C. Carver
said she had asked whether we were going to know anything about costs and P.
3
I
I Lovrovich said "No, that would not be anything you would be involved in." M. Freeman
said that the programming committee could have been given the City's business plan
numbers for different tiers and ask the committee to go at it to figure out programming
and channels...you could clearly have taken that approach too." C. Chapman than said,
"The bottom line is, this line-up of cable choices is the best I've ever seen and I am
totally happy with this line-up and I am totally happy with the way we came to it. And I
am sorry that other people feel that we could have done it a different way. And, yes,
maybe we could have but I felt very comfortable in the way we did it. We sat here, we
voted, Steve Hauck tallied our choices, the staff came back with a line-up we had
essentially formed without that information. I don't know why everyone is quibbling
why we didn't know it (costs)because we did it, so who cares, this is a great line-up."
S. Belsky added that "we're kind of talking about a problem that never really existed
nor did it affect us in our ability to do what we are here to do."
T. Garland added, "that while I agree with several components of what Lenny was saying
about cost issues, my personal interest was to weigh out the choices and not pay so much
attention to the costs,based on the parameters of equipment purchases, etc. because those
i had been completed and was going to be a waste of my time."
C. Hartzell questioned the brochure's intent saying it really didn't mean anything to her
because rates were not attached to the content/tier levels shown. "I can't do anything
with this because there isn't a dollar amount tied to it." S. Hauck explained that the
committee wanted to get the brochure out `prior to' the rates being approved because if
they would have submitted it `after' rates had been approved, it would have been
interpreted that the line-up was already a `done deal' and the public probably wouldn't
have felt like their input was that meaningful.
C. Hartzell suggested doing an `open house' type of forum somewhere in the City. If you
advertised and invited people for one hour here and said "here's what we started out with,
here's the things we looked at, here's out comment period...just sort of an open house
where the public could interact with the committee. That way, if they come back with a
complaint they may be a little friendlier with the committee." S. Belsky commented that
C. Hartzell could have visited the AFN table during the volunteer recognition gathering
from 3-5 PM on April 29 and he would had been able to answer questions, go over some
of these comments/procedures the committee took (C. Hartzell was working and could
not leave work to attend the volunteer recognition).
W. Brain mentioned that"every committee meeting has been publicized and actually
Falcon knows the most about us because they have been the only attendee from the
public on a regular basis. I felt that now we're going public on our line-up I thought the
public would be here in some numbers tonight. Where are they? I talk to people
everyday, informally. I ask them what they think. Bring information back to the
committee. And we do that in various different ways. And that has been part of the
process too. So I guess we've done everything right but I suppose a public forum might
get people to come out who might not show up to a meeting like this." L. Neimark said
he was happy that the idea of a public forum was brought up because"I think it may be
the way to go with our responses. We can look at them, compile them and invite the
public to one session to discuss them."
M. Freeman, C. Hartzell and P. Lovrovich had a budget meeting in just a few minutes so
M. Freeman said, "The reason I'm here,before I leave this room, I need to know if
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you're having problems with Staff on this committee. That's why I'm here, that's the
only reason I'm here. There has been some discussion that there have been some
problems with the staff. I need to know if we're together and on the same page or not. If
not, I need to know what the problem is and how to fix it. That's my responsibility."
M. Freeman than said that he would write comments down and make sure they're
resolved by the next meeting. W. Brain said, "we were told at the very first meeting that
the only reason we can't do a menu selection—which we decided is what the people
would really want—we were told we can't do it because it's not done anywhere else.
Is that accurate?" "I can answer that for you right now, noted P. Lovrovich. That's a
technology issue. And to go with a complete menu system of a 100 channels and you
pick these 3 or these 5 or these 10 means you have to support all that content—everybody
in the community—because at any one time someone may or may not want to pick that
particular selection. If you'd look at cost to try and promote that type of system it would
be totally prohibitive. The reason it's not done that way is because it's not economically
feasible in any system to provide that type of service. And so that's the reason."
S. Belsky said that"this (picking a line-up) was not easy to do...when you put seven
people in a room and everyone has their own opinions and everybody in this group
certainly has their own concerns about how things ought to be. I agree with Candice. It
was a tough job, we plowed through it, we have great line-ups, I'm satisfied with the
process we went through, we had our problems—all groups do. As far as having a
problem with staff, I was looking over our responsibilities and very clearly it states that
Ashland Utilities will attend all meetings, advise, provide programming information,
background research data and programming recommendations. I believe that is what
they have done. And I have said this to everybody, we're all adults here—we're all big
boys and girls—and if staff says something that I don't approve of or believe in then I
reject it. And if I'm trying to make a decision and Vince says something based on his
experience I appreciate that and if it's good information I integrate it into my decision-
making process. I don't think we have problems. I don't think any of the problems we
may have had got in the way of completing our charge, which is just about what we have
done."
The Book and the withholding of programming cost information was once again brought
up by C. Hartzell. Her comment concerned whether the programming costs were Public
Information. "If I went to the City and wanted this information and I was told `you don't
need that information' I would question the motive of that decision." V. Zauskey brought
up that if one of us went to the incumbent, Falcon, and asked what their programming
rates were we would not be able to secure those rates. It's proprietary information and
we could not get it. C. Chapman commented it's the same as asking for school records.
P. Lovrovich showed committee The National Cable TV Co-op book and stated,
"Anyone in here can take a look at this information. When we do contracts, part of our
contract will state—and I don't know how this will flow with the City Council but it
basically states that you shall not publicly go out and let everyone else who gets prices
from the Co-op and what your contract price is because it's proprietary. But there
certainly isn't anything magical about this book." I do agree with Cathy(Carrier)
when we initially talked about costs up front and the cost—from what I recall—was
`how much are we going to charge for these different tiers' and that particular issue is
5
an issue determined by the City Council, not this group. There are two cost applications
here: one is what we charge for the service and one is what we pay for the service."
L. Neimark mentioned that he had walked away from some meetings---especially the first
couple—where he felt the committee was treated as if they didn't need to know certain
information and he personally felt belittled by that. I could come up with a list of
questions that I don't feel we have answers to yet but I realize there are so many things to
deal with, that's OK, because you don't get all the answers."
R. Silbiger felt "the real problem occurred on the 22nd of April when we had asked for a
brochure from staff, specifically, and basically they came back with `you guys don't need
it, it's not your responsibility.' We read the charge for the committee and what we were
supposed to do. We specifically asked Vince what was going to happen on the next day,
if I remember correctly and it didn't happen. We get an E-Mail a week later—on the day,
the morning of the Open House—oh, by the way, we're having an Open House with
some brochures and other information set-up and if you guys still think you need to meet
even though everything has been set-up we can probably still do that. That's when things
went wrong when we specifically, clearly asked staff what to do and it was not done."
The meeting was held(with Ann Seltzer, L. Neimark, C. Carrier and T. Garland), there
were problems during that meeting that were reported back to me by committee
attendees. When A. Seltzer came to our meeting the next week, May 6, the original
brochure A. Seltzer presented required a lot of rework. She presented a plan of action I
thought was inferior."
S. Belsky commented that no one does everything right the first time and I think it's
important to bring that up.
M. Freeman said that if you were the City Council and you asked me to do something
that you required and two weeks later I didn't deliver it, that's a problem. He also
addressed L. Neimark by asking him to get his long list of questions to staff and you can
give a whole back-up to me. That's just a suggestion because I'm not going to get back
to this group. Give the staff a sporting chance. If you've got something on your mind
you have to let them know.
Also, M. Freeman mentioned that the City has failed to create a budget for this committee
Which we need to do before the council adopts a budget. So you need to talk to Vince—
and just so you know it starts July 1--what type of public outreach you want to do
because it costs money. Brochures, surveys—I'm not trying to speak for you—but
whatever you want to do to get feedback you have to have a budget for it." W. Brain
asked how much the committee had between now and July 1 and M. Freeman responded
that"you can do whatever you want between now and July 1,within reason."
M. Freeman, C. Hartzell, S. Hauck and P. Lovrovich departed meeting to attend the 7PM
budget meeting at Council Chambers.
Pete was not present to discuss other Agenda Items as he had to give his budget
presentation so they would be addressed at the next meeting.
6
i
S. Belsky then addressed Public Comment and committee voted on what members would
be responding to the different areas listed on the brochure. S. Belsky nominated (and it
was seconded) to have Russ Silbiger respond to all E-Mails (listed as
afnprognashlandfn.org in brochure), Cathy Carrier was nominated (and it was seconded) to
respond to phone messages on 552-2222 and Tom Garland will be in charge of all written
responses (from comment boxes at City Hall, Library and Civic Center and those mailed
to Electric Dept.). Vince will forward to C. Carrier the telephone `voicemail' access code
to be able to monitor 2222 line.
Vince asked committee members to coordinate these responses (E-Mails, phone, written
responses) in a fashion so committee and staff could review after comment period of May
24. Also, Vince requested to be CC'd on E-Mails. This was agreed upon by committee.
In addition, there could be `boilerplate' type of responses for general comments. The
main goal, the committee agreed, was to respond in as timely a fashion as possible. One
other request from staff(Vince)was any E-Mail that had technical questions, or
otherwise, that R. Silbiger could not easily answer or needed further comment, Vince
would answer and/or consult with P. Lovrovich(such as why a channel was on Expanded
and person wanted it on Basic, etc.). Also, Vince asked committee if it was alright with
them to include A. Seltzer on the universal E-Mail address so she could view comments
and responses from R. Silbiger. Committee said OK and Vince will coordinate with
Richard Holbo, Telecommunications Supervisor for AFN to have her name added on E-
Mail for AFN.
L. Neimark brought up conversation he had with A. Seltzer in reference to the costs
associated to date with encouraging public comment. The question that came up was "do
we need the newspaper ads next week (May 18 Tidings, May 19 Mail Trib.) and do we
need the radio ads on JPRT' L. Neimark had sent out an E-Mail to committee about this
and there were various responses from committee. He did not know for sure, but he
suspected that A. Seltzer was not planning to do newspaper ads and radio spots. L.
Neimark felt the committee should decide if the newspaper ads and radio spots are still
important to the committee—since the brochure has gone to every Ashland household.
V. Zauskey read A. Seltzer's E-Mail to him that mentioned the newspaper ads that ran
this week and they were to be repeated next week (again, these ads promoted public
comment response/proposed channel line-up). Found out the Wed. ad missed the Mail
Tribune do to an oversight by the Trib. but would be included in the Fri., May 14
TEMPO instead.
T. Garland strongly suggested we add the JPR spots so committee has as much
information out about the proposed line-up as possible and Ashland public feels they've
had an opportunity to comment (and committee feels they've given them every
opportunity to comment). S. Belsky moved that radio on JPR is also included for public
comment and it was seconded (would use approved radio copy from May 6 meeting as
presented by A. Seltzer...with changes in other drop-off locations).
S. Belsky thought it was good time to discuss whether committee wanted to consider
Public Forum after comment period. L. Neimark thought committee should consider the
methods used to come up with line-up and process committee used to get there (plus
mention mediums used to invite public comment). "What if we looked at this meeting
theoretical meeting and rather thinking of it as a justification for what we did or didn't do
7
--what if we took all of our comments in two weeks and basically put out one more word
to the public saying we're going to have an open forum to discuss the comments we've
received to give you a little overview on where we've been and what we've done.
You're welcome to one final review. Limit it to comments so it would not be a rehash of
what committee has already done for the past nine weeks." R. Silbiger added it could be
like an Open House with cookies, coffee. Also, when AFN goes on line there will
probably be like a `launch party' and the committee could attend that. The programming
committee is a `selling point' for the City. The programming decisions were not made by
some `bean counter' in L.A., they were made by `your neighbors'. Maybe that would be
the time to incorporate an Open House. That way, the public is here for a number of
reasons. S. Belsky concurred with both Lenny's and Russ' ideas. His concern was that
no matter what we did we may find that we'd be `underwhelmed' by the response (based
on the Volunteer Recognition on April 29 when only about 5-6 people spoke to Vince
and Steve at the AFN table and picked up literature). S. Belsky added that R. Silbiger's
approach to a `forum' might be more realistic and the committee should revisit this
j concept. R. Silbiger mentioned that if we were to get 1,000 responses from the brochure
next week than that might be cause to consider a forum but if we get 20 or so
it wouldn't be necessary. W. Brain added that we should reevaluate the forum concept at
1 our next meeting when we've had an opportunity to further look at responses.
