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Home My WebLink About1999-0706 Council PACKET ortant AnyTCmzett'attendmgrouncil meetings may speak on any item on the agenda unless a ff the subject * : sY: �� oftajpubhc hearing whhben cl�sedif you wish-to speak„please fdl out the Speakertquest form ,located near the entrance to the Council Chambers. The chair willSrecogn�ze:you antlsinform you`sas to, -;', t`e'amount of time allotted Wy�ou-µThe tune-granted will be dependent to some ext nt on the nature ofthelik,4 r' item under discussion,Ahe number."of-; eo le�who wish,to be:heard;andi'erle t 6, AGENDA FOR THE REGULAR MEETING ASHLAND CITY COUNCIL July 6, 1999 Civic Center Council Chambers, 1175 E. Main Street (6:45 p.m. Ashland Community Healthcare Services Board Annual General Meeting) I PLEDGE OF ALLEGIANCE: 7:00 p.m., Civic Center Council Chambers. 11 ROLL CALL: III APPROVAL OF MINUTES: Regular meeting minutes of June 15, 1999. IV SPECIAL PRESENTATIONS &AWARDS: 1. Presentation and third annual report on Implementation of the Valdez Principles. V CONSENT AGENDA: 1. Minutes of Boards, Commissions and Committees. VI PUBLIC HEARINGS: (Testimony limited to 5 minutes per speaker. All hearings must conclude by 9:30 p.m. or be continued to a subsequent meeting). 1. Public Hearing regarding transportation SDC's. 2. Public Hearing to consider a recommendation to issue $3.14 million in general obligation bonds for the construction of a 13,000 sq. ft. fire station. VII PUBLIC FORUM: Business from the audience not included on the agenda. (Limited to 5 minutes per speaker and 15 minutes total.) VIII UNFINISHED BUSINESS: 1. Presentation and discussion regarding the proposed elevator for Fire Station No. One. — —� Council Meeting Pkt. REMINDER: HOSPITAL BARBARA CHRISTENSEN BOARD MEETING AT CITY RECORDER 6:45 P.M. _ IX NEW AND MISCELLANEOUS BUSINESS: 1. Council Meeting Look Ahead. X ORDINANCES, RESOLUTIONS AND CONTRACTS: 1. Reading by title only of"A Resolution Adopting Water Connection Fees and Water Use Fees Pursuant to Section 14.04.030 of the Ashland Municipal Code and Repealing Resolutions 97-23." 2. Reading by title only of"A Resolution Adopting a New Transportation Systems Development Change Methodology and Charges, Pursuant to Sections 4.20.040 and 4.20.050 of the Ashland Municipal Code." 3. Reading by title only of"A Resolution of the City of Ashland, Jackson County, Oregon, calling a Special Election to Submit to the Voters the Question of Contracting a General Obligation Bonded Indebtedness in the Amount of $9,100,000 to Finance Expansion, Renovation and Reconstruction of the City's Historic Public Library and Fire Station No. 1." 4. Reading by title only of"A Resolution setting a Public Hearing to Hear a Petition for, and any Objections to, the Vacation of a Portion of Indiana Street on Property owned by Southern Oregon University at the Intersection of Indiana Street and Siskiyou Boulevard." XI OTHER BUSINESS FROM COUNCIL MEMBERS: XII ADJOURNMENT: Reminder. There is no Study Session on Thursday, July 8 1999 due to staff training. The next Study Session will be Thursday, July 22, 1999 at noon in Council Chambers. Council Communication Department of Community Development Planning Division Transportation SDC July 6, 1999 Submitted by: John McLaughlin Approved by: Mike Freeman Title: A resolution adopting a new transportation systems development change methodology and charges, pursuant to sections 4.20.040 and 4.20.050 of the Ashland Municipal Code. Synopsis: Based upon an adopted Transportation System Plan (TSP) outlining the future transportation projects to be constructed in Ashland, a new methodology to calculate the transportation systems development charge (SDC) was developed. Utilizing the growth projections of the comprehensive plan, a cost per new trip was calculated that provides the basis for the new transportation SDC. It is proposed that the new fee be implemented in a three phase process, with the full fee being charged in July, 2000. Recommendation: The Ad Hoc Systems Development Charge Committee has unanimously recommended approval of the methodology and charges as proposed. Staff recommends that the Council adopt the attached resolution implementing the new transportation SDC. Background Information: The City has had a transportation SDC since SDC's were first implemented. The original methodology was based on a conceptual "lane mile" methodology. This methodology assumes that each new trip generated by a development creates a need for additional streets. Based on the construction costs of new street, a cost per new lane mile was estimated, and the estimate of the total number of new trips during the planning period was estimated, such that a lane mile cost per trip could be developed. At the direction of the City Council and the Ad Hoc Systems Development Charge Committee, no changes were made in the transportation SDC (excluding inflation adjustments)until the transportation system plan was completed and the methodology could be prepared based upon specific projects. The new SDC methodology is based upon an actual adopted project list with an estimate of the growth related costs of each project. Utilizing the growth estimates of the comprehensive plan, the total number of new trips projected for the planning period (20 years) was calculated. Dividing the total project costs associated with growth ($8,341,148) by the total number of new daily trips projected (39,040/day) results in a cost per trip of$214. Since this is a substantial increase in the SDC over what is currently being collected, (approximately $33/trip) we have recommended that it be implemented in three phases: V Phase August 16, 1999 ELNDT= $93 2"" Phase January 2, 2000 ELNDT= $154 3'd Phase July 1, 2000 ELNDT= $214 Examples of the costs on new development is shown in the following table: Transportation Systems Development Charge Calculations - Implementation TypicalAD_evelopment Current Phase Phase 2 base 3-full SDC 8/16/1999 1!2/2000 7ti/2000 Single Family Dwelling $324 $888 $1,471 $2,040 Multi Family Dwelling $196 $584 $966 $1,382 Fast Food Restaurant $8,826 $10,068 $16,672 $23,131 (3000 sq. ft.) Light Industrial (30,000 $6,123 $21,780 $36,066 $50,037 sq. ft.) The transportation SDC only applies to new trips generated. Renovations of existing structures (that do not add additional square footage for commercial, or additional units for residential) do not trigger additional transportation SDC charges, generally speaking. Instances where structures change one land use category to another (i.e. residential to commercial) would trigger a transportation SDC for the increment difference between the residential use and the proposed commercial use. RESOLUTION NO. 99- A RESOLUTION ADOPTING A NEW TRANSPORTATION SYSTEMS DEVELOPMENT CHARGE METHODOLOGY AND CHARGES, PURSUANT TO SECTIONS 4.20.040 AND 4.20.050 OF THE ASHLAND MUNICIPAL CODE. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. The Transportation Systems Development report recommended by the Ad-hoc Systems Development Charge Committee, marked exhibit "A", is adopted by the Ashland City Council and replaces the current resolution establishing the methodology and charges for transportation systems development charges. SECTION 2. The Transportation Systems Development Charges shall be phased in three steps. Phase one of the charge implementation described in exhibit "A" shall be effective August 16, 1999, with phase two effective January 2, 2000 and phase three effective July 1, 2000. Charges shall be adjusted for inflation at each phase. . SECTION 3. The Transportation Systems Development Charge methodology and charges will be reviewed three years from the date of adoption to ensure consistency between the Transportation System Plan and the Transportation Systems Development Charges. SECTION 4. Transportation Systems Development Charges collected will be distributed to transportation projects based on the aggregate growth percentage described in exhibit "A". This resolution was read by title only in accordance with Ashland Municipal Code §2.04.090 duly PASSED and ADOPTED this day of 1999. Barbara Christensen, City Recorder SIGNED and APPROVED this day of ' 1999. Catherine M. Shaw, Mayor Reviewed as to form: Paul Nolte, City Attorney PAGE 1-RESOLUTION (FAUSERNACt.SDC Commkewlution.wpd) Exhibit "A" City of Ashland OREGON U SO�S��RN ® N/ V, RS/�Y famous for "t.ithia Water" 10 f F .lc. G d_ . . _ 5, rr> E G Transportation Systems Development Charge Fee Increase Proposal - July, 1999 City of Ashland Transportation Systems Development Charge July, 1999 INTRODUCTION Background In 1996, the City of Ashland adopted its current transportation Systems Development Chard (SDC)which became effective January 1, 1997. The current SDC is based on a pro-rate share of future transportation system needs, including new street and street frontage costs (needs) and new trip generation/travel need estimates for typical developments. The future "needs" are not defined by specific projects. The City of Ashland has developed a Transportation System Plan (TSP) that outlines transportation system needs for the City within the Urban Growth Boundary (UGB) area. The Ashland TSP identifies project specific needs for street, bicycle facility, pedestrian and transit improvements. Long-range travel projections used in the TSP have been developed based on future land development projects consistent with the City's Comprehensive Plan. These land development projections were used by W & H Pacific, Inc. to estimate the trip generation capacity of land consumption by the year 2017 and define the detailed methodology for a revised SDC. The purpose of this report is to describe the revised methodology for implementing a project specific transportation SDC to fund a portion of the needed transportation projects within the Ashland UGB by year 2017. This same methodology may be adjusted to include a revised scope of transportation improvements, as needed. The Ashland Transportation SDC Methodology is based on similar SDC methods already adopted and in place by other Oregon jurisdictions, mainly Salem and Portland, Oregon. Consistency With State Law ORS 223.297 through 223.314 establishes a uniform framework for governmental units to impose systems development charges to pay for capital improvements, including facilities or assets used for transportation. Such charges may be assessed or collected "at the time of increased usage of a capital improvement or issuance of a development permit, building permit or connection to the capital improvement." ORS 223.299(4)(a). The statute allows imposition of systems development charges for costs associated with capital improvements to be constructed ("improvement fees") and capital improvements already constructed or under construction ("reimbursement fees"). ORS 223.304. The statute also provides for credits against fees for the construction of qualified public improvements. ORS 223.304 (3), (4). As relevant to the City's proposed Transportation SDC, ORS 22.307(2) authorizes improvement fees on new development to help cover the costs of capacity increasing capital improvements. Under ORS 223.309(1), such improvements must be identified in a capital improvement plan, public facilities plan, transportation master plan or similar plan which lists the capital improvements which may be funded with improvement fee revenues. Consistent with ORS 223.307(2), the capital improvements identified in the TSP and included in this report are limited to those which are capacity increasing. Their City of Ashland—Department of Community Development City o(Ashland Transportation Systems Development Charge July 1999 inclusion in a plan as defined in ORS 223.309(1) assures compliance with that requirement of the statute. Under ORS 223.304(2), improvement fees must be established by ordinance or resolution setting forth a methodology that considers the costs of projected capital improvements needed to increase the capacity of the system to which the fee is related. The statute requires no specific methodology. However, there must be a rational basis for the chare, i.e. the costs imposed on development must reasonably relate to the impacts created by the development and the overall costs of the improvements. NEEDED IMPROVEMENTS Types of Deficiencies The Ashland TSP indicates that there are a number of projects that will be needed by 2017 to provide sufficient transportation system capacity to accommodate future travel demand. These improvements include new streets, upgrades to existing streets to urban standards (i.e., added bicycle lanes, curbs/gutters, sidewalks, etc.), new bicycle lanes and/or sidewalks, new traffic signals and improved transit to serve expanded public transportation needs. New streets and bridges, street upgrades, and new traffic signals provide improvements resulting in a transportation system that can accommodate higher travel demand (additional capacity). New buses and shelters provide added capacity to route coverage serving more transit riders; and together with bicycle and pedestrian improvements provide the needed capacity that otherwise require major street widening in areas deficient of adequate right-of-way or compatible land use (e.g.,North Main Street between Helman and Wimer). Estimated Improvement Costs Improvement costs are those capital costs that will be required to construct the projects identified in the Ashland TSP. These projects and the estimated costs (estimated in 1998 dollars) for each project are listed in Appendix A of this document. Improvement fees are the systems development charges (defined and summarized below) imposed on new development to help fund the projects identified in the Ashland TSP. Improvement fees imposed on new development are used to provide a portion of the funding required for project improvement costs. The Ashland Transportation SDC includes improvement fees, but does not include reimbursement fees. Improvement fees are system development charges that are applied to improvement costs associated with capital improvements to be constructed. Reimbursement fees are systems development charges applied to improvement costs for capital improvements already constructed or under construction. City of Ashland—Department of Community Development . 2 City o(Ashland Transportation Systems Development Charge July, 1999 To comply with Oregon law, only a portion of the roadway and transit improvement costs are eligible for funding through an SDC program. Improvement costs to maintain or improvement the structure of existing roadways and intersections, or costs associated with transit operations do not provide significant capacity increases. Thus , this portion of the improvement cost is not eligible for funding through the SDC. As previously stated, improvement fees are authorized under Oregon law to help cover the costs of capacity increasing capital improvements, identified in a capital improvement plan, public facilities plan, transportation master plan, or similar plan. New streets, bridges, traffic signals, sidewalk, and buses are fully eligible for SDC funding. The cost associated with street upgrades paid for by the SDC can be based on the proportionate share of the added street amenities to the total street improvement costs (e.g., bike lanes, curb/gutter and sidewalks). Additionally, it is proposed that a portion of local street improvements done through the LID process be funded through the Transportation SDC. It is estimated that an overall capacity of 18% will be realized city-wide by the improvement of local streets. This is based up the buildable lands analysis undertaken by the city which has shown that when local streets are improved, the opportunity for additional lot splits will be available, increasing the use of local streets for new trips related to growth. As such, the Ashland Transportation SDC program will generate funds from improvement fees that may be used to partially fund improvement projects that provide additional roadway and transit capacity. As discussed below, the improvement fees are based on the estimated number of daily trips generated by new development, resulting in an improvement fee that is fair and equitable. Thus,the program is in compliance with Oregon law. City of Ashland—Department of Community Development 3 City of Ashland Transportation Systems Development Charge July, 1999 SDC ELIGIBLE TRANSPORTATION IMPROVEMENTS R�Vtsed Rebate Capacity SDC Pormu PAorfty STREETS Type Estlmated Cost EBglble of Total Protect IY1s) % 1-5 Beach Street-at Siskiyou Upgrade $92.00C $92,00 15 13,80 1.5 Tolman Cr Rd-Siskiyou to UPRR Capacity $620.40C $352,38 50 310,20 6-10 Nevada-Bear Creek to N Mountain Capacity S422.40C $239,92 65 274,56 6-10 Bear Creek Bridge @ Nevada Capacity $2,500,00C $2,500,000 65% 1,625,00 6.10 NMountain-Hersey to Nepenthe I%street) Capacity $3114,16C $120,27 65% 204,20 6-10 Tolman Cr-Siskiyou Blvd Approaches Capacity $194.00C $184,000 45 82,80 6-10 Clay St-Siskiyou to Ashland Upgrade $660,00 $374,88 35% 231,00 6-10 E Main-City Limits to Normal(west) Capacity $184,80 $104,966 25% 46,20 11-20 N Main-Hwy 99 to Fox Upgrade $66,000 $37,488 15% 9,90 0 11-20 Ashland Mine Rd Upgrade $330,000 $187,440 15% 49,50( 11 11-20 E Hersey-Ann to Mountain I%Street) Upgrade $142,560 $39,91 15% 21,384 12 11-20 4N St Extension to Hersey Capacity $106,250 $60,35 100% 106,25 13 11-20 N Mountain-Nepenthe to Nevada Capacity $286,440 $109,66 65% 186,18 14 11-20 Tolman Cr-Green Meadows to Black Oak Upgrade $528,000 $299,904 15% 79,20 15 11-20 Tolman Cr-Black Oak to Siskiyou Upgrade $158,400 $89,971 15% 23,76 6 11-20 E Main.Normal Ave to City Limits(east) Upgrade $3,976,800 $3,554,822 15% 596,52 1 17 11-20 E Main-at Tolman Creek Rd Upgrade $272,000 $272,000 15% 40,80 8 11-20 Crowson Rd-Siskiyou to Green Springs Hwy Upgrade $1,000,000 $568,00 30% 300,00 19 11-20 Normal Avenue Extension to E Main Capacity $607,200 $344,89 75% 455,40 0 11-20 Clay St-Ashland to E Main Upgrade $737,500 $418,90 15% 110,62 1 11-20 Tolman Cr Rd-Ashland St to E Main Capacity $424,200 $162,40 65% 275,73 2 11-20 Mistletoe-Siskiyou to Tolman Creek Upgrade $1,201,25 $682,31 759 900,93 3 11-20 Dead Indian-Green Springs Hwy Approach Upgrade $92,00 $92,00 15/ 13,80 # Subtotal 5`14°;906'36 5 10;888;501 41 $5;957tZ5 INTERSECTIONS 4 11-20 Siskiyou/LithiatE Main Capacity 1,000,000 25% 250,00 5 11-20 Oak St/Hersey St Tragic Signal Capacity 175,000 40% 70,00 SObtotal j�$$1517.5;0 �4s tMM $320!00 6 11-20 UPRR CROSSINGS(4) Upgrade 1,000,000 15% 150,00 7 11-20 TRANSIT(Local,capital costs) Capacity 303,282 25% 75,821 8 11-20 SIDEWALKS Capacity 2,052,000 25% 513,00 9 11-20 BICYCLE FACILITIES Capacity 3,041,000 25% 760,25 LOCAL IMPROVEMENT DISTRICTS Combo 3,135,119 18% 564.321 'k- TOTAL $ 25,612;761 32% $8;34J41_4 ELNDT= 39,04 st Per ELNDT $21 August 1,1999 Cost per ELNDT = $93 January 1,2000 Cost per ELNDT= $154 July 1,2000 Cost per ELNDT = $214 City ojAshland-Department of Community Development 4 City of Ashland Transportation Systems Development Charge July, 1999 TRANSPORTATION SDC UNIT COST Introduction The Ashland Transportation SDC has been developed to provide fairness and equity among the various types of development that are likely to occur by 2017. To reach this goal, the Ashland Transportation SDC methodology recognizes that the number of trips generated varies by type of land use. It has been shown that some types of land use (retail, for example) attract trips from traffic that is already passing the retail site (a motorist that is going home from work that stops en route to buy groceries). In this instance, a trip is "generated" by the retail use, but not all generated trips are new to the adjacent roadway traffic stream, hence the retail use adds lower number of new vehicle- miles of travel to the roadway system compared to other uses. This type of trip is known as a"linked trip". A "Linked Trip Factor"has been used to account for this difference in new trip generation versus total trip generation. When the basic trip generation rates (i.e. trips per dwelling unit) is adjusted by the linked trip factor and applied t the new development, the resulting number of new generated trips are called Equivalent Length New Daily Trips (ELNDT). The ELNDT are used as the basis for the Ashland Transportation SDC. Methodology To develop the City of Ashland Transportation SDC, a summary of the planned land uses within the UGB was made. From these planned land uses the number of daily vehicle trips generated on the public street system was made. These trips were added to the number of existing traffic volumes throughout the study area to estimate the total number of vehicle trips on the study area street system. Since the SDC is based on trips generated by new development,the number of new trips divided into the estimated improvement costs results in the dollar cost per new trip generated. The future planned land use and new trip generation estimates within the Ashland UGB are summarized in the attachments. Future land use estimates and the daily trips generated by new land development within the Ashland UGB are estimated based on future trip estimates from Ashland's envne 12 travel model, and validated by ITE Trip Generation Manual estimates summarized in Appendix B. Inherent in these trip estimates is the provision for linked-trip characteristics by land use type. The Equivalent Length New Daily Trips generated within the Ashland UGB by the year 2017 is indicated in the table on the following page. Trip Generation Adjustments As mentioned previously, inherent in the travel demand forecasting model is the type of trip by land use and effect of linked trips. The methodology used to determine the transportation system development charge fee in Ashland is consistent with the ELNDT concept. This methodology uses the best available trip generation, and linked trip information. Trip generation rates for each of the land use categories were adjusted using City of Ashland—Department of Community Development 5 City of Ashland Transportation Systems Development Charize July, 1999 the trip generation rates reported in Trip Generation, Fifth Edition (published by the Institute of Transportation Engineers, 1991). The attachment at the end of this report lists these trip generation rates and the adjustment factors used to determine the ELNDT generation rate for each general land use category listed in the ITE Trip Generation Manual. Unit Cost Methodology The Transportation SDC is calculated by dividing the total cost of the SDC-related transportation improvements by the number of city-wide ELNDT, resulting in an SDC cost per ELNDT. The Transportation SDC unit cost per trip is summarized as follows: Ashland Transportation Systems Development Charge SDC-Related Transportation Improvement Total Cost/ELNDT Costs ELNDT $8;341148 '3;,,041) MMSUNWA Transportation SDC Calculation The Transportation SDC is applicable to all new land development within the Ashland UGB and is calculated at$214 per ELNDT. The Trip Generation, Fifth Edition is to be used for all SDC calculations. Tabulations of trip generation rates and linked trip factors for various land uses are found in the attachments. The following table identifies the Ashland Transportation SDC fee as applied to various land use developments such a single-family, multi-family homes, fast food restaurant (3,000 sq. ft), and industrial centers (30,000 sq. ft.) Transportation System Development Charge Calculations Typical Development [CurrenthAstilandiSDC _ ProposedlsAslilaudlSl)iC " Single Family Dwelling $324 $2,040 Multi Family Dwelling $196 $1,382 Fast Food Restaurant(3000 sq. ft.) $8,826 $23,131 Light Industrial (30,000 sq. ft.) $6,123 $50,037 Credits Credits against the calculated SDC will be given for the cost of qualified public improvements, in whole or in part, identified on the "SDC Eligible Transportation Improvements" table. Costs not included in the calculation of the SDC shall not be eligible for SDC credit. Except that the City may agree that certain costs may, in fact, represent "system"costs that will be considered for addition to SDC-eligible costs during the next SDC update. If those "non-eligible" costs are subsequently changed to become City of Ashland—Department of Community Development 6 City of Ashland Transportation Systems Development Charee July, 1999 SDC eligible, credit will be given in a form of a reimbursement of a portion of the SDC improvement fees. TDM Credits Credits may be given for developments that implement transportation demand management(TDM) plans designed to reduce generated vehicle trips. The proponent of the development must declare an intention to apply for TDM vehicle trip reduction and Transportation SDC credit as a part of the building permit application. The TDM plan must be prepared by a transportation planning professional recognized by the Community Development Director as being proficient in TDM programs. Oregon law requires that provisions be included in the SDC for alternative methodologies to calculate the trip generation (ELNDT) for use in calculation of improvement fees. These provisions are needed in case.standard trip generation rates or linked trip factors included in the SDC do not adequately reflect the true trip generation characteristics of a particular land use development. These provision s also provide an approach for project proponents that believe their development does not generate trips in the same way as described in the SDC. Credits for TDM vehicle trip reductions will be limited to a maximum of 15% of the SDC charge calculated without TDM credits. TDM plans must include an annual reporting plan that will document the amount of vehicle trip reduction that is actually achieved. Failure to achieve the projected level of trip reduction shall result in the required payment of the full SDC. Redevelopment Redevelopment of existing land use (of which the traffic generated by the existing use is implied to be already accounted for under existing traffic conditions and will not be considered as part of the transportation SDC calculation) requiring a building permit that results in a net change in trip generation (due to either a change in general land use category —residential vs. commercial, number of dwelling units, or building area) will also be required to pay a transportation SDC in lieu of the existing use. Specifically, the transportation SDC will be calculated based on the net difference between the trip generation (including equivalent and new trip rate adjustments) of the new use less the trip generation of the existing use. If the new use generates fewer trips than the existing use no transportation SDC shall be paid, but no reimbursements will be given to the proposed development. Implementation Given the substantial proposed increase in the transportation SDC, it is recommended that the new charge be implemented using a phased approach, as follows: City oJAshland—Department of Community Development 7 City olAshland Transportation Systems Development Charze July, 1999 1" Phase August 16, 1999 ELNDT = $93 2nd Phase January 1, 2000 ELNDT= $154 3`d Phase July 1,2000 ELNDT = $214 This phasing would result in an implementation schedule and costs for typical development shown in the following table: Transportation Systems Development Charge Calculations- Implementation Typical Development Current Phase Phase 2 Phase 3—full SDC 8/16/199 1/2/2000 7/1/3000 Single Family Dwelling $324 $888 $1,471 $2,040 Multi Family Dwelling $196 $584 $966 $1,382 Fast Food Restaurant $8,826 $10,068 $16,672 $23,131 (3000 sq. ft.) Light Industrial (30,000 $6,123 $21,780 $36,066 $50,037 sq. ft.) City of Ashland—Department of Community Development 8 ITE Trip Generation Rates& ELNDT Adjustment Factors ITE Average Weekday Equivalent Length Cast Per Unit ITE Land Use Not. Land ITE Trip Rate New Daily Trip& Use ELNDT Adjustment Facto. Code Rafe Upd ' 7ri Len th Linked Tri 8/1/99 12/00 7/1/00 $93 $154 S214 RESIDENTIAL Single Family 210 9.55 Dwelling Unit 100 10 5888 $1471 $2,040 Multi-Family 220 647 Dwelling Unit 097 10 $584 $966 51341 Residential Condominium 230 5.86 Dwelling Unit 097 10 $529 5875 51214 Manufactured Housing 240 4.81 Occupied Dwelling Unit 097 10 $434 S719 $997 Recreational Home/Condo 260 3.16 Dwelling Unit 100 to $294 5487 $675 INSTITUTIONAL Track Terminals 1 30 9.85 1,000 at GFA 1.12 1.0 $1,026 $1699 $2,357 Bus Depot 5 25 1000 sf GFA 100 1.0 52,325 $3,850 $5,341 Park 1 411 223 Acres 0.90 10 $187 5309 $429 City(developed) 5 50 Acres 090 10 $4,185 56,930 $9,615 Neighbarhood(undeveloped) 5 5 A. 0.90 10 $419 5693 $961 Amusement(Theme) 5 80 Acres 090 10 $6,696 $11,088 $15,383 Golf Course 2 430 3759 Hot. 091 10 $3,181 $5,268 57,309 Movie Theatre 1 443 1]6 Seats 046 L0 $75 S125 5173 Recquat Club 2 492 17.14 1,000 sf GFA 0.51 10 S813 $1,346 S1868 Racquetball 5 40 1000 sf GFA 051 10 51897 $3,142 54,359 Tennis 5 30 Court 051 10 $1,423 S2,356 $3,269 Military Base 501 1.78 Employee 1.00 1.0 $166 $274 $380 Elementary School 520 109 Student 108 10 5109 $181 $252 Junior High School 4 1.20 Student 1.08 1.0 $121 $200 $277 High School 530 138 Student 108 10 $139 5230 $318 Junior/Community College 1,3 540 1.33 Student 1.08 1.0 $134 5221 $307 Church 560 9.32 1,000 of GFA 108 10 $936 $1,550 S 2,151 Day Care CenumPreschooi 2 565 465 Student 0.23 10 $99 $165 $229 Library 1 590 4550 1000 sf GFA 049 10 $2,073 $3433 54,763 Hospital 610 16.78 1,000 sf GFA 095 10 $1,483 $2,455 53,406 Nursin Home 620 2.60 Occupied Bed 095 10 $230 $380 $528 BUSINESS&COMMERCIAL Hotal/Motel 310 870 Occupied Room 069 075 5419 $693 $962 Building Matenaia/Lumber $12 30.56 1,000 sfGFA 0.49 075 51044 $1,730 $2,400 Specialty Read Center 1 814 4067 1000 at GFA 049 0.75 SI390 $2,302 $3,193 Discount Stores 815 ]0.13 1,000 of GFA 049 075 $2,397 $3,969 $5,507 Hardware/Pamt Stores 1 816 51.29 1000 if GFA 0.49 0J5 $1,753 $2,903 54,027 Nursery-Remil 2 817 36.08 1,000 sf GFA 049 0.75 $1233 S2,042 52,833 Shopping Center 820 (under 50,000 sf GFA) 820 167.59 1,000 at GFA 0.31 0.28 $1,353 $2,240 53,108 (50,000-94,999 if GFA) 820 9165 1,"afGFA 033 0.50 $1,406 $2329 $3,231 (100,"-199,999 sf GFA) 820 70.67 1000 sf GFA 040 0.61 $1,604 $2,655 $3,684 (200,000-299,999 af GFA) 820 54.50 1,000 at GFA 049 0.67 S1,664 $2,755 $3,823 (300,000-399,999 sf GFA) 820 46.81 1,000 sfC)FA 0.49 071 51515 52,508 $3,479 (400,000-499,999 sf GFA) 820 4202 1,000 sf GFA 049 033 $1,398 $2,315 S3,211 (50(1,000-599,999 sf GFA) $20 3865 1,000 sf GFA 0.49 0.80 51409 $2,333 $3,237 High Turnover Sit-Down Restaurant 1 832 20536 1,000 of GFA 0.19 075 S2,722 54,507 56,252 Fa Food Restaurant 833 78622 1000 sf GFA 009 a51 $3,356 55,557 $7,710 New Car Sales 841 4291 1,000 sf GFA 0.60 075 $2005 $3,320 54,606 Service Station 1,3 844 142.54 Gasoline Pump 007 0.]] $715 51,183 $1642 Supermarket 1 850 87.82 Employee 0.14 0.46 5526 $871 $1208 Convenience Market 2 $51 73299 1000 sf GFA 008 035 S1922 $3,182 $4,415 Convenience Market w/Gas Pump 3,5 853 194.34 Gasoline Pump 0.32 0.22 51,272 S2,107 $2,923 Apparel Store 3 $70 31.27 1,000 sf GFA 0.49 0.75 SI,069 51270 $2,455 Furniture Stare 2 890 4.34 1,000 sf GFA 0.49 075, $148 $246 $341 Bank/Savings: Walk-in 1 911 14061 1,000 if GFA 0.17 075 $1,667 $2,761 $3,830 B.k/S.in s: Drive-in 2 912 265.21 1",,f GFA 017 055 $2,306 53819 $5,298 OFFICE Clinic 1 630 23.79 1000 sf GFA 0.53 1.0 $1,173 $1,942 $2,694 General OBfice 710 (Under 100,000 sf GFA) 710 16.58 1,000 sf GFA 065 1.0 $1,002 $1660 $2,303 (100,000-199,999 sf GFA) 710 1403 1,000 if GFA 065 10 $848 51,404 $1,948 (200,000 of GFA and over) 710 11.85 1,000 sf GFA 065 10 $716 $1,186 51646 Medical Office Building 720 34.1] 1000 sf GFA 053 10 $1,684 $2,789 $3869 Government Office Bldg. 1 730 6893 1000 sf GFA 0% 1.0 56,154 $10,191 S14,138 Sate Motor Vehicles Dept 731 1 i 02 1000 sf GFA 0% 10 $14,822 $24,544 534,052 U.S.Post Office 2 732 87.12 1,000 sf GFA 0% 10 $7,778 $12,880 $17,869 ResearchC - 760 7.70 1000 sf GFA 067 10 5480 $794 SI,102 Business Perk 770 14.37 1,000 sf GFA 067 10 I895 $1483 $2,057 ITE Trip Generation Rates& ELNDT Adjustment Factors ITE Average Weekday Equivalent Length Cost Per Unit ITE Land Use Notes Land ITE Trip Rate New Daily Trip& Use ELNDT Adjustment Factors Code Rate Unit• Trip Length Linked Tri SAM 12/00 7/1/00 S93 $154 $214 INDUSTRIAL General Light industrial 110 697 1,000 sf GFA 1.12 1.0 $726 51,202 S1668 General Heavy Industrial 1 120 1.50 1,000 sf GFA 1.12 10 SI56 5259 8359 IndusMal Park 2 130 6.97 1,"sf GFA 1.12 10 5726 $1202 51,668 Manufacturing 140 3,85 1,000 sf GFA 1.12 1 0 5401 $664 $921 Warehouse 150 488 1,000 if GFA 1.12 1.0 $508 $842 $1,168 Mini-Warehouse 151 261 1000 sf GFA 047 1.0 5114 $189 $262 Utilities 1 170 106 Employees 100 10 $99 $163 $226 Wholesale I 860 673 I,MCfGFA 049 1.0 $307 8508 $705 • Abbrniafiam inClWC:GfA=nmxS Flmr Aftl aM Sfsquare rM. - lTe ratio baxeen GFAWpoa51o5aNe arn(GLAI.oS Cile1 fw 54cpping cmla in fTETtq GOCaliw islf;l. Th<M Trap Gat—don rnn m faawN W q 14%la dean GFA u«ktlay n5n. No— (I) Thc M Trip C enlun las 1.facto 5 aaNes agyaning nuarmge rne.Applimno —'it mwuragal to mnso's al Ncir son safes-isopnson 0,grnmlio.aotlla N anti or theirapplialion. R) TLe cons nlaliovhipW..nc tunbu ofmtin aM NCn'mge xmkday trip 8rnauion an ano]in lmE Trip Gmaation Iota c,nefficlmt of wtnimian IR2)of Im Ons 070.Applianu arc slmnglf enmuregel to mMUCI.M nuiS OUn eymu,intleymtlml lnDBrnnalwn aWia in suLpaO Of ncireppliouon. - (3) T meshm.n la56con Wov,maledfromne seamots Pm cta towlrip8—tian talc.Applicants src cent atwungel to wMU4 at Neir a"c,,n sc.hWWaWrnI i ip gmaaaon SIUNa in agpa5l of IM'o gylitation. (4) A,met of elemmun twat Ngh¢Mol nip gmcnion rata. 151 San Diego TnRC G...San Diego AssocLation of(m cmm,ao MaNt 1993. ASHLAND - FUTURE LAND USE VALIDATION LAND USE CATEGORIZATION LAND DENSITY [3] DEVELOPABLE LAND AREA FORECAST ITE Sub- ADJUSTED Dust Employee Local 1000 SF 1000 GROWTH [21 GROWTH s/ Land Use Category DUs Employees Code Allocation DUs Employees Acre 1000 SF Adjustment GFA/Acre SF GFA Acres [1[ [31 GFA Single-Family 2558 210 100% 2558 4.0 NA 640 Residential Multi-Family 644 220 100% 644 15.0 NA 43 Residential Health Care-Senior 180 220 100% 180 15.0 NA 12 Housing RetaiUCommercial 1014 Specialty Retail 814 14% 142 1.82 100% 8.83 78 9 Hardware 816 7% 71 0.96 100% 10.64 74 7 Quality Restaurant 831 17% 172 7.46 100% 7.50 23 3 Fast Food Restaurant 834 17% 172 10.90 100% 7.50 16 2 Drive-In Bank 912 20% 203 3.82 100% 7.50 53 7 Shopping Center(4] 820 25% 254 1.00 100% 11.00 254 23 Industrial Light 370 110 34% 370 2.16 100% 8.18 171 21 Heavy 245 120 33% 245 1.82 100% 4.51 135 30 Industrial Park 399 130 33% 399 2.00 100% 11.06 200 18 Service(71 145 912 50% 73 3.82 100% 8.00 19 2 848 50% 73 0.94 100% 8.00 77 10 School 200 Elementary 520 50% 100 NA NA NA NA High School 530 50% 100 NA NA NA NA Omce Office park 750 50% 0 3.59 100% 18.16 0 0 General[5] 710 50% 0 3.29 100% 2.24 0 0 total 3202 2373 13202 2373 0 826 Notes [1] Consistent with Ashland TSP/City of Ashland Comprehensive Plan. (2] Residential = dwelling units; all other uses = employees [3] ITE Trip Generation, Fifth Edition [4]Assumes 1 employee per 1000 SF GFA (5] Assumes office building of 25,000 SF GFA(trip generation rates vary by building size) [6]Average of 9.5 employees and 4000 SF GFA [7] Assumes Bank [ ITE 912] and Tire Store [ITE 848] mN O mmNYl P m m mn o 3 r N Q e m �nonmm �n P Q w O IT Z Z P P m J N x w r z N a m w CC o 000 �n vi u> mm o Oo U 00 J � W p c d a e m W v c ,r Tomo ^ o ^ N oo E m o ^ a o 0 0 0 0 0 Q J u c mr o mmrnmAm m a+ m o N m e P n A m m n n n u T a P m m O1 Yt O m t7 Q � m y Z m a �O P m m OI Q N m Q r M N m 0 m F N N N K m CL = Q O m w a x Z w T - ma McNmthA m On N r m0 D7nANN m m m m r 0 d a O m Q m O M N O - axo: m o m m o e e e < v e o o a o e o y y y o 0 0 0 0 0 0 0 0 0 0 0 -L LL O O O O O O O O o O O O O V ^ C y m O1 Z O y O J N _ m F m y C C " E J E o a �d 'w > m u a m 5 0 Z 0 m m n. o E � E /4y O y a m Q m CO W a mD Z o C N W Z v m y y y w m c CL J r E a E w > o m rn m m m m rn 5 LL We m a m Q y O E LL a y m m A y m 0 LL m `ca m3 > > mm 9 cu 0 m c v m m m y Et '-° � op cm a y E m a S m m m U Z m m � O c w is o 09 m O U E �• m Etn ry o J m m E `0 Eo 3 t m w „ 0 E w g j � � C City of Ashland Public Works Department PRESS RELEASE News Media List Ashland Daily Tidings For more information contact: Medford Mail Tribune Paula C. Brown Channel 5 Public Works Director/City Engineer Channel 10 Ashland, Oregon Channel 12 (541)488-5587 July 2, 1999 FOR IMMEDIATE RELEASE FOLLOW-UP ON THE WASTEWATER TREATMENT PLANT SPILL On July 1, 1999 at approximately 6:15 pm, City staff was notified of an apparent sewage leak at the Ashland Creek Pump Station as our contract personnel were leaving the site. The Pump Station is located at the northern end of the Wastewater Treatment Plant approximately 20 feet from Ashland Creek. Plant personnel were on the site at 6:30 pm. At that time, it was observed that pump#I was pumping into the dry well, and had actually failed to pump into the wet well. Raw sewage had backed up in the dry well and was leaking onto the ground adjacent to the pump station. It is estimated that less than 20,000 gallons was released from the pump station building onto the ground. Less than that amount actually reached the creek. Plant personnel were able to manually trigger pump #2 and pump#3, which immediately took care of the influent sewage. This spill is the first sewage spill at the Wastewater Treatment Plant since the January 1997 flood. The pump station is old and has older equipment. The entire Ashland Creek Pump Station is scheduled for replacement and new equipment later this summer. After assessing the problem, staff determined that a piece of wood had broken the impeller allowing the pump to operate, but not correctly. Because the pump did not shut off,the other two reserve pumps did not kick on as would normally have happened. All required notification procedures were appropriately followed and staff contacted DEQ, Health Department, and the City of Talent. Staff is taking coliform samples of Bear Creek above Talent to determine when the creek is no longer affected. Flows in both Ashland Creek and Bear Creek are actually high and will help to dilute the sewage that did reach the creek as a result of this accident. It is expected that Bear Creek will be at normal and acceptable pollution levels this afternoon. The City of Talent uses both Wagner Creek and Bear Creek as sources for their drinking water which is treated at their Bear Creek Water Treatment Plant. Results of any creek samples will be forwarded to the City of Talent. The City will take the following corrective actions: 1) Check the source of any potential construction materials entering the lift station - could be from the construction at the treatment plant or other construction activity within the City where the sewer system is not yet fully operational. 2) Add a large grate on the lift station and initiate daily cleaning procedures so that we avoid the potential for introducing large objects into the pumps. 3) Install an alarm on the dry well. 4) Replace the Ashland Creek Lift Station scheduled for this summer. s**�* ASHLAND FOREST LANDS COMMISSION APRIL 14, 1999, 5:30PM-7:00 COUNCIL CHAMBERS MEMBERS PRESENT: William Robertson, Teri Coppedge, John Morrison; Councilor Susan Reid Staff: Doug Fong; Nancy Slocum; Keith Woodley, Paula Brown Members Absent: Fred Binnewies, Richard Brock Guests: Bill Fleeger, REAL Corps;Marty Main,Small Woodland Services I. CALL TO ORDER AT 5:40 P.M. II. APPROVAL OF MINUTES: February 17, 1999 minutes approved with minor correction (spelling of Commissioner Binnewies' name) and Commissioner Schehen's (not present) asking for a definition of"logging" . HI. ITEMS FOR DISCUSSION: A. SUMMARY OF IMPLEMENTED MANAGEMENT PRACTICES, CROWSON RESERVOIR AND BARRANCA UNITS - Robertson summarized last month's discussion going to Option 3; they flagged off sensitive areas at the headwalls and those areas were not treated: plantings are taking place. Main added from February 24, 1999 B.G. Hicks addendum that no treatments are being completed in the 100' wide area, burn dead and downed trees and brush only on Northern slopes and replant/vegetate where geologically stable. Morrison asked what determined tree spacing and Main explained his criteria. Robertson wondered about the need for tree tbinning in 10-15 years. Main said there is a mixing of grass and trees and explained the concept was similar to in Hicks' Crowson report. He is not looking for a decision tonight. B. BARRANCA AREA FUEL TREATMENT AREA (ADDENDUM) Commission discussed this as part of HIA. C. GRANITE STREET QUARRY AREA FUEL TREATMENT AREA- Woodley gave a staff report based on B. G. I-licks report dated March 14, 1999. He explained area is high risk for landslides and report takes conservative approach. Report recommends adoption of Option A only for treatment. Explained problems associated with high risk areas are similar to city's granite pit below the gun range. Hick's recommended work follows erosion measures used in granite pit. Brown added Steve Koskella and Scott English are on the evaluation team with Hicks available as support. Reid was concerned about the city's long-term use of quarry citing truck traffic, narrow streets and lack of sidewalks. Brown said pit was used approximately once per month and city would like to keep it active if erosion concerns are mitigated. She added forest service would also like to use it as trailhead. Brown noted Reid's concerns and will look into limitations of quarry. Woodley brought attention to Page 8, Item 8 of Hicks' report concerning potential debris G:Dawn\Forestl2Apri1 99.wpd avalanche and noted Map 1 showed debris avalanche area on north side and aimed to stay out of that area. Main reiterated need to remain out of this medium-risk area. Robertson asked why the area was not designated high-risk. Woodley explained Item 8 recommends Forest Commission not remove as much vegetation. The point was to let the public know that a geologist examined that 5-7 acre area and risk potential in near future. Main stated, from a wildfire management perspective, managing low risk zones can still give a good opportunity to manage wildfire. Brock would like to see more aggressive management in medium risk area. He wondered if looking for stable areas within medium risk area and clearing brush by 50% would help. Main explained the difficulty in maintaining these areas. Brock asked if existing smaller openings in any of these areas could be planted with pine seedlings with goal being a manzanita/pine mix. Main explained that although reasonable, physically possible and deep enough soil, it would be a very expensive undertaking. Brock suggested keeping plantings simple by not worrying about spacing. Reid wondered if trees would survive. Main commented that types of problems discussed in report are not confined to Ashland, but effect all of Northwest. Report only earmarks areas of concern without recommending treatment at this time. Robertson wondered why wait? Main responded that in 5-10 years, better information should be available to treat higher-risk areas. Brock wondered if plantings in high- risk areas like Hitt Road would help stabilize hillside. He also believed BLM could do better at managing runoff on,their lands. Brown pointed out Hicks seemed to be addressing this concern on Page 3 of his report. Commission consensus was to follow geologist's report recommendation (Option A) to treat the 5-7 acres in low-risk area. Commission would reexamine treatment in higher-risk areas as technology and information became available. They would also look at Brocks' idea of planting pine trees in existing open areas at a future date. Brock was asked to report on status of ten year old pines that were planted in similar areas and report back to commission. Binnewies wanted to reiterate what specifically was being protected by the prescribed treatment. Roberton answered that 12 homes (either existing or future sites) could be potentially effected. He added that it is partially our responsibility as good stewards of the land. Binnewies believed that these effected homeowners should assume some risk. IV STATUS UPDATES A. Forest Lands Contracting - Keith Woodley - Woodley asked Main for update. Main reported that areas P and Q have been primary focus of their work. When completed, area will make an excellent fuelbreak as steep ridge would take full force of a wildfire. Completion due in a couple of weeks. Woodley reported that he will be getting a report on the Winburn parcel from Main soon. In regards to harvest of dead trees within watershed, there will be a forum in May. Working towards commercial harvesting by next winter. Woodley is unsure what public sentiment will be and economic value of removing trees is questionable. B. REAL Corps - Robertson summarized E-mail of 2/12/99. Fleeger, through consensus at last month's meeting, reiterated the need for addressing specific tasks and deadlines in contract. G:DawnWorestUApril 99 wpd Fleeger stated delivery schedule starts this quarter. He will look at existing information and what needs to be added. Robertson is looking forward to the project. C. Update on Trail Users Subcommittee - D. Other Subcommittee Reports- V. REVIEW AND SET COMMISSION CALENDAR,/ NEXT MEETING A. Next Meeting: May 12, 1999 B. Continue with Goal Setting / Unit Prioritization. VI. OTHER BUSINESS - Commission Members / Audience Commissioner Coppedge's last meeting: Commission thanked Coppedge for her dedication and hard work. Reid, as Council liaison, voiced concern as to Coppedge's replacement. She recommended another Park Commissioner, Joanne Eggers. After talking to Fran Berteau, Reid was unsure whether a Park Commissioner was required to be appointed. Reid was clearly in favor of a Parks Commissioner on commission and would like commission support. Commission gave consensus to this idea. Coppedge agreed and recommended Laurie McGraw appointed. Council Presentation on May 18th: Reid, as Councillor, suggested commission present approximately ten slides or pictures. Brown envisioned a quick presentation maybe with some GIS maps. Open House at Hillah Temple, April 29'", 3-5 p.m.: Reid asked for commission volunteers to attend the open house. Commissioner Schehen has already committed to being there. VII. ADJOURN AT 6:55PM G:Dawn\Fomst\2Apri l 99.wpd o` CD 00 0 0 0 ,� CD. CD o cD o CD (D us o �, C (D � �' �' CD CD 0 "'� CD o (D 0 w O o� CD CD CD m x U V1 v u Q V y ^ 1 0 697-, f!9 CD N 7W � a CD CD INC M--+ uq ,. CD CD CD 0 CD �. ~O• v' W CD 'O CD C CD CD O 519 O CCD 00 CD CD ear CD O� N CD O CCD � � �• eo< A� wN � — CD OTI zr b w .y i7R rO� cn O �. N �CD <,n O EA r�s d y x ■!` fD 0� o0 69 69 rr 00 . W CA W 01 01 -P, cap rc �, O N 01 O " - b9 69 �\+ v, � O � b9 s O r � �. 0000 (01) 00 000 `x` O 00 -P� 00 Ge N� ,S1 fD f� • rA O O C _4` 0 k4 n ••• 69 69 69 `/1 69 69 W W 00 ,;.r v� n c�a r n n � � � m 03 N3 o co N>' a o :> � o =. � CO o0 al m 006 � � C � J � OHO .604 O CF3 CD lt� N3 Vu1 69 rn rn �O rn C ll c C.0 03 N Citv of Ashland Public Works Deparnent Memorandum To: Honorable Mayor and City Council Members From: Paula Brown�/y� � Date: July 6, 1999 Re: WWTP BOISOLIDS UTILIZATION AND EFFLUENT RECYCLING PROJECT Staff authorized release of the Notice Inviting Bids for the off-site WWTP Biosolids Utilization and Effluent Recycling Project. This project as you will recall is the second phase of our WWTP upgrades. This project calls for construction of two effluent reservoirs, three biosolids lagoons, drying beds, spray irrigation system of the initial 270 acre irrigation area, piping,pump stations and access roads,fencing and other site improvements. Carollo Engineers is handling the bid process and distribution of the plans and specifications. There will be a mandatory pre-bid meeting and site tour on July 19''. Bids are scheduled to be opened at the Public Works Conference Room on August 5t'. The City has not yet heard a response from LUBA, as they are backlogged in their determinations. It is our intent to award the project, with Council approval in August or September. A clause in the bid documents requires bidders to hold their bids firm for 90 days from bid opening. Because of delays in the process, staff has directed Carollo Engineers to assist in developing interim solids handling. The on-site work is proceeding well and is ahead of schedule. We will have to look at other options for solids handling later this year. Staff will keep Council apprised of options and costs for these interim conditions. •Page 1 . Subject: City Council Public Hearing: Fire Station Bond Russ Silbiger July 6, 1999 562 Ray Lane Ashland, Or 97520 482-6907 Dear Mayor and City Council, I regret not being able to attend tonight's meeting. I do want to express my strong support for the recommendation to issue bonds for the construction of the fire station. We are all well aware of the problems that exist with the current building, so I will skip the long list. This fire station is not an extravagance, it is a necessity. I believe that the health and safety of both the fire department and the citizens of Ashland should be our highest priority. Please do not delay in getting this project underway. Thank You, Russ Silbiger Subject: City Council Item X#4 (The combined bond) Russ Silbiger July 6, 1999 562 Ray Lane Ashland, Or 97520 482-6907 Dear Mayor and City Council, I would like to express my opposition to the combining of Library and Fire Station bonds together. The voters in Ashland should have the choice of voting for either, neither or both of the two projects. There is no real connection between the two projects. Combining the two, in my opinion, is both insulting and manipulative. Telling the voters it's all or nothing, may cause many citizens to vote against the combined project. If that were to happen, we wouldn't know which project was "the problem." Ashland residents have shown a remarkable ability to support projects that are not popular in other places. Please give the voters of Ashland the respect they deserve and put the Library bond and the Fire Station bond on the November ballot as separate items. Thank You, Russ Silbiger Subject: City Council Public Hearing: Fire Station Bond Russ Silbiger July 6, 1999 562 Ray Lane Ashland, Or 97520 482-6907 Dear Mayor and City Council, I regret not being able to attend tonight's meeting. I do want to express my strong support for the recommendation to issue bonds for the construction of the fire station. We are all well aware of the problems that exist with the current building, so I will skip the long list. This fire station is not an extravagance, it is a necessity. I believe that the health and safety of both the fire department and the citizens of Ashland should be our highest priority. Please do not delay in getting this project underway. Thank You, Russ Silbiger Subject: City Council Item X#4 (The combined bond) Russ Silbiger July 6, 1999 562 Ray Lane Ashland, Or 97520 482-6907 Dear Mayor and City Council, I would like to express my opposition to the combining of Library and Fire Station bonds together. The voters in Ashland should have the choice of voting for either, neither or both of the two projects. There is no real connection between the two projects. Combining the two, in my opinion, is both insulting and manipulative. Telling the voters it's all or nothing, may cause many citizens to vote against the combined project. If that were to happen, we wouldn't know which project was "the problem." Ashland residents have shown a remarkable ability to support projects that are not popular in other places. Please give the voters of Ashland the respect they deserve and put the Library bond and the Fire Station bond on the November ballot as separate items. Thank You, Russ Silbiger 9 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL June 15, 1999 Civic Center Council Chambers, 1175 E. Main Street PLEDGE OF ALLEGIANCE Mayor Shaw called the meeting to order at 7:00 p.m., in the Civic Center Council Chambers. ROLL CALL Councilors Reid, Hauck, Hanson, Wheeldon and Fine were present;Councilor Laws was absent. APPROVAL OF MINUTES The minutes of the Regular meeting of June 1, 1999 were approved as presented. SPECIAL PRESENTATIONS& AWARDS 1. Mayor's award of plaque to Sean Van Ausdall in recognition for his participation on the Sister City committee. Mayor Shaw presented plaque to Sean Van Ausdall which recognized all his efforts with the Sister City. Shaw noted the gratitude for Van Ausdall in all that he has done to create a wonderful relationship with the Sister City of Guanajuato,Mexico and the City of Ashland. 2. Update and presentation by the Historic Commission. Jim Lewis,chairperson for the Historic Commission, introduced members Keith Chambers,John Steele,Terry Skibby,Curt Anderson,Vava Baily,Gary Full,Dale Shostrum,and Kay Maser. Lewis explained their intent of acquiring good criteria in order to make good judgement decisions. Lewis noted the support of staff from Community Development,and commented on the photos that Terry Skibby has provided to document the history of the city. Bailey explained a project that the commission is working on to develop a national travel itinerary website. Stated that the text and historic photos have already been provided for,along with valuable historic documentation provided by Kay Atwood. Explained that they were using four to five sites as a basis for the website. Chambers commented on the amount of work that has gone into the projects of the Historic Commission and requested acknowledgment of the progress that has been made. Feels that the commission is a valuable service provided to the community. Reid noted the importance of neighborhoods working with the Historic Commission in order to maintain their historic quality. Reid also commented on her gratitude for the committee members on the work they have accomplished. 3. Mayor's proclamation of Community Health Center Week as June 21 through June 27, 1999. Mayor Shaw read proclamation for Community Health Center Week. Shannon Rio, 872 '/,B Street,representing the Community Health Center,publicly thanked the city for the support that they have provided toward making the health center happen. Rio noted three women that the center was recognizing by dedicating rooms in their honor. Commented on a run and fund raiser in the memory of Nancy Peterson. City Council Meeting 6-15-99 Page 1 of 7 f t Shaw noted the series recently published by the Tidings on lower income community residents and how these individuals are best served by the health center. 4. Presentation by Ashland Fiber Network Citizen Programming Committee. Steve Belsky,chairperson of committee introduced committee members, Wes Brain,Candice Chapman, Lenny Neimark,Cathy Carrier,Tom Garland, and Russ Silbiger. Voiced his gratitude toward committee members, council liaison Steve Hauck,staff liaisons Pete Lovrovich and Vince Zauskey. Reminded council and community of the mission and charge of the committee which they took very seriously. Carrier explained the process that the committee went through, and how information was provided to the committee by committee members,committee liaisons,and a variety of other sources. Noted the number of channels that were considered and how they were chosen. Carrier also explained how the committee placed these channels in different tiers and how they had come across situations that were beyond the committee's control regarding placement of channels. Carrier noted the amount of response that the committee received from the community regarding channel selection. Silbiger stated that the public process and input in the selection and development of the programming was very important. Noted that concerns raised by the public were discussed and every effort was made to address these issues. Expects future feedback from the public to continue as this process progresses. Brain presented slide show on the different 1-4 tiers being proposed by the committee and what channels make up these tiers. Highlighted channels that are unique only to Ashland Fiber Network. Chapman commented that the goal of the committee was to provide informative and entertaining channels to the community. Explained that there are other channels that are on the"wish list",and that they may be available in the future. Council voiced appreciation and enthusiasm of committee members and efforts. CONSENT AGENDA 1. Minutes of Boards,Commissions and Committees. 2. Confirmation of Mayor's appointment of Kerry KenCairn to the Planning Commission for a term to expire April 30,2003. 3. Confirmation of Mayor's reappointments of Greg Williams and Pat Acklin and the appointment of Jack Sabin to the Hospital Board for terms to commence July 1, 1999 and expire June 30,2003. 4. Authorization for Mayor and City Recorder to sign parking agreement with Elks. Councilors Hauck/Reid m/s to approve Consent Agenda. DISCUSSION: Councilor Wheeldon requested that the minutes from May 11"Planning Commission Meeting describe portions of the PUBLIC HEARING that were missing. City Administrator Freeman explained that the description missing had do to with antennas for the cable TV that is proposed to be replaced in the yard behind the electric shop. Freeman stated that he would send these minutes back to Planning for correction. City Administrator clarified for council that there has not been a time line determined for the parking agreement with the Ashland Elks. Wheeldon stated that she had received comments that a variety of timed spaces be considered for the parking spaces at the Ashland Elks. Wheeldon commented on the good reception by employees regarding not parking in the downtown area. Felt that if work is going to be done in dealing with the parking issue,that they should be diverse about it. Voice Vote: all AYES. Motion passed. City Council Meeting 6-15-99 Page 2 of 7 00 PUBLIC HEARINGS 1. Public Hearing regarding the Ashland Downtown Historic District. George Kramer indicated with a colored coded map,the area and property involved in the Ashland Downtown Historic District. Explained the local interest areas and how they differ in their boundaries and districts. Slide show was presented that showed why this area should be nominated for historic preservation._ Requested council support and that if council approves,nomination will be forward to the Historic Preservation Committee. Councilor Fine stated his understanding that a part of the advantage to property owners in the proposed district is that their property values for purposes of local property tax assessment would be frozen at a certain level for a certain period time. Fine stated that he is led to believe by staff that freezing of values on some our most expensive pieces of property downtown will only be a negligible impact on the tax rates of people who own lesser valued property. Questioned if we are going to get this benefit without having other property owners taxes be raised. Kramer clarified for council that there would be benefit without increasing other property owner taxes. Kramer used an example of the past called a"shifted burden"and explained that with the passage of Measure 47&50 this way of taxing became a non-issue. Explained that measure 47 limited $15 per assessed value per$1,000 of assessed value,no matter what the assessed value of the property was,and that measure 50 froze the annual percentage increase of the assessed value at 3%maximum. Stated that this is the City of Ashland making a very wise investment in its future assessable value. Explained that what is happening, is that we are foregoing the 3% increase for 15 years assuming that an owner would not otherwise make these huge investments in renovation. Once the 15 year window expires and property comes back onto the market, it is really dramatic how lost revenue is re-couped. Mayor Shaw explained that given measure 50, the overall taxes don't change and that would mean less revenue to the city. The decision then would be with the Budget Committee to decide whether the city could live without the additional 3%increase to revenue. City Administrator pointed out that this community is not as heavily dependent on property tax as other communities are,and for that reason, it is not as big an impact as it would be if your general fund was 80-90%funded by property taxes. Councilor Fine questioned if a vote was postponed,and council could have more time to look at the financial analysis to assure that this would not shift the burden to the residential property owner,would this create a problem in seeking registration on the national register? Kramer explained that when the city accepted the grant monies from the state,they were obligated to submit a nomination. Fine commented on the excellence of the report that was submitted,but felt there was an obligation to the public in knowing where the money is coming from down the line,and to assure that the most wealthy property owners in town are not being subsidized by everybody else. Kramer used example to help explain how the tax base is shifted when a property is removed from the tax base and them placed on the Historic Register. Presented slide on impact of 15-year tax freeze of a commercial building with a base value of$1 10,000 and the savings it represented to the tax payer. Explained that the federal government participates in the underwriting,which is an incentive to encourage major renovations, and why the city is pursuing this. City Council Meeting 6-15-99 Page 3 of 7 PUBLIC HEARING: Open 8:30 p.m. No speakers. PUBLIC HEARING: Closed 8:30 p.m. 2. Public Hearing regarding formation of Central Avenue LID. Public Works Director Paula Brown reminded council that the Haines development was approved in 199 land that there is only one property owner involved in this Local Improvement District. Explained that the property owner is available for questions and endeavors to get this project done quickly. Brown noted an issue regarding whether council wanted sidewalks on both sides of the street. Explained that the property owner is responsible for one side of the street and that the city will look at putting sidewalks on both sides and costing this out to the city. Councilor Reid stated that because there is already some sidewalk on the other side of the street,that it makes it incumbent upon the city to continue the sidewalk on that side of the street. Councilor Wheeldon voiced her desire in making a connection to Van Ness Street. Brown responded to councils' concern of when the project would be completed. Explained the time frame involved in the bidding process and noted staff workload. Brown anticipates that this LID will be formed in June,and that the project would begin construction in the spring of 2000. Clarified the construction schedule and the possibility of moving up the schedule. Wheeldon voiced her wish to have the project completed sooner. Brown noted for council that they would look into texturing the sidewalks in the steep areas. PUBLIC HEARING: Open 8:35 p.m. No speakers. PUBLIC HEARING: Closed 8:35 p.m. PUBLIC FORUM None UNFINISHED BUSINESS None NEW AND MISCELLANEOUS BUSINESS 1. Council Meeting Look Ahead. City Administrator Mike Freeman brought attention to the meeting set for the annual membership meeting of the Ashland Community Healthcare Services. Freeman also noted that there would not be a study session on July 8th. 2. Discussion regarding the Storm Water Master Plan. Public Works Director Paula Brown gave introduction to the Storm Water Master Plan. Stated that this plan is moving forward and is changing focus from,"in the pipe,get rid of the water,move to nearest creek",to enhancing water quality. Brown noted that the plan is linked with the riparian ordinance and also the changing focus of the Ashland Watershed Partnership. Stated that the city is on the suggested list for the new storm water regulation, known as Phase II Regulations for non-point discharge elimination system. Brown explained that it is not usual practice to treat storm water,but that it does happen sometimes. Stated that they are doing their first GIS input which makes mapping incredible. Explained the process and how this is developing. Noted how the system has been used to show enhancement of areas in a variety of ways. City Council Meeting 6-15-99 Page 4 of 7 ORDINANCES. RESOLUTIONS AND CONTRACTS 1. Second reading by title only of"An Ordinance levying taxes for the period of July 1, 1999 to June 20,2000,such taxes in the sum of$5,576,000 upon all the real and personal property subject to assessment and levy within the corporate limits of the City of Ashland,Jackson County." Councilors Hauck/Wheeldon m/s to approve Ordinance#2340. DISCUSSION: Finance Director Jill Turner clarified for council that approximately 15%of the general fund is subsidized by property tax. Roll Call Vote: Hauck, Reid, Hanson,Fine and Wheeldon; YES. Motion passed. 