C. Chapman noted that she thought every committee was to give a report to the City
Council on what they have accomplished. She likened many of the things the
Programming Committee has done to what her husband has been involved with through
his volunteering on the Conservation Committee...disseminating information out to the
public. C. Carver understood the committee was going to be doing that.
AFN website was also discussed and V. Zauskey mentioned that when you pull up the
www.ashlandfiber.net website it says it's Under Construction. S. Belsky said it
automatically redirects to the City website. L. Neimark said he didn't think they do.
They do not `automatically' redirect. S. Belsky said he would make sure he would link
the pages under construction so someone looking at website could view channel line-up.
Vince also was requested to furnish descriptions of channels electronically to S. Belsky
for all channels on the line-up so they could be included in the AFN channel line-up.
Also, Billboards on RVTV were mentioned once again (first suggested by W. Brain at
May 6 meeting as a way to promote channels on AFN). W. Brain said he would check
with Suzi Aufderheide from RVTV whether she had been able to be in contact with A.
Seltzer on the billboards. Vince said he would make sure when he E-Mails A. Seltzer on
Fri., 5/14, he would mention billboards along with JPR radio ads.
Meeting was adjorned at 7:44PM by S. Belsky. Next meeting will be May 20. Vince
will verify meeting place but believed it to be in Senior Center.
I
8
Minutes
City of Ashland
Cable.Television Programming.Committee
May 20, 1999
Senior Center
Meeting was called to order by Steve Belsky, Chairman, at 5:45 PM. Those in
attendance included committee members: Wes Brain, Cathy Carrier, Candice
Chapman, Tom Garland, Lenny Neimark and Russell Silbiger. City Council Liaison
Steve Hauck and Staff Liaisons Pete Lovrovich and Vince Zauskey were also present.
Dick Wanderscheid, from Conservation, also attended. There was no public
attendance.
• The group began by discussing the current web page for the Ashland Fiber
Network.
• Can it be made easier to read?
• Pete made some suggestions for the format of the meeting minutes. Only
pertinent information needs to be noted. The meetings will still be taped and can
be filed by date. We'll keep them at the Electric Offices.
• May review Meeting Minutes format of different committees to get other ideas.
• Wes brought up the topic of Video Select and inquired about the rules for
switching. How do we keep control of this?
• Pete said that in order to have the ability to provide a la carte choices for the
viewer, the AFN would need to retain all programming and pay for each channel
regardless of whether it was used or not. The network would have to be digital.
All of this is costly and the service would be more expensive for our customers.
• Pete, Richard and Steve Hauck will be attending the SCTE Fair in Orlando, next
week, and will bring any ideas to share with the committee.
• Committee agreed that citizens need more information about what's going on. It
was suggested that a Fact Sheet be sent out, city wide, in order to achieve this.
i
i
1
• Due to the technology avaitabte to the AFN, programming choices aren't limited.
What limits us is cost and what channels we offer.
• Pete will compile information on different options for channel choices and
packaging.
• Regarding the AFN Information Number, if the customer has a quick question,
feel free to answer to the best of your ability. If the customer wants more
detailed information they can be referred to Cathy Carrier or either of the Staff
Liaisons (Vince or Pete).
i
+ Lenny feels we need some kind of resolution around acquiring the UPN & WB
channels. He feels that these are critical channels for the AFN. Pete will get a
letter out to the Corporate WB and UPN officials, inquiring about getting channels
locally on AFN.
• Steve Belsky felt the comments, emails and phone calls should be summarized
first in order to see what areas received the strongest & largest public opinion.
{4 He suggested we prioritize according to completed summary.
f
• The Council presentation by the Programming Committee, on the Channel Line
Up, was moved back to June 15`h. Rate approval has also been postponed until
i
that date. Tom & Cathy will compile public responses and type up comments.
Pete asked what the committee thought their presentation might look like and
offered his help in preparing in whatever way possible.
• Committee members leaving the meeting included Steve Belsky, Wes Brain,
Russell Silbiger and City Liaisons Pete Lovrovich , Dick Wanderscheid and Steve
Hauck (City Staff had a Budget Committee Approval Meeting at 7 PM in Council
Chambers).
• Committee members remaining had a quorum and reviewed the handout by
Vince on Viewer's Choice Pay-Per-View Channels. Making the final decision
was deferred until the entire Committee could look at the Pay-Per-View choices.
• Vince briefly mentioned Pete's trip to Florida for the SCTE (Society of Cable
Television Engineers) Show next week.
Meeting adjourned at 7:18 PM
I
City of Ashland
PARKS AND RECREATION COMMISSION
REGULAR MEETING
MINUTES
April 19, 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.
II. ADDITIONS or DELETIONS TO THE AGENDA
Commissioner Landt said that he would like to discuss that portion of the 1999-2000 Parks and
Recreation budget which pertains to the services the Department will continue to perform for the
City without receiving reimbursement for the cost of those services. The item was placed under
Old Business.
III. APPROVAL OF MINUTES
A. Regular Meeting - March 15, 1999
Commissioner Coppedge made a motion to approve the minutes of the March 15, 1999
Regular Meeting as written. Commissioner MacGraw 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 #24377 - #24705 in the amount of$377,836.86. Commissioner
MacGraw seconded.
The vote was: 5 yes - 0 no
V. PUBLIC PARTICIPATION
A. Possible Use of Calle Guanajuato - Allan Sandler
Allan Sandler was present to speak to the Commission about his upcoming plans related to
the Masonic Lodge buildine and how those plans will affect Calle Guanajuato. Essentially,
Mr. Sandler plans to construct an open walkway through the Masonic Building from the
plaza to the Calle. This walkway will then be donated to the City as an easement. In order
to meet ADA requirements, a ramp for handicapped access will need to be constructed on the
Calle side.
Regular Meeting - April 19, 1999 Page 2 of 8
Ashland Parks and Recreation Commission
Masonic building walkway-Allan Sandler-continued
Other than bringing the Commission up to speed on his plans, he said that there were two
reasons that he wanted to speak to the Commission. First, he knew that the Commission and
City were beginning the planning process for restoration work on the Calle. He said that he
wanted to work with the Department to ensure that the design of the ramp would fit in with
the overall scheme for the Calle. And, secondly, because of the vague boundary lines
between the plaza buildings and city property, he wanted permission from the Commission to
configure the ramp in such a manner that it would be most usable and aesthetically pleasing
rather than having to make certain that it was fully constructed on his property.
Commissioner Coppedge said that she liked the idea as presented and would support Mr.
Sandler working with the Department on integrating the design of the entrance on the Calle
side. She said that she did have some concern because of the timing in that the Commission
was just beginning the planning process for the overall design of the Calle. Mr. Sandler said
that he did not anticipate any finishing work such as benches or trees until this coming fall.
He did not envision any problem coordinating with whatever design was adopted for the
Calle area.
Commissioner Landt asked Mr. Sandler if he were asking for an easement so that the
construction of the ramp and/or stairs could be placed on city property. Mr. Sandler said not
really. What he was asking was simply to coordinate with the Department so that the
outcome was most pleasing to everyone. The walkway or sidewalk through the building was
going to be donated to the city as an easement so if the walkway should reach over onto what
is normally considered "city" property by a foot or so it was a moot point for him.
Commissioner Landt expressed concern about obligating a portion of park property to a
ramp or steps prior to the design phase for the Calle area being adopted. Mr. Sandler said
that according to the map which he understands indicates the generally accepted property
lines, the ramp and steps could be constructed totally within his property. However, he said
that if it would be a better design for the public to have it extended a foot or two onto park
property, he would be willing to adjust his plans to do so.
In response to Commissioners' questions, City Attorney Paul Nolte spoke briefly about the
status of the property lines on the Calle and tale easement agreement for the walkway which
was being worked out between the City and Mr. Sandler. He confirmed that the exact
property lines on the Calle side of the plaza buildings were approximate but generally
accepted. He said that to undertake determining the actual property lines would be
extremely costly. As the proposed .walkway would enter into park properp on the Calk, he
said that he had suggested that Mr. Sandler open discussion with the Commission while the
easement agreement was still being written so all interested parties would have a say.
Ultimately, if it appeared that the most desirable design for the ramp and or steps encroached
on park property, the actual agreement would be between the City and Paris. not Nir.
Sandler and Parks. He suggested iliac perhaps the Commission might cant a statement from
City Engineering as to "ho%% much" the proposed %kalkwav could encro.wh onto Park
property.
Regular Meeting - April 19, 1999 Page 3 of 8
Ashland Parks and Recreation Commission
Masonic building walkway - Allan Sandler-continued
Commissioner MacGraw said that Mr. Sandlers' request this evening was simply to be able
to work with Department staff to come up with the best design for handicapped access from
the walkway onto the Calle. She said that she supported that cooperative effort and would
like to have staff work with Mr. Sandler to that end. Commissioner Coppedge concurred.
Summarizing the discussion, Chair Eggers said it appeared there was support among
Commissioners to work with Mr. Sandler on the design but that the Commission would also
like to follow the details of the easement agreement as it relates to property lines and possible
use of park property. There was no descent among Commissioners.
Director Mickelsen indicated that Department staff would work with Mr. Sandler and City
staff and, if it looked like plans for the ramp or steps would encroach on park property, that
the information would be brought back to the Commission for review and approval. (???)
Commissioners thanked Mr. Sandler for coming to discuss his ideas and to work with them
on the overall design.
B. Open Forum None
VI. OLD BUSINESS
A. Requests from Ashland YMCA and SOLO for Activities Levy support
Micki Ferris, Chairperson for Southern Oregon Lesbian Outreach, was present to request
monies for a regional gathering whereby members and friends of SOLO could meet in a safe
environment. She had no specific request but suggested monies ranging from $250 - $500 to
fund a catered picnic or perhaps a swim party.
After discussion of the request, Commissioners determined that it did not meet the current
criteria established by the Commission for YAL monies. Commissioner Coppedge made the
suggestion that the Commission decline support through the Youth Activities Levy but could
offer the group a "free" swim night in order to hold a gathering at the Meyer Pool.
MOTION After some general discussion, Commissioner Coppedge made a motion to grant SOLO a
"free" swim night by waiving the usual fees for rental of the Meyer Pool. Commissioner
MacGraw seconded. It was determined that SOLO would work with staff to arrange the
details of the rental.
The vote was: 5 yes - 0 no
Laurie Lourzenheiser, Senior Program Director, was present to speak to the Ashland Family
YMCA's requests related to three programs: Supervised youth activities on Parent/Teacher
Conference Days, Kids Night Out, and Weekend Adventures. Commissioners decided to
address each program separately.
Regular Meeting -April 19, 1999 Page 4 of 8
Ashland Parks and Recreation Commission -
YMCA Requests for YAL monies -continued
+ Parent/Teacher Conference Days
MOTION Following discussion, Commissioner Landt made a motion to approve expenditure of
$3,000 from Youth Activities Levy monies for Parent/Teacher Conference Days as
outlined in the request.
In discussion of the motion it was confirmed that if a fee were charged that all
participants in the program would be charged the same fee regardless of whether or not
they were YMCA members, and, that in their advertising for the program, the YMCA
would indicate that the program was being supported through Youth Activities Levy
monies.
The vote was: 5 yes - 0 no
+ Kids Night Out
Commissioner Landt said that he did not believe that this program fit into the
Commission's criteria for YAL monies because it seemed to be offering parents a "night
off" rather than a recreational opportunity for children. Commissioner MacGraw
concurred indicating that even if the children were recreating during the "night out" it
was still a "sleep over party" which she did not believe was an appropriate use of YAL
monies. Commissioner Coppedge disagreed indicating that she believed the program
offered a win/win for both parents and children.
MOTION Commissioner MacGraw made a motion to decline support of the "Kids Night Out"
program. Commissioner Landt seconded.
The vote was: 4 yes - 1 no (Coppedge)
+ Weekend Adventures
By way of explanation, Ms. Loutzenheiser said that in the past two summers the Parks
and Recreation Department had offered weekend camping trips to middle-school aged
youngsters through its Wilderness Adventure programs. As the Department was not
going to offer these trips this summer, the YMCA was offering to pick up the programs.
Emily Jones, Recreation Supervisor, said that the Department had been contracting for
services in order to offer the camping programs in the past and indicated that staff
supported having the YMCA offer the program because it had the staff, transportation,
and experience already available.
MOTION Commissioner Landt made a motion to approve the expenditure.of$2,470 from YAL
monies to support the "Weekend Adventures" program as outlined by the request.
Commissioner Coppedge seconded.