2. Second reading by title only 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." Councilors m/s Hauck/Wheeldon to approve Ordinance#2341. Roll Call Vote: Wheeldon,Reid,Hanson, Hauck and Fine; YES. Motion passed. 3. Reading by title only of"A Resolution Authorizing and Ordering Improvements for Paving,Curbs, Gutters,Storm Drains and Sidewalks on Central Avenue from its Existing Terminus East of Heiman Street to Water Street,for the Central Avenue Local Improvement District and Authorizing the Assessment of the Cost of the Improvements against Property to be Benefitted." Councilors m/s Reid/Wheeldon to approve Resolution#99-39. Roll Call Vote: Fine,Wheeldon,Hanson, Hauck and Reid; YES. Motion passed. 4. Reading by title only of"A Resolution Amending the Pay Schedule for Management and Confidential Employees for Fiscal Year 1999-00." Councilors m/s Hauck/Wheeldon to approve Resolution#99-38. DISCUSSION: Councilor Wheeldon commended staff on recognizing confidential staff. Councilor Reid stated her interest in a policy that would give an idea on what the percentage difference is between salary levels. City Administrator explained that there would be a future presentation for council on updating of pay plan by consultant on the findings. At this time there will be time for discussion as to what ideal standards are in relation to separation of pay using examples of other cities and private sectors. Roll Call Vote: Hauck,Hanson,Reid,Fine and Wheeldon; YES.Motion passed. 5. Reading by title only of"A Resolution Transferring Appropriations within the 1998-99 Budget." Councilors m/s Fine/Wheeldon to approve Resolution#99-33. Roll Call Vote: Reid,Hanson,Wheeldon, Fine and Hauck; YES. Motion passed. 6. Reading by title only of"A Resolution Adopting a Storm Drain Utility Rate Schedule pursuant to Section 4.27.050 of the Ashland Municipal Code,and Repealing Resolution Nos.94-47 and 94-54." Councilors m/s Hauck/Wheeldon to approve Resolution#99-32. Roll Call Vote: Hanson,Reid,Wheeldon, Hauck and Fine; YES. Motion passed. 7. Reading by title only of"A Resolution Adopting a Transportation Utility Rate Schedule pursuant to Section 4.26.020 of the Ashland Municipal Code and Repealing Resolution No.97-32." Councilors m/s Hauck/Reid to approve Resolution#99-31. DISCUSSION: Councilor Reid brought up as a reminder the dollars needed for a study regarding transportation and encourages working toward better funding in regards to this issue. Councilor Wheeldon clarified that there is a transportation transit study in the works and that we are re-looking at the Downtown Plan. Roll Call Vote: Reid,Wheeldon,Hauck and Hanson; YES, Fine,NO. Motion passed 4-1. City Council Meeting 6-15-99 Page 5 of 7 V 8. Reading by title only of"A Resolution Establishing Rates for the Ashland Municipal Airport Repealing Resolution 94-38." Councilors m/s Hauck/Wheeldon to approve Resolution#99-37. DISCUSSION: It was noted that Exhibit A schedule provided in council packet was replaced with corrected one. Roll Call Vote: Fine,Hanson, Wheeldon,Hauck and Reid; YES. Motion passed. 9. Reading by title only of"A Resolution Adopting a Cemetery Fee Rate Schedule Pursuant to Section 2.64.050 of the Ashland Municipal Code and Repealing Resolution No.94-20." Councilors m/s WheeldonfHanson to approve Resolution#99-36. Roll Call Vote: Reid, Hauck,Hanson, Wheeldon and Fine; YES. Motion passed. 10. Reading by title only of"A Resolution Adopting an Engineering Division Fee Schedule Pursuant to Section 18.108.140A of the Ashland Municipal Code and Repealing a Portion of Resolution No.94- 17." Councilors m/s Hauck/Reid to approve Resolution#99-35. Roll Call Vote: Fine,Wheeldon,Hanson,Hauck and Reid; YES. Motion passed. 11. Reading by title only of"A Resolution Exempting from Competitive Bidding Cable Television Programming for the Ashland Fiber Network Cable Television System." Councilors m/s Hauck/Fine to approve Resolution#99-30. Roll Call Vote: Wheeldon,Hauck,Hanson,Reid and Fine; YES. Motion passed. 12. Reading by title only of"A Resolution Establishing Internet and Cable TV Rates for the Ashland Fiber Network." Councilors m/s HauckfHanson to approve Resolution#99-29. Roll Call Vote: Fine,Reid,Wheeldon,Hanson and Hauck; YES. Motion passed. 13. Reading by title only of"A Resolution to Forward the Nomination of the Ashland Downtown Historic District to the National Register of Historic Places to the State Historic Preservation Office." Councilors m/s Fine/Reid to approve Resolution#99-34. Roll Call Vote: Hauck,Reid,Hanson, Fine and Wheeldon; YES. Motion passed. OTHER BUSINESS FROM COUNCIL MEMBERS Councilors Reid/Hauck to place issue regarding letter from RVTD on agenda. Voice vote: all AYES. Motion passed. Mayor Shaw brought to attention the letter received June 14"from RVTD that requested an additional$192,492 to continue Ashland's current level of service. City Administrator stated that the city does not have this amount of dollars available in the budget and was unaware that the city would be asked to enter into any other kind of agreement than what was already expected. Council agreed to allow Mayor,Councilor Fine and Wheeldon to meet with administrator to look at short and long term solutions to this problem,and bring back suggestions to council. Possible options were discussed and council consensus was to allow for further discussion at another council meeting. Councilor Reid reminded council of the signing of the letter that need to be mailed regarding Global Warming. City Council Meeting 6-15-99 Page 6 of 7 1 ADJOURNMENT Meeting was adjourned at 9:07 p.m. Barbara Christensen, City Recorder Catherine M. Shaw, Mayor City Council Meeting 6-15-99 Page 7 of 7 MINUTES FOR THE STUDY SESSION ASHLAND CITY COUNCIL June 17, 1999 CALL TO ORDER The meeting was called to order at 12:10 p.m.by city councilor Cameron Hanson at the Civic Center Council Chambers. IN ATTENDANCE: Councilors Cameron Hanson, Susan Reid, and David Fine were present. Councilor Carole Wheeldon arrived at 12:15 p.m. Mayor Cathy Shaw arrived at 12:17 p.m.,Councilors Don Laws and Steve Hauck were absent. Staff present included: City Administrator Mike Freeman, Administrative Services Director Dick Wanderscheid, Fire Chief Keith Woodley,Director of Public Works Paula Brown, Assistant City Administrator Greg Scoles, Finance Director Jill Turner. Also present was architect Hans Ettlin. I. Fire Station Greg Scoles explained the site plans in detail with regard to the fire station expansion project, and pointed out various modifications. Architect Hans Ettlin explained that the fire station plans presented at this study session are modified and clarified for Councilor Reid that the plans would be shared with fire department personnel. Parking has increased with the new plans, and there is also the possibility of a tie-in with the library with regard to shared parking. Councilor Reid questioned the curve of the bays and ramp areas, and Ettlin explained that a 10% slope would not cause a problem for fire trucks exiting on the ramp. Freeman said it was his impression that there were four bays and Ettlin affirmed that there are four bays and this will help the grade problem, although icy conditions might present some difficulties for the apparatus bays, and a simple slab heater might be considered. Ettlin pointed out the apparatus bays are pointed in the direction between Main and Siskiyou and where originally there were three apparatus bays,now there are four. He explained that they had decreased the entire volume of the station from 15,600 square feet down to 13,000 square feet by tightening up the types and sizes of spaces. He also said it is possible to come from the parking area into the building directly with easier access, with a double door vestibule for controlling drafts. A smaller entry space has been planned,with public restrooms, and a small place at the end of the building to house the antique fire truck and display the public history of the fire department and other historical elements. He explained that the whole area could be blocked off if necessary and used by other groups as desired,with access to the entry way,bathroom and kitchen facilities. Ettlin pointed out the chief's office on the plan and how it would be larger in order to have small conferences if necessary,and gave a brief explanation on the other improvements planned for the station. He also explained that the upstairs is strictly used for,living quarters for the firefighters. Ettlin said that elevation studies have not been prepared yet, and there are many solutions as to how the station can look. Fire Chief Woodley said that one of the areas reduced in size was the dormitories, and in the interests of efficiency and by practicing"hotbedding,"meaning the offgoing shift strips their beds and the oncoming shift uses the same beds,they decided the size of the dormitories could be downsized. He explained that the scheme on the plan is designed for eight, and that additional room is needed for college students who ride with the Fire Department as practicums. Woodley explained that under ASA agreement all of the ASA providers in the Rogue Valley are obligated to take paramedic interns from Rogue Community College to ride with the Fire Department for hands-on experience. This is an ongoing program while school is in session and typically about 10 or 12 students are assigned to the Ashland Fire&Rescue Department. Ashland City Council Study Session Minutes 06-17-99 1 Councilor Reid inquired how many firefighters are hotbedded now. Woodley replied that there are currently more beds than necessary, although not enough for all employees to have their own bed and some share in rotation. Councilor Reid inquired whether hotbedding took place in Medford. Woodley replied that it is considered standard practice in the industry. Councilor Fine inquired whether it is standard and safe to have a 2%gradient on equipment floor so conceivably equipment could roll if the brakes came off. Ettlin replied it is more typical to have a 1% gradient but that it could be done with a 2% gradient. Woodley replied that typically you don't see flat apparatus bases so water can drain. Councilor Fine questioned the antique fire engine bump out at the front, and would that effect vehicular safety with the problem intersection because it does not meet traffic engineering standards. Ettlin said there is some discrepancy with the existing building and whether it may be built over the property line. He said the whole new structure would be built entirely over the property line which would clear up more vision area. Scoles pointed out on the plans the property lines and the protrusion of the building. The Mayor inquired if a second floor was eliminated, and the station became a one-story building, would the savings pay for the acquisition of the Blue Mountain and adjoining property. She felt a two-story building would be more attractive, but costs should be examined for alternatives. Ettlin replied that the cost difference is about 8 - 10% more for a second story for an entire building. He added with the triangular shape of the station it would be hard to get efficiency with one story and it would be better to have two floors. He said he thought one reason to acquire additional property may be if you wanted to explore shared parking with the fire station and the library. Ettlin confirmed for Councilor Wheeldon that reducing square footage would lower the price. Councilor Reid said it was her understanding that site preparation would be $32,000, and Ettlin said that wouldn't change because regardless of what is being built on the site it would still have to be stripped and plateaued. He said some of the costs are different on this site because of the temporary relocation costs for the firefighters which would have to be addressed. Councilor Fine added that$50,000 could be saved on a traffic signal item as ODOT is planning to resignal that intersection and willing to address that intersection out of their budget. Scoles replied that if the City had to redo the signal then $50,000 would probably not be enough,but$50,000 was put in the budget as a number to work with, and this issue should be explored. He said that about$4 million has been budgeted for the project, well within the anticipated budget and is pleased that the number is closer to $3 million than$4 million. Woodley addressed the furnishings budget and said part of the new building provides for back up dispatch, and there is a need to upgrade some of the old equipment. He said that the transmitters are $12,000 apiece. 2 Ashland City Council Study Session Minutes 06-17-99 Councilor Wheeldon enquired whether the equipment to be replaced was under the furnishings budget. Ettlin replied it would be under a different line item(11). Freeman said it would be reasonable to wrap the equipment in with the borid costs. Councilor Fine inquired as to the money that is on everyones' phone bill as a 9-1-1 service charge and asked whether it went into a common pool that could be tapped with an ability to take it out of the citizen bonds. Woodley replied that the surcharge is for a telephone tax. Freeman asked if this is something that council would want to look at again and Councilor Wheeldon replied she would. Freeman inquired where the back up dispatch would be located. Ettlin replied there would be a room available off the multi-purpose room so a console would be available in a disaster and temporary tables and chairs set up along with phones for volunteers. Councilor Fine inquired as to whether there would be full electro magnetic grounding for the building and Ettlin replied that is standard, along with emergency generation standby power. Ettlin clarified for Councilor Fine that the radio communications will be buried and 10 foot stainless steel rods will make a ring around the entire apparatus bay. Scoles announced that on Tuesday,June 22 from 7:00 to 9:00 p.m. at Fire Station Number One there will be a public meeting to talk about various issues,the design and that maybe the elevations studies would be available at that time. He added that according to the schedule a hearing on the proposal would be back before council on July 6. Freeman asked that the elevation drawings be made accessible to council as available. Councilor Wheeldon said that if additional property is to be acquired this would be the time to do it. She felt that with the ongoing library project,and continuing concerns about parking, it maybe a good idea to explore the possibility of incorporating a larger municipal parking lot within the fire station. Councilor Reid said she would like to hear from people who have designed and/or worked in fire stations as to that idea, and asked whether it may create a conflict to have municipal parking in with exiting emergency vehicles. Ettlin relied that the two functions would be separated. He added that parking could be mixed without a problem and the City of Corvallis has mixed parking,about 2/3 of the parking area is for tagged monthly parking and 1/3 of the site reserved for firefighters. He felt that the number of parking spaces needed would be the staff on duty times two, because of the shift change,plus whatever administrative staff are on duty,which in Ashland's case would mean 11 spaces to be dedicated to the fire department as a minimum. He said that anything else could be shared and would not interfere with the fire department's function. Mayor Shaw said that in her opinion the lot she is talking about which is currently on the market is not in a good position for solving potential parking problems for downtown or the library. It has a historic building on it,and she is concerned about further eroding the Railroad District neighborhood,even though this is on the outskirts. Her feeling is if more parking is needed for downtown,we should continue in the same vein as with the Elks lot which is already set up for parking, and to see if additional space could be negotiated there, or be shared. Her recollection was that when a comparative analysis of our downtown and the Rogue Valley Mall Ashland City Council Study Session Minutes 06-17-99 3 was surveyed, not only was downtown the same physical distance around as the mall,but our downtown also provided the same number of parking places as the mall. She explained the most pressure for parking in Ashland is in the Railroad District and if we were to share parking in the middle areas, some of the pressure would be pulled off the adjacent neighborhoods. Councilor Wheeldon feels this is a good opportunity to look at other parking issues,and possibly more property can be gained. Ettlin said the site could accommodate about 20-22 parking spaces. Councilor Reid said she would not like to demolish the house on the adjacent property for additional parking spaces. Mayor Shaw inquired of council whether the design of the building should be opened up to look at keeping it one floor or would they be content with a double story. Councilor Wheeldon said she thinks it is best left the way it is as it gives more options. Freeman said Community Development is undertaking an assessment study this summer to find out how many people are here, how many parking spaces are being utilized, vacancy rates, and other things that will help determine how to proceed with these issues. Woodley said he would not propose to enlarge the parking lot,but is an advocate for the purchase of the adjoining property, considering the entire life span of the building. He said the owners of the property have contacted him in the last few months and asked if the City would buy the property. His support for purchasing the property is two-fold,to screen the parking lot which will be an issue for the planning commission, and also to provide some space that could be absorbed in the future if an additional bay was added to the back of the fire station. The fire station has been designed so this can be accomplished in the future, given the additional property. should IDOr a'rga ( Of tcfUi(i lv)7 e_ n� &f `� r Mayor Shaw feels that the property4houl4-be acquired for future expansion, and for the present, continue to rent it and keep the existing house on it. Given the cost of building and land increasing in Ashland, it?ould be a good decision,especially if there is some chance that the fire station may be expanded in years to come. She , felt that the cost of acquiring the additional property should be rolled into the bond. VF F24S/b�P S ko-L-i .EseemrnT inquired of Ettlin that if the Blue Mountain property was not acquired if the fire station programs would fit, and Ettlin replied that neither program would fit in. Freeman said these plans are really contingent on being able to acquire the property. Councilor Fine questioned whether the multi purpose room could be shifted to a different location so that if necessary, curtains could be utilized between the multi-purpose room, dining room and conference room so a large room would be available for community purposes, or all the CERT teams. Ettlin replied it is easily doable and partition walls, although expensive, could be inserted if necessary. Woodley replied that the room is programed for 30 which means that 99.9% of the needs of the fire department are met. If meeting space is needed for 150 people a room would be rented at the Ashland Hills Inn because they have parking facilities. Councilor Fine suggested instead that permanent walls be used but if needed,the non load-bearing walls could 4 Ashland City Council Study Session Minutes 06-17-99 be removed to put in curtained walls. It was agreed that it would be advantageous to have the kitchen located next to the community room. Freeman said he wanted to make sure there was consensus that the costs of the back up 9-1-1 center, which is around$20,000,be wrapped into the bond. Mayor Shaw agreed with this suggestion. The adjoining property was discussed among council and Councilor Reid felt this issue should be discussed when other property is being acquired. Mayor Shaw felt that additional inquiries should not be made regarding the property as it is already on the market for a certain price. She suggested that council should move in an executive session to discuss the acquisition of this property along with other property. II Debriefing of 1999-2000 Budget Process, Strategic Planning Process,and Discussion of Developing a Mission,Roles and Responsibilities for the Budget Committee Mike Freeman distributed memos for Mayor and Council to read regarding the Proposed Strategic Planning Process 1999-2000. Councilor Carole Wheeldon left the study session at 1:07 p.m. Freeman pointed out that one of the three major comments he got from feedback, and one not noted on the memo,was that people got the sense the City didn't get much beyond the here-and-now in terms of the plan, and there should be more focus as to what was planned for the next year. He felt this could be a lengthy discussion and should be addressed at the workshop later this year in the fall. Mayor Shaw felt that as this is the City's first strategic plan it is more common to focus on the here-and-now. Freeman asked how the council felt the presentations went to the budget committee this year. Mayor Shaw said that before she was Mayor,the budget committee used to meet in a large group, and she felt this year's approach was very helpful,with attendance up than in previous years. She added that the staff input was good because staff like to talk about their various departments, and she would not want to minimize staff having the opportunity to give presentations. (2�001J "Oko Councilor Reid agreed'that the budget meetings w ecise and compact. She thinks that everyone should have a chance to say something or to pass, and the process works better than the debate system where some are excluded and don't get to have their say. She feels it can be frustrating if the chair tries to encompass everyone and not focus on the issues,and that is why you need a strong chair. Sor-�\ o.5 C 066(- KUM'51)C) `(✓ �o U. Mayor Shaw feels that we should continue with subcommittees where they can properly focus on the issues. Councilor Hanson agreed that the subcommittees were effective as details had already been discussed before the issues came before the budget committee. Hanson added that he served on the Social Services subcommittee and a lot of presentations were made by people wanting money, and he didn't feel that should go before the whole budget committee as the subcommittee process seemed to work so well. Freeman felt it should be given another go this year with the larger groups and see if the presentations can be trimmed down in time. Ashland City Council Study Session Minutes 06-17-99 5 Councilor Fine inquired about a biennial budgeting process, with a budget each year to meet state requirements but the actual budgeting process held every second year which would amount to less executive staff time and fewer meetings. Mayor Shaw explained that in previous years department heads rotated each year to present their department's needs and over a two-year period, all departments were reviewed. Turner explained that Grants Pass has gone to a two-year budget process but because of State law cities must have an annual budget. Freeman explained that the impact would lie with departments who have to prepare the detailed budgets so they would do it for a two-year span. Council decided that it would not be necessary to change the charter, but it was discussed that in terms of the budget committee,members terms may have to be changed. Freeman said he had a chance to meet with all the citizen members and invariably what came up in the discussions was they were uncomfortable with their role in the budget process and he felt this is an issue the council should address. Mayor Shaw commented that commission members really like to have a packet put together of what their various jobs and responsibilities are. She feels we should look at some kind of"job description" for every board and commission and a packet that goes with it to avoid confusion as to what their role is. Councilor Fine said that if members'job descriptions are amended it should be consistent with the Municipal Code. Councilor Reid said that boards and comrt sus rit aMgreatly and she wouldn't want to homogenize the process. She felt that currently the c°6mMisstons are used to dealing with big budgets and she would not like it changed so they had less power. Mayor Shaw stressed the importance of lay people and their value on the committees as they are so involved in the community. Councilor Hansen added that different job descriptions would be necessary for each commission. Freeman inquired of council whether they liked the idea of getting a group of council members together to discuss some points raised on the budget committee. After discussion it would come back to the entire council. He said that July would be a good time to discuss this. It was decided that he would think about who on council he wanted to work with and put a group together. ' Freeman discussed briefly the process to follow for strategic planning this year, and he hoped to get ideas for employees to get involved in the budget process and strategic planning, and their roles and responsibilities, which will start later this summer. He would like to see public input and use citizen members as part of the apparatus for gathering public input. He made a suggestion that sometime in September set up about five neighborhood meetings in the elementary schools as a way to provide people with an opportunity for input. Councilor Fine felt the budget committee members should not be used for this purpose as our state statute says we have municipal budget committees for the sole purpose of achieving economy, efficiency and expenditure. He felt that the role of the budget committee member is not to establish priorities and policies, and that council 6 Ashland City Council Study Session Minutes 06-17-99 members are responsible for establishing policy, as they are responsible to the electorate. Freeman said the idea is to present an approach to provide an opportunity for public input in strategic planning. Advertisements would be placed in the Tidings and Tribune, with write-ins and that would be the basis for the public meetings and workshops in October. Councilor Reid wanted to confirm that the October workshop will take the place of the workshop/goal setting usually held at the beginning of the year. Freeman said the budget needs to be started in January, so the council priorities should be ready and understood by then. III. Discussion of Resolution on City Spending from Budget Committee Councilor Fine explained that the budget committee passed a resolution unanimously at the last meeting recommending that the city council identify possible funding implications, where taxes should be raised, what other programs may have to be cut,etc. and also whenever council introduces a program. He asked City Attorney Paul Nolte to draft an ordinance to come back at a council meeting in the future. ew�d—Councilor Hanson agreed that this is an interesting concept and would like it brought up at frs�f meeting in July. The meeting was adjourned at 1:45 p.m. Respectfully submitted, Fran Berteau Executive Secretary Ashland City Council Study Session Minutes 06-17-99 7 City Council Communication Public Works and Finance Departments Resolution Increasing Water Rates July 6, 1999 Submitted by: Jill Turn rand Paula 8%wn Approved by: Paul Nolte Approved by: Mike Freeman Title: A Resolution Adopting Water Connection Fees and Water Use Fees Pursuant to Section 14.04.030 of the Ashland Municipal Code and Repealing Resolutions 97-23. Synopsis: This fee increase will pay for the additional operational costs of operating the water utility. The 1999-00 budget calls for water a rate increase of 4%per year for the next three years. Staff is recommending that the current water use rates be increased by 4% across the board at this time. During the Budget Committee process concerns were discussed about customer equity and rates designs. The water rate model, which looks at these issues,takes several months to update. Staff will review and bring recommendations forward for adoption prior to the 2000-01 budget and water rate increase. Recommendation: It is recommended that the City Council adopt the attached resolution to establish water use rates effective August 1, 1999. Background: The attached rate schedule increases basic water rates 4%. This is the first change in water rates since July 1997, when average residential water user rates were lowered by 7.7%. In the fall of 1993, the City completed a water and sewer rate study. This comprehensive rate study prepared by Hilton Famkopf and Hobson looked at operating and capital costs through 1998. Cost of service analysis was performed to allocate revenue requirements to the residential and non-residential customer classes. Costs were allocated among water customers on the basis of their average and peak demands and on the basis of their meter size. This study recommended a new rate design, which was effective March of 1994. A summary of activities and decisions regarding the water rate impacts are stated below: March 94 New water rate model and schedule are implemented. This water rate design encourages the wise use of water through increasing block rates. April 94 Council authorized the staff to proceed with the issuance of bonds for the $2,000,000 upgrade to the Water Treatment Plant. A state wide ballot measure was certified which would have precluded any further utility rate increases without a vote of the people. \\FSI\SYS\USER\PAULA\COUNCIL\August 99 reso and memo.doc 1 June 94 A resolution was passed increasing water rates effective October 1. This is prepared without the knowledge gained from following the rate model through a peak water use period. This was necessary because of the water revenue bond covenant. Basically this covenant said that the City must ensure that water revenues will be adequate to provide for the ongoing operations and maintenance of the water system as well as debt service. Revenues received by the City are very dependent on weather and fluctuated widely from year to year. July 94 City Council approved increasing the bond issue from $2,000,0000 to $3,800,000 based upon the engineer's preliminary construction estimates. August 94 Water curtailment was institute for approximately one month. October 94 Issued water revenue bonds for the construction of the water treatment plant. Summer 96 Ample water supply and hot dry weather contributed to increased water revenues for the City. September 96 Water Treatment Plant improvements are completed for a cost of$3.8 million. City reduces operational staffing at the water treatment plant from a total of six employees to two employees. January 97 Flood causes approximately $985,000 damage to the water system. May 97 Citizens approve a bond issue paying for the flood capital costs not reimbursed by FEMA. May 97 Water rate model was updated based on the 1997-98, 1998-99 and 1999- 2000 three-year budget. Besides more recent operational data: the model included separate multi-family water use statistics based on actual data. In the 1994 model this information was estimated because prior to that time this customer group was included as commercial customers. June 97 Water rates were lowered by 7.7%on average. The rate design was similar to that of March of 1994. FY 97-98 Very cool summer and cool wet spring resulting in low water revenues. Summer 98 Very hot summer; high water revenues. Spring 99 Additional water treatment plant operator was hired. Some of the most commonly asked questions about water rates and billings are as follows: \\FSI\SYS\USER\PAULA\COUNCIL\August 99 mso end memo.dm 2 What increase can I expect to my water bill? The average residential customer will see their annual water bill increase from $270.60 to $281.42 (4.0%) or $10.82 per year. This is equal to an average of 90 cents extra per month. Will my sewer bill go up also? No, this does not directly effect your sewer bill. Your sewer bill is calculated on the average water metered in January through March. If you change you water use pattern and use more water during this winter period then your sewer bill will be effected. When can I expect another rate increase? The FY00 Budget document depicts water rate increases for each of the next three years. The proposed rates are adequate for the present year. City staff intends to review water rates in detail this year. Water rates are expected to increase 4%again next summer and another 4%the following year. Why is the City of Ashland increasing my water rates? Water rates are increasing to cover the increased operations and maintenance costs associated with the water utility system. Water rates are not as high as they were prior to 1997 when they were lowered 7.7% Is any part of this increase paying for the Ashland Fiber Network? No part of this water rate increased will be used to pay for the Ashland Fiber Network. The fiber network system is accounted for as an independent self-supporting enterprise. \\FSI\SYS\USER\PAULA\COUNCIL\August 99 r and=mo.dm 3 RESOLUTION NO. 99- A RESOLUTION ADOPTING WATER CONNECTION FEES AND WATER USE FEES PURSUANT TO SECTION 14.04.030 OF THE ASHLAND MUNICIPAL CODE AND REPEALING RESOLUTIONS 97-23. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. The "Water Rate Schedule" marked Exhibit "A" and attached to this Resolution is adopted as the water rates for use and sale of water inside and outside the City limits from the municipal water system. SECTION 2. The "Water Connection Fee Schedule" marked Exhibit "B" and attached to this Resolution is adopted as the rates for water service and connection fees from the municipal water system. SECTION 3. The Water Rate Schedule adopted on Exhibit "A" shall be increased to account for inflation annually on January 1 st, based on the Consumers Price Index- All Urban Consumer Portland Index(CPI-U) July to July,provided that no other increases were implemented within the last twelve months. The City Administrator will provide the City Council with a review of the rate structure every four years. SECTION 4. The Water Connection Fee Schedule adopted on Exhibit "B" shall be increased to account for inflation annually on July 1 st, based on the Engineering News Record Construction Cost Index (ENR Index) for Seattle, Washington. The current index is established at 6006 (May 99), provided that no other increases were implemented within the last twelve months. SECTION 5 . Fifty percent of the water connections fees established herein for the development of qualified affordable housing under the City's affordable housing laws, shall be deferred until the transfer of ownership to an ineligible buyer occurs. The deferred fees shall be secured by a second mortgage acceptable to the City bearing interest at not less than five percent per annum. Accrued interest and principal shall be due on the sale to an ineligible buyer. SECTION 6. One copy of this Resolution and Exhibit "A" and "B" shall be maintained in the office of the City Recorder and shall be available for public inspection during regular business hours. SECTION 7. This resolution is effective August 1, 1999. SECTION 8. Resolution 97-23 is repealed on the effective date of this Resolution. \\FSI\SYS\USER\PAULA\COUNCIL\August 99 mso end memo.dm 4 SECTION 9. The fees and charges listed on the attached exhibits are classified as not subject to the limits of Section l lb of Article XI of the Oregon Constitution (Ballot Measure No. 5). This resolution was read by title only in accordance with Ashland Municipal Code§2.04.090 duly PASSED and ADOPTED this day of 1999. Barbara Christensen, City Recorder SIGNED and APPROVED this_day of , 1999. Catherine M. Shaw, Mayor Reviewed as to form: Paul Nolte, City Attorney US I\SYMUSERTAUI.A\COUNCIUAugust 99 mw and memo.dm 5 t CITY OF ASHLAND, OREGON EXHIBIT "A" WATER RATE SCHEDULE RESOLUTION NO. 99- ADOPTED JULY 6, 1999 EFFECTIVE DATE AUGUST 1, 1999 ANNOTATED TO SHOW CHANGES. -DrrrrT�..ONP tee "°rr'I WrD THROUGi i AND ADDITIONS ARE SHADED. METERED SERVICE All water service provided by the City of Ashland will be in accordance with Chapter 14.04 of the Ashland Municipal Code. 1. WATER RATES WITHIN THE CITY LIMITS A. MONTHLY SERVICE CHARGE: The basic service charge applies to all metered water services and does not include any water consumption. 0.75 Inch Meter $r 8.30A%mth f 8870hiionth' 1 Inch Meter $-16. Qkngslh $17.26/montli L 23 « aeah $24 60/monll 5 Inch Meter m-�4 �.tR c 1 �ci—.,..a. $32 40/month 2 Inch Meter .. 3 Inch Meter $ 62�. Mflwh $67.74/month 4 Inch Meter $-99-"month $103:58/month 6 Inch Meter $ 186.734xenth $194':22/month, 8 Inch Meter �.2&m9nth $323 70/month °m B. WATER QUANTITY CHARGE: All customers will be charged the following rates per cubic feet of water used. Single Family Residential Consumotion 0 to 300 cf per month S0.96kef $1:00 166f f e $122/ccf 17 "� k 300 to1000 cf per month -m.-.r.� se f $1.59%cef 1000 to 2500 cf per month � 5" � Over 2500 cf per month $1.941sef $2 02/ccf Multi-Family Residential Consumption 0 to 300 cf per month $0A6lsef $1'00Lccf 300 to 1000 cf per month $1:47/66€ $1.22/ccf 1000 to 2500 cf per month $1.531es1 $L59/ ccf Over 2500 cf per month $1.94166€ $2:02/ccf Non-Residential Consumption 0 to 50,000 cf per month $1.32468€ $1.37/ccf Over 50,000 cf per month $1.37/00€ $1.42/ccf Exhibit A- Page I effective August 1, 1999 EXHIBIT A-2 C. TID IRRIGATION WATER RATES: Unmetered Service $63.59 or portion of an acre. Metered Service Base Service Charge Same as A,above Water Consumption $ .1,168 $0.22/ccf D. BULK WATER RATE: For water provided on a temporary basis through a bulk meter on a fire hydrant the following charges apply: Deposit* $73:99 $744.00 Basic Fee S90.004stallatien $94.00/msfallafod Cost of Water Same as Commercial *Deposit is refundable less basic fee,cost of water,and any damage to the City meter,valve,wrench and/or hydrant. E. FIRE PROTECTION SERVICE WATER RATE: This rate shall apply to all fire protection services or fire guards.The basic service charge will be equal to the minimum basic service charge. Water will be billed at commercial rates. 2. RATES OUTSIDE THE CITY LIMITS All rates and charges for water service provided outside the City limits will be 1.5 times the rates for water service provided within the City limits. Exhibit A- Page 2 effective August 1, 1999 CITY OF ASHLAND, OREGON EXHIBIT "B" WATER RATE SCHEDULE RESOLUTION NO. 99- ADOPTED JULY 6, 1999 EFFECTIVE DATE AUGUST 1, 1999 ANNOTATED TO SHOW CHANGES. Dri-E-T10P G ARP LINED THROUGH AND ADDITIONS ARE SHADED. Effective Effective July 1999 August 1, 1999 A. 3/4 inch service connection from main line including meter $4;075.00 $1,095.00 1. If owner/builder/contractor provides trench and backfill 25090 255.00 B. 1 inch service connection from main line including meter '1,2 vov6.09 1,250.00 1. If owner/builder/contractor provides trench and backfill 227-00 343.00 C. 1-1/2 inch service connection from main line including meter 4,688-99 1719.00 1. If owner/builder/contractor provides trench and backfill 7-0909 722.00 D. 2 inch service connection from main line including meter 4,946.09 1880.00 1. If owner/builder/contractor provide trench and backfill 823 00 940.00 E. 3 inch or larger service connection from main line Actual Gest Actual Cost F. 8 inch and one Fire Hydrant per 335 feet 60 =ft 51.00/ft G. First utility locate at an address Ale Gharye No Charge Additional locates at same address 450o 46.00 H. Other water related fees Water meter re-read Once in 12 months Pie Eharge No Charge Each additional re-read in 12 months 22-00 22.00 Water Meter Field Test 2200 33.00 Water Meter Bench Test: 3/4"or 1"Water Meter 68-00 70.00 1.5"or 2"Water Meter 12400 126.00 Larger meters billed AGtaal Cos E Actual Cost Water line pressure check once in 12 months Na Ghar9e No Charge Each additional pressure check in 12 months 27-00 27.00 Install Customer 3/4" hand valve 85 00 86.00 Install Customer 1" hand valve peon 98.00 Exhibit B- Page 1 effective August I, 1999 ./ ASHLAND HISTORIC COMMISSION Minutes June 2, 1999 CALL TO ORDER At 7:40 p.m.,Vice-ChairpersonTerry Skibby called the meeting to order at the Community Center. Members present were Terry Skibby, Gary Fall, Joan Steele, Curt Anderson, Dale Shostrom, Vava Bailey, Kay Maser and Jim Lewis(who arrived at 8:30). Also present were Associate Planner Mark Knox and Secretary Sonja Akerman. Member Keith Chambers was unable to attend the meeting. INTRODUCTION OF NEW MEMBER Knox introduced the Commission's newest member, Kay Maser. APPROVAL OF MINUTES Steele noted a typographical error on page 3 of the Minutes of the May 5, 1999 meeting where is should have been it. Steele then moved and Bailey seconded the Minutes of the May 5 meeting be approved as corrected. The motion was unanimously passed. PUBLIC HEARINGS Planning Action 99-063 Conditional Use Permit and Site Review 56 Third Street Barbara Allen Knox reported this application is to convert a residence that is currently in use as an office to a hotel/motel. The house was built in 1899 and is fairly in tact. It has had a number of uses over the years. No exterior changes are proposed except to replace and expand two decks at the rear of the building. The house will be painted and the landscaping will be upgraded. There are three existing parking spaces in the rear. Knox explained that although this is in a C-1 zone, a hotel/motel still requires a Conditional Use Permit. Bike parking will need to be provided. Staff has no concerns with this proposal and is recommending approval. Skibby asked if anything needed to be changed in the interior. Knox replied it does not appear so. Steele commented the findings submitted by the applicant were very confusing and staff should require more detail, especially in the explanation of criteria. She also requested the applicants be required to specify any exterior changes, including windows and doors. Knox stated he will add conditions to this effect. Shostrom noted the bike parking shelter should also have details submitted. Foll said since the house will be converted to a motel, it is likely another entryway will have to be added. He would like to see a floor plan of the house for its proposed use. After discussing the missing details, Foll moved to recommend denial of the application due to the lack of appropriate detail as specified for the bike shelter, deck and interior floor plan showing where the entry doors will be. Steele seconded the motion and it was unanimously passed. On June 3, the Review Board met with Barbara Allen in order to clarify the matters mentioned above. The applicant brought in floor plans and additional information that satisfied the members present. Members who were not present were polled by phone and concurred to recommend approval with the following condition-the deck railings and bike area will meet City requirements for such additions and will come before the Review Board when plans are submitted. ` I Nomination to National Register of Historic Places Ashland Downtown Commercial District Public Hearing There was no one present who wished to speak on the nomination of the Ashland Downtown Commercial District to the National Register. Knox stated it signifies the owners have no problem with the nomination. All property owners received notice regarding the public hearing and initial meetings have already been held. George Kramer,who prepared the nomination, explained to the Commission the process of getting the Commercial District on the National Register started with the 1997 flood. Property owners have wholeheartedly supportgd the nomination. They have nothing to lose. Early in 1997, the Plaza area was"determined eligible"by the State Historic Preservation Office(SHPO). Most everyone, however, felt the area should include the entire downtown. (Lewis arrived at this time — 8:30 p.m.) Kramer then presented a slide show that he will also give to the City Council on June 15. In October the nomination will go to the State Advisory Board on Historic Preservation. At this time, Kramer will make any corrections or revisions. It will then be presented to the State Board again in February, and by May of 2001, the records keeper will most likely have it entered into the National Register. Once the district is on the Register, individual property owners can choose to apply for a 15-year tax freeze. Also available for commercial properties is a 20%tax credit, in which the federal government essentially provides 1/5 of the cost for rehabilitation. The City of Ashland currently has 11 buildings on the Register in the Commercial District, there will be 100. Ashland already regulates what goes on in the Historic District so the process will not have much of a change. Register status will add money incentives for the property owners. Steele moved to authorize staff to send a favorable recommendation to the City Council to go forward with the listing of the Downtown Commercial District on the National Register of Historic Places. Lewis seconded the motion and it was unanimously passed. NEW BUSINESS Steele moved and Anderson seconded to revise the agenda and move on to new business. It was unanimously passed. 685 "A" Street Owner Patricia Murphy and Designer Doyle Brightenburg (350 Phelps Street) met with the Commission to discuss the design of her proposed building on "A" Street. They have been to the Review Board several times and there was a difference of opinion between Review Board members (individually)and Staff. Since this is in the preliminary stage, it was considered beneficial for the owner and designer to attend a full Commission meeting. Brightenburg stated the difference in opinion stems from the dome (which it really is not); he prefers it be called the hipped barrel-vaulted roof. It is similar to the old high school except this will have a rectangular base and the high school appeared to have a square base. Also, the old natatorium (designed by Frank Clark) had a strong influence on the design, as did the sanatorium, from which he derived the circular top of the windows, the parapet profile and the horizontal ears on the side. The marquee also influenced the design. Brightenburg explained he did not use these forms outright, but let them influence the design. He feels the proposed building portrays the workman/hometown feel of the Railroad District. Since this site is one lot away from the park, he perceives the building as complementing the transition. Anderson said he likes the fact the building advertises the business it will house, and added it is refreshing to see something a little different. Knox noted Staff is obligated to follow the existing standards and guidelines, and this is bringing in a new element not presently found in the Railroad District. Part of the criteria is to prove elements currently exist. Staff is being cautious, especially since the Railroad District is on the National Register. Staff concerns include the appropriateness of the design, the rhythm of the openings (windows), and whether or not this is a workable design for a variety of uses. Brightenburg replied the building could be adapted quite easily to different uses. Staff feels the use is fine. Bailey commented the frosted windows are not very street friendly. Brightenburg responded he has increased the window area significantly to allow more light into the rooms. Lewis observed while the elevations show a more severe looking dome, the drawing has softened the curvature lines. Foil stated there is now an eclectic mixture of buildings on "A" Street and he Ashland Historic Commission Minutes June 2, 1999 2 does not feel they should all look the same. He said he likes the dome, and since there is not much vacant land left, it is not an attribute that will likely be replicated in the Railroad District. Steele said she likes the concept that has been presented although she is a little concerned about the bulk and scale. Knox interjected there is a lot of stepping back and recessment in the design. Skibby commented he does not object to the dome, however, he would like it better if it could be kept as low as possible. Also, he said he feels the windows should be enlarged. Patricia Murphy stated because the interior will be massage rooms, the windows really can't be larger, also she doesn't feel the dome will be that noticeable when driving or walking by. She has tried to do everything she could to make this work for the Historic Commission and the City. Lewis stated when a large dome is put on a building, it could become the focal point of the building. Once it's built, it is too late to change it. He would not want the dome on this building to overpower it. Shostrom related he likes the parking design and the interior floor plan. He wondered about the encouragement of mixed uses in this area and if there would be a second story in the future. He said the building looks exciting and interesting, however the windows are not as exciting and that bothers him. He suggested making them a little higher in front to accommodate the arched windows. He stated he does not feel the dome has a huge impact on the building as a whole. Bailey said she thinks the dome and front entrance should be wider. The building seems sturdy on one end, then it seems to wash out. She also thinks the windows should be more interesting and would like to see elevations of the building drawn from other angles. Maser also commented on the windows, stating there is no continuity of the arched windows. In addition, the square windows should echo the round portion of the arched windows and the dome. Brightenburg related he had enough input to modify the design. He will also submit a rendering of the proposed Phase 2 second story addition. BUILDING PERMITS Permits reviewed by members of the Historic Commission and issued during the month of May follow: 132 Fifth Street Lynn Carmichael Remodel/Addition 113 High Street June Smith 2"d Story Addition 595 North Main Street Ashland Community Hospital Foundation Tenant Improvement 586 East Main Street Kate Jackson Remodel 142 "B" Street Carl Wright Foundation 147 North Laurel Street Ronald &Tamara Foster Remodel 209 Almond Street John Javna Remodel/Addition 134 Manzanita Street Carolyn Eadie Garage Conversion to Studio 145 Fourth Street Priscilla Hunter Remodel Accessory Unit 165 Lithia Way Copeland Lumber Re-roof 76 Alicia Street Christine & George McCaffrey 2nd Story Addition 283 High Street Jeanette Poston Garage/Studio 40 North Main Street Plaza Mall Sign 337 East Main Street Village Shoes Sign REVIEW BOARD Fallowing is the July schedule for the Review Board,which meets every Thursday from 3:00 to at least 3:30 p.m. in the Planning Department: June 3`d Skibby, Anderson and Foil June 10th Skibby, Steele and Shostrom June 17th Skibby, Bailey and Steele June 24th Skibby, Bailey and Foil July 15t Skibby, Lewis and Steele Ashland Historic Commission Minutes June 2, 1999 3 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 98-039 Holly Street Joan Steele and Jim Lewis 98-045 122 Church Street Vava Bailey 98-047 Between 548 &628 North Main Street Gary Foll 98-070 595 North Main Street Terry Skibby and Dale Shostrom 97-072 440 East Main Street Terry Skibby 98-075 542 "A" Street Jim Lewis 98-091 559 Scenic Drive Vava Bailey 99-020 525"A" Street Jim Lewis NEW BUSINESS Design Review Form Anderson volunteered to oversee the revision of the Design Review Form the Commission uses. Knox related Staff is now requiring elevations in the scale of W = 10'. Also, a cross section of detail will be required. OLD BUSINESS National Historic Preservation Week 4 May 9-15, 1999 The Commission discussed National Historic Preservation Week. Skibby reviewed the tours he had conducted, noting he had a good turnout for the Sunday and Tuesday tours, but there were only a couple people on Friday. He also noted one tour was rained out half way through. ADJOURNMENT With a motion by Bailey and second by Anderson, it was the unanimous decision of the Commission to adjourn the meeting at 10:00 P.M. Ashland Historic Commission Minutes June 2, 1999 4 City of Ashland PARKS AND RECREATION COMMISSION SPECIAL MEETING MINUTES June 1, 1999 ATTENDANCE: Present: Teri Coppedge, JoAnne Eggers, Sally Jones, Rick Landt, Laurie MacGraw, Council Liaison Don Laws, 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. IL RECOMMENDATION BY SELECTION COMMITTEE FOR ARCHITECTURAL SERVICES Commissioner Coppedge indicated that she would refrain from discussion of the topic and vote on any motion which might be made because her husband had been a team member in one of the proposals which had been submitted. Commissioners reviewed a memorandum from Commissioners Jones and MacGraw related to the Selection Committee's recommendation to utilize the firm of Ogden/Schimtz of Medford for architectural services related to N. Mountain Park and the Oak Knoll Clubhouse. Commissioner Jones said that based on the proposals which had been submitted, three firms had been selected for interview. She said that following the interviews, Ogden/Schmitz had been the clear choice of the committee. During discussion of the recommendation, it was confirmed that the firm had had prior experience in remodeling and design of historic structures as well as golf courses and parks. MOTION Thanking the committee for its work, based on the RFP for Architectural Services at N. Mountain Park and Oak Knoll, Commissioner Landt made a motion to award the contract to Ogden/Schmitz for all three components of the scope of work. Commissioner Jones seconded. The vote was:4 yes - 1 abstain (Coppedge) Commissioner Jones also expressed thanks to Dale Shostrom for serving on the Selection Committee. She said that his questions and observations had proved very helpful. III. CONTRACT PARAMETERS FOR CONSULTING SERVICES-Calle Guanajuato Restoration Project Indicating that the firm of Cameron, McCarthy and Gilbert had been selected by the Commission to provide consulting services related to the Calle project, Chair Eggers said that the purpose of the agenda item was to determine the shape of the contract which would be awarded related to those services. The primary question was whether or not the contract should include services in addition to those which were presented in CMG's proposal in response to the RFP. Discussion related to legal Issues. Director Mickelsen indicated that the City used a standard form for contracting for these kinds of services, so there was no need to actually develop a unique contract form unless the Commission chose to do so. Mr. Nolte, present to answer any questions which the Commission might have concerning the contract, indicated that this was correct. He said that common practice was to sign a contract based on the proposal which had been submitted and that if additional services were needed that those services would be included as amendments to the contract at a later date. However, there was no legal reason requiring that it be done one way or another. 