The vote was: 5 yes - 0 no
B. Approval of agreement related to Todd-Oredson Woods
Alex Dykema from the Southern Oregon Land Conservancy and Cite Attorney Paul Nolte
were present to answer questions from the Cormnission related to the draft of an agreement
which had been written for the purpose of accepting the Todd-Oredson Woods into the City's
Park Land/Open Space Acquisition Program.
Regular Meeting - April 19, 1999 Page 5 of 8
Ashland Parks and Recreation Commission
Todd - Oredson Woods easement agreement - continued
Mr. Nolte briefly outlined the proposal which would be to have the property deeded to the
City and then to have the City grant back a Conservation Easement to SOLC. The
Conservation Easement is very specific as to what can and cannot be done with the property.
Contnlissioner Landt clarified that the $5,000 which the City would be expending from Open
Space funds was the total amount which would be expended in relationship to the agreement.
Mr. Dykema said that was accurate; the $5,000 would be placed in SOLC's Conservation
Easement Fund and that only the interest from the money would be used to monitor the
easement.
Commissioner Coppedge inquired about the kind of monitoring which would be done. Mr.
Dykema said that the purpose of the monitoring was simply to make sure that the terms of
the easement were met. In general discussion of the kinds of restrictions which the easement
would place on the property, Commissioner Landt inquired whether or not "in practice" the
restrictions would unduly hamper the Department in maintaining or improving the property.
Both Mr. Nolte and Director Mickelsen said that because SOLC and the Department
generally have common goals that they did not believe that the restrictions would create
problems.
MOTION After some further discussion, Commissioner MacGraw made a motion to approve the
Conservation Easement related to the Todd-Oredson Woods as presented.
The vote was: 5 yes - 0 no
C. Approval of resolution to adopt policies related to commercial activities
Director Mickelsen said that Resolution #99-02 related to Commercial Activities in Parks
restates the items which were approved by the Commission at its March Regular Meeting.
He indicated that Mr. Nolte had had opportunity to review the resolution as presented.
Commissioner Landt said that he believed the wording of the resolution would be clearer if
the third paragraph from the bottom of the page beginning with the word "Note" were
deleted. After some discussion with the support of staff and Mr. Nolte, by consensus, the
Commission chose to delete the paragraph.
MOTION Commissioner Coppedge made a motion to approve Resolution #99-02 as written with the
exception of deleting the third paragraph from the bottom beginning with the word "Note".
Commissioner Jones seconded.
The vote was: 5 yes - 0 no
D. Approval of easement agreement for Oak Knoll irrigation pond
Commissioners reviewed a memorandum front staff dated April 2, 1999 related to the
irrigation pond at the Golf course and the draft of an easement agreement between the
Commission and the Oak Knoll Meadows 1-ionteowners' Association.
Regular Meeting -April 19, 1999 Page 6 of 8
Ashland Parks and Recreation Commission
Irrigation Pond Carl Oak Knoll - continued
During discussion Commissioner Landt inquired of City Attorney Paul Nolte whether or not
the Department would be required to keep the pond level up if TID were to ever pressurize
its system. Mr. Nolte responded that if the water in the pond had been used for irrigation
purposes by the golf course that the Department would be required to fill it once but only
once.
MOTION Commissioner Coppedge made a motion to recommend that the Council approve the
easement agreement and to authorize the Commission Chair to sign the agreement on behalf
of the Commission. Commissioner MacGraw seconded.
The vote was: 5 yes - 0 no
E. Contracted Service for City and FY 1999-2000 Parks and Recreation Fund budget
Commissioner Landt said that in reviewing the 1999-2000 FY budgets for the Department
that although there are sufficient monies available for capital improvements this year that it
appears that in future years those monies will be greatly reduced. With the continued
acquisition of park lands, eventually those properties will need development which will
require capital expenditures. Considering the fact that the Parks and Recreation Fund has a
substantial carryover which will fund its capital projects in 1999-2000 and the fact that the
City needs additional monies to balance the General Fund, he said that in submitting its
proposed budgets to the City that the Commission did not include fees to the City for the
maintenance services Parks provides on City property which is not dedicated park land. He
said that he felt it was important to not let this one-time adjustment to the Parks and
Recreation Fund budget become precedent setting.
The other Commissioners spoke in support of Commissioner Landt's statements reiterating
that they believed providing the services to the City without charging the fees needs to be
viewed as a one-year adjustment only. Director Mickelsen said that he believed that
Commissioner Landt had a good point. Considering the expansion of parks and recreation
facilities over the past ten years, the Department will require sufficient monies to simply
maintain the expanded system.
Commissioner Eggers inquired whether or not it would be appropriate to work with City
staff to put something in writing about the Commission's view on this one-year reduction to
the Parks and Recreation budget. Commissioners MacGraw and Coppedge said that they felt
that simply saying it was enough. Director Mickelsen indicated that he would highlight it
during the presentation to the Budget Committee as one of the Commission's long range
concerns.
V1L NEW BUSINESS
A. Appointment of representative to City's Forest Commission
Commissioner Coppedge said that having served as Commission representative on the Cit 's
Forest Commission for se%eral years, she would prefer that another Commissioner fill her
seat at this time. With no volunteers among the other Commissioners, Chair Eggers
indicated that she would be willing to serve on the Forest Commission.
Regular Meeting -April 19, 1999 Page 7 of 8
Ashland Parks and Recreation Commission
B. Recommendation to partition Cline/Bryant Property
Commissioners reviewed a memorandum from staff dated April 5, 1999 related to the recent
acquisition of the Cline/Brant property for the Open Space/Park Land Acquisition Program.
As there had been discussion when purchasing the property of partitioning it in order to sell
the house and lot at 667 N. Main, City Attorney Paul Nolte advised that if the partitioning
were to be done it needed to be done prior to dedicating the land for park purposes.
During discussion, Commissioners determined that the delineation of where to partition the
property to create a lot at 667 N. Main was pretty straight forward and that the details could
be worked out between Planning Department and Parks Department staff. However,
Commissioners indicated that they would like to review the details prior to final action being
taken by the Planning Commission.
MOTION Commissioner Landt made a motion to direct staff to work with Planning Department staff to
determine minimum, reasonably sized lot at 667 N. Main which would be salable and meet
Planning Department requirements, and, once the property is sold, that the proceeds be used
to reimburse the Open Space fund, and, that a recommendation be forwarded to the City
Council along these guidelines. Commissioner Jones seconded.
The vote was: 5 yes - 0 no
Commissioner MacGraw questioned the zoning on the property at this time. Director
Mickelsen said that he believed that it was zoned multi-family at this time. Commissioner
MacGraw stated a personal preference that the partitioned property remain residential and
not be allowed to be used for commercial purposes.
VIII. COMMUNICATIONS and STAFF REPORTS
A. Discussion of interview and selection process for consulting services
Calle Guanajuato Landscape Architect. Director Mickelsen reported that the proposals have
been received from landscape architectural firms for the Calle Guanajuato Restoration
Project. He said that the Review Committee would be meeting shortly to select the number
of firms or proposals which it believed the Commission should interview for final selection.
In discussion of the time frame for interviews, Commissioners indicated those dates during
the first half of May that they would be available to meet.
Selection of architectural firm for buildings. Director Mickelsen said that the RFP's had
gone out related to architectural services for several structures at N. Mountain Park and the
clubhouse at Oak Knoll. He said that previously the Commission had decided that staff
would review the RFP's and select those firms which it felt met the qualifications and would
move forward to be interviewed by the Commission.
Regular Meeting-April 19, 1999 Page 8 of 8
Ashland Parks and Recreation Commission
Process for seleting architects for buildings -continued
Commissioner Landt said that although he knew that previously the full Commission had
interviewed for most consultants, he said that he would suggest that for this particular RFP
that the Commission establish a committee which would conduct the interviews and make a
recommendation to the full Commission. After some discussion, by consensus,
Commissioners chose to appoint two Commissioners to interview selected firms which had
submitted proposals for architectural services and then to make a recommendation to the
Commission which firm (or firms) should do the work. Chair Eggers appointed
Commissioners Jones and Coppedge to serve on the committee.
Commissioner Eggers expressed her preference for having an architect from the community
also serve on the committee.
IX. ITEMS FROM COMMISSIONERS
Commissioner Coppedge said that the visitors from Guanajuato had expressed their joy in the
re-dedication ceremony on Calle Guanajuato and that she had said that she would pass their
appreciation on to the Commission. She said that it looked absolutely beautiful and
expressed her thanks to Department staff for their efforts.
X. ADJOURN TO EXECUTIVE SESSION - Salary Negotiations - ORS 192.660 (1) (d)
XI. RECONVENE TO REGULAR SESSION
A. Salary Negotiations for 1999-2000 budget
MOTION Commissioner Landt made a motion to approve the request by Department staff for a 3%
wage increase beginning July 1, 1999 and to adjust the vacation accrual schedule as proposed
with the exception of years 19 through 25 which would read 24 days instead of 25 days.
Commissioner Jones seconded.
The vote was: 5 yes - 0 no
XII. UPCOMING MEETING DATE(S) and PROPOSED AGENDA ITEMS
The next Regular Meeting is scheduled for Monday, May 19, 1999.
XIII. ADJOURNMENT With no further business, Chair Eggers adjourned the meeting.
Respectfully submitted,
Ann Benedict, Business Manager
Ashland Parks and Recreation Department
City of Ashland
PARKS AND RECREATION COMMISSION
SPECIAL MEETING
MINUTES
May 4, 1999
ATTENDANCE:
Present: Teri Coppedge, JoAnne Eggers, Sally Jones, Rick Landt, Laurie MacGraw,
Director Ken Mickelsen
Absent: None
I. CALL TO ORDER Chair Eggers called the meeting to order at 6:00 p.m. at the Department
Office, 340 S. Pioneer Street, upper Lithia Park.
II. PROCESS FOR INTERVIEWING - Landscape Architectural Firms
Chair Eggers indicated that the meeting had been called to enable Commissioners to establish the process
or format they would like to follow when interviewing the landscape architectural firms which the Selection
Committee had determined were most qualified to provide services for the Calle Guanajuato Restoration
Project.
In an open, round-table discussion, Commissioners reviewed the draft of a possible format, discussed the
questions which they would like for both firms to address during the interview, and determined that their goal
would be to make a decision on which firm would be awarded the contract following the interviews.
MOTION Following discussion, Commissioner MacGraw made a motion to adopt the process which had been
discussed for interviews of the landscape architectural firms. (See attached.) Commissioner Coppedge
seconded.
The vote was: 5 yes -0 no
III. OTHER ITEMS DISCUSSED
Meeting to discuss budget item
Chair Eggers said that she had spoken with Mayor Shaw about her concerns related to the $20,000 item
included the Parks and Recreation Fund budget for fiscal year 1999-2000 to review the status of the Open
Space program. They had set a meeting so that it could be discussed with City and Parks staff, Cate
Hartzell as Budget Committee Chair, and Commissioner Landt who had proposed that the item be included
in the budget. She said that she hoped the questions related to the budget item could be addressed at that
time. She asked the other Commissioners whether or not they had any questions about or input for the
meeting. Commissioners indicated that they felt that the meeting was a good idea and felt that it would be
productive for all concerned.
Resignation from committee to review architectural firms for buildings
Commissioner Coppedge reported that her husband had been invited to participate in one of the proposals
which was being submitted in reference to the RFP for architectural services at N. Mountain Park and at
Oak Knoll. As this could pose a conflict of interest, she said that she needed to resign from the committee
which would be reviewing the proposals and making a recommendation to the Commission. Commissioner
MacGraw volunteered to fill her place on the committee. Chair Eggers confirmed that Commissioner
MacGraw would take Commissioner Coppedge's place on the committee.
IV. ADJOURNMENT With no further business, Chair Eggers adjourned the meeting.
Respectfully submitte
Ann Benedict, Business Manager
Ashland Parks and Recreation Department
City of Ashland
Parks and Recreation Commission
Interview Process for Selection of
Landscape Architectural Firm
Calle Guanajuato Restoration Project
Schedule:
• Time: 1 hour for each candidate
• Format: Presentation by Firm - 20 minutes
Commissioner's Standardized Questions - 25 minutes
Summary and Follow-up discussion/questions - 15 minutes
Procedure:
Reminder - the firms selected for interview were determined to be the most qualified by the
selection committee. So it is not a matter of whether or not the firm is qualified but in your
opinion which firm would do the best job on the project.
• A standard list of seven questions would be asked of each candidate.
• Each individual Commissioner will determine which firm he/she believes is the best firm
based upon the information presented in the proposal and during the interview.
• The goal would be for Commissioners to discuss the firms following the interviews and
select the firm on May 12t". The firm would be selected by vote on a motion.