5 a Special Meeting -June 1, 1999 Page 2 of 3 Ashland Parks and Recreation Commission CONTRACT PARAMETERS FOR CONSULTING SERVICES-Calle Guanajuato Restoration Project Commissioner Landt noted that a recent City contract related to the RFP for the library was negotiated lower than what had been offered in the proposal. Mr. Nolte said that he did not have the particulars on that one circumstance but reiterated that there was no legal reason that the contract could not reflect a different amount from the proposal, but, in most circumstances it was based on the original proposal which had been accepted. Commissioner Landt clarified that the Commission was not bound to offer a contract which mirrored the proposal. Mr. Nolte concurred. He added that the firm which offered the proposal was only bound by what was offered in the proposal; it was not bound to accept a contract that was different from the proposal. Commissioner Eggers said that in informal discussion with lead persons from CMG the day after the firm was selected by the Commission, Brian McCarthy commented to her that he had had some concern that their proposal might have been thrown out because it was higher that the parameters which had been stated in the RFP. She said that at the mandatory pre-proposal meeting it had been stated that the maximum dollar amount anticipated for the project was higher than what was stated in the RFP. But since no formal amendment to the RFP was written, she said that she believed that McCarthy felt that any proposal which came in higher than what was written in the RFP could be thrown out. Indicating that she was not certain whether or not this was a legal question, she said that in light of Mr. McCarthy's comment, in terms on getting adequate services on the project, she felt that his bid may have been lower than he would have preferred. Director Mickelsen having confirmed that the dollar amount included in the RFP had been for informational purposes only and was not written as a restriction that the proposers could not exceed, Mr. Nolte said that the verbal statement in the pre-proposal meeting did not have any legal ramifications. What the individual firms submitting proposals chose to do with the verbal information was up to them. Discussion of process of working with consultants. Director Mickelsen indicated that Mr. McCarthy had expressed some concern to him that lines of communication between the consulting team and the Commission be clarified. He said that both he and Mr. McCarthy would like clarification from the Commission concerning who would be the responsible individual to forward questions or comments to the consulting firm. Commissioners MacGraw, Jones, and Coppedge indicated that they believed that the Director should be the conduit for communication from the Commission to the consulting firm. Commissioner Landt said that he agreed with that opinion for a/terthe contract was signed. But because he felt that the contract with CMG should be negotiated to include all the services which might be needed for the project and that he was not certain that they were based on CMG's proposal, that he had sent an e-mail to Mr. McCarthy asking for additional information. He did not believe that was inappropriate. Discussion on contract parameters. Commissioner Landt said that his concerns about signing a contract based upon CMG's proposal as submitted were as follows: That the proposal lacked definition and that there did not appear to be enough time included to do the kind of work that the project will require. He said that he would prefer to have the contract reflect more detail than the proposal presented and a more realistic total dollar amount which would be required for the project. He felt that this would be more fiscally responsible and that a more integrated project would result. He did not like the idea of adding to the contract piecemeal. Commissioner Eggers concurred with his comments saying that she did not believe that"add on's" were the best way to run a business. Commissioner Jones said that in prior conversation with Commissioner Landt that she could see his point, and, that she also felt that providing more hours for Mr. Wenk might be a good idea. However, referring to the memorandum from staff dated May 28, 1999, she said that she would support staff opinion and felt that initiating the contract based upon the original proposal would be appropriate at this time. She would prefer to give CMG the opportunity to flush out the details of its proposal as presented, move forward with the project, and, if Commissioners felt that more was needed down the road, those additional services could be added at that time. y v Special Meeting-June 1, 1999 Page 3 of 3 Ashland Parks and Recreation Commission CONTRACT PARAMETERS FOR CONSULTING SERVICES-Calle Guanajuato Restoration Project Commissioner Coppedge stated that when she voted to select CMG based on its proposal that she had assumed that the contract with CMG would also be based on the proposal. She said that the CMG team was composed of professionals and that those professionals had indicated that they could do the project within a specific "not to exceed"dollar amount. If unanticipated contingencies come up during the project and the Commission feels it needs more services of a certain kind than was originally offered in the proposal, those specific contingencies could be addressed at that time. Commissioner MacGraw said that she differed with Commissioner Landt in that she felt that it would be fiscally irresponsible to add services to the contract up front. CMG had indicated that it could provide landscape architectural services for the project as outlined in its proposal for a certain dollar amount. She felt that to inflate that dollar amount because of assumptions that more might be needed was irresponsible. MOTION Following lengthy discussion in which Commissioners expressed differing points of view on the merits of establishing a contract based upon the proposal submitted, Commissioner Coppedge made a motion to authorize the Director to sign a contract with CMG based on the proposal which was submitted, and, to confirm that protocol for communications with CMG related to the project would be coordinated through the Director. Commissioner MacGraw seconded. The vote was: 4 yes - 1 abstain (Eggers) IV. APPROVAL OF BIDS The Commission reviewed a bid tabulation form related to two items. Staff indicated that both bids had come in under budget. Following brief discussion, two motions followed: MOTION Commissioner Coppedge made a motion to approve the bid from Copeland Sand and Gravel for sand for the N. Mountain Park development project. Commissioner Jones seconded. The vote was:5 yes-0 no MOTION Commissioner Jones made a motion to approve the bid from Auto Parts Warehouse, Inc. for two self- contained wash rack water treatment systems. Commissioner Coppedge seconded. The vote was:5 yes-0 no V. OTHER BUSINESS Director Mickelsen said that the grading bids for N. Mountain would be submitted June 7, 1999. He asked the availability of Commissioners to call a brief Special Meeting that day to review and approve the bids. Commissioners Eggers, Jones, and MacGraw said that they could attend. Related to the Calle project, Director Mickelsen said that he would be working with City staff to set a date for a joint Study Session with the City Council so that the public process could be reviewed and financing sources could be discussed. Vi. ADJOURNMENT With no further business, Chair Eggers adjourned the meeting. Resp 11111 y�bmittid, � �:7 Ann Benedict, Business Manager Ashland Parks and Recreation Department City of Ashland PARKS AND RECREATION COMMISSION SPECIAL MEETING MINUTES June 7, 1999 ATTENDANCE: Present: JoAnne Eggers, Sally Jones, Laurie MacGraw Absent: Rick Landt, Teri Coppedge I. CALL TO ORDER Chair Eggers called the meeting to order at 4:00 p.m. at the Department Office, 340 S. Pioneer Street, upper Lithia Park. II. APPROVAL OF BIDS FOR GRADING Commissioners reviewed a bid tabulation form related to the finish grading work which needed to be done for the N. Mountain Park development project. Superintendent Gies indicated said that staff recommended that the Commission accept the low bid from Burl Brim Excavation which was within budget for the project. He said that because the bid is for`time and materials" it may vary a little from the exact dollar amount listed. MOTION Commissioner MacGraw made a motion to award the bid to Burl Brim Excavation per specifications. Commissioner Jones seconded. The vote was: 3 yes - 0 no III. ADJOURNMENT With no further business, Chair Eggers adjourned the meeting. Respectfully submitted, A, � � Ann Benedict, Business Manager Ashland Parks and Recreation Department City of Ashland PARKS AND RECREATION COMMISSION REGULAR MEETING MINUTES May 17, 1999 ATTENDANCE: Present: Teri Coppedge, JoAnne Eggers, Sally Jones, Rick Landt, Laurie MacGraw, Council Liaison Don Laws 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 None III. APPROVAL OF MINUTES A. Regular Meeting - April 19, 1999 Commissioner Coppedge made a motion to approve the minutes of the April 19, 1999 Regular Meeting as written. Commissioner Landt seconded. The vote was: 5 yes - 0 no B. Special Meeting - May 4. 1999 Commissioner Coppedge made a motion to approve the minutes of the May 4, 1999 Special Meeting as written. Commissioner Landt seconded. The vote was: 5 yes - 0 no IV. REVIEW OF FINANCES A. Approval of previous month's disbursements Commissioner Landt made a motion to approve the previous month's disbursements as indicated by checks if 24706 - 25024 in the amount of$261,012.64. Commissioner Jones seconded. The vote was: 5 yes - 0 no B. Approval of March 31, 1999 Quarterly Financial Statement Commissioner MacGraw made a motion to approve the March 31, 1999 Quarterly Financial Statement as presented. Commissioner Coppedge seconded. The vote was: 5 yes - 0 no V. PUBLIC PARTICIPATION A. Open Forum None Regular Meeting- May 17, 1999 Page 2 of 5 Parks and Recreation Commission VI. OLD BUSINESS A. Change to 1999-2000 Parks Division budget Commissioners having reviewed a memorandum dated May 13, 1999 which outlined the proposed change to the 1999-2000 year budget relating to Professional Services in the Parks Division, Commissioner Landt briefly discussed the meeting which had occurred with City officials and staff in which the change was discussed. Essentially, the proposal would reduce the proposed $20,000 allocated for reviewing the Open Space plan to $5,000. The Parks Department would then utilize the $5,000 to contract with the Planning Department for its services. The Planning Department would gather information, bring the Open Space map up to date and develop a status report for the Council and Commission. MOTION After brief discussion, Commissioner Landt made a motion to approve an adjustment to the 1999-2000 Parks Division budget by reducing the amount allocated for an update to the Open Space plan from $20,000 to $5,000 with the remaining $15,000 being placed in the Parks Division's Unappropriated Fund Balance. Commissioner Jones seconded. The vote was: 5 yes - 0 no VII. NEW BUSINESS A. Suggestion to establish ad hoc committee for golf course Commissioners having reviewed a memorandum from Chair Eggers and Director Mickelsen dated May 7, 1999 which outlined a suggestion that the Commission establish an ad hoc committee to investigate ideas for how play on the course could be increased so that revenues would be enhanced. Commissioner Eggers said that the intent was for this committee to receive a specific charge and that the results of their work would be brought back to the Commission for consideration after six months. She said that at some future date she would like for the Commission to consider establishing a Standing Advisory Committee which would address golf course issues and that, perhaps, this committee could evolve into a standing committee at some time. During discussion Commissioners indicated support for the concept. There was interest expressed to be clear to the committee specifically what its charge was and that periodic, brief reports be made to the Commission on its progress. Ross Rampy (Pebble Beach Drive) was supportive of the concept indicating that he believed that people who played golf and were interested in the success of the golf course would be very willing to spend some time working on golf course issues. Having served on the Driving Range Committee, he said that he felt that the letter he had received from Chair Eggers inquiring about his interest in serving on that committee clearly explained the charge of the committee and the topic to be investigated. He felt that a similar letter would work well to outline the�charge for the committee the Commission was considering establishing at this time. He offered to be the first volunteer. Regular Meeting-May 17, 1999 Page 3 of 5 Parks and Recreation Commission 5 Discussion of creating Ad Hoc committee for Oak Knoll -continued Commissioner Jones said that she would be willing to serve as Commission representative on the committee if it were established. She said that she also supported the idea of establishing a Standing Committee related to golf course issues at some point in time. Following additional discussion, by consensus, the Commission decided to form an ad hoc committee which would have the general focus of investigating ways to maximize use of the course so that revenues would be enhanced and expenditures minimized. The goal would be to enable the course to generate sufficient excess monies to cover the capital improvements which are needed. As Mr. Rampy suggested, the committee's charge could be clearly written in a letter which would be sent to prospective committee members. Responding to Commissioner Jones' offer up to serve as Commission representative on the committee, Chair Eggers asked that she work with staff to develop a letter which would be sent to prospective members of the community who would be invited to serve on the committee. It was decided that Commission approval of the letter was not needed prior to it being sent but if individual Commissioners would like to review a draft of the letter, they could contact the Department. In an open invitation to the public, Chair Eggers said that anyone interested in serving on the committee could contact the Department. B. Review and approval of bids for irrigation system for N. Mountain Park Commissioners reviewed a bid tabulation form related to purchasing materials for the irrigation system for the N. Mountain Park development project. Superintendent Gies indicated that the recommendations from staff noted on the tabulation form were the low bids and within budget for the project. MOTION After brief discussion, Commissioner MacGraw made a motion to approve the bids as represented on the bid tabulation form and recommended by staff. Commissioner Jones seconded. The vote was: 5 yes - 0 no VIII. COMMUNICATIONS and STAFF REPORTS A. Letter related to creating a "pocket nark" Commissioners discussed a letter received from Dennis Doty (1360 Evan Lane) in which he brought forth the idea of purchasing a lot which is privately owned in the Millpond area with Open Space monies for the purpose of creating a "pocket park." Commissioner Coppedge indicated that because the property was located very near N. Mountain Park and that plans for N. Mountain include a small playground which would be within a few blocks from that neighborhood, she felt that investing in an additional "pocket park" was probably not necessary. Commissioner Landt indicated that when the neighborhood was developed that "open space" had been set aside as part of the planning process. Therefore, his question would be whether or not Regular Meeting-May 17, 1999 Page 4 of 5 - Parks and Recreation Commission Adiustment to proposed 1999-2000 Parks Division Budget-continued sufficient "open space" was being set aside when planning for development. The lot referred to in the letter was just across the creek from the "open space" set aside during development. He also said that after the data had been collected related to the current status of the Open Space Program, the Commission may have a clearer picture of whether or not additional open space is needed in this area. By consensus, Commissioners indicated that they were not interested in pursuing purchasing the property for Open Space purposes but would keep Mr. Doty's letter on file so that when reviewing the program whatever suggestions had come from the public could be taken into consideration. IX. ITEMS FROM COMMISSIONERS Reviewing Recreation Programs As a newer Commissioner, Commissioner Jones inquired about the process the Department uses to evaluate recreation programs, such as ice rink operations, at the end of the program. Chair Eggers said that it was her understanding that staff informally evaluated programs for public comment, strengths and weaknesses, while it was in progress. Each year the Commission reviewed financial statements related to the previous year's programs during budget study sessions for the upcoming year. In response to a question, Recreation Supervisor Emily Jones indicated that staff rarely conducted formal surveys related to program satisfaction but that she did use that tool related to swimming lessons. She said that it helped her to formally evaluate teaching staff. After some discussion, indicating that they would like to receive information about programs closer to when the programs happened, Commissioners asked that staff begin reporting on programs shortly after they end. It was indicated that a simple, one page report would suffice. They also suggested that, as time permitted, that Ms. Jones look into developing a means of obtaining feedback from program participants, perhaps in a manner similar to what she was doing with swimming lessons. Along the same lines, Commissioner Eggers said that she had been thinking about the ebb and flow of meetings indicating that some meeting agendas are weighted with topics which need lengthy discussion and others are not, such as this evening's meetings. She said that perhaps some of the lighter meetings could be used to discuss topics "on the Commission's plate" but which do not necessarily need immediate attention. Interim reports on recreation programs such as just discussed could be one kind of item treated in that manner. Commissioners generally supported the idea. Final Desif;n for Greenwav Park node Inquiring where staff was in developing the final design plan for the Greenway Park note, Commissioner Coppedge expressed interest in having the Commission review the plan with the thought of reducing the amount of parking which would be made available. Commissioners Regular Meeting-May 17, 1999 Page 5 of 5 Parks and Recreation Commission Request to revisit parking provisions at Greenwav Park node-continued Eggers and Landt expressed the same interest. Superintendent Gies said that it would be later this summer before staff would be addressing the design for the park node again. He said that he would let Director Mickelsen know that prior to doing any additional work on the design that the Commission would like to revisit the question of parking needs. X. UPCOMING MEETING DATE(S) and PROPOSED AGENDA ITEMS Superintendent Gies reported that because of the importance of moving quickly on the N. Mountain Park development project during good weather that the Commission may be asked to meet in a couple of brief Special Meetings during the month of June to approve bids related to the project. The next Regular Meeting is scheduled for Monday, June 21, 1999 at the Council Chambers. XI. ADJOURNMENT With no further business, Commissioner.Landt made a motion to adjourn the meeting. Commissioner MacGraw seconded. By unanimous consent, the meeting was adjourned. Respectfully submitted, Ann Benedict, Business Manager Ashland Parks and Recreation Department City of Ashland PARKS AND RECREATION COMMISSION SPECIAL MEETING MINUTES May 12, 1999 ATTENDANCE: Present: Teri Coppedge, JoAnne Eggers, Sally Jones, Rick Landt, Laurie MacG raw, Council Liaison Don Laws, 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. INTERVIEWS OF LANDSCAPE ARCHITECTURAL FIRMS The RFP Selection Committee for the Calle Guanajuato Restoration Project had forwarded the proposals of two firms to the Commission for interview: Perron Collaborative out of Portland and Cameron, McCarthy and Gilbert out of Eugene. Chair Eggers briefly reviewed the agenda for the meeting and outlined the format which would be used to interview the two firms which had been chosen by the Selection Committee. Each interview was scheduled to last an hour. Each interview would consist of a presentation by the firm, answering a standard list of questions formulated by the Commission, and wrap-up in which Commissioners could ask follow-up questions and the firm would be able to make any additional comment regarding its proposal or presentation. The team from Perron Collaborative made the first presentation. The team from Cameron, McCarthy and Gilbert made the second presentation. III. DELIBERATION AND SELECTION OF LANDSCAPE ARCHITECTURAL FIRM Chair Eggers indicated that it was the Commission's intention if possible to make its decision at this meeting as to which firm would be awarded the contract for architectural services for the Calle project. She outlined the process she would like to follow for discussion and deliberation. She said that she would first like Commissioners to make a brief comment of their impressions related to each firm. The second step would be for Commissioners to build a joint list of what they saw as the strengths and weaknesses of each firm, and lastly, what individual Commissioners felt they would need from the firm so that they could support that firm. She said she hoped that this would bring the Commission to a consensus as to which firm would be selected for the project. Commissioners agreed to proceed according to her outline. Initial Impressions Commissioner Jones complemented the Selection Committee on its choice of firms to move forward in the process. She said that she had been impressed with the Perron presentation, in particular with its outline of the public involvement process. However, she said that she was concerned because their proposal came in so much higher than the CMG proposal. As to CMG, she said that she was particularly impressed with Mr. Wenk's expertise. Commissioner Coppedge said that she was also impressed with the Perron team's presentation but that she had the same concern that she had had when the Commission had interviewed them for a previous project, that the Perron proposal cost so much more. As to CMG, she was impressed with their having included Mr. Wenk on their team and that his expertise definitely strengthened their proposal. Special Meeting- May 12, 1999 Page 2 of 3 Ashland Parks and Recreation Commission DELIBERATION&SELECTION OF LANDSCAPE ARCHITECTURAL FIRM FOR THE CALLE-continued Commissioner Landt said that his dilemma was that the two firms seemed to be offering large differences in services and that, although the Perron proposal was significantly higher, perhaps it was because they were offering a lot more. He said that he had understood that CMG would give more detailed information about what they would be delivering for the "not to exceed" cost indicated in their proposal during their interview presentation. That did not happen. So he felt that he needed to assume that the services offered for their price were less than what Perron was offering and, therefore, in terms of product, that they would be delivering less. Commissioner MacGraw was impressed with the Perron teams personableness, organization, and diversity. Again, she questioned that their cost was so much higher and wondered if they were accurate in their estimate of how much public process was really needed. She said that she felt that their inflated cost was in large part due to the public process and number of meetings they outlined rather than the overall end product which would be delivered. Commissioner Eggers said that she really appreciated the Perron team's presentation; that she was very excited about the complexity of their thinking and what she perceived as imaginative thinking about aspects of the project which were important to her. She said that she felt that the CMG team was solid but that she missed having John Fregonese and Paul Fishman present because she felt she might have had a better feeling about what that team would do if she could have heard them speak also. She said that she had concerns about the money but believes the community deserves the best. Perceived Strengths and Concerns See attachment. Deliberation and Decision Commissioner Coppedge said that she trusts that both teams are qualified and would provide the kind of professional expertise needed for the project. She said that she believed that both teams could provide a good end product. She said that she was impressed with CMG's apparent understanding of the City's fiscal restraints and the amount of money which would be necessary for the overall project. On the subjective side, she said that part her decision would be made on "whether or not she would like to work with these guys." Indicating that Brian McCarthy's comment in the interview that he was concerned that their proposal would be rejected by the Selection Committee because their"not to exceed" dollar amount was too high, Commissioner Landt said that he fears that CMG has cut down their proposal in order to stay closer to the originally estimated dollar amount which was noted in the RFP document. He said that perhaps Perron's higher dollar amount and level of services was more realistic to do the job well. Commissioner Jones said that she disagreed in that she did not believe that CMG would provide a poor product just because their bottom line was lower. Referring to a comment which suggested that perhaps Mr. Wenk had not been allocated sufficient time in CMG's proposal to do his job, she said that she could not imagine that, regardless of the number of hours he was allocated, that Wenk would put his professional reputation at stake by delivering an inferior project. Commissioner Eggers said that she was very excited by the Perron proposal and impressed with their imagination, creativity, and clearly defined public process. She felt that they were in a different league than CMG. Indicating that she realized that her belief was somewhat subjective, she said that she believed that CMG would provide an adequate solution but not the best solution for the Calle. Special Meeting- May 12, 1999 Page 3 of 3 Ashland Parks and Recreation Commission DELIBERATION&SELECTION OF LANDSCAPE ARCHITECTURAL FIRM FOR THE CALLE-continued Following additional brief discussion, Commissioner Landt said that he felt that further discussion would be pointless because it appeared that each Commissioner knew at this time which firm it would support. MOTION Commissioner Jones made a motion to select the firm of Cameron, McCarthy and Gilbert, per their submitted proposal, to provide landscape architectural services for the Calls Guanajuato Restoration Project. Commissioner Coppedge seconded. In discussion of the motion Commissioner Landt said that he believes that CMG has the potential to provide the kind of services that are needed but not for the dollar amount they indicated. Commissioner Eggers said that she would not be able to vote in support of the motion because she does not believe that CMG's proposal includes the level of service that she believes the community deserves. The vote was: 3 yes - 2 no (Landt, Eggers) Stepping to the fore, Commissioner Coppedge took the opportunity to thank all the members who served on the Selection Committee for their time and effort and to each Commissioner for expressing their views during the selection process. IV. ADJOURNMENT With no further business, Chair Eggers adjourned the meeting. Respectfully submitted, '�J 4'14' Ann Benedict, Business Manager Ashland Parks and Recreation Department Highlights of Discussion Interviews of Landscape Architectural Firms for Calle Guanajuato Restoration Project at Special Meeting-May 12, 1999 The following thoughts were expressed by one or more Commissioners but are not necessarily the perception of all Commissioners. Perron Collaborative Perceived Pluses Perceived Concerns Three times as many hours allocated for Significantly higher cost. project. Systematic public process outlined. Do we really need 4 '/2 weeks of public Acknowledged intensity, difficulties, and process? issues related to public process. Professional expertise. Strong presentation. Questioned "defensiveness" on part of Perron Passion for work. when questioned about parts of proposal. How easy will they be to work with? Cameron, McCarthy and Gilbert Perceived Pluses Perceived Concerns Committed to fiscal responsibility. Efficient Will CMG's "not to exceed" dollar amount be use of team members. enough to get us what we want? Professional Expertise. Team includes local So few hours allocated to Fregonese & Wenk. entity. Team members listened to each other. Not enough money for Wenk to do his work. Strong support for Mr. Wenk being included Too many unknowns particularly about public on team. process. Continuity due to past projects. Disappointment because CMG presented only one concept in January 1999. AB:99 Minutes ASHLAND PLANNING COMMISSION REGULAR MEETING MINUTES MAY 11, 1999 CALL TO ORDER The meeting was called to order by Chairman Steve Armitage at 7:06 p.m. Other Commissioners present were Chris Hearn, Mike Gardiner, John Fields, Russ Chapman, Alex Amarotico, and Marilyn Briggs. Mike Morris was absent. Staff present were John McLaughlin, Bill Molnar, Mark Knox, and Sue Yates. APPROVAL OF MINUTES AND FINDINGS Gardiner moved to approve the minutes of the April 13, 1999 Regular Meeting. Hearn seconded the motion and the minutes were approved. PUBLIC FORUM No one came forth to speak. TYPE 11 PUBLIC HEARING PLANNING ACTION 98-110 REQUEST FOR OUTLINE AND FINAL PLAN APPROVAL TO ALLOW FOR THE DEVELOPMENT OF PHASE 2 OF THE PREVIOUSLY APPROVED PLACER RUN SUBDIVISION LOCATED AT 125 WESTWOOD, TOTAL NUMBER OF LOTS WILL BE INCREASED FROM SEVEN (OUTLINE/FINAL PLAN PHASE 1)TO NINE. THE PROPOSAL INVOLVES APPROVAL OF A PHYSICAL& ENVIRONMENTAL CONSTRAINTS REVIEW PERMIT TO ALLOW FOR A PRIVATE DRIVEWAY, SERVICING THE TWO ADDITIONAL LOTS TO BE CONSTRUCTED THROUGH THE WRIGHT'S CREEK DRAINAGE AREA. APPLICANT: ANNA HASSELL Site Visits and Ex Parte Contacts Hearn disclosed the applicant was originally represented the last time she came before the Commission by his law partner at the time, Dan Harris. Harris has since become a judge. He has no on-going attorney/client relationship and, therefore, no conflict. Site visits were made by all. STAFF REPORT The project is subject to Outline and Final Plan approval and a Physical and Environmental Constraints Permit and notices and criteria were sent to surrounding property owners. The most recent approval was in 1996 when the Planning Commission approved a seven-lot subdivision. This application involves Lot 1. There is an existing residence and outbuilding on the property. Molnar showed an overhead of the site. The proposal would be to improve Placer Run to city street standards with Lot 1 being divided into three lots, with one retaining the existing residence and creating two additional lots on the other side of Wright's Creek. The most notable feature is the tributary of Wright's Creek, flowing south to north. The drainage area is significant. There is an existing dirt road that falls off the end of where Placer Run will terminate and meanders down to the base of the creek bottom and back up the west side. It is approximately 10 feet in width. The main issue in the proposal involves the access to the lots. It will require improvement of the 10 foot wide dirt driveway to a width of 15 feet. It will follow the existing route of the road and will have to be widened through a balance of cuts and fills. There will be one turnaround area close to where the roadway area crosses the creek and a second turnaround area where a separate driveway will serve a proposed building site of Lot 8. The slopes range from 20 to 35 percent. As part of Phase 1, a conservation easement was required to identify the portion of the property that is zoned Woodland Residential with the intention that the creek area and the adjacent banks will be within that conservation easement. The Staff Report explains how the line of the conservation easement should be shifted so the creek line will be centered. All nine property owners within the Placer Run subdivision will have deeded access to that area even though it will not be owned in common. Armitage asked what will keep Lot 9 from being further subdivided. Molnar said it could conceivably be divided. Molnar showed an overhead of the topography of the area. The main issue is finding the best way to widen the 10 foot wide driveway and minimize the impacts to the creek area. The project geotechnical engineer is recommending a balance between cutting and filling. Molnar explained the culvert is required to be sized to accommodate a 100 year flood event. Two calculations have been submitted by two different engineers. One calls for a 36 inch diameter culvert, the other 48 inch. Staff has left it open for the Public Works Director to decide which would be sufficient to accommodate the flow. Molnar showed a cross-section of what is involved in accommodating the driveway. Should the cut be further back in order to minimize the fill coming down the bank? Cutting further back gets into the drip zone of some of the trees. It should be clear that in this design, that any of the vegetation in this area will be removed to make room for the additional fill and would then have to be revegetated. Several conditions have been incorporated with the application, dealing primarily with erosion control, both temporary and permanent. Since the applicant made application nine months ago, there was a change in the ordinance that would allow for a 15 foot wide paved drive to serve two or three lots. It used to be 20 feet. Given the location of some of the larger trees on the uphill side, the proposal tries to achieve a balance between cut and fill. There is no perfect solution. Staff is recommending approval with 17 added conditions. Staff believes there will be quite a bit of overseeing in timing and how the improvements get constructed. Briggs wondered if there would be any special path from each lot to the creek area. Molnar said Placer Run will be a dedicated public street and a public sidewalk on the south side that will lead to a hammerhead turnaround and at that point there will be natural deeded easement over the driveway but not a separate walking path. Briggs suggested the 48 inch culvert as she would rather be safe than sorry. Molnar said even in rain events, the drainageway does not seem to carry a lot of hyrdrology. Gardiner said it looks like the riprap is in the base of the creek bed. Molnar said it extends about four to five feet into the base of the flat creek bed to hold the fill that is coming down and to secure the toe. Molnar said the Commission should consider that some of the areas of uphill cut as Staff is concerned with the extent of this cut to the closest larger trees. Rather than lay the cut back on a ASHLAND PLANNING COMMISSION 2 REGULAR MEETING MAY 11,1999 MINUTES 1:1, come up and cut it vertically and do a wall with the dry stack. It would be a more vertical cut to reduce how far the hillside would have to be laid back. Armitage wondered where the drainage from the road goes. Molnar said the ditch will be at the base of the cut slope and it would follow the road down to where the culvert will drop into the creek at the crossing. PUBLIC HEARING ANNA HASSELL, 125 Westwood TOM FERRARO, Geologist Hassell's objective is to maintain as much conservation area as possible. The creek bed has moved since the last flood so it will be a help to get the riprap in place. She mentioned the 100 year flood report that has been submitted by two companies. Ferraro said the existing slope where the fill is going to go is already fill slope. It is not a slope of natural vegetation. The idea of the riprap is to provide a non-erosive face to the fill. There is a turn to the east in the stream with a large rock outcrop. The stream's natural tendency is to swing more to the west. When there is a higher flow, the stream will have a tendency to turn to the east, as it did in the last flood, and that is why he wants the riprap there. The height of the riprap is designed to be four times the depth he projects to be the water levels during a 100 year storm. There should be plenty of construction. Ferraro explained the challenge will be to figure out where to make the narrowest fill without increasing the size of the cut. It's possible when they get into it, that the toe may expose some rock. If there is rock at the base of a cut, the cut can be straight up. Briggs wondered how to keep the roadside ditch from eroding. Ferarro said the ditch would be lined with rock. Chapman noted that the one criteria for Physical and Environmental Constraints is that the applicant has taken all reasonable steps to reduce the adverse impact on the environment. Was any consideration given to bridging? Ferraro said there was some discussion but it was never acted upon. There would be a substantial bridge. There is already a road there and a crossing. There is an undersized culvert that will be improved. Chapman wondered if the banks of the creek will be constructed for wildlife and also so people can approach the water. Hassell affirmed. Chapman thought it would be difficult with large riprap. Ferraro said most people don't walk down the steep slope. The driveway will need at least three feet for the shoulder and ditches, according to Ferraro, so the road width will be about 18 feet. Armitage asked the distance and grade from Placer Run to the crossing. Hassell said the road is about 450 feet and Ferraro said the slope is about five percent. Hassell stated she has no concerns about the 17 conditions of approval. Amarotico asked why there is a deed restriction requiring a minimum of 1750 square foot for a house. Hassell said that would be just for one floor. She just did not want any house smaller than that. ASHLAND PLANNING COMMISSION 3 REGULAR MEETING MAY 11,1999 MINUTES Staff Response Molnar said the driveway grade appears to be from five to 12 percent in the steepest section. COMMISSIONERS' DISCUSSION AND MOTION Hearn moved to approve PA98-110 with the 17 conditions. Briggs seconded the motion. Gardiner agreed with Briggs that the culvert should be 48 inches. Fields said there seems to be more evidence of debris than water flow. McLaughlin said the size of the culvert can be left to Public Works. The Commissioners decided to leave it to Public Works to decide on the size of the culvert. Chapman takes very seriously the Physical and Environmental Constraints issue. He still thinks the option of a bridge should have been addressed more completely. The proposal as suggested is going to be pretty rough on the area and he would have liked to have seen why a bridge would not work before approving the plan as presented. Armitage believes the bridge would make the project go nowhere and would be very expensive. He believes the impact is already there. McLaughlin gave an example of a bridge built a little downstream (Benjamin Court)that involved considerable debate. He asked the Commissioners to ask the question: Is this a better choice for this development? The motion carried unanimously. TYPE III PUBLIC HEARING PLANNING ACTION 99-039 REQUEST FOR A ZONE CHANGE FROM COMMERCIAL(C-1)TO HIGH DENSITY MULTI- FAMILY RESIDENTIAL (R-3)AND CONSOLIDATION OF TWO TAX LOTS (TAX LOTS 9000 AND 10300). IN ADDTION, REQUEST FOR SITE REVIEW FOR CONSTRUCTION OF A DUPLEX FOR THE PROPERTY AT THE SAME ADDRESS. 482 WALKER AVENUE APPLICANT: RON DELUCA Site Visits and Ex Parte Contacts Site visits were made by all. STAFF REPORT The proposal involved a property fronting Walker and the property in the rear. Molnar showed an overhead aerial photo. The applicant is requesting a rezone from Retail Commercial to High Density Residential. The request is to build a duplex in the rear. The applicant is primarily addressing the criteria justifying the need to correct a mistake. In the early 80's, a line was placed in the area with the thinking the apartments might be removed for more intense commercial activity or perhaps that is where the line happened to end up because it was an even distance ASHLAND PLANNING COMMISSION 4 REGULAR MEETING MAY 11,1999 MINUTES from the arterial. In 1990, when the commercial lands inventory was updated, neither parcels was part of the inventory because they were partially developed. The applicants are arguing this is a viable apartment complex and it is not going anywhere. There has been no interest in converting it to commercial. The best use of the property is for multi-family residential because of location to transit, parks, and a variety of services. Molnar showed an overhead of the site plan. The existing parking area is going to be reconfigured to allow for a larger planting strip and shade trees. A two-story duplex is proposed. The ground floor is approximately 800 square feet and the second story apartment will be about 500 square feet in size. Other site improvements include an irrigation system for the entire property, upgrading some existing landscaping along Walker and removing some inappropriate plantings. Also, adding trees along the parking area, bringing it up to the city's sheltered parking standards as well as providing an opportunity to recycle site. Covered bike parking will be provided for the new and existing units. Seven of the nine have been incorporated into the project. One option that was discussed was making the new units single story. However, in order to save the trees and to create a sizable outdoor yard area, the better option seemed to be to do a lesser size second story, helping to break up the mass. The larger yard area would be in close proximity to the yard areas to the north and keep some of the larger trees as a buffer. Molnar said since there is a viable apartment complex already there, it felt reasonable to make the existing and proposed land uses coincide with the appropriate zoning districts and change it to a High Density Multi-Family Residential. Staff feels the site review is a good design and has recommended approval with the attached eight conditions. Both rear units will be required to have interior residential fire sprinklers. Gardiner asked if there was a requirement for open space. Molnar said there is a requirement that eight percent be outdoor recreation space. It is met by the vacant area on the back lot. There are outdoor patios on the front units. He is not certain if the outdoor space provided by the duplex will be accessible to the existing apartments. Fields asked about the shade trees in the parking lot. Molnar is not sure if the Tree Commission addressed that. Fields thought it appears there is not enough room for the parking. Molnar calculated it and it appears to work. Fields also wondered if there is a handicap parking requirement and if there was a handicap unit. Molnar believes it is on the ground floor unit of the duplex and the route would be through the parking area. PUBLIC HEARING RICK VEZIE, Designer, 94 Third Street KERRY KENCAIRN, Landscape Designer Vezie felt they could create a large open space that could be utilized by the entire complex and still be buffered from the neighbors. The ingress and egress on the site is workable and Don Paul, Fire Department, approved the use of residential interior sprinkler system. The single story duplex would not impact the neighbors as much with the height, however, single story units would not leave any usable open space for the entire complex. ASHLAND PLANNING COMMISSION 5 REGULAR MEETING MAY 11,1999 MINUTES Vezie showed the elevations and explained he created a duplex in a way that would not make it too bulky. He stepped the upper unit back from the east side which allowed him to create a hip roof. There is no upper floor outside living spaces. KenCairn said two trees from the existing landscape will be removed from the rear of the site. There are some damaged trees and overly mature junipers that will be removed. The back yard area is almost wooded. The Tree Commission would like to see a few trees planted. There is some lawn and a concrete pad area for barbeques. It will all be drip irrigation. Fields asked about the parking lot width and Vezie said it works. Armitage queried about the sheltered bike for the whole facility. Vezie said there would be an inverted U installed. Armitage wondered if the bottom unit in the duplex is going to be handicap accessible. Vezie said it probably would not be, but it can be adapted. Fields wondered if there would be any way to improve the safety of the circulation or define a pedestrian egress from the project. Vezie said between the property lines and the existing buildings, there is no room. SCOTT BEVERIDGE, P. O. Box 263, Ashland, is concerned about moving a two-story duplex into the middle of the block in an area that is predominantly single family, single story residential. Could there be a proposal for having a single story single unit? Also, by opening the open space to the entire apartment complex, there will be about 50 people who have access to the open area. This will increase noise, etc. in the neighbor's back yards. Rebuttal Vezie said the re-zoning is appropriate since there are already apartments there now. One problem with trying to provide affordably priced housing is the infrastructure cost. When the utilities have to be run to the back of the lot, there reaches a point of diminishing return. They are trying to provide some affordably priced housing. All the other units are currently under the cost guidelines for affordable housing. The units are relatively small; under 1400 square feet of living area. The back space will be fenced. COMMISSIONERS' DISCUSSION AND MOTION Motion: Chapman moved to approve PA99-039 with the attached eight conditions. Gardiner seconded. In addressing Beveridge's comments, Chapman said the City has an ordinance that addresses "party houses"and he would encourage him to use it if there is a need to remedy any problems. Fields said the current zoning on this property is Commercial. If left this way, it is possible the property could be approved for a more intense use than a duplex. Vote: The motion carried unanimously. APPROVAL OF HEARINGS BOARD MINUTES AND FINDINGS ASHLAND PLANNING COMMISSION 6 REGULAR MEETING MAY 11, 1999 MINUTES Fields moved to approve the Minutes and Findings. The Minutes and Findings were approved. OTHER McLaughlin said a Study Session is scheduled for May 25th for presentation of the neighborhood planning effort on Tolman Creek. Wednesday, June 2nd, a meeting is scheduled for the B Street traffic calming project. These are State funded projects that have to be completed by the end of June. The Council will be invited to that meeting too. The planning awards are tentatively scheduled for June 25th. Armitage will probably be out of town at this time. Armitage talked about the idea of having short subjects (10 to 15 minutes) at the Study Session, for example, an update on alley improvements. ADJOURNMENT ' The meeting was adjourned at 9:20 p.m. ASHLAND PLANNING COMMISSION 7 REGULAR MEETING MAY 11,1999 MINUTES ASHLAND PLANNING COMMISSION HEARINGS BOARD MINUTES MAY 11, 1999 CALL TO ORDER The meeting was called to order by Chairman Steve Armitage at 1:35 p.m.. Other Commissioners present were Russ Chapman and Marilyn Briggs. Staff present were Bill Molnar, Mark Knox, Maria Harris and Sue Yates. TYPE I PLANNING ACTIONS PLANNING ACTION 99-042 IS A REQUEST FOR A LAND PARTITION TO DIVIDE A PARCEL INTO TWO LOTS AT 192 VAN NESS AVENUE. COMPREHENSIVE PLAN DESIGNATION: HIGH DENSITY MULTI-FAMILY RESIDENTIAL; ZONING: R-3; ASSESSOR'S MAP#: 39 1 E 04 CC; TAX LOT: 800. APPLICANT: JOYCE WARD This action was approved. PLANNING ACTION 99-043 IS A REQUEST FOR A CONDITIONAL USE PERMIT FOR AN ACCESSORY RESIDENTIAL UNIT LOCATED AT 975 BELLVIEW AVENUE. COMPREHENSIVE PLAN DESIGNATION: SINGLE FAMILY RESIDENTIAL;ZONING: R-1-7.5; ASSESSOR'S MAP#: 39 1 E 14 CD; TAX LOT: 5200. APPLICANT: RUSS DIXON This action was approved. PLANNING ACTION 99-045 IS A REQUEST FOR A CONDITIONAL USE PERMIT FOR A TEMPORARY USE OF A CANOPY FOR OUTDOOR SUMMER SERVICES AT 50 WEST HERSEY. THE CANOPY WILL BE IN USE FOR APPROXIMATELY NINETY DAYS BEGINNING THE LAST SUNDAY IN JUNE THROUGH THE LAST SUNDAY IN SEPTEMBER. COMPREHENSIVE PLAN DESIGNATION: EMPLOYMENT; ZONING: E-1; ASSESSOR'S MAP#: 39 1E 04 CD; TAX LOT: 1200. APPLICANT: ASHLAND CHRISTIAN FELLOWSHIP This action was approved. PLANNING ACTION 99-046 IS A REQUEST FOR A CONDITIONAL USE PERMIT AND SITE REVIEW FOR A ONE UNIT TRAVELER'S ACCOMMODATION LOCATED AT 1033 E. MAIN STREET. COMPREHENSIVE PLAN DESIGNATION: HIGH DENSITY MULTI-FAMILY RESIDENTIAL; ZONING: R-3; ASSESSOR'S MAP#: 39 1 E 09 AD; TAX LOT: 1700. APPLICANT: HERBERT& INES FINKEL This action was approved. PLANNING ACTION 99-047 IS A REQUEST FOR A MODIFICATION OF A LAND PARTITION TO RECONFIGURE THE LOTS TO ALLOW MORE SUITABLE ACCESS TO THE REAR PARCELS FOR THE PROPERTY LOCATED AT 260 WIMER STREET. COMPREHENSIVE PLAN DESIGNATION: SINGLE FAMILY RESIDENTIAL; ZONING: R-1-7.5; ASSESSOR'S MAP#: 39 1E 05 DC; TAX LOT: 1900, 1901 AND 1902. APPLICANT: LARRY KELLEMS This action was approved. PLANNING ACTION 99-049 IS A REQUEST FOR A LAND PARTITION TO DIVIDE THE PARCEL INTO TWO LOTS AT 2520 ASHLAND STREET. ALSO A REQUEST FOR A SITE REVIEW TO PROVIDE ADDITIONAL ACCESS TO THE FLAGSHIP QUALITY INN AND LOCATE A GROUND SIGN ALONG THE NEW ACCESS. COMPREHENSIVE PLAN DESIGNATION: COMMERCIAL; ZONING: C-1; ASSESSOR'S MAP#: 39 1 E 14 A; TAX LOT: 500. APPLICANT: HOWARD WAGNER/FLAGSHIP QUALITY INN This action was approved. PLANNING ACTION 99-051 IS A REQUEST FOR A CONDITIONAL USE PERMIT TO MODIFY AN EXISTING ACCESSORY RESIDENTIAL UNIT LOCATED AT 143 FOURTH STREET. COMPREHENSIVE PLAN DESIGNATION: MULTI-FAMILY RESIDENTIAL; ZONING: R-2; ASSESSOR'S MAP#: 39 1E 09 BA; TAX LOT: 7400. APPLICANT: BOB HEYERMAN It will not be necessary for the applicant to pave the alley. This action was approved. PLANNING ACTION 99-052 IS A REQUEST FOR A SITE REVIEW FOR A NEW RESTAURANT TO BE LOCATED ON THE WEST SIDE OF THE RELOCATED CLOVER LANE, PARCEL 4. INTERSTATE 5 BORDERS THE SITE TO THE WEST. ALSO A REQUEST FOR A LAND PARTITION TO DIVIDE THE PARCEL INTO TWO LOTS. COMPREHENSIVE PLAN DESIGNATION: COMMERCIAL; ZONING: C-1; ASSESSOR'S MAP#: 39 1 E 14 A; TAX LOT: 703. APPLICANT: PACIFIC WESTERN OF MEDFORD, LLC This action was approved. TYPE II PUBLIC HEARING PLANNING ACTION 99-040 REQUEST FOR A SITE REVIEW TO INSTALL A SATELLITE ARRAY AT THE NORTHWEST CORNER OF THE CITY OF ASHLAND SERVICE CENTER, 90 NORTH MOUNTAIN AVENUE. A VARIANCE IS BEING REQUESTED TO ALLOW THE PLACEMENT OF MORE THAN ONE DISC ANTENNA ON THIS TRACT OF LAND. APPLICANT: CITY OF ASHLAND Site Visits and Ex Parte Contacts Site visits were made by all. STAFF REPORT Harris reported the criteria and notice had been sent to surrounding property owners. A small building that will house mechanical equipment and an array of up to eight satellite antennas will be located in the corner of the property as indicated on the site plan. The area is currently used as an outside storage yard. Some improvements are proposed in the landscaping along North Mountain Avenue to screen the yard more from traffic on North Mountain and the residential properties located across North Mountain. Landscaping is proposed on the northern boundary along the railroad tracks. The property below the ASHLAND PLANNING COMMISSION 2 HEARINGS BOARD MAY 11,1999 MINUTES railroad tracks is in the Urban Growth Boundary and will eventually come into the city as residentially zoned property. The applicant is proposing to finish the sidewalk along the City property on North Mountain from the driveway to the northern edge of the property line. The Tree Commission has reviewed the landscaping plan and have made some technical comments. They approved the plant material and type of screening proposed. However, the coloring was wrong so they have asked a new landscaping plan be submitted with some corrections. The City yard and warehouse were approved in 1982. A storage or utility yard for a public use is an outright permitted use. The site review is required because they are building the small building and putting in an array of disc antennas. As the yard exists presently, the actual amount of material that could be stored in the yard could be greatly intensified as part of the original approval. One of the ordinance requirements for development standards for disc antennas requires that there be one disc antenna per piece of property. The applicant has said the unique and unusual circumstance in this case is the antenna array needs to be located close to the fiber optic line that runs along the railroad and close to the Electric Department because the Telecommunications Division is housed in the Electric Department and they need to routinely check the equipment. The more global issue is that this is a public utility. The telecommunications industry has changed rapidly and the City is at a point now where a new service can be provided as a public utility and this equipment is necessary to do that. With regard to the second criteria: Are the benefits going to outweigh the negative impacts? As the site stands now, eight antennas could be stored on the site without any planning approval. The applicant is proposing to upgrade the landscaping to screen it from neighbors and the public right-of-way as well as installing the sidewalk. Staff believes the benefits do outweigh the negative impacts. Has it been self-imposed? This is a new market in a rapidly changing industry and when the disc antenna standards that were developed that require one per lot, they were developed before this market change happened. One of the development standards for disc antennas requires that the antennas be designed of a mesh material or made of colored material that blends with the background as much as possible. It is Staffs understanding that these large antennas typically come in a bright white and very visible. A condition has been added that the applicant explore, to the greatest extent possible, either having the antennas made of mesh or the possibility of painting them some color to blend with the warehouse building. There is a typographical error made on Condition 2. The last sentence should read: All landscaping shall be installed prior to the issuance of a building permit for the disc antennas. Briggs said she would like to see all eight antenna in an elevation in relation to the building, fence, and mature growth of trees so she can get the whole idea of the area. Armitage wondered how movable the antennas are. What do they look like? Harris said once the antennas are located they will be fixed and pointing in the same direction. Armitage asked if this is a utility issue or new technology? The Hearings Board recently spent a lot of time on the placement of one antenna for a church. Molnar said the disc antenna standards are written for ASHLAND PLANNING COMMISSION 3 HEARINGS BOARD MAY 11,1999 MINUTES placement of a single disc in a residential zone. There are no setbacks for commercial zones. Briggs might be interested in calling this action up for the full Commission to review. PUBLIC HEARING RICK VEZIE, 904 Third Street, designer, introduced Kerry KenCairn, landscape designer, and Pete Lovrovich, Electric Department. Vezie said he is not sure how many antenna will be required initially or the size needed. Eight antenna is the worst case scenario. The antennas could be substantially smaller than pictured. There could possibly be less impact. The elevation shows one antenna. Most of the satellites that are to be targeted are to the south or southeast. They looked at how these could be screened and still get reception. There are five view corridors: residential, bike path, north and south bound traffic on North Mountain and traffic coming from B Street. The landscaping is geared to block the view corridors. No guy wires are needed for these antenna Briggs asked when it would be known what kind and size antenna would be installed. Lovrovich said the worst case scenario would be eight 14 foot dishes. It depends on the type of signal that can be received-- analog or digital. Briggs wondered if they have any idea if it will be a year, two years before they know what technology they will need. Vezie said the technology is evolving and it could change quickly. . How tall will the proposed trees be at maturity, asked Briggs. KenCairn said the hornbeams are about 30 feet at maturity. She was trying to achieve branches at a lower level. Armitage wondered how they feel about the color issue and meshing. Lovrovich said they can look at meshing or painting. Armitage understands the array area would be free of other materials such as transformers and poles. Lovrovich said the materials will go to Nevada Street. Armitage asked if this action is delayed a month, would it be a major time delay? He thought a photo realistic simulation would be easy to do in this case, to take a picture of the property and put the best and worst case scenario. Lovrovich said putting it off another 30 days could possibly affect the business roll out schedule they have been working on for the last year. Construction is scheduled to begin in the next few weeks. Vezie agreed that photo imaging is a useful tool, however, he feels strongly about this planning action; it is important that what is represented is going to happen. With technology, over time, he can see the antennas might need to be moved around to pick up a satellite. Staff Response Harris stated the requested condition: That the disc antenna array area as labeled on the project area site plan (sheet 2) shall not be used for storage of materials and be limited to placement of operating disc antennas. ASHLAND PLANNING COMMISSION 4 HEARINGS BOARD MAY 11,1999 MINUTES i COMMISSIONERS' DISCUSSION AND MOTION Briggs moved to call this action before the full Commission because it is of great magnitude to the town. There was no second to the motion and it failed. Briggs remembered the church antenna and would like very much to move conservatively in this situation. The three-person Hearings Board is not a full representation of what it means to the entire community. If this was an ordinary citizen, we would demand they come back with further information. Chapman said they are asking for a variance which is a one-time thing. He feels this is a public utility that is affecting thousands of people, and he noticed the fact there is no opposition to the project. This is not an ordinance, but just a variance. Armitage wondered about bringing this to the full Commission tonight. Molnar said it had been noticed for a specific time. He understands what Briggs is saying but taking it before the full Commission might not make a big difference. Harris noted that in the case of the church, the landscaping was required to conceal the disc on the roof. It was in a residential zone, not employment zone. Armitage is leaning toward approving. The benefits to the city are great. The negatives might be that the antennas could be viewed from a relatively few locations. He knows the landscaping will shelter most views. It is not a precedence, it is a variance. In reviewing the criteria, Briggs feels the circumstances are not willfully self-imposed. They have to go with what the technology is. Chapman moved to approve PA99-040. Armitage seconded the motion and it carried with Armitage and Chapman voting "yes" and Briggs voting "no". ADJOURNMENT-The meeting was adjourned at 2:30 p.m. ASHLAND PLANNING COMMISSION 5 HEARINGS BOARD MAY 11,1999 MINUTES TRAFFIC SAFETY COMMISSION Minutes of Meeting March 251h' 1999 Members Present: Don Laws, David Fine, Michael Savko, John Morrison, Bill Snell Staff Present: Jim Olson, Dawn Curtis, Officer Kip Thomas Members Absent: 1. Call to Order Called to order at 7:00 PM. II Approval of Minutes February minutes were approved. III Items for Discussion: A. PUBLIC FORUM ITEMS: Landon Hilliard addressed the Commission on a topic that the Commission addressed in October and give his perceptions of the Street Department's application of"SLOW' stencils on the roadway in the alley. Hilliard explained that the application began to fade quickly so he took it up himself to address the area's residents and the library patrons of the speeding issue within the alley. . Hilliard presented the Commission with a flyer he was currently distributing to the individuals. Laws commented that the parking situation in this area would be affected by the renovations to the library. A new parking configuration will be adopted in the alley. Fine suggested that Hilliard contact Greg Scoles, Assistant City Administrator to discuss the speeding issue so that it may be addressed before the plans are finalized. Olson will have the Street Department address the fading paint on the street. B. REVIEW OF TRAFFIC REQUESTS/PROJECTS PENDING G:Dawn\Traf\February 99.wpd 1) Request for Parking Limitation on YMCA Way Ms. Kristen Day, Manager of the Apple Cellar restaurant called to express her r gratitude for the establishment of the additional parking spaces on YMCA Way. She also asked that her request to establish a time limit on the spaces adjacent to the restaurant be considered. Ms. Day complained that some vehicles are remaining in place for several days at a time. With the completion of December's traffic regulations there are now six unlimited parking spaces and three 15 minute parking spaces on YMCA Way. Prior to initiating these new parking spaces a letter was sent to Ms. Day requesting approval of the upcoming parking changes. Ms. Day did respond as the Public Works crews were installing the signs with a request to mark the three spaces directly adjacent to the restaurant as two hour limited parking. The restaurant, in addition to the nine on-street parking spaces, also provides a lot with fifteen spaces including one handicapped space and two or three tenant spaces. During my visits, the on-street parking spaces appeared to be well rotated. The fifteen minute spaces also seem well utilized for short term parking. When asked if the fifteen minute parking spaces could be eliminated and replaced with the two hour limits, Ms. Day expressed a desire to retain the fifteen minute spaces in addition to the newly requested two hour spaces. The northerly three spaces appear to be most utilized by YMCA patrons. Discussion: The Commission discussed that the original request was from the residents of the apartments for long term parking. Laws remembered it was a safety issue for the residents who were crossing Ashland Street late at night. The Apple Cellar is benefitting from this plan with more parking. Decision: Motion to deny this request passed unanimously. 2) Parking Restrictions on Pioneer Street A request from Mr. Mike Gorton to place a restriction on the east side of S. Pioneer Street which would allow parking for residents only was received. South Pioneer Street from Hargadine to the end of the improved street is 32 feet wide. While the street is paved and has curbs and gutters there are no sidewalks on either side except for a short section adjacent to the outdoor theater. Unrestricted parking is allowed on both sides of the street with parking spaces marked on the pavement. In the 500 foot long section of the street there are nineteen marked spaces on the west side and sixteen marked spaces on the east side. The west side of the street borders Lithia Park and has no driveways or other curb openings. A G:Dawn\Traf\YMCA Way Parking Request 2 Memompd newly installed fire hydrant will eliminate one of the nineteen parking spaces. The east side of the street is fronted by seven residences having five driveway openings. Two residences have no off-street parking and only two residences have garages. During the festival season parking on S. Pioneer is usually at capacity. Our City streets are intended for general public use as access and parking ways. The use is general in nature and cannot be assigned for individual use, even the area directly adjacent to a residence. The need for residential parking on the east side of the street is unquestionable. Parking assigned for "residences only' would be extremely difficult to enforce. Further, City Attorney Paul Nolte has advised that this type of assignment would not be legal. Discussion: The enforcement for parking in a situation like this would be difficult if not impossible to control. The issuance of permits for the residents was discussed, but this would still have the same enforcement issues. Mike Gorton, 106 S. Pioneer Street was present to address the Commission on this topic. Neighbors are inundated by the Shakespeare Theater goers. Residents have resorted to putting patio furniture in the driveways to block theater patrons from using their driveways. Residents are asking for help in this area. Concerns are especially high with the expansion of the theater. Parking problems begin with the season in March and the cars cycle with the showings of the plays. Laws commented that there is a coalition within the city to work on a parking study. This doesn't appear to be a traffic safety issue as much as a residential issue. There will be a study conducted by the Chamber of Commerce to create a parking situation for Ashland. The study is being headed up by Rick Nagel. Decision: Commission will present this complaint to the Chamber for consideration during their study. 