• Each Commissioner may want to make up their own comment or evaluation sheet for each
firm.
AB: 99 Minutes\Special Meetings
CITY OF ASHLAND GON `'
},{ pF Agy�r,c
1
Office of the Mayor
t - -
MEMORANDUM �REGO�+'�
M
DATE: May 26, 1999
TO: All City Council Members
FROM: Catherine Shaw, Mayor
RE: Appointment of Kay Maser to Historic Commission
I would like to confirm approval of the appointment of Kay Maser to the Historic
Commission for a term to expire on April 30, 2002.
Copies of the advertisement as it appeared in the Ashland Daily Tidings and responses
are attached.
Enc:
Of 0.5y Y
O YOUR
y
NEEDS
OREGOa
The City of Ashland has one volunteer position open on the Historic Commission.This vol-
unteer position has a term which expires April 30, 2002.The nine-member Commission
erects monthly to review all actions proposed within the Ashland Historic District,and a
iview board meets every Thursday for at least one-half hour to review new building per-
nits,exterior remodeling,new signs and demolitions.The Historic Commission advises the
Planning Commission on the potential impact of such actions on the historic integrity Of any
part of Ashland's designated Historic District.It also promotes public education and aware-
ness regarding historic preservation.Particularly sought are individuals with a professional
background or education in these fields:history,architectural history,archaeology,cultural.
anthropology,American studies, urban planning and historic architectural restoration and
renovation.
If you are interested in being considered for this volunteer position, please submit your
request in writing with a copy of your r6sum6(if available)to Mayor Catherine Shaw,City
Hall,20 E.Main Street,Ashland,OR 97520.For further information,contact Mark Knox in
the Planning Department at 488-5305.The deadline to apply is Friday,May.21,1999.
,w,
✓ts/z al 0e 0297620
May 19, 1999
Mayor Catherine Shaw
City Hall
20 East Main Street
Ashland, Oregon. 975201
J J
Dear Mayor Shaw: VU�` ' '- '��
I would like to be considered for the volunteer position open on
the Historic Commission. This position is well-suited to my
background, education, experience and interests, and I would wel-
come the opportunity to contribute to the community in this capa-
city.
I moved to Ashland 3 years ago from Dallas, Texas, where I lived
for 31 years . My educational background includes a B.A. in
English Literature, minor in Art History, from Colorado State
University; a Masters Degree in Liberal Arts (with honors) from
Southern Methodist University, Dallas, Texas; an Associates Degree
in Interior Design/Architecture from E1 Centro College (4 .0 grade
average and Academic Recognition) . (E1 Centro is the only college
in Texas that is accredited by F. I .D.E.R. , the Foundation for
Interior Design Education Research, other than the University of
Texas in Austin. ) I also have several hours toward my PhD. in
Art/Architectural Studies from Summer Studies Abroad programs
which have taken place in Cambridge, England, Florence, Italy,
Paris, France, San Miguel de Allende, Mexico and Greece . Along
the way, I have also taken many courses in Adult Continuing Educa-
tion programs concerned with architectural history and art, as
well as traveling all over the United States visiting historical
! architectural sites and constructions.
My 31 years in Dallas were spent in contract/commercial design
work as well as some residential design. I am an Allied Member
of A.S. I.D. (American Society of Interior Designers) . Other
fields in Dallas included mortgage banking/lending, .real estate
appraisal, the savings and loan industry, publishing, and posi-
tions with accounting and legal firms . I was a member of many
cultural, political and social organizations during my residence
in Dallas.
I have had a lifelong interest in historical restoration and
preservation. You are a busy lady so, as they say, "a picture is
worth a thousand words . " I have enclosed photographs of my own
presentation boards showing two projects I worked on in Dallas
during the early-mid 1990 ' s . One was a project to restore a
Victorian house at Old City Park in Dallas. The other, a proposed
I
Page Two
Mayor Catherine Shaw May 19 , 1999
restoration of a 19th Century Georgian home. Secondly, I have
enclosed photographs of the exterior of my home here in Ashland.
This house was an old (1893) orchard farmhouse, but during the
1960 's the owner had "modernized" it. The "before" and "after"
pictures illustrate how I have brought back the authentic
Victorian/Craftsman details on the exterior. All construction
plans and details were drawn and supervised by me.
I am semi-retired since moving to Ashland and have been a member
or volunteer for the Tudor Guild of the Oregon Shakespeare Festi-
val, the Schneider Museum of Art, The Rogue Valley Symphony, The
Chamber Music Society, Chapter EE of P.E.O. , The Ashland Study
Club (founded in 1902) , Friends of Ashland, The Knife and Fork
Club, and most recently the Southern Oregon Historical Society.
I am already acquainted with at least two members of the present
Historical Commission. . .Vava Bailey and Joan Steele, and I now
have the time and desire to work with this Commission.
Further details, personal and business references, both here and
in Dallas, Texas would be furnished upon request, as well as a
personal interview should you so desire .
Sincerel ,
Kay J. Maser
Telephone: 488-5840
Enclosures
. . .. _ May 9, 1999
Mayor Catherine Shaw
City Hall f_Tl 1 1;,3 is
20 East Main Street
Ashland,Oregon 97520 u 'u
�4y............---------
Dear Mayor Shaw:
Enclosed is a copy of my resume,which I am submitting in response to your recent notice in the Ashland Daily
Tidings, seeking candidates for the volunteer position on the Historic Commission.
In November 1999, I retired from a 23-year career with the U.S. Agency for International Development(USAID).
While with the agency, I served in six developing countries,where 1 had extensive experience in community,
shelter and urban development programs.
Prior to my career with USAID, I spent 12 years in U.S. zoning, housing,planning and urban development
activities in New York City; Elizabeth,New Jersey; and Contra Costa County, California. Since retiring, I have
continued to do consulting work in urban development primarily in Latin America.
! My undergraduate work was in urban planning, and I have a master's degree in public administration. I am a
i member of the American Institute of Certified Planners.
i
My wife and I moved to Ashland from Arlington,Virginia, in December 1998. Our decision to build a house and
take up residence in Ashland was based on the concentration of amenities we found here that appealed to us--
cultural,educational and recreational opportunities;excellent weather-,beautiful physical surroundings;and a
strong sense of community involvement in the life of the city. I share that community concern and hope you will
consider me for the position on the Historic Commission, where I feel I can best make a significant contribution.
Please let me know if you need any further information.
Sincerely,
Aaron L. Benjamin
740 Emigrant Creek Road
' Ashland, Oregon 97520
tel. 488-3827
encl
cc. Mark Knox,Dev't. of Planning, Ashland 1
i
AARON L.BENJAMIN
Urban Development Consultant
740 Emigrant Creek Road tel. & fax.: (541) 488-3827
Ashland, OR 97520 e-mail: benjamin @mind.net
WORK EXPERIENCE
International Housing and Urban Development Consultant, 1990-
On short-term contracts with such organizations as the International City Managers Association
(ICMA), Planning and Development Cooperative (PADCO), Development Associates and Wilbur
Smith Associates, participated in the design for Honduras of a municipal development and
low-cost housing program and a disaster preparedness strategy; assisted in the development of
a cooperative housing program for two cities in Poland; helped in the design of a community
development project for Nicaragua; developed proposals to upgrade low-income communities
(coionias) on the Texas/Mexican border, participated in a public transportation project for Lima,
Peru; and engaged in a public transportation study of eight major cities in Nicaragua.
Housing and Urban Development Officer, U.S. Agency for International Development
(USAID), Office of Housing and Urban Programs, Bureau for Private Enterprise,
Washington, D.C. (1986-89)
Backstop officer for USAID's office for shelter, urban and community development activities,
including the Housing Investment Guaranty programs in West Africa and Central America.
Central American portfolio covered four countries with capital and technical assistance valued at
$275 million.
Chief, Urban Development Branch, USAID/Egypt, Urban Administration and Development
Office, Cairo, Egypt(1985-86)
Administered implementation of$80 million of USAID funding for urban housing and community
development projects. Supervised a team of experts in preparing advance project
documentation. Worked closely with the Egyptian National Housing Agency to secure approval
of land-use and infrastructure plans. Upgraded seven existing marginal neighborhoods and
developed 7,000 urbanized lots for low-income families in Helwan, a Cairo suburb. Designed
additional urban development projets budgeted at$100 million.
Senior Urban Development Officer, USAID/Egypt, Program Office, Cairo, Egypt(1984-85)
Guided planning and administration of the mission's urban-based programs. Prepared reports on
urban activities for USAID/Washington budgetary review and for congressional presentations.
Designed proposals to develop small-scale industry and additional housing and urban
infrastructure upgrading projects.
Chief, UrbaNTrade Development Division, USAID/Dominican Republic, Santo Domingo,
Dominican Republic (1979-84)
Directed the design and implementation of a $3.5 million program to rehabilitate or rebuild
4,800 houses for victims of Hurricane David in 1979. Worked with the Dominican
government's National Housing Institute and with private voluntary organizations to establish
the Inter-institutional Council on Housing and the Center for Appropriate Technology for Low-
Cost Housing to provide information and training in support of low-cost, anti-seismic,
hurricane-resistant housing. Developed programs to provide credit and technical assistance to
micro-business people and small-scale industrialists. Provided training to the borrowers.
Urban Development Officer, USAID/Washington Latin American Bureau,
Washington, D.C. (1978-79)
Provided advice to missions in Latin America on the development of projects for the urban poor
— especially in housing and job training — to mobilize municipalities as agents for social and
economic development. Identified needed technical assistance and provided the resources
through the recruitment of individual experts, universities and consulting firms.
Chief, Housing and Urban Development Division, USAID/Nicaragua, Managua,
Nicaragua (1974-78)
Served as senior advisor on all matters relating to planning, coordination and administration of
housing and urban development programs, including managing $50 million in loans and grants
to reconstruct houses and community facilities in Managua after the 1972 earthquake. Worked
in conjunction with government officials, private organizations and contractors to build new
housing and facilities. Converted 10,000 temporary shelters for earthquake victims into
permanent homes. Designed a home improvement and infrastructure program to provide
financing and technical assistance for project residents and adjacent low-income settlements.
Also employed USAID assistance to strengthen Nicaraguan housing and planning institutions, to
develop new low-cost materials and construction techniques, to train workers, to generate
employment in the construction industries and to encourage community action. Promoted and
monitored a National Urban Sector Assessment. Planned and implemented a land-use
programming study for secondary cities.
Senior Advisor, Housing and Urban Development Division, USAID/Peru, Lima,
Peru (1972-73)
Administered $45 million in loans and grants, primarily for earthquake victims in northern
Peru. Supervised programs involving housing investment guarantees, low-income and
cooperative housing, savings and loan systems, vocational training and employment, urban
planning, and community development. Worked with the Peruvian Reconstruction Agency and
related agencies, reviewing projects, analyzing new proposals, and supervising disbursements
to aid the implementation of the reconstruction program. Made recommendations to restructure
existing USAID housing and disaster relief programs to place greater veliance on Peruvian
regional development agencies.
Chief, Division of Industry/Housing and Urban Affairs, USAID/Ecuador, Quito,
Ecuador (1970-72)
Monitored the development of a housing project in the center of a large marginal neighborhood
in Guayaquil and arranged to have it administered by a local savings and loan association.
Worked with local groups and organizations to promote the establishment of a program to
provide home improvement loans to families living in surrounding low-income neighborhoods.
Worked with the Organization of American States to establish a beautification plan for the city of
Quito.
Housing Advisor, Capital Development Division, USAID/Bolivia (1967-69).
Promoted a savings and loan system to channel savings into housing construction for middle- and
low-income families by a transfer of U.S. methodology and expertise accomplished through
short- and long-term technical assistance. Supervised USAID-funded housing projects.
Established a vocational training school for construction workers in conjunction with the Peace
Corps. Worked with central and local government authorities to encourage locally financed
urban planning programs. Administered a Cooley Loan financed housing project, which involved "
the training of skilled workers; production of construction materials; and construction of
houses, infrastructure and community facilities.
Director of Planning and Development, Elizabeth, N.J., 1966-1967.
Advised the mayor and city council on master planning, zoning, subdivision regulations,
urban renewal and capital budgeting; adminsitered studies to collect statistical data on
physical planning, public improvements and land-use controls; and supervised staff and
maintained liaison with government agencies, civic groups and consultants to implement
programs.
Director of Project Coordination, 1962-1966; Project Development
Coordinator, 1960-1962, New York City Housing and Redevelopment
Board.