3) Request for Signal on Highway 66 Mr. David Fine recently received an e-mail message from "Pierre" requesting consideration of a pedestrian crossing signal on Ashland Street (Highway 66) at one of the intersections between Walker Avenue and Tolman Creek Road. This is a common request that seems to re-appear at least once each year. It stems from the fact that Ashland Street is extremely wide and that there is a long distance between signalized intersections. As Ashland Street is a state highway it is under the jurisdiction of the Oregon Department of Transportation. Any signal installation would be required to meet current signal warrants. G:Dawn\Traf\YMCA Way Parking Request 2 Memompd The pedestrian warrant is the most difficult of all warrants to meet. The volume of pedestrian traffic required to meet this warrant can be found only in some of the busiest downtown Portland intersections. None of the r remaining warrants would even come close to being met at any of the intersecting streets. There is just not enough cross traffic to have created a problem. Discussion: Laws commented that he hears this request often from the residents at Hunter Park Senior Center. A suggestion for consideration of a parking median in the center was brought up. Olson commented that the direct interruption to the turning lane would cause a traffic flow problem. Highway 66 is maintained and improved through, ODOT and we would have to meet some stringent warrants to achieve a crosswalk. Decision: Commission is unable to act on this request because it is out of their jurisdiction. ,Curtis will forward on this message to "Pierre'. 4) Granite Street Traffic Study At the last Traffic Safety Commission meeting, staff was directed to begin a traffic study of Granite Street to determine what steps might be pursued to improve the traffic and pedestrian conditions on the street. One course of action was to research the manual on Uniform Traffic Control Devices to see if one or more signs might be appropriate and helpful to the Granite Street traffic condition. Dan Gunter, Street Division Sign Specialist, found a newly approved sign (No. OBW8-22) which depicts a pedestrian and bicyclist on the roadway. If approved, this sign could be installed along with a placard below the sign diamond lettered "On Road". I also spoke with Ken Mickelson, Parks Department Director regarding sidewalk installations along Lithia Park. He was agreeable to a further in depth meeting to discuss the details of financing and locations. A meeting will be scheduled in the near future. Discussion: Signs were brought in for the Commission to view. The Commission agreed that guidelines would be set for the use of these new signs to avoid overuse. Research the warrants for vehicles and pedestrians. The total cost of the signs is $173 a piece for signs and lettering. Ken Mickelsen, Parks Director, addressed the issue of sidewalks along the areas of the park. There will need to be a meeting with the Public Works Staff and the Parks Staff to discuss this further. Decision: Commission approved the sign installation on Granite Street; 4 on Granite, two each direction. 5) Request for Technical Assistance G:Dawn\Trat\Granite Street Sign Options Memo.wpd C Olson sent a letter to Professor Robert D. Layton, OSU Transportation Research Institute requesting assistance in the redesign of the E. Main/Siskiyou/Lithia Way intersection. Within the City of Ashland is an extremely troublesome intersection which has plagued traffic in Ashland for many years. Just south of the City center, three state highways (locally known as E. Main Street, Siskiyou Blvd. and Lithia Way) and three City streets (E. Main Street, Gresham Street and Third Street) come together at a wide spread, multi-angled intersection. The intersection provides some difficult vision problems, incorporates an illegal traffic weaving pattern provides a multitude of confusing traffic movements and is a general pedestrian nightmare. Our Engineering staff have considered (and implemented) a number of minor changes over the years, none of which have significantly improved the intersection. It is hoped that the intersection can be redesigned to provide a simpler and safer method of travel through the area. In November of last year, ODOT's Traffic Operations section completed a warrant study for the intersection to determine if a traffic signal might be warranted. The study indicated that no warrants are met. C. FOLLOW-UP ON PREVIOUS TRAFFIC ACTIONS - Olson remarked to Council that many actions that have recently been passed have been postponed due to inclement weather. The Street Department is at the mercy of the weather in many of the painting projects. Commissioner Snell asked about the status of the school zone signs on Central Avenue near Briscoe. Olson commented that there is a funding problem with this request. ODOT has given the City $1500 to install the signs but the school district doesn't feel the signs are appropriate. The reading of the signs must be "Fines in This School Zone Double" so it will not effect all school zones by saying "Fines Double in School Zones". To change the wording we would loose the support of ODOT and the City would have to pay the entire costs of the signs. The budget this year has no extra money for this expenditure. This will have to be postponed until next budget year. D. HANDICAP ISSUES - ODOT ADA grant approved. E. TRAFFIC SAFETY EDUCATION COMMITTEE 1. School Safety Program - No report G:Dawn\Traf\Granite street Sign options Memo.wpd 2. SOU Traffic Safety Committee - No report F. EDUCATION OPPORTUNITIES - =Neighborhood Traffic Management" at OSU, April 15-16, 1999 - "Legal Aspects of Traffic Safety" at OSU, May 12, 1999 - "School Zone Planning, Design and Control" at OSU, August 12, 1999 G. GOAL SETTING - None H. Other(Read) — Press Release Regarding Speed Concerns — Ordered McGruff Halloween Bags ($315) — Utility Billing Insert Request for Billing — CTSP Mini-Grant Traffic Classifier Monthly Report IV. Informational Items - A. ODOT Transcript B. Traffic Safety Notes C. Oregon Traffic Control Devices 1998 Annual Report D. Child Safety Seat News E. Oregon Speed Limit Change V. New Items - None VI. Next Meeting - MEETING DATE -TBD VII. Meeting was Adjourned at 8:30 PM Respectfully submitted, Dawn V. Curtis Public Works Administrative Secretary G:Dawn\Trat\Granite Street Sign options Memo.wpd ASHLAND AIRPORT COMMISSION May 5, 1999 MINUTES MEMBERS PRESENT: CHAIRMAN PAUL ROSTYKUS, KENNETH EHLERS, DONALD FITCH, WILLIAM SKILLMAN, LILLIAN INSLEY, ALAN HASSELL, MARTY JACOBSON, COUNCILOR CAMERON HANSON; STAFF: PAULA BROWN, DAWN CURTIS MEMBERS ABSENT: 1 . CALL TO ORDER: 12:00 NOON A. Commissioner Appointment: Commission welcomed Alan DeBoer's return to the Airport Commission. 2. APPROVAL OF MINUTES: APRIL 7, 1999;.Approved as written. 3. ADDITIONAL AGENDA ITEMS: None. 4. OLD BUSINESS: A. PENDING PROJECTS 1. Hangar Development - Due Dates for Hangar Proposals Staff sent a letter to Bill Firman regarding his intentions to build a land lease hangar at the airport. The $2,000 deposit had been received over 90 days ago and Mr. Firman should have produced plans and specifications to the commission. If Firman plans to proceed with his plan to build, we will need correspondence from him stating this. Environmental Mapping Services has been preoccupied, but has approached Commissioner Rostykus stating an intent to still pursue the proposal of building. The Neumann hangar plans are still being finalized at the manufacturers. Staff will contact for further status. 2. Fuel Tank Status - Staff Update Fuel tanks are nearly complete. The Fire Department needs to perform one last inspection to finalize their safety requirements. Hopefully by the weekend they will be fully functional. Some aesthetic work still needs to be performed around the tanks by the City Staff. Some work will wait until after Airport Appreciation Day. Removal of the temporary pumping station will be taken care of as soon as the tanks are fully functional. The fuel will need to be removed from the temporary tanks. Skinner will discuss this with Bergeson/Boese. Skinner mentioned training which also needs to be completed before the tanks are running. The training will need to include City staff as well as airport personnel. Staff will coordinate with Skinner to schedule spill prevention training for this week. The spill program sent by Bergeson/Boese contained the needed supplies and equipment to properly handle spills and other accidents. Skinner and Brown will discuss the cost and responsibility of these items. The cost may be split between disposable and permanent equipment and supplies. 3. Sanitary Sewer Line Update All easements have been accepted by the landowners for the path of the line. There is one sliver of land that will need a bit more attention due to a surveying error. Staff will deal with this. Construction bids will begin to be prepared this month. The line will be gravity feed line to the airport and will cross above the creek. The SOREDI grant has been secured. G:Dawn\Airp\Minutes\May 99.wpd B. LEGISLATIVE ISSUES: Fuel Tax Senate Bill 4 Commission discussed the fuel tax bill 2199 which would raise the avgas / jet tax. The Commission could support the tax if there were a guarantee that the funding would be delegated to the aviation funding. Commission felt that in the past the larger state run airports seem to receive the majority of funds. Insley and other commissioners felt the smaller airports consistently seem to be passed over for funding and the Commission wants to be ensured that this will not continue to be the trend. DeBoer, who also serves on the Rogue Valley Transportation Committee, and feels that ODOT had been fairly delegating the funds among the airports. Brown will look into the system to see if dedicated funds exist for smaller airports. Rostykus and staff will draft a letter to Senator Bob Montgomery to support senate bill 2199 as long as it will be distributed to the smaller airports. C. PRE-AIRPORT APPRECIATION DAY CLEAN-UP The airport clean-up day will take place on May 15'h. Staff will arrange to have the street sweeper available for tarmac cleaning on Friday the 14'h. Skinner will arrange to have volunteers on hand to help moving the airplanes during the cleaning. Staff will call the Tidings so that they can take pictures and do some press for Airport Appreciation day. D. MAINTENANCE ISSUES Jacobson Reoort on Snow Plows Commissioner Jacobson researched several different plow blades which could be attached to a pick-up truck. The financially reasonable option is a blade that connects to a bobcat which could be brought to the airport from the Street Department on the snow days. The 8 foot blade with the wing kit for moderate snow fall would run about $1,500 plus $240 with the wing kit. Brown felt this might work since we would not usually be using the bobcat on the snow days. The budget this year would not support this cost. Commission discussed if the cost would be justified when we only had two snow days this year. It would take an approximate time of two hours or so to clear the runway. Commissioner Hassell asked if Jacobson had specifications for the blade. Hassell said that the blade could be built for approximately $200. Hassell will get back to the commissioners to see if he can make it. Skillman asked if the airport wanted to assume the liability to clear the snow? DeBoer questioned if it would be worth it for the amount of time it would be used. By the time the airport personnel found the blade and put it on the City staff could be there. The City should remain the responsible party and the City staff should remain in charge of snow removal. 5. NEW BUSINESS: A. BUDGET REVIEW Commission reviewed the budget sheet provided by Brown. DeBoer felt that the Central Service Fund had risen sharply and asked to have this looked into. Skinner commented that the AIP grant is shown in the Capital Improvements fund and will be split over the next two years. DeBoer questioned on the status of the new eleven T-hangars. The money we will revenue for renting these hangars will offset the cost of the fuel tanks. We will also receive 50-60% of the cost of clean-up for the fuel tanksfrom the City insurance fund. DeBoer questioned whether the contingency fund and the unappropriated ending fund balance figures could be recalculated to put the majority into the contingency fund. The money kept in the contingency fund can be applied to new development while the money in the unappropriated fund is frozen and G:Dawn\Airp\Minutes\May 99.wpd cannot be accessed. The unappropriated money is used for carryover at the end of the budget year. The money which is carried over will continue to decrease and we will not have any working capital for the future. The money could be used to support new revenue generating development. Interest is gathered on the unappropriated funds for the first eight months and is then non-interest bearing for the next four months. Councilor Hanson will request this switch at the next budget meeting and report to the commission at the June meeting. Skinner commented that the money for central services went to fuel tanks and we will need to start thinking ahead for more revenue and our biggest revenue is the hangar rentals. The new rental rates will be coming out within the next couple months. There will be a meeting with Insley, DeBoer, Turner and Brown to discuss the new rental fees and the new leases. The draft leases will be presented at the June meeting. B. Request for Homesite Approval Bob Johnson sent in a request for review of a homesite elevation map for the Commission's review. The homesite was approved at the top of the hill which has an elevation of 2140 ft. This conflicts with an earlier approval granted by the County in 1987 for an adjacent homesite. Mr. Johnson requests clarification of this issue. Staff will draft a letter to Mr. Johnson further explaining the elevations for this homesite. 6. AIRPORT MANAGER REPORT/FBO REPORT/AIRPORT ASSOCIATION: A. STATUS OF AIRPORT FINANCIAL REPORT, REVIEW OF SAFETY REPORTS Construction work has kept the airport busy. The nice weather is starting to bring more people out. The Forest Service will be using the airport for training "pitch hitter' pilots for the summer months. The training will take place on May 17th. It will be over six days of training. Shop has been very busy. Skinner would like to have the sweeper do the taxiways and tarmacs on May 14th. He will arrange to have some volunteers here to help move the tiedowns. Skinner asked staff to discuss the airport inspections with Engineering staff as during the last meeting there were challenges between a pilot and the Engineering inspector. Insley questioned the possibility of acquiring a radio shop at the airport. Skinner has been researching putting one in the Jack Day hangar. B. ASHLAND AIRPORT ASSOCIATION: APPRECIATION DAY MAY 23RD All is going well. Publicized well, should have good turn out this year. 7. INFORMATIONAL ITEMS: A. Flightlines of Oregon B. The Flyer C. Susanville Airfair - July 17, 7AM - 2PM 8. OTHER Commission discussed having meetings at a local restaurant instead of the Council Chambers. It was agreed to continue to meet at the council chambers. 9. ADJOURN Meeting was adjourned at 1:15. G:Dawn\Airp\Minutes\May 99.wpd a c�v ° N m U a b Y o O a O ° w° p n N Q E OD r AF cn U N to W b v b b 7 «CO CO a ° m .^� 'd ° o P.CL 1p G c g a o o �° c kn Z a ] Y a c o w a r a W a °- a c b ° 3 Q a° o C a O U G cn p on ' cq o v 0. 0. a a q p a o av c ❑ a L F « awa T ° °, o o Aaa a o T a 3 w to m to y 3 c c c o c .7 �r^ 0 3 don m ca ce m o V) 'O U 'fl G w w 7 m m o' m 'O C b b b 7 a> E b b u o v F � v) cncn0 aC5cn � ¢ ac� E c) c) sCY o4 V. W WQ ♦ ♦ ♦ ♦ ♦ ♦ ♦ ♦ ♦ ♦ ♦ ♦ U ♦ ♦ ♦ ♦ ♦ ♦ 0. ♦ ♦ ♦ ♦ .01 N ti r rn U U a N � �a m a a L U O O O a Q Q � m Q m a � a J R 0 Cd V O O ate °' O O G _ N •� � � tea' K C ti a o. a r W H Q A m U w Ueo Y o 3 .o c v o p c m U .E A c n dz N •'• w W 0p = ya., CO ytl O L H N U O � d o v c ua G a ` 0 9 N v m 20 0 o .E DoV ug ° — $ 0 ti a o in I o Council Communication Administration Library and Fire Station Bond Consideration July 6, 1999 Submitted by: Gre Scole Approved by: Mike Freem t 1 Title: Consideration of a Resolution calling a Special Election to submit to the voters the question of contracting a general obligation bonded indebtedness in the amount of$9.1 million to finance the expansion and renovation of the city's historic Camegie Library and the expansion of Fire Station No. 1. Synopsis: On June 1, 1999, the city council approved a recommendation to move forward with the process to issue $5.96 million in general obligation bonds for the expansion of the city's historic Camegie Library. The council has also moved forward with planning and design for the expansion of Fire Station No. 1. This process included study sessions on June 3`a and June 17th, and a public open house at the fire station on June 22"a. During these meetings a number of alternative design schemes were evaluated for the expansion of Fire Station No. 1. As currently proposed, the project has an estimated budget of$3.14 million. The action being considered by the council would be to combine the bond amounts into one general obligation bond of$9.1 million and to submit it to the voters for approval on November 2na Recommendation: Staff recommendeds that the Council adopt the attached resolution which would call for an election for voters to consider the question of contracting a general obligation bond for the expansion and renovation of the city's historic Carnegie Library and the expansion of Fire Station No. 1. Background Information: Carnegie Library The present building is a Carnegie Library, which was built in 1912. An addition to the original structure was competed in 1954 and then a parking lot was added in 1972. The City owns the building and site, however, the library is operated as a part of the Jackson County Library system, which has a network of 15 public facilities and is a Department of Jackson County government. There have been a number of programming studies recommending expansion of the library from its current 7,000 square feet to a more useful size (21,000 s.f. in 1990 and 24,000 s.f. in 1998). The later of these two studies was based on an expansion of the library to meet the needs of the city in the year 2025 and anticipated a service area population of 32,000. On March 18, 1999, the council directed the consultants to modify the project to reduce the overall costs. The Project Team, SERA Architects, modified the assumptions used in developing the long-term programming needs for the library and determined that the project could be reduced in size to approximately 23,800 s.f. The revised program resulted in a total estimated > budget for the project of$5.96 million. I The project team for the project consists of SERA - Architects, Raymond Kistler(local architect), George Kramer(local historic preservation consultant) and Kathryn Page (library programmer from San Francisco). The project team has -- —_`� t" significant experience with library design and construction, programming, historic renovation and renovation of Carnegie Library facilities. The team was assisted by an ad hoc Public Library Improvement Committee,which had the following members: Catherine Shaw,Mayor; Marjorie O'Harra,Historian; John Fields,Friends of Ashland/Planning Commission Member; Jim Lewis,Historic Commission Member, Bob , Wilson, County Librarian;Pat Blair, County Librarian; Amy Blossom,Librarian; Sheila Bums,State Library Board of Trustees; Barbara Ryberg,Friends of the Ashland Library; Ed Hungerford, County Library Advisory Committee; Lesley Klecan, County Library Advisory Committee; Marilyn Briggs,Planning Commission Member; Phyllis Reynolds, Neighbor; Mark Knox,Planning Liaison; and Greg Scoles,Project Coordinator. On June I"the council moved to direct staff to prepare the necessary documents to place the question of authorizing a general obligation bond for the library project on the November ballot. A $5.96 million bond issue would result in approximately$.4595/$1,000 of assessed valuation. ➢ A house with an assessed value of$100,000 would be assessed about $45.95. Fire Station No. 1 At a study session on June 17, 1998, Staff presented the council with a schedule for fire station planning. At that meeting the council discussed various alternatives for expansion of the fire station facilities. Staff committed to updating the project program (space needs), talking the adjacent property owners, and to having conceptual drawings prepared which would help the council understand the need for acquisition of adjacent property. Subsequent to the study session, Peck, Smiley& Ettlin (PSE) Architects were hired to prepare conceptual drawings for stations 1&2, to review the program documents and to prepare a preliminary cost estimate. On October 6, 1998, the council held another study session where the expansion project was discussed and the conceptual drawings prepared by PSE Architects were reviewed. Those plans clearly indicated that the expansion of the fire facilities would require the acquisition of additional property. In the case of fire station#2 the expansion could be accomplished by expansion into the adjacent park and street right-of-way. Based on the consensus of the council, staff has moved ahead with discussions with the property owners and commissioned an appraisal for the property adjacent to fire station #1. At a study session on March 18, 1999, the Council agreed to budget Fire Station r-° { No. 1 in the 99-00 budget and work _ toward a November ballot measure. On June I"the council adopted the 99-00 budget which included the Fire Station .a ®.. : Project. At subsequent Study Sessions, t '• ' on June 3`d and June 17d' various alternatives for Fire Station No. 1 were considered. The preferred alternative design is for a 13,000 s.f new station with 6 drive-thru apparatus bays. The expansion of the station requires the acquisition of the neighboring parcel, which is occupied by the Blue Mountain restaurant. The cost estimate for this proposed design is approximately$3.14 million, which includes, property acquisition, bond costs, construction, contingency and furnishings, among other things. A $3.14 million bond issue would result in approximately$142051,000 of assessed valuation. ➢ A house with an assessed value of$100,000 would be assessed about $24.20. The project team will be at the council meeting to present the project and to discuss the design concept and cost estimate. The combined assessment, both library and fire station, would be approximately.70/$1,000. RESOLUTION NO. 99- A RESOLUTION OF THE CITY OF ASHLAND, JACKSON COUNTY, OREGON, CALLING A SPECIAL ELECTION TO SUBMIT TO THE VOTERS THE QUESTION OF CONTRACTING A GENERAL OBLIGATION BONDED INDEBTEDNESS IN THE AMOUNT OF $9,100,000 TO FINANCE EXPANSION, NEW CONSTRUCTION AND RENOVATION OF THE CITY'S HISTORIC PUBLIC. LIBRARY AND FIRE STATION No. 1. RECITALS: A. The City Council of City of Ashland, Jackson County, Oregon (the "City"), has determined that there is a need to finance the cost of capital construction and improvements related to land acquisition, construction, furniture, and equipment, associated with the expansion, remodeling and repair of the City's public library ($5,960,000) and Fire Station No. 1 ($3,140,000) the ("Library/Fire Station Project"); and B. The costs are estimated to be $9,100,000, all of which are costs of capital construction or improvements or costs of issuing bonds; now, therefore, THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. A special election is called for the purpose of submitting to the qualified voters of the City the question of contracting a general obligation bonded indebtedness in the name of the City in a sum not to exceed $9,100,000. Bond proceeds will be used to finance the "Library/Fire Station Project". The bonds shall mature over a period of not more than 20 years. SECTION 2. The special election called shall be held in the City on November 2, 1999, in accordance with Oregon Law. SECTION 3. The City Recorder shall cause to be delivered to the Elections Officer of Jackson County, Oregon, the attached Notice of Bond Election, not later than 61 days prior to the election. The Election Officer is requested to give the electorate of the City notice that the election shall be conducted by mail pursuant to Oregon law; and SECTION 4. That the City Recorder shall give notice of the election by as provided in the laws of the State of Oregon and the charter and ordinances of the City of Ashland. SECTION 5. The City Attorney is authorized to alter the text of the ballot to comply with any rules, procedures or practices of the Elections Officer of Jackson County to implement the requirements of Oregon Law. Page 1 - Resolution F:\USER\GREGS\Projects\Fire StafionVesolution7.6.99.wpd The foregoing resolution was READ 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 Reviewed as to form: Paul Nolte, City Attorney Page 2 - Resolution F:WSER\GREGS\Projects\F12 Stationkesolulion7.6.99.wpd NOTICE OF BOND ELECTION City of Ashland Jackson County, Oregon NOTICE IS HEREBY GIVEN that on November 2, 1999, an election will be held in City of Ashland, Jackson County, Oregon. The following question will be submitted to the qualified voters thereof: CITY OF ASHLAND CAPTION: GENERAL OBLIGATION BOND AUTHORIZATION FOR PUBLIC LIBRARY AND FIRE STATION. QUESTION: Shall the City be authorized to issue general obligation bonds in an amount not to exceed $9,100,000? If the bonds are approved, they will be payable from taxes on property or property ownership that are not subject to limits of sections 11 and 11 b, Article XI of the Oregon Constitution. SUMMARY: This measure may be passed only at an election with at least a 50 percent voter turnout. This measure authorizes up to $9,100,000 of general obligation bonds. Bond proceeds will be used to finance the cost of capital construction and improvements related to land acquisition, construction, furniture, and equipment, associated with the expansion, new construction and renovation of the City's Library and Fire Station No.1. The bonds would mature within 20 years. CITY OF ASHLAND STATION 1 EAST MAIN AND SISKIYOU BOULEVARD PRELIMINARY BUDGET 13,110 SF 16 June 1999 CSI ITEM CITY. UNIT$ COST 01000 GENERAL SETUP 3,000 SUPERVISION 1720 41 70,520 BOND 2100000 0.02 42,000 CLEANING(FINAL) 1,500 TOILETS(TEMP.) 600 TELEPHONE(SITE) 400 TEMPORARY POWER 2,000 02000 SITEWORK DEMOLITION 1 30000 30,000 EXCAVATION 2000 - 18 36,000 ENGINEERED FILL 1000 18 18,000 SITE PREPARATION 32782 0.12 3,934 ASPHALT PAVING 5800 1.8 10,440 CONCRETE APRONS 5540 4.1 22,714 SITE LIGHTING 2 2500 5,000 STORM DRAINS, PIPING 1 8000 8,000 SANITARY SEWER 1 800 800 WATER SYSTEM 1 10000 10,000 SIDEWALKS,CURBS,BUMPERS 3700 3.25 12,025 CMU FENCE,GARB.ENCL. 32 75.64 2,420 TRAFFIC SIGNALS 1 50000 50,000 LANDSCAPING 7000 2.5 17,500 BUILDING MAIN FLOOR 9926 115 1,141,490 SECOND FLOOR 3184 115 366,160 SUBTOTAL $1,854,503 OVERHEAD&PROFIT @ 10% $185,450 ARCHITECTS BID CONTINGENCY @ 8% $148,360 PHASING FACTOR $37,090 2;225;400 S.F.COSTS BUILDING,BARE $149.85 S.F.COSTS BUILDING,LOADED($226,840 SITE COSTS) $169.75 ADDITIONAL BUDGET ITEMS: 1.FURNISHINGS BUDGET $40,000 2.TESTING AND SPECIAL INSPECTIONS $22,000 3.PERMITS(BUILDING).STC'S,SDC'S NOT INCLUDED $31,823 4.CONSTRUCTION CONTINGENCEY OF 5%,MIN. $111,270 5.ARCH ITECTURAUENGINEERING(STRUCT.,E&M)FEES $200,290 6. LAND PURCHASE $400,000 7.TELEPHONE SYSTEM $15,000 8.RELOCATION COSTS $47,000 9.BOND COSTS $56,000 10.TRAFFIC ENGRS.,LANDSCAPE ARCHS.,CIVIL&SOILS ENGRS. $24,500 TOTAL PROJECT COSTS $3,148,783 NOTE: PLEASE BE AWARE THAT CURRENT BIDDING CLIMATE IS VARIABLE AND THE COST OF YOUR FIRE STATION MAY BE AFFECTED BY AS MUCH AS 8%DUE TO LACK OF SUFFICIENT SUBCONTRACTORS TO ASSURE A COMPETETIVE BID. s DE. MAIN ST. • � I I I I I I S �So � I U L _ QOO O O SITE PLAN NORTH � � J - � • ©\\� ! . 3 ® ' - . - . - y . . ,a ■ �\ \� �/= } § / � © �f�\ , . . , sti t s > t r MIN Si ..: r .l cy N y'Q.. f+j v OGtltl � v 2 Ii •• ( t 1 t • ,��ff��(��.st eita��m--��o• w �.p, �� I '��i� Sao it[� tt; r _� - EG1r?C2 fl J CL m MEMO • S►� RA TO: City ofAshland DATE: June J, 199 20 East Main St. FAX: 8.5311 Ashland, OR 97520 PHONE: 541.488.6002 ATTENTION: Mr. Greg Scales PROJECT NAME: Ashland Library PROJECT NUMBER: 982171 SUBJECT: Revised Cost Estimate The followin cos stimate is based on a revised floor plan of 23,764 total square feet. (Scheme AI The revised estimate retain a $152. . ft. cost for new construction a 120.4 k. cost for the existing building from the previous cost estimate. a soft costs for the project remain largely unc anged. CATEGORY COST EST. 3/11/99 EST. 1. ESTIMATED CONSTRUCTION COSTS 1 a. New Addition (16,764 sf( $2,559,192 $3,371,000 1 b. Existing Renovation ( 7,000 A $ 843,360 $ 832,000 1 c. Site Works $ 565,000 -T 565,000 Id. Hazardous Materials Allowance $ 20,000 $ 20,000 le. Permits $ 45000 $ 45,000 Sub Total ft$4,032,552 $4,833,000 2. LAND AQU ISTION COSTS $ 420,000 3. CONSULTANT SERVICES $ 663,000 4. FURNITURE , $ 685,000 5. FINANCING COSTS $ 110,000 $ 110,000 6. CONTRACT ADMINISTRATION $ 0 $ 0 7. COST ESCALATION &CONTINGENCY 7a. JCost Escalation Allowance 3%x (item 1 + Item 4( $ 139,397 $ 201,000 71b. Pro'ect Contingency 10%x (Item 1 + Item 4( $ 464,655 $ 691,000 TOTAL PROJECT COSTS $5,968,104 $7,603,000 BY: Peter R. Meijer CC: rile 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 SERAARCHRECTS PC • 123 NN 2ND AVE • PORTLAND. OR 97209 . PH: 503.228.6444 • FAX: 503.228.6913 IN L MW IMP i'wwqv-m A '; ,a \ \S'.