As director, supervised staff of 20 in activities formerly performed as project
coordinator, developing methods for implementing urban renewal programs and
administering procedures for acquisition, management, relocation, rehabilitation,
disposition, demolition and construction of properties within project areas; maintained
liaison with government agencies and community organizations to achieve program
objectives.
Instructor of City Planning, Pratt Institute and New School for Social
Research, New York City, 1965.
City Planner, Skidmore, Owings & Merrill, New York City, 1958-1960.
Assistant Planner, Generalverkehrsplan Bureau, Zurich, Switzerland, 1958.
Assistant Planner, Contra Costa County, Calif. Dep't. of Planning, 1957-58.
Zoning Technician, New York City Board of Standards and Appeals, 1954-56.
EDUCATION
M.P.A., Graduate School of Housing and Planning, New York University, 1959.
Graduate courses in architecture, Columbia University, 1955.
B.A., major in urbanism, Brooklyn College, 1954.
LANGUAGES - Fluent Spanish (FSI 3+)
PROFESSIONAL AFFILIATIONS
American Institute of Certified Planners.
National Association of Housing and Redevelopment Officials.
Council Communication
Ashland Fire & Rescue
Ambulance License Renewal Application
June 1, 1999
Submitted by: Keith E. Woodlev,Fire Chief
Approved by: Mike Freeman,City Administrator "
Paul Nolte,City Attorney
Title:
Ambulance License Renewal Application
Synopsis:
Ashland Municipal Code (AMC) Chapter 6.40.110 requires ambulance service providers
operating within the City of Ashland to apply annually for an ambulance operator's license.
Recommendation:
Staff recommends approval of the request by Ashland Fire & Rescue for renewal of their
ambulance operator's license.
Background Information:
AMC Chapter 6.40.110 requires ambulance service providers operating within the City limits to
apply annually for an operator's license. The issued license shall be valid from the date of
issuance to the next following thirtieth day of June, commencing on the first day of July by
ordinance. AMC Chapter 6.40.100 sets forth license requirements, all of which have been met by
the applicant.
Council Communication
Public Works Department
Park Ridge Subdivision Easement Adjustments
June 1, 1999
Submitted by: Paula Brown P1r
Approved by: Paul Nolte '�L!
Approved by: Mike Freem n
Title:
Termination of Two Easements in Park Ridge Subdivision, Phase I,tax lot 391E4DC 3600, and
the Reestablishment of a Public Utilities Easement and Drainage Easement for the same
Property.
Synopsis:
The proposed action will terminate a portion of a sanitary sewer easement, terminate a 0.41 foot
wide section of right of way along the south side of Hersey Street and reestablishment of a
portion of a public utility and drainage easement. The above actions are all located within the
proposed Park Ridge Subdivision, Phase I which is located between Hersey Street and Starflower
Lane. All are basically"clean up" items for the final subdivision survey.
The sanitary sewer line has been relocated onto the deeded Williamson Way right of way—thus
the existing sanitary sewer easement is unnecessary. The utility and drainage facilities have also
been similarly rectified—hence the need for the reestablishment of the public utility and drainage
easements.
The reduction of right of way on Hersey Street will correct a surveying error in the alignment of
the street, and will align the right of way with the adjacent section of roadway for an even 60 foot
section.
Recommendation:
It is recommended that City Council adopt a motion to:
1) terminate a portion of a sanitary sewer easement,
2) terminate a 0.41 foot wide section of the Hersey Street right of way, and
3) reestablish the public utility and drainage easements,
and authorize the Mayor and the City Recorder to sign the attached two quitclaim deeds.
G:Paula\Council\CC Park Ridge Easement Termination.wpd
Background Information:
1. SANITARY SEWER TERMINATION
In 1935 when the Mountain Avenue trunk line sewer was constructed, the pipeline
extended from the North Mountain Avenue to Ashland Creek in a northwesterly
direction. The pipeline was laid on a straight course without regard to street right of ways
or property lines. The original easement which was five feet wide was recorded in
Volume 208 page 354 of the Jackson County Deed Records. With the development of
Park Ridge Subdivision major sections of the old 1935 sewer line were relocated into
street right of ways to remove the sewer line from building construction envelopes. All
pipeline construction is now complete and the legal easement is proposed to be
terminated by the attached quitclaim deed.
2. TERMINATION OF DEEDED RIGHT OF WAY
In 1997,prior to the creation of Park Ridge Subdivision, the property known as tax lot
391E4DC 3600 was partitioned to realign existing boundaries. On that partition plat P-1-
1997 additional right of way was deeded along Hersey Street and a public utility and
drainage easement were also created in the south portion of the parcel.
iThe right of way dedication was made based upon an erroneous street alignment
j established by ODOT in 1979. When the actual DLC line, which constitutes the north
right of way of Hersey Street, was recently retraced, an actual right of way width of 60.41
i
had been created rather than the intended 60.00 width.
j The attached quitclaim deed will relinquish 0.41 of the deeded right of way.
3. REESTABLISHMENT OF PUE AND DRAINAGE EASEMENTS
The public utility easement and drainage easements have been reestablished and relocated
on the plat of the Park Ridge Subdivision Phase 1.
G:Paula\Council\CC Park Ridge Easement Termination.wpd
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STATE OF OREGON,
ss.
County of__________________________
1 certify that the within instrument
was received for record on the ______ day
-------------------------------------------------------- of------------------------------- 19......at
---MAHAR_A_MTN_PARK_DEVELDPHEHT----------- -----------o'clock------hi.,and recorded in
------------------ ----------------- hook/reel/volume No. _.--------- on page
SPACE RESERVED _ and/or as fee/file/instru-
JACK ON COON TITL MR ment/microfilm/reception Na.
_ ____________________ ___________--------------------- RECamEas usE
L400_Ashland Street Records of said County.
-----------------------------------
Ashlend OR 97520 Witness my hand and seal of County
affixed.
uNYU MOUNTAIN NIIPARK DEML NN44, ."NaN.."apt:"It MOIJNTAIN PARK DEVELOPMENT
---4240_Clayton-Rd________--------'°---------- Nlu1E nnE
Ashland OR 97520
------------------_------------------------------------ By____________ --------------------Deputy.
QUITCLAIM DEED
KNOW ALL BY THESE PRESENTS that----CITY_AE_ASRLAND._AMunicipa l_Corpnratlnn-----------------
hereinafter called grantor,for the consideration hereinafter staled,does hereby remise,release and forever quitclaim unto__________
__-------MICHAEL_L_MAHAR_AI$_HOUNTA TN_-PARK_nEVELOPNEHT_LLC________________________________________________
hereinafter called grantee,and unto grantee's heirs,successors and assigns,all of the grantor's right,title and interest in that certain
real property, with the tenements,hereditaments and appurtenances thereunto belonging or in any way appertaining,situated in
___JarJEmn_____________________County,State of Oregon,described as follows,to-wit: j
tl
I�
SEE EXHIBIT "A" ATTACHED HERETO
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**This document is being recorded to release any interest of the Grantor herein
' IP aPAw astuptaEtn,corrtwuE DESCRIPTION ON xEVEaaq � I
t To Have and to Hold the same unto grantee and grantee's heirs,successors and assigns forever.
The tme and equal consideration paid for this transfer,stated in terms of dollars,is S-----!A----------------m However,the
actual consideration consists of or includes other property or value given or promised which is❑part of the ❑the whole(indicate
which)eonsidtralion.m(The semeoa between the symbols m,If tot appllable,daunt be deleted.See DRS 97.070.)
In construing this deed,where the context so requires,the singular includes the plural,and all grammatical changes shall be
made se,that this deed shall apply equally to corporations and to individuals.
IN WITNESS WHEREOF,the grantor has executed this instrument this_________day of------------------------19-----;if
grantor is a corporation,it has caused its name to be signed and its Seel,if any,affixed by an officer or other person duly authorized
to do so by order of Its board of directors.
THIS INSTRUMENT WILL NOT ALLOW USE OF THE PROPERTY DESCRIBED IN _______________________________________
THIS INSTRUMENT IN VIOLATION OF APPLICABLE LAND USE LAWS AND REGU-
LATIONS.BEFORE SIGNING OR ACCEPTING THIS INSTRUMENT THE PERSON
ACQUIRING FEE TITLE TO THE PROPERTY SHOULD CHECK WITH THE APPRO_ _______________________________________________________________
PRIATE CITY OR COUNTY PLANNING DEPARTMENT TO VERIFY APPROVED USES
AND TO DETERMINE ANY LIMITS ON LAWSUITS AGAINST FARMING OR FOREST
PRACTICES AS DEFINED IN ORS 70.970.
STATE OF OREGON,County of___________ _Jackso_It_______________)St.
This instrument was acknowledged before me on ---------------.____________________-19____,
by_________________________________________________ ____.___________.__________________-.
This instrument was acknowledged before me on--------------------- -----------._._,19____,
by _____________________________________________________________________________________________________
as _____________________________________________________________________________________________________
of---------City_af_Aehlaad.----------------------------------------------------------------------
Notary Public for Oregon
My commission expires-----------------------------------------
EXHIBIT A
A strip of land 0.41 feet wide, being that portion of Hersey Street situated southerly of a line
60.00 feet south of(when measured at right angles to) and parallel with the southerly boundary of
Donation Land Claim (D.L.C.)1No. 41, which southerly boundary is the north right-of-way line of
said Hersey Street. Said strip of land being more particularly described as follows:
Commencing at the Northeast comer of Donation Land Claim (D.L.C.) No. 42 in Township
39 South, Range 1 East of the Willamette Meridian in Jackson County, Oregon; thence, along the
east line of said D.L.C. No. 42, South 00'07'01" West 60.00 feet; thence North 89°57'42" West
50.08 feet to the point of intersection of the westerly right-of-way line of Starflower Lane with a line
parallel with and 60.00 feet south of the southerly boundary of the aforesaid D.L.C. 41 for the
POINT OF BEGINNING: thence, along said parallel line,North 89'57'42" West 554.61 feet to the
northeast comer of Grisly Industrial Park Subdivision, according to the official plat thereof, now of
record in Jackson County, Oregon; thence, along the easterly boundary of said subdivision, South
00 002'18" West 0.41 feet to the northwest comer of Parcel 1 of land partition filed for record
January 13, 1997 and recorded as Partition Plat P-1-1997 of records of partition plats in said Jackson
County and on file in the office of the Jackson County Surveyor as No. 15245; thence, along the
north line of said Parcel 1, South 89°57'42" East 558.65 feet to the westerly right-of-way line of
Starflower Lane;thence,along said right-of-way line,along the arc of a 20.00 foot radius non-tangent
curve to the left (the long chord to which bears North 84'07'38" West 4.07 feet) a distance of 4.07
feet to the point of beginning.
A perpetual non-exclusive easement is hereby reserved to the public to use the entire, above
described strip of land,for installation,maintenance, replacement and relocation of facilities for public
utilities,including but not limited to, lines for electricity, sewer, water, gas and telecommunications.
[' R EGISTERr-
PROFESSIONAL
LAND SURVEYOR
D�ci �.b�iw4
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6A L HUCK
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Darrell L. Huck
L.S. 2023 - Oregon
Expires 6/30/99
Hoflbuhr& Associates, Inc.
May 21, 1999
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---CITY__OE_ASHLAND------------------------------ STATE OF OREGON,
County of__________________________
------------------ -��- - -��� �-- -------- - -- ---- - 1 certify shot the within instrument
- - --- ---------unni:ri was received for record on the day
________________________________________________________ of-------------------------------19......at
---MAHAR_K_MTH_PARK_DF.VET n LIENT___________ __________o'clock------M.,and recorded in
------------------D,. ..:.x.m.-1 ,:::________________- book/reel/volume No. _____ ----- on page
nncE RESERVED _ and/or as fee/file/instru-
amJAC ,r„,at. x .,aeMIL r. Fox ment/microfilm/reception No.
JACKSPON COI1N TITL� -----------
__________________ _ _ ___ ._____ RECOnoEm use
1400 Ashland Street Records of said County.
_-Ashland-OR--97-520 Witness m hand and seal of Count
_ _____________________________ affixed.
rasa1OUNT atnN PARK adNaar,np4 '
MOUNTAIN PARK DEVELOPMENT
---4240-Clayton xau
_Rd---------------'------------- E mw i
Ashland OR 97520
--------------------------------------------------------
BY_________________________________Deputy.
QUITCLAIM DEED
KNOW ALL DYTHESE PRESENTS that----GIT4__OE_ASHLAHD._A2,n1 Ual__CQrpnraflm_________________
hereinafter called grantor,for the consideration hereinafter staled,does hereby remise,release and forever quitclaim unto----------
---------MICHAEL-T--MAHAR_AHD_HOHNTAIH_-PARK_DEYELOPMENT_LLG________________________________________________
hereinafter called grantee,and unto grantee's heirs,successors and assigns,all of the grantor's right,title and interest in that certain
real property,with the tenements, hereditaments and appurtenances thereunto belonging or in any way appertaining, situated in
___Jeclrson_____________________County,State of Oregon,described as follows,to-wit: I:
is
tl
I,
SEE EXHIBIT "A" ATTACHED HERETO .l
�I
II
II
i�
**This document is being recorded to release any interest of the Grantor herein '
i�
li
aF evacs anuFStcturr cartuue asauvrwx ON tuvERSaT I
To Have and to Hold the same unto grantee and grantee's heirs,successors and assigns forever.
The true and actual consideration paid for this transfer,stated In terms of dollars,is 5----trR................m However,the
actual consideration consists of or includes other property or value given or promised which Is❑part of the p the whole(indicate i
which)eonsiderationA(ITte senors um between the symbols 0.It as applicable.should be deleted.So ORS 97.070.)
In construing this deed,where the context so requires,the singular includes the plural,and all grammatical changes shall be
made so that this deed shall apply equally to corporations and to individuals.
IN WITNESS WHEREOF,the grantor hss executed this Instrument this_________day of________________________19-----;if
grantor is a corporation,it has caused its name to be signed and its seal,if any,affixed by an officer or other person duly authorized
to do so by order of its board of directors.
THIS INSTRUMENT WILL NOT ALLOW USE OF THE PROPERTY DESCRIBED IN ------------------------------
---------------------------------
THISINSTRUMENTINVIOLATIONOFAPPLICABLELAND USE LAWS AND REGU-
LATIONS.BEFORE SIGNING OR ACCEPTING THIS INSTRUMENT THE PERSON
ACOUIRINO FEE TITLE TO THE PROPERTY SHOULO CHECK WITH THE APPRO_ _______________________________________________________________
PRIATE CITY OR COUNTY PLANNING DEPARTMENT TO VERIFY APPROVED USES
AND TO DETERMINE ANY LIMITS ON LAWSUITS AGAINST FARMING OR FOREST
PRACTICES AS DEFINED IN ORS 30.970. _______________________________________________________________
STATE OF OREGON,County of___________ _Jackson__--------------)ss.
This instrument was acknowledged before me on_______________________________________19_____,
by_____________________________________________________________________________________________________,
This instrument was acknowledged before me on _______________________________________19_____,
by _____________________________________________________________________________________________________
as ------------------------------------------------------------_------------------------_---------------
of---------City_*£_Ashland-----------------------------------------------------------------------
__________________________________________________________________
Notary Public for Oregon
My commission expires___________________________
EXHHiIT A
All of that portion of a 5 foot easement for sanitary sewer purposes described in Volume 208,
Page 354 of Deed Records of Jackson County, Oregon being situated within the boundaries of Parcel
1 of land partition filed for record January 13, 1997 and recorded as Partition Plat No. P-1-1997 of
the Records of Partition Plats in Jackson County, Oregon and on file in the office of the Jackson
County Surveyor as No. 15245.
AI" O: A strip of land 10 feet in width being a portion of a Public Utility Easement situated
in Parcel 1 of land partition filed for record January 13, 1997 and recorded as Partition Plat No. P-1-
1997 of the Record of Partition Plats in Jackson County, Oregon and on file in the office of the
Jackson County Surveyor as No. 15245, and being situated 5 feet on each side of the following
described centerline:
BEGINNING at a point situated on the south line of the above said Parcel 1, which point
bears North 89°57'42" West 99.91 feet from the southeast comer of said Parcel 1; thence North
36 05442" West 306.0 feet to the point of terminus. The side lines of said 10 foot strip of land to be
lengthened or shortened to begin on the south fine of said Parcel 1.
AL -(:That portion of a 20 foot public utility and drainage easement adjoining the east line
of and situated north of the south line of Parcel 1, of land partition filed for record January 13, 1997
and recorded as Partition Plat No. P-1-1997 of the Record of Partition Plats in Jackson County,
Oregon and on file in the office of the Jackson County Surveyor as No. 15245.
REGISTERED
PROFESSIONAL
LAND SURVEYOR
L OREGON
"MARY 1.2043
ARRELL L HOCK
20x7
Darrell L. Huck
L.S. 2023 - Oregon
Expires 6/30/99
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Council Communication
Public Works Department
Pavement Cut on Starflower Lane
June 1 , 1999
Submitted by: Paula Brown
Approved by: Paul Nolte `
Approved by: Mike Freeman
Title:
Approval of street cut for Starflower Lane to install underground utilities.
Synopsis:
The proposed action would approve the cutting of the pavement surface on Starflower
Lane to install underground utilities.
The Electric Department plans to eliminate the overhead lines and supporting poles and
to place lines underground along the south side of Hersey Street, from North Mountain
Avenue to Ann Street. The construction will cross Starflower Lane which was paved in
1998.
Under Section 13.12.011 of the Municipal Code, there shall be no excavation in newly
paved or resurfaced streets by anyone, including the departments of the City of
Ashland for a period of five (5) years from the date of paving.
Permission to cut moratorium protected streets can only be given by the City Council.
Recommendation:
It is recommended that the City Council adopt a motion to approve the cutting of the
pavement on Starflower Lane for the purpose of burying existing overhead utility lines.
Background Information:
To accommodate the development of the Mountain Creek Estates and Park Ridge
Subdivisions, the existing pole line along the south side of Hersey Street must be
relocated further to the south.
With the recent financial contributions by the developers of both subdivisions and with
the cooperation of U.S. West and Falcon Cable, it was possible to place this section of
pole supported utilities entirely underground. All poles and visible wires will be
eliminated along Hersey Street from North Mountain Avenue to Ann Street.
G:Paula\Council\CC Starflower Moratorium Release.wpd
r-
City Council Communication
Administration
Motion to Proceed With Library Bond Consideration
June 1, 1999
Submitted by: Greg g colesy
Approved by: Mike Freem ( -
Title:
Consider a recommendation to issue$5,968,104 in general obligation bonds for the construction of an
approximately 23,800 square foot library improvement project.
Synopsis:
On November 17, 1998, The City Council approved a request by the Friends of the Ashland Public
Library to pursue expansion of the existing library facility. The City selected SERA Architects to
provide architectural services and a Public Library Improvement Committee was established. Public
meetings began in January and continued through March. The meetings included a series of
committee workshops, public workshops and open houses. At the conclusion of this public process
the committee developed a recommendation to develop a $7.6 million, approximately 29,000 s.f.
library. The Council considered this project and the resolution calling for an election for a General
Obligation Bond at a hearing on March 16, 1999. At a special meeting on March 18, 1999,the
Council moved to send the matter back and develop an alternative,which would reduce the cost.
SERA prepared additional plans and on May 25, 1999, the committee met to review the revised plans
and at the conclusion of their meeting recommended that staff present the 23,000 s.f. alternative to the
council with a revised budget of$6.2 million. Subsequent to the meeting staff worked with the
architect and the estimate has been revised to $5.9 million.
Recommendation:
Staff recommends, at the conclusion of the public hearing, that city council move to direct staff to
prepare the necessary documents to place the question of authorizing a general obligation bond for the
expansion of the city's historic Carnegie Library on the November ballot. These documents would be
brought back for council consideration prior to the September 2, 1999, deadline for submitting the
ballot information to the County.
Background Information:
After the Council directed the consultants on March 18, 1999, to modify the project to reduce the
overall costs, SERA and their Library Consultant, Kathryn Page, evaluated the assumptions used in
the population projections used by the County in determining the long term programming needs for
the library. The analysis reduced the overall service area population numbers and thus the
programming need for the library in the year 2025, from 23,599 s.f. to 21,280 s.f. This change has
allowed the architects to reduce the total square footage of the library facility while at the same time
retaining the same planning horizon for the project of 2025. Since the project includes improving the
existing Carnegie Library and attaching a new structure to it, there is some inefficiency in the design.
Because of this inefficiency the revised plan contains approximately 23,800 s.f. of total library space
in order to meet the projected need.
1
The construction costs for the project are estimated at $152.66/ s.f. for the new construction and
$120.48/s.f. for the renovation of the Camegie Library. By way of reference, the consultant on the
fire station project estimates the cost of construction for the fire station to be $135.00- $145.00/ s.f.
The revised project has been scaled down so that the acquisition of the adjacent commercial property
is no longer required. The costs associated with the property acquisition have been removed from the
project budget. ,
The current proposal differs from the original as follows:
Original Plan Revised Plan
-Planning Year 2025 2025
Size 28,988 s.f. 23,764 s.f.
Est. Project Cost $7,603,000 $5,968,104
Assessment/$1,000 $0.5852/ $0.4595/yr
Assessment for a
$100,000 house $58.52/ $45.95/ *
*If incorporated with the county's bond measure in March then this amount could be lower
The committee has recommended approval of this revised plan. The project team will be at the
council meeting to present the project and to discuss the design concept and cost estimate.
It is important to note that for this issue to be placed on the November 2 ballot, then it will need to be
forwarded to the county by September 2, 1999.
2
KAY-27.99 05:54PM1 FROM-SERA 15032286813 T-114 P.02/02 F-689
S► .�JRA _
MEMO
TO: City of Ashland DATE: May 27, 1999 .
20 East Main St. PAX: 541 488.53 1 1
Ashland, OR 97520 PMoNE: 541.488.6002
ATTENTION: Mr Greg Scales
PROJECT NAME: Ashland Library
PROJECT NUMBER: 982171
SUBJECT: Revised Cost Estimate
The following cost estimate is based on a revised floor plan of 23,764 total square feet. IScheme A)The revised estimate
retains the $152 bb/sq ft. cost for new construction and $120.48/sq. h cost for the existing building from the previous
cost estimate. The soh costs for the piolect remain largely unchanged.
1 ESTIMATED CONSTRUCTION COSTS
to New Addition (10,764 sf) $2,559,192
lb. Existing Renovation ( 7,000 sf) $ 843,360
lc Site Works $ 565,000
Id. Hazardous Materials Allowance $ 20,000
le. Permits $_ 45000
Sub-Totol $4,032.552
2 LAND AQUISTION COSTS $ 0
1 lam% ` .111 1
3. CONSULTANT SERVICES $ 607,500 c,}`
I
4. FURNITURE $ 614.000
5 FINANCING COSTS $ 110,000
6. CONTRACT ADMINISTRATION $ 0
7. COST ESCALATION 8 CONTINGENCY
7a Cost Escalation Allowance
0 3%x (Item 1 + Item 41 $ 139,397
7b Project Contingency
0 10% x (Item 1 + Item 4) $ 464,655
TOTAL PROJECT COSTS $5,968,104
BY: Peter R Meijer
CC: til.
P R E S E R v I N G O U R n i S T O R Y • D E S I G N I N G T n E F U T U R E
Sew ARCHMECts PC . 123 r I 2ND AvG . PCR IAP0. OR 97209 . PM 503.228 6444 . FAx. .507 228 6913
,of ASH�iQ m
GREGO)
�.°'''`
NEWS RELEASE
May 26 1999, For Immediate Release, please.
Contact: Barbara Ryberg, Member
Library Improvement Committee
482-4753
or
Greg Scoles, Assistant City Administrator
City of Ashland
488-6002
The Library Improvement Committee met on May 25 to review the revised
architectural plans for the proposed Library expansion project. Earlier this spring, Council
asked that new plans be developed which reduced the size and cost of the project.
The revised project differs from the original design in size and cost. The proposal
includes the remodel of the existing Carnegie Library connecting it to a new structure on the
existing site. The new plans do not involve the acquisition of any private property. (Please
see attached sheet.)
City Council will be considering this recommended building design at a Public
Hearing during their regular meeting on Tuesday, June 1 at 7:00 p.m. in Council Chambers
at 1175 East Main Street. Should Council approve the revised design, then the next step
would be to place this on the November ballot for a general obligation bond.
The new architectural drawings will be on display at Council Chambers beginning at
6:15 p.m. on the evening of June 1. For more information, call Greg Scoles or Barbara
Ryberg.
(end)
OF ASy�yO
OREGON,..=..
Background Information on the Library Expansion Project,
Previous Proposal
On 3/16/99 the proposed Library expansion project was reviewed by City Council.
The original design was approximately 29,000 square feet (which required the acquisition
of the adjacent private property) and had an estimated cost of$7.6 million.
The proposed plan was designed to serve a population base of 32,000 in the year 2025.
These population projections were based on calculations developed in 1989 and then
subsequently modified by Jackson County.
On 3/18/99 at a special meeting, Council asked staff to reduce the size and the cost of the
proposed project.
A $7.6 million general obligation bond would have resulted in an assessment of
$.5852/$1000 of assessed property value.
• A $100,000 home would result in an assessment of approximately $58.52 per year.
New Proposed Expansion
A new revised Library expansion proposal will be presented to City Council on June 1.
The total square footage for the new design is 23,764 at an estimated cost of$6.2 million.
The reduction was accomplished by eliminating the multi-purpose room, shortening the
building and placing the new structure closer to the existing Carnegie Library.
The revised space is designed to serve an estimated population of 26,654 in the year
2025. The basis for the new population projection is Ashland's Comprehension Plan
adopted by the City and approved by the County, adjusted to 2025 and factoring out a
portion of the SOU student population to better reflect their use of the facility.
A $6.2 million general obligation bond would result in an assessment of$.4774/$1000
of assessed property value.
• A $100,000 home would result in an assessment of approximately$47.74 per year.
CITY OF ASHLAND y°oF Asy
Administration (541)488-6002- s `-
20 East Main,Ashland, OR 97520 (541)488-5311 Fax
OREGON....•`:
FAX
TO: TIDINGS CLASSIFIED
FROM: FRAN BERTEAU
DATE: May 26, 1999
RE: AD
Mel, this is the amended version. Thanks.
please place an ad in the legal notices as follows:
NOTICE OF PUBLIC HEARING
NOTICE IS HEREBY GIVEN that the
Ashland City Council will hold a public
hearing on Tuesday, June 1, 1999,
beginning at 7:00 p.m. in the Civic Center
Council Chambers located at 1175 E.
Main Street, to consider a recommendation
to issue $6.2 million in general obligation
bonds for the construction of a 23,000 square
foot library improvement project. Plans will
be available for review prior to the meeting
at 6:15 p.m. in Council Chambers.
By order of the
City Council
Please Publish:
Friday, May 28
Saturday, May 29
Tuesday, June I
P.O. No. 35510
Questions? Call Fran at 488-6002
Thank you.
Ashland Public Library
IMPROVEMENT COMMITTEE
Greg Scales, Project Coordinator Pat Blair, Librarian
City of Ashland 619 S. Oakdale Avenue
20 E. Main Street Medford, OR 97501
Ashland, OR 97520 774-6560 w
488-6002 779-2432 h
Mark Knox, Planning Liaison Amy Blossom, Librarian
City of Ashland 140 Susan Lane
20 E. Main Street Ashland, OR 97520
Ashland, OR 97520 482-1197 w
488-5305 482-3632 h
Catherine Shaw, Mayor Sheila Burns
City of Ashland State Library Board of Trustees
20 E. Main Street 290 E. Main Street
Ashland, OR 97520 Ashland, OR 97520
488-6002 488-0029
Marjorie O'Harra, Historian Barbara Ryberg
1235 Tolman Creek Road Friends of the Library
Ashland, OR 97520 373 Vista Street
482-0824 Ashland, OR 97520
482-4753
John Fields
Friends of Ashland/ Ed Hungerford
Planning Commission Member County Library Advisory Comm
845 Oak Street 535 Terrace
Ashland, OR 97520 Ashland, OR 97520
4828442 4825345
Jim Lewis Lesley Klecan
Historic Commission Member County Library Advisory Comm
640 A Street 454 Haven Street
Ashland, OR 97520 Medford, OR 97501
482-1173 773-7877 work
Bob Wilson, Librarian Marilyn Briggs
214 Gang nes Planning Commission Member
Talent, OR 97640 590 Glenview
Ashland, OR 97520
482-0903
MIAY-27-99 01:45PM FROM-SERA 15032285813 T-104 P.02/02 F-579 ~
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S - R_ _A i MEMO
TO: City of Ashland DATE: June 1, 1999
20 East Main St. FAX: 541.488.5311
Ashland, OR 97520 PHONE: 541.488.6002
ATTENTION: Mr. Greg Scales
PROJECT NAME: Ashland Library
PROJECT NUMBER: 982171
SUBJECT: Revised Cost Estimate
The following cost estimate is based on a revised floor plan of 23,764 total square feet. (Scheme AI The revised estimate
retains the $152.66/sq. ft. cost for new construction and $120.48/sq. ft. cost for the existing building from the previous
cost estimate. The soft costs for the project remain largely unchanged.
CATEGORY COST EST. 3/11/99 EST.
1. ESTIMATED CONSTRUCTION COSTS
Ia. New Addition (16,764A $2,559,192 $3,371,000
1 b. Existing Renovation ( 7,000 sf) $ 843,360 $ 832,000
lc. Site Works $ 565,000 $ 565,000
Id. Hazardous Materials Allowance $ 20,000 $ 20,000
le. Permits $ 45000 $ 45,000
Sub-Total $4,032,552 $4,833,000
2. LAND AQUISTION COSTS $ 0 $ 420,000
3. CONSULTANT SERVICES $ 607,500 $ 663,000
4. FURNITURE $ 614,000 $ 685,000
5. FINANCING COSTS $ 110,000 $ 110,000
6. CONTRACT ADMINISTRATION $ 0 $ 0
7. COST ESCALATION &CONTINGENCY
7a. Cost Escalation Allowance
3%x )Item 1 + Item 4) $ 139,397 $ 201,000
76. Project Contingency
10%x)Item 1 + Item 4) $ 464,655 $ 691,000
TOTAL PROJECT COSTS $5,968,104 $7,603,000
BT: Peter R. Meijer
CC: ills
�P R E S E R V I N G O U R H I S T O R Y D E S I G N I N G T H E F U T U R E
SERA ARCHITECTS PC . 123 NW 2ND AVE . PORTLAND, OR 97209 . PH: 503.228.6444 . FAX: 503.228.6913
May 31 , 1999
To the Governing Body of the
City of Ashland „Oregon
Re: Public Hearing on June 1 , 1999 to Consider
$ 5 .9 Million of General Obligation Bonds
for Library Improvement Project
For many years , there has been a need for capital
improvements to the public library in Ashland . Accordingly,
the City Council and the Mayor are urged to strongly support
the proposal for a $ 5. 9 million general obligation bond
issue that would finance renovations to the existing structure
plus the construction of an additional structure that would
increase the library ' s service capacity to the citizens of
the community.
Sincerely ,yours ,
�i
1 ,
John W. Nicholson
1575 Greenmeadows Way
- Ashland , Oregon 97520'
Phone: 482-4161
Please have the attached letter photo-
copied and distributed to Council
members and the Mayor for the public
hearing on the proposed $ 5 . 9 million
bond issue, which is the subject of a
public hearing on 6--�1�-99.
J4
City Council Communication
Finance Department
June 1 , 199
SUBMITTED BY: .1111 Turner
APPROVED BY: Paul Nolte '
APPROVED BY: Mike Fre ,n an Ali
TITLE:
A Resolution Adopting the Annual Budget and Making Appropriations.
SYNOPSIS:
The budget is submitted to the City Council for adoption in a format consistent with prior
years.
RECOMMENDATION:
The Budget Committee recommends the passage of the attached resolution.
BACKGROUND INFORMATION:
The Budget or subcommittee met ten times this winter and spring and throughly
reviewed the recommended budget. The combined total appropriation for all funds is
$70,815,000. This number does not included the unappropriated balance of
$12,336,000.
Increase are related to increases in personnel benefit costs, as well as the ongoing
construction of the Wastewater Treatment Plant, North Mountain Park, the Ashland
Fiber Network, and Fire Station Construction.
FAUSEMBUDGETOrds&Resolutions\council budget ndoption.wpd
RESOLUTION ADOPTING BUDGET
RESOLUTION NO. 99-
A RESOLUTION ADOPTING THE ANNUAL BUDGET AND MAKING APPROPRIATIONS
BE IT RESOLVED that the Ashland City Council hereby adopts the 1999-2000 Fiscal Year Budget, now on file in
the office of the City Recorder.
BE IT FURTHER RESOLVED, that the amounts for the fiscal year beginning July 1, 1999, and for the
purposes shown below are hereby appropriated as follows:
GENERAL FUND
Social Services $ 91,000
Economic& Cultural Development 275,000
Band 53,000
Miscellaneous 137,000
Transfers 1,000
Contingency 344,000
Police Department 3,379,000
Municipal Court Division 226,000
Fire and Rescue Department 3,032,000
! Cemetery Division 288,000
Senior Program 136,000
Planning Division 642,000
Building Division 413,000
TOTAL GENERAL FUND 9,017,000
COMMUNITY DEVELOPMENT BLOCK GRANT
Personnel Services 42,000 ,
Materials and Services 166,000
Capital Outlay 71,000
Contingency 0
TOTAL CDBG FUND 279,000
STREET FUND
Personnel Services 610,000
Materials and Services 1,066,000
Capital Outlay 465,000
Debt Service 3,000
Transfers 145,000
Contingency 78,000
TOTAL STREET FUND 2,367, )�
AIRPORT FUND
Personnel Services 1,000
Materials and Services 62,000
Capital Outlay 450,000
Transfers 10,000
Contingency 22,000
TOTAL AIRPORT FUND 545,000
F:\USER\BUDGET\Ords& Resolutions\Res Adopting Budget.wb3
i
RESOLUTION ADOPTING BUDGET
CAPITAL IMPROVEMENTS FUND
Personnel Services 1,000
Materials and Services 46,000
Capital Outlay 3,321,000
Transfers 377,000
Contingency 200,000
TOTAL CAPITAL IMPROVEMENTS 3,945,000
BANCROFT BOND FUND
Transfers 240,000
GENERAL BOND FUND
Transfers 311,000
DEBT SERVICE FUND
Debt Service 702,000
AMBULANCE FUND
Transfers 357,000
WATER FUND
Forest Lands Management Division 80,000
Water Division 3,568,000
Debt Services 652,000
Transfers 0
Contingency 490,000
Conservation Division 112,000
TOTAL WATER FUND 4,902,000
WASTEWATER FUND
Personnel Services 556,000
Materials and Services 1,008,000
Capital Outlay 14,700,000
Debt Services 385,000
Contingency 2,093,000
TOTAL WASTEWATER FUND 18,742,000
ELECTRIC FUND
Conservation Division 378,000
Electric Division 7,757,000
Debt Service 75,000
Other Financing Uses (Interfund Loan) 565,000
Contingency 500,000
TOTAL ELECTRIC FUND 9,275,000
TELECOMMUNICATIONS FUND
Personnel Services 539,000
Materials and Services 759,000
Capital Outlay 2,562,000
Debt Services 1,915,000
Contingency 415,000
TOTAL TELECOMMUNICATIONS FUND 6,190,000
F:\USER\BUDGET\Ords& Resolutions\Res Adopting Budget.wb3
RESOLUTION ADOPTING BUDGET
CENTRAL SERVICES FUND
Administrative Department 678,000
Administrative Services Department 247,000
Finance Department 983,000
City Recorder Division 111,000
Public Works Department 827,000
Facilities and Safety Division 238,000
Computer Services Division 429,000
Contingency 69,000
TOTAL CENTRAL SERVICES FUND 3,582,000
INSURANCE SERVICES FUND
Personnel Services 7,000
Materials and Services 619,000
Transfers
Contingency 150,000
TOTAL INSURANCE SERVICES FUND 776,000
EQUIPMENT FUND
Personnel Services 171,000
Materials and Services 450,000
Capital Outlay 951,000
Other Financing Uses (Interfund Loan) 1,000,000
Contingency 250,000
TOTAL EQUIPMENT FUND 2,822,000
CEMETERY TRUST FUND
Transfers 41,000
PARKS AND RECREATION FUND
Parks Division 3,857,000
f Recreation Division 316,000
Golf Division 382,000
Debt Service 22,000
Transfers 105,000
Contingency 40,000
TOTAL PARKS AND RECREATION FUND 4,722,000
ASHLAND YOUTH ACTIVITIES LEVY FUND
Personnel Services 95,000
Materials and Services 969,000
Transfers 30,000
Contingency 71,000
TOTAL ASHLAND YOUTH ACTIVITIES LEVY FUND 1,165,000
PARKS CAPITAL IMPROVEMENTS FUND
Capital Outlay 660,000
GOLF COURSE FUND
Transfers 175,000
TOTAL APPROPRIATIONS $ 70,815,000
F:\USER\BUDGET\Ords& Resolutions\Res Adopting Budget.wb3
J
RESOLUTION ADOPTING BUDGET
This Resolution was READ BY TITLE ONLY and DULY ADOPTED at a regular meeting of the City Council of the
City of Ashland on this_day of June, 1999.
Barbara Christensen, City Recorder
Signed and Approved on this_day of June, 1999.
Catherine M. Shaw, Mayor
Approved as to form
t�
Paul Nolte, City Attorney
F:\USER\BUDGET\Ords & Resolutions\Res Adopting Budget.wb3
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City Council Communication
Finance Department
June 1 , 1999
SUBMITTED BY: JIII Turner
APPROVED BY: Paul NOIte
APPROVED BY: Mike Free a
TITLE:
Resolution Certifying City Provides Sufficient Municipal Services To
Qualify For State Subventions.
SYNOPSIS:
This resolution certifies that the City of Ashland is eligible for State
subventions.
RECOMMENDATION:
Staff recommends passage of this resolution.
BACKGROUND INFORMATION:
The City projects receiving the following State subventions in 1999-
2000:
Cigarette Tax $ 45,000
Liquor Tax 144,000
Highway Support 823,000
Cigarette and Liquor Taxes represent 2.22% of the General Fund
Resources and, Highway support represents 31.47% of the Street
Fund Resources.
FAUSER\BUDGE RORDS&RESOLUTIONS\COUNCIL STATE SUBVENTIONS.DOC
RESOLUTION 99-
RESOLUTION CERTIFYING CITY PROVIDES SUFFICIENT MUNICIPAL
SERVICES TO QUALIFY FOR STATE SUBVENTIONS
RECITALS:
A. ORS 221.760 provides the City of Ashland may disburse funds from the State if the City provides
four or more of the following services:
1. Police Protection
2. Fire Protection
3. Street construction, maintenance, lighting
4. Sanitary Sewer
5. Storm Sewer
6. Planning, zoning and subdivision control
7. One or more utility services
B. City officials recognize the desirability of assisting the state officer responsible for determining the
eligibility of cities to receive such funds in accordance with 221.760.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
The City of Ashland certifies that it provides the following municipal services enumerated in ORS
221.760(1):
1. Police Protection
2. Fire Protection
3. Street construction, maintenance, lighting
4. Sanitary Sewer
5. Storm Sewer
6. Planning
7. Electric Distribution
8. Water
This Resolution was READ BY TITLE ONLY and DULY ADOPTED at a regular meeting of the
City Council of the City of Ashland on the_day of , 1999.
Barbara Christensen, City Recorder
SIGNED AND APPROVED this_day of , 1999.
Catherine M. Shaw, Mayor
R ed as to form.
Paul Nolte, City Attorney
R\USER\BUDGEI\ORDS&RESOLUTIONS\COUNCIL STATE SUBVENTIONSAOC
City Council Communication
Finance Department
June 1 , 1999
SUBMITTED BY: Jill Turner x
APPROVED BY: Paul Nolte
APPROVED BY: Mike Freeman
TITLE:
A Resolution Declaring the City's Election to Receive State Revenues
SYNOPSIS:
This resolution certifies that the City of Ashland is eligible for State revenues.
RECOMMENDATION:
Staff recommends passage of this resolution.
BACKGROUND INFORMATION:
The State requires passage of this resolution on an annual basis to receive an
apportionment of the Oregon Department of Administrative Services General
Fund revenues derived from tax imposed on the sale of liquor as State
Revenue Sharing that is estimated to be $102,000 for fiscal 1999-2000.
FdUSERTUDGETOrds&Resolutionsscouncil state mwnues.wpd
RESOLUTION 99--
AN RESOLUTION DECLARING THE CITY'S ELECTION
TO RECEIVE STATE REVENUES
The City of Ashland ordains as follows:
Section 1. Pursuant to ORS 221.770, the City hereby elects to receive state revenues for fiscal
year 1999-2000.
This resolution was read by title only in accordance with Ashland Municipal Code §2.04.090
duly PASSED and ADOPTED the _day of , 1999.
Barbara Christensen, City Recorder
SIGNED AND APPROVED this _day of , 1999.
Catherine M. Shaw, Mayor
Reviewed as to f
Paul Nolte, City Attorney
F:\USER\BUDGETOrds&RmIuiom emmil sm[e mvenues.wpd
City Council Communication
Finance Department
June 1 , 1999
SUBMITTED BY: Jill Turner
APPROVED BY: Paul Nolte , „,��
APPROVED BY: Mike Freem n/�^
TITLE:
An Ordinance Levying Taxes for the Period of July 1, 1999 to and
Including June 30,2000, Such Taxes in the sum of $5,576,000.00 Upon
All The Real and Personal property Subject To Assessment and levy
Within the Corporate Limits of the City of Ashland, Jackson County,
Oregon.
SYNOPSIS:
The levy consists of three parts: (1) a permanent rate supporting the
General and Parks Funds in the amount of$4,198,000.00, (2) a local
option levy supporting the Ashland Youth Activities Fund in the amount
of$1,100,000.00, and (3) three bonded debt levies with a combined
total of $278,000.00.
RECOMMENDATION:
The Budget Committee recommends the passage of the attached
resolution.
BACKGROUND INFORMATION:
The property tax levy for 1999-2000 increased $217,000 or 4.1% over
the present year. The estimated tax rate is expected to increase by
only 1cent.
\1PSMMUSEMBUDGEMORDS@ RESOLUTIONMTA%ORDINANCE 1999.WPD
ORDINANCE NO.
AN ORDINANCE LEVYING TAXES FOR THE PERIOD OF JULY 1, 1999
TO AND INCLUDING JUNE 30, 2000, SUCH TAXES IN THE SUM OF
$5,576,000.00 UPON ALL THE REAL AND PERSONAL PROPERTY
SUBJECT TO ASSESSMENT AND LEVY WITHIN THE CORPORATE
LIMITS OF THE CITY OF ASHLAND,JACKSON COUNTY, OREGON
THE PEOPLE OF THE CITY OF ASHLAND ORDAIN AS FOLLOWS:
Section 1. That the City Council of the City of Ashland hereby levies the taxes provided for in the
adopted budget in the aggregate amount of$5,576,000.00 and that these taxes are hereby levied upon
the assessed value for the fiscal year starting July 1, 1999, on all taxable property within the City.
Section 2. That the City Council hereby declares that the taxes so levied are applicable to the following
funds:
Permanent Rate Local Option Bonded Debt
General Fund $ 1,740,000.00
Parks and Recreation Fund 2,458,000.00
Youth Activities Levy $ 1,100,000.00
1982 Water Bond Levy $ 53,000.00
1992 Water Bond Levy 100,000.00
1997 Flood Restoration Bond Levy 125,000.00
$4,198,000.00 $ 1,100,000.00 $ 278,000.00
The foregoing ordinance was first READ on the_day of_, 1999, and duly PASSED and
ADOPTED this_day of , 1999.
Barbara Christensen, City Recorder
SIGNED and APPROVED this day of June, 1999.
Catherine M. Shaw, Mayor
Reviewed as to form:
Paul Nolte, City Attorney
FAUSER\RUD ET s&Rnsolmlons\Tun ONinwce iMwryl
Council Communication
Legal Department
Reducing Penalties.for.Illegal Camping.
June 1, 1999
Submitted by: Paul Nolte ( c
Approved by: Mike Freeman
Title:
An Ordinance Amending Section 10.46.050.A of the Ashland Municipal Code to Reduce the
Penalty for Illegal Camping and Similar Conduct from a Misdemeanor to an Infraction.
Synopsis:
Illegal camping, sleeping on park benches or in doorways or driveways abutting public sidewalks
is currently punishable as a misdemeanor. The maximum penalty for a misdemeanor is a $5,000
fine and one year in jail. This ordinance would reduce the penalty for the conduct to a maximum
fine of$500 and no jail time.
Recommendation:
Council adopt the first reading of this ordinance.
Background Information:
The municipal judge has requested that the penalty for illegal camping be reduced to a fine only.
Any person convicted of illegal camping would serve little or no jail time even if sentenced to
jail because of jail overcrowding. Because there is a possibility of incarceration upon conviction
of this crime, however, an indigent defendant must be provided an attorney at the city's expense.
The current penalty is too severe for the conduct and requires expenditure of public funds which
is unnecessary.
F:\USERTAUUORO\camping ord cc.wpd
ORDINANCE NO.
AN ORDINANCE AMENDING SECTION 10.46.050.A OF THE ASHLAND
MUNICIPAL CODE TO REDUCE THE PENALTY FOR ILLEGAL
CAMPING AND SIMILAR CONDUCT FROM A MISDEMEANOR TO AN
INFRACTION.
THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS:
Annotated to show deletions and additions to the code sections being modified.
Deletions are fined-theaugh and additions are sh dea d.
SECTION 1. Section 10.46.050.A of the Ashland Municipal Code is amended to read:
10.46.050 Penalties.
A. Any person violating section 10.46.020 or 10.46.030' shall be guilty
of a misdemeanor an infractionas set forth in Section
The foregoing ordinance was first READ on the day of , 1999, and
duly PASSED and ADOPTED this day of , 1999.
Barbara Christensen, City Recorder
SIGNED and APPROVED this day of , 1999.
Catherine M. Shaw, Mayor
R�wed as to f m:
Paul Nolte, City Attorney
' These following sections are set forth in this footnote for the user's convenience in reviewing
this annotated ordinance:
"10.46.020 Camping Prohibited. No person shall camp in or upon any sidewalk, street, alley,
lane, public right-of-way, park, or any other publicly-owned property or under any bridge or
viaduct, unless otherwise specifically authorized by this code or by declaration of the Mayor in
emergency circumstances.
10.46.030 Sleeping on Benches or Within Doorways Prohibited.
A. No person shall sleep on public benches between the hours of 9:00 p.m. and 6:00 a.m.
B. No person shall sleep in any pedestrian or vehicular entrance to public or private
property abutting a public sidewalk."
G ZSCOI SWuNi UID WAYMENTSWAYMENT SCHEW N.3
Payment Schedule for ff
SERA Architects, PC
123 NW 2nd Ave
Portland, OR 97209
(503) 228-6444
PMT NO. 3
Project: Ashland Public Library Restoration and-Elansion
Account Numbef,: 410-23-702.350
Contract Overview:
Billable hours not to exceed: $52,640
Incidental costs not to exceed: $14,374
Consultant Review $3,200
Cost Estimating $3,500
Reimburseables @ 4% $2,374
Direct Travel Expenses $5,300
Total Amount budgeted for Project: $67,014
PROJECT PHASE CONTRACT PREVIOUS CURRENT REMAINING
AMOUNT BILLING BILLING CONTRACT
AMOUNT
PHASE 1.0 Analysis£ $7,580 $6,740 $840 $ 0
$13,870 $9,205 $4,665 $-0-
PHASE 20 Concept Design'
PHASE 30 Schematic Develop $25,300 $11,155 $14,145 $-0-
PHASE?40:,P:reser tation . `. $5,890 $0 $5,890 $ 0
Consultant Review $3,200 $0 $3,200 $-0-
Cost Estimating $3,500 $3,500 $-0-
Misc. Reimbursables @ 4% $2,374 $1,084 $1,290 $-0-
Direct Travel $5,300 $2,931.95 $2,368.05 $-0-
Professidnal Services = ; �1.. .. $1,280
Consultant,Expenses „r
To Date OVAL NWIrt $67,014 $31,115.95 87,805 $ 0
yS'Clz1.50 fn't L. 3)a§9F6lf a'iwJECr II
PAY THIS AMOUNT: $37,805.55 3r
oval/Signature ate
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Council Communication
Ashland Fire & Rescue
Ambulance License Renewal Application
June 1, 1999
Submitted by: Keith E.Woodlev,Fire Chief
Approved by: Mike Freeman,City Administrator
Paul Nolte,City Attorney
Title:
Ambulance License Renewal Application
Synopsis:
Ashland Municipal Code (AMC) Chapter 6.40.110 requires ambulance service providers
operating within the City of Ashland to apply annually for an ambulance operator's license.
Recommendation:
Staff recommends approval of the request by Ashland Fire & Rescue for renewal of their
ambulance operator's license.
Background Information:
AMC Chapter 6.40.110 requires ambulance service providers operating within the City limits to
apply annually for an operator's license. The issued license shall be valid from the date of
issuance to the next following thirtieth day of June, commencing on the first day of July by
ordinance. AMC Chapter 6.40.100 sets forth license requirements, all of which have been met by
the applicant.