�"'`f�®�\e III I �_ __ `7 Ku� ON AM MIS, AA MA k1t, � r �Tk't�4' Tni. la 0pp P z ML Cc LU LLJ i - s L° � ; I � n 3 • i I S I i r + Q Cc r C J W V � ce Q ,r/A) o p P I I 1 } 1 54 i 1 a 1 1 •� i 1 1 1 1 ^ I 1 1 1 1 1 s ; 5 1 1 1 EFE 4 ; % FFi9 ' Lr � L C C L Q Lu L v = a + U 0 8 V) � 0 o LL ° a � - 0 w N 0 a < � . \ | , . f . �� C ƒ c 0 � , y ± \ ( � ± } - �� \ \ / / & < . � City Council Study Session June 3, 1999 Ashland Fire Station Expansion Project HISTORY/BACKGROUND INFORMATION Study Session - June 17, 1998 Staff reviewed various alternatives for expansion of the fire station facilities. Staff agreed to update the project program(space needs), discuss property acquisition with adjacent property owners and to have conceptual drawing prepared which would help the council understand the need for acquisition of adjacent property. July, 1998 City hires Peck Smiley Ettlin Architects to prepare preliminary drawings for fire stations 1 & 2. Study Session - October 6, 1998 Council reviewed preliminary drawings by Peck Smiley Ettlin Architects. Those plans clearly indicated that expansion of the facilities would require additional property. Fire Station No. 2 expansion could be accomplished by expansion into the adjacent park property and street right-of-way. Fire Station No. 1 will require the acquisition of the adjacent commercial property. December, 1998 The City has an appraisal prepared for 457 Siskiyou Boulevard-Blue Mountain Cafe. Estimated Real Property Market Value $380,000. Study Session - March 18, 1999 Council discussed the fires station planning effort and agreed to budget fire station No. 1 in the 99-00 budget and to work toward a November 1999 ballot measure. March 22, 1999 The City advertises a Request For Qualifications to solicit architectural firms for the design of the fire station. April 30, 1999 The City selects Peck Smiley Ettlin Architects to prepare pre-bond architectural services for Fire Station No. 1. June 1. 1999 Council approves 99-00 budget which includes expansion of Fire Station No.1. If Fire Station No. 1 Expansion Project SCHEDULE Thursday, June 3, 1999 STUDY SESSION Thursday, June 17, 1999 CITY COUNCIL STUDY SESSION • Refined Design Schemes • Revised Programming Tuesday, June 22, 1999 PUBLIC MEETING (Open House) At Fire Station No.1 7:00-9:00 PM Tuesday, July 6, 1999 CITY COUNCIL PUBLIC HEARING • Review Preferred Alternative • Consider Adoption of Resolution Calling for Bond Election City Council Chambers 7:OOPM Tuesday, November 2, 1999 BOND ELECTION Revised June 3, 1999 Council Communication Public Works Department Vacation of Indiana Street July 6, 1999 Submitted by: Paula Brown Reviewed by: Paul Nolte Approved by: Mike FreemanftP.- Title: A Resolution Setting a Public Hearing to Hear a Petition For, and Any Objections To,the Vacation of a Portion of Indiana Street on Property Owned by Southern Oregon University at the Intersection of Indiana Street and Siskiyou Boulevard. Synopsis: Last year the northerly section of Indiana Street was re-aligned and shifted to the west to align with Wightman Street on the north side of Siskiyou Boulevard(see attached map). The City,the Oregon Department of Transportation(ODOT), and Southern Oregon University(SOU),jointly undertook the project with each entity contributing financially. With the creation of the new right of way,the old section of right of way along the unused portion of Indiana Street can be vacated. Since SOU owns the property on both sides of the vacation, it is assumed that title will revert to them. The vacation will be effective upon deed recordation for the newly re-aligned section of Indiana Street. Recommendation: It is recommended that the City Council adopt the attached resolution establishing a public hearing on August 3, 1999, for the purposed of hearing objections to the vacation of a portion of Indiana Street. Background Information: Prior to the construction and re-alignment of the northerly section of Indiana Street, it was agreed that SOU would provide the new right of way on the newly created Indiana Street alignment and the City would vacate the old right of way along a portion of Indiana Street upon completion of the street construction. This requires a two step process: 1. Create a document for the dedication by SOU to the City of Ashland for the portion of the newly aligned Indiana Street from Siskiyou Boulevard southerly approximately 300 feet. 2. Create a document for the vacation of a portion of Indiana Street that was abandoned with realignment of the street. This action concentrates on the vacation(item 92) only. With the creation of the new right of way,the old section of right of way can be vacated. Since SOU owns the property on both sides of the vacation, it is assumed that title will revert to them. It will be necessary to resolve utility easements for the existing facilities still in place(storm drain, water, sewer and power and communication lines). F:\USER\PAULA\COUNCIL\CC VAC INDIANA STREET SOUDOC RESOLUTION NO. 99- A RESOLUTION SETTING A PUBLIC HEARING TO HEAR A PETITION FOR, AND ANY OBJECTIONS TO, THE VACATION OF A PORTION OF INDIANA STREET ON PROPERTY OWNED BY SOUTHERN OREGON UNIVERSITY AT THE INTERSECTION OF INDIANA STREET AND SISKIYOU BLVD. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. Pursuant to Ashland Municipal Code Chapter 4.16 and ORS 271.080 to 271.150, the City Council of the City of Ashland will conduct a public hearing on August 3, 1999 at 7:00 p.m. in the Council Chambers, 1175 East Main Street, Ashland, Oregon, to hear the petition for, and any objections to, the vacation of a portion of Indiana Street as described on attached Exhibit A. SECTION 2. The city recorder is directed to give'notice of the petition and hearing by publishing a notice in the Daily Tidings, once each week for two consecutive weeks prior to the hearing and such other notice as may be required by ORS 271.110. This resolution was read by title only in accordance with Ashland Municipal Code §2.04.090 duly PASSED and ADOPTED this day of ' 1999. Barbara Christensen, City Recorder SIGNED and APPROVED this day of ' 1999. Catherine M. Shaw, Mayor Reviewed as to form: Paul Nolte, City Attorney PAGE 1-RESOLUTION F:Ulsea\rAUUORD\vaoaeoa mdana evaat.wpd E XH= E3 S T ' .'M L A N D D E S C R I P T I O N That portion of Indiana Street, now of public record, as described and as set forth hereinbelow: Commencing at an iron pipe and bronze disk situated at the section corner common to Sections 9, 10, 15, and 16, Township 39 South, Range 1 East of the Willamette Base and Meridian, Jackson County, Oregon and being more particularly described as follows : THENCE South 89 degrees 40 minutes 31 seconds East along the section line common to 'sections 10 and 15 for a distance of 1536. 12 feet to a point which bears South 01 degree 15 minutes 09 seconds West for a distance of 99 . 935 feet from a set 30 inch long by 1 inch diameter iron pipe with a 3 inch diameter bronze disk situated at the intersection of the Southwesterly right of way line of Siskiyou Boulevard with the relocated centerline of Indiana Street; THENCE leaving said section line, North 01 degrees 15 minutes 09 seconds East along the Southerly extension of the tangent section of the relocated centerline of Indiana Street for a distance of 99.935 feet to a set 30 inch long by 1 inch diameter iron pipe with a 3 inch diameter bronze disk situated at the intersection of the Southwesterly right of way line of Siskiyou Boulevard and the relocated centerline of Indiana Street; THENCE South 56 degrees 06 minutes 29 seconds East along the Southwesterly right of way line of Siskiyou Boulevard for a distance of 96 .,365 feet to an intersection with the Westerly right of way line of Indiana Street, as the same has been re-surveyed, as of this date, said point being the TRUE POINT OF BEGINNING: THENCE leaving said Southwesterly right of way line, South 00 degrees 19 minutes 29 seconds West along said Westerly right of way line of Indiana Street, as re-surveyed, for a distance of 155. 91 feet to a point common to the existing right of way and the relocated right of way of Indiana Street; THENCE leaving said Westerly right of way line, South 89 degrees 40 minutes 31 seconds East for a distance of 30.00 feet to a set 30 inch long by 1 inch diameter iron pipe with a 3 inch diameter bronze disk situated in the centerline of Indiana Street at a point that is common to the new relocated and the retraced centerline of said street; THENCE continuing South 89 degrees 40 minutes 31 seconds East for a distance of 30. 00 feet to a point in the Easterly right of way line of Indiana Street, as re-surveyed; THENCE North 00 degrees '19 minutes 29 seconds East along said Easterly right of way line, as re-surveyed, for a distance of 116 . 095 feet to a point in the Southwesterly right of way line of Siskiyou Boulevard; City of Ashland to S.O.U_ Indiana Street R.O.W. Page 2 THENCE along said Southwesterly right of way line, North 56 degrees 06 minutes 29 seconds West for a distance of 72 . 01 feet to the point of beginning. City of Ashland to S.O.U. June 3, 1999 ref: S01462TB. leg R861BTERHD p�OFESSIONAL . xMLAR'D SURVEY R O R2 JULY 0. 198a HVERETT L. SWAIN 7 " 9 Surveyor's Registration Renewal Date: June 30, 2000 EXH23B2T A ' In I D I co I u4nfiq" j men f 1 3 1 z t 3 1 1 A a 7/ C) e 8 3 S 8 3 3 3 3 1 T ce)c A 77rTr IM I. Q I T C) 111t U I T I11 4 i I In I 1 Ln I (o I n 00 Atl _ cC C Oaf $ J V) ts b = a d �o H O a 9 15 w zo v f a{ad z Q z o Q W 3 v . N9 m f- o ) N H W W W V :D Z z �G Q 00 . C7 O W �.0 . I/ O W LIB d 7 N Q O J r . W W f J V'F� W LU cc as . . ` Q w City of Ashland Public Works Department PRESS RELEASE News Media List Ashland Daily Tidings For more information contact: Medford Mail Tribune Paula C. Brown Channel 5 Public Works Director/City Engineer Channel 10 Ashland, Oregon Channel 12 (541) 488-5587 July 2, 1999 FOR IMMEDIATE RELEASE FOLLOW-UP ON THE WASTEWATER TREATMENT PLANT SPILL On July 1, 1999 at approximately 6:15 pm, City staff was notified of an apparent sewage leak at the Ashland Creek Pump Station as our contract personnel were leaving the site. The Pump Station is located at the northern end of the Wastewater Treatment Plant approximately 20 feet from Ashland Creek. Plant personnel were on the site at 6:30 pm. At that time, it was observed that pump#1 was pumping into the dry well, and had actually failed to pump into the wet well. Raw sewage had backed up in the dry well and was leaking onto the ground adjacent to the pump station. It is estimated that less than 20,000 gallons was released from the pump station building onto the ground. Less than that amount actually reached the creek. Plant personnel were able to manually trigger pump#2 and pump #3, which immediately took care of the influent sewage. This spill is the first sewage spill at the Wastewater Treatment Plant since the January 1997 flood. The pump station is old and has older equipment. The entire Ashland Creek Pump Station is scheduled for replacement and new equipment later this summer. After assessing the problem, staff determined that a piece of wood had broken the impeller allowing the pump to operate, but not correctly. Because the pump did not shut off, the other two reserve pumps did not kick on as would normally have happened. All required notification procedures were appropriately followed and staff contacted DEQ, Health Department, and the City of Talent. Staff is taking coliform samples of Bear Creek above Talent to determine when the creek is no longer affected. Flows in both Ashland Creek and Bear Creek are actually high and will help to dilute the sewage that did reach the creek as a result of this accident. It is expected that Bear Creek will be at normal and acceptable pollution levels this afternoon. The City of Talent uses both Wagner Creek and Bear Creek as sources for their drinking water which is treated at their Bear Creek Water Treatment Plant. Results of any creek samples will be forwarded to the City of Talent. The City will take the following corrective actions: 1) Check the source of any potential construction materials entering the lift station- could be from the construction at the treatment plant or other construction activity within the City where the sewer system is not yet fully operational. 2) Add a large grate on the lift station and initiate daily cleaning procedures so that we avoid the potential for introducing large objects into the pumps. 3) Install an alarm on the dry well. 4) Replace the Ashland Creek Lift Station scheduled for this summer. s*sss Council Communication Administrative Services Department July 6, 1999 Submitted by: Dick Wanderschei m Approved by: Mike Freeman in Third Annual Report on Implementation of the Valdez Principles. Synopsis: The 10th Valdez principle requires an annual report on implementation. Recommendation: Informal presentation only, no Council action is required. Background Information: The first annual report on implementation of the Valdez Principles was delivered to the Council in July of 1997. It was a list of City programs and initiatives broken down by the category of each of the ten Valdez Principles. It was updated in 1998 and this year, it is being updated again. New items have been added to the list and they are being shown in italics. City Activities and Initiatives that Support the Valdez Principles July, 1999 (Items in italics are new to the list this year) I. PROTECTION OF THE BIOSPHERE a) Environmental and Physical Constraints Ordinance b) Flood Plain Ordinance C) Herbicide Policy d) Ashland Watershed Partnership Participation and Policy e) Roca Creek Project f) Ashland WTP Wetlands Demonstration Project g) Hillside Development Ordinance h) Ashland Creek Restoration Project i) Air Quality Programs j) Storm Water Master Plan k) Fire Department Vehicle Washing Policy 1) Riparian Ordinance Revisions m) Ashland WWTP Upgrades n) Street Standard Revisions o) Storm Drainage Cleaning and Maintenance P) Erosion Control Planning and Bank Stabilization Measures in Public Works Projects q) Installation of Storm Ceptor in New Winburn Way Bridge r) Construction Training for Creek Protection by Public works s) Granite Street Quarry Restoration Project 2. SUSTAINABLE USE OF NATURAL RESOURCES a) Renewable Resource Generation Policy b) City's Solar Water Heating Program C) Performance Standards Development Ordinance d) City's Electric Vehicle e) Transportation Plan f) Bicycle Commission Activities g) City Open Space Acquisition Plan h) Comprehensive Water Supply Study i) 1,000,000 Solar Roof Pilot Program j) New Bike Path Along Railroad ROW k) Green Power Investigation by the City's Electric Department l) Certified Wood Program m) 20% Water Conservation Goal of Comprehensive Study n) Chamber of Commerce Wise Resource Usage Booklet Provided to Every Household in Ashland. o) Water Efficient Landscaping Tour p) New Irrigation Efficiency Pilot Program 3. REDUCTION AND DISPOSAL OF WASTE a) City's Recycling Programs b) Styrofoam Ban C) Composting Programs d) Conservation Commission Activities 1) Tree Free Paper Utility Bill Insert 2) Green Schools Program 3) Conservation Commission Video Production 4) Green Business Program S) Adopt-A-Street Program 6) Water Efficient Landscaping Tour 7) Water Wise Newspaper Articles e) Minimize the use of chemicals in City Public Works Operations f) Asphalt Reuse by Public Works g) Revision to City's Styrofoam Ordinance h) Water Based Street Paint 4. WISE USE ENERGY a) Performance Standards Development Ordinance b) City's Electric Vehicle C) Transportation Plan d) Conservation Commission Activities e) Resource Conservation Manager Program (City, SOU, School District and Ashland Chamber of Commerce) f) Energy and Water Conservation Programs 1. Horizontal Axis Washing Machine Rebate Program 2. Heating/Cooling Duct Testing and Improvement Program 3. Transition to City Funding from BPA of Electric Utility Conservation Programs g) Certified Wood Program 5. RISK REDUCTION a) Herbicide Policy b) EMF Policy C) Revisions to City Emergency Management Plan d) Ongoing Training and Simulations of Emergency Situations e) Ongoing Safety Training of City Field Personnel fl Y2K Preparedness g) Community Emergency Response Team Program h) Fire and Police Department Videos i) School Safety Programs j) New Fuel Tanks at the City Yards and Airport C. SAFE PRODUCTS AND SERVICES a) Herbicide Policy b) Environmental Training for Public Works Field Personnel C) Consultation by Public Works with AWP Members or Other Local Experts on Appropriate Environmental Techniques d) Construction Notices to Affected Properties in Advance of Public Works Projects e) Certified Wood Program 7. DAMAGE COMPENSATION a) Ashland Creek Restoration Project 8. DISCLOSURE a) Herbicide Policy b) EMF Policy C) Environmental Training for City Field Personnel d) Construction Notices for City Projects e) 1998 Water Quality Report (Published July 1998) 9. ENVIRONMENTAL DIRECTORS AND MANAGERS Dick Wanderscheid has Environmental Affairs as a designated responsibility. 10. ANNUAL ASSESSMENT This is the third annual report submitted to the City Council as required by the 101h of the Valdez Principles. ``may.pF ASy�20 4' y, " .OREGON... ' CITY OF ASHLAND 'aft ACTION PLAN: ONE YEAR USE OF FUNDS Fiscal Year 1999-00 Prepared for: The U.S. Department of Housing and Urban Development By: The City of Ashland Department of Community Development Planning Division Ashland, Oregon The City of Ashland has been allocated $221,000 of Community Development Block Grant funds for Fiscal Year (FY) 1999-00 by the Department of Housing and Urban Development (HUD). This document, the Action Plan for FY 1999-00, describes the projects that the City will undertake and the manner in which the projects are consistent with the priorities of the Five-Year Consolidated Plan. In addition, the Action Plan describes the activities the City will undertake addressing homeless households, affordable housing and lead-based paint hazards. Below is a table summarizing the projects funded by CDBG dollars in FY 1999-00. CDBG Projects for Fiscal Year 1999-00 Project Recipient Activity Name Location CDBG #Households or ID Organization Funds Persons Assisted Annually 1 ACCESS, Inc. Ashland Community Ashland city $90,000 3 to 4 Low Land Trust limits Income Households 2 Interfaith Care Staff-House 144 N. $23,650 3,500 -Low Community of Manager, Family Second Income Persons Ashland Shelter Coordinator Street and Client Advocate 3 Jackson Ashland Ashland city $29,000 5 to 6-Low and County Home Rehabilitation limits Moderate Income Housing Program Households Authority 4 The Salvation Food Boxes for 1668 $ 1,000 40 Food Boxes Army Distribution at Social Ashland (3 supply)-40 Service Center Street Low and (Thrift Store) Moderate Income Households 6 City of Accessibility Accessibility $13,000 853 mobility Ashland Improvements Improvemen impaired citizens is to Public Buildings 7 City of Sidewalks Sidewalks in $22,350 city wide Ashland Eligible Neighborho ods 8 City of Administration $42,000 city wide Ashland The Five-Year Consolidated Plan is the planning document required by the U.S. Department of Housing and Development (HUD) for the receipt of the City's Community City of Ashland Action Plan for Fiscal Year 1999-00 Page 1 Development Block Grant (CDBG) funding. The purpose of the Consolidated Plan is to outline a strategy the City will follow in using CDBG funding to achieve the goal of the CDBG program, "to develop viable urban communities by providing decent housing and a suitable living environment and expanding economic opportunities principally for low- and moderate-income persons." In 1995, the City completed the Five-Year Consolidated Plan. Every year thereafter, the City is required to submit an Action Plan. The priorities of the Five-Year Consolidated Plan are listed below. The priorities are not ranked in order of importance. The remainder of the document if formatted according to the priorities. Priority Housing Needs A: Increase Affordable Rental Housing Availability for Low-Income Households B: Provide Ownership Programs to Low-Income Families C: Maintain Existing Housing Stock Priority Homeless Needs A: Homeless Prevention B: Provide Services to Homeless Youth C: Transition of Homeless to Permanent Housing D: Provide Emergency Shelters and Transitional Housing Other Special Needs A: Support Services for Elderly and Disabled Priority Non-Housing Community Development Needs A: Construct and Improve Sidewalks in CDBG Eligible Neighborhoods B: Provide Accessibility Improvements to City-Owned Buildings C: Support Public Service Operations D: Support Safety Improvements in Low-Income Areas City of Ashland Action Plan for Fiscal Year 1999-00 Page 2 oil Priority Housing Needs A: Increase Affordable Rental Housing Availability for Low- Income Households Rental Assistance Program Action to meet priority and time-line: The initial costs of rental housing in Ashland, including first and last month's rent and a security deposit, are barriers preventing some low-income residents from improving their living conditions. In May 1998, the Housing Commission began the Ashland Rental Assistance Program. The purpose of the Ashland Rental Assistance Program is to provide low- to moderate-income Ashland households with the up-front cost of obtaining rental housing. Rental assistance is made in the form of short-term loans to qualified applicants for use toward the first or last month's rent, security deposit and other move-in fees. The maximum amount is $750 and the loan must be repaid in full within 15 months at a rate of 5 percent per annum. The participant(s) must be a resident of Ashland and must have resided, or worked in Ashland for a period not less than 6 moths prior to the date of application for assistance. The household income of the participant(s) shall not exceed 100 percent of the median income level for Jackson County, Oregon, and is required to be at a level commensurate with monthly payment obligations. The participant(s) is billed through the City utility billing process. The program is administered by ACCESS, Inc., a local non-profit organization. FY1998-99 Number of Households Assisted: 9 households - 9 loans fora total of $6,000 Funding sources for this proiect include: City of Ashland Housing Trust Fund Probable Funding Level: $30,000 B: Provide Ownership Programs to Low- to Moderate- Income Families Ashland Community Land Trust Action to meet priority and time-line: The City will provide CDBG funding to ACCESS, Inc. for the purchase of 3 to 4 parcels to use in the Ashland Community Land Trust City of Ashland Action Plan for Fiscal Year 1999-00 Page 3 (Project 1). ACCESS, Inc. has been working in cooperation with the Ashland Housing Commission to form a private non-profit corporation, the Ashland Community Land Trust. The purpose of the land trust is to create and sustain long-term affordable housing in the city limits of Ashland for low and moderate income families. The land trust will develop homes and sell them to low-income residents. The land trust acquires and holds land, while the improvements are sold to the low-income residents. Funding sources for this project include: CDBG funds Projected Number Households to be Assisted: 3 to 4 in FY1999-00 Probable Funding Level:evel: $90,000 Affordable Housing Program Action to meet priority and time-line: The City currently provides a density bonus to developers who construct affordable rental and ownership units. The City also defers the system development charges for affordable rental and single family homes. The deferred system development charges become a "sleeping second" mortgage and are only activated if the home is sold outside the program, or the rents exceed the maximum rent limit set by HUD. The participants can earn up to 130 percent of median income. The program is ongoing. FY1998-99 Number of Households Assisted: 11 households Funding sources for this project include: The City of Ashland's general fund forgoes collecting the systems development charge. Projected Number Households to be Assisted: 10 in FY1999-00 Probable Funding Level: $100,000 Home Ownership Program Action to meet priority and time-line: The down payment and/or closing costs associated with purchasing a home are barriers preventing some low-income residents from owning their homes. In May 1998, the Housing Commission began the Ashland Home Ownership program. The purpose of the Ashland Home Ownership Program is to provide qualified participants assistance with down payments, closing costs, and in some cases, renovation funds for the first time purchase of a residence in the City of Ashland. The maximum amount of assistance provided by this program is $2,500 per City of Ashland Action Plan for Fiscal Year 1999-00 Page 4 household. The assistance is made in the form of short-term loans to qualified applicants. The maximum amount is $2,500. The loan payments are deferred for 5 years, then amortized over 10 years at a rate of 5 percent per annum. The participant(s) must be a first time home buyer, and the household income can not exceed 100 percent of the median income for Jackson County, Oregon. In addition, the participating household must not have liquid assets in excess of$5,000, excluding any such asset used toward the purchase of the home, nor have ownership in any other real property. The participant(s) must complete a home ownership program approved by the City of Ashland. The participant(s) must be a current resident of the City of Ashland, and must have resided, or worked in Ashland for a period not less than 6 months prior to the date of application. The dwelling must be located within the Ashland city limits. The program is administered by ACCESS, Inc., a local non-profit organization. M 998-99 Number of Households Assisted: 3 households - 3 loans for a total of $7,500 Funding sources for this project include: City of Ashland Housing Trust Fund Probable Funding Level: $30,000 Housing Commission Action to meet priority and time-line: The Housing Commission was established in 1995 to monitor the accomplishments of the City's housing program, to make recommendations to the City Council on housing policy, and to serve as an advocate for affordable housing in the City's political process. The Housing Commission will also oversee specific affordable housing projects undertaken by the City in partnership with private groups. Funding sources for this project include: Federal CDBG and City of Ashland general funds utilized for staff support. Technical Assistance Action to meet priority and time-line: The City will provide technical assistance to nonprofit organizations whose mission includes providing affordable housing. This technical assistance will include, when necessary, providing information on zoning, educating agencies on the planning process and providing information on the City's affordable housing program including deferred systems development charges and City of Ashland Action Plan for Fiscal Year 1999-00 Page 5 density bonuses. The City of Ashland will provide technical assistance through the Planning Division as requested and will support applications consistent with the Consolidated Plan. Funding sources for this project include: Federal CDBG and City of Ashland general funds utilized for staff support. C: Maintain Existing Housing Stock Home Improvement Action to meet priority and time-line: Approximately 1,608 of the owner-occupied homes in Ashland were built before 1960. According to census data for 1990, 444 of these homes were owned by a family making 50% or less of the area median. More specifically, 205 of those very low income homeowners were elderly. The City of Ashland awarded a grant for FY 1999-00 that targets home improvements to older homes owned and/or occupied by low-income households. Jackson County Housing Authority received $29,000 to provide emergency home repairs to homes owned by low-income households (Project 3). While these programs do not specifically provide ownership to new or additional households, the projects are vital to preserving the housing stock for low-income persons in the City. Funding sources for this project include: Federal CDBG funds Projected Number Households to be Assisted: 5 to 6 low-income households. Probable Funding Level: $29,000 Priority Homeless Needs A: Homeless Prevention and B: Provide Services to Homeless Youth Encourage and provide support to non-profit agencies Action to meet priority and time-line: The City will provide CDBG funding to the Interfaith Care Community of Ashland (ICCA) for three staff positions - House Manager ($13,000), Family Shelter Coordinator ($6,019) and Client Advocate ($4,631) (Project City of Ashland Action Plan for Fiscal Year 1999-00 Page 6 2). The House Manager will supervise activities at 144 North Second Street. This is a new position that had been performed by a Jesuit Volunteer. However, the Jesuit Volunteer Program was eliminated from Jackson and Josephine Counties, and therefore ICCA will not have these staffing resources in the future. The Family Shelter Coordinator is a new position which supervises the Church Shelter Program. The Church Shelter Program provides approximately 10 persons a night a place to sleep. The program had been staffed by volunteers and offered on an intermittent basis. The staff position will allow this to be expanded to 6 months a year. The Client Advocate position is existing, but the additional funding will allow it to expand .25 FTE. The additional staff time will be used to train and supervise a volunteer in advocacy methods. Funding sources for this project include: Federal CDBG funds Projected Number Households to be Assisted: 3,500 low-income households Funding Level: $23,650 Action to meet priority and time-line: The City will provide CDBG funding to the Salvation Army for food boxes to be distributed at the Social Services Center at 1668 Ashland Street (Thrift Store) (Project 4). Approximately 40 food boxes which provide a 3 day supply will be produced and distributed. Funding sources for this project include: Federal CDBG funds Projected Number Households to be Assisted: 40 low-income households Funding Level: $1,000 Technical Assistance Action to meet priority and time-line: The City will offer technical assistance and support to nonprofit organizations who apply for funding that is consistent with the Consolidated Plan. Funding sources for this project include: Federal CDBG and City of Ashland general funds utilized for staff support. City of Ashland Action Plan for Fiscal Year 1999-00 Page 7 C: Transition of Homeless to Permanent Housing and D: Provide Emergency Shelters and Transitional Housing The City does not plan to use funds made available for this activity during FY 1999-00. Other Special Needs A: Supportive Housing for Elderly and Disabled Encourage and provide support to non-profit agencies The City does not plan to use funds made available for this activity during FY 1999-00. Priority Non-Housing Community Development Needs A: Construct and Improve Sidewalks in CDBG Eligible Neighborhoods Action to meet priority and time-line: The City has made a commitment to sidewalk improvements in low-income neighborhoods by allocating 10% of the total CDBG funding for sidewalk improvement and new construction annually (Project 7). The Public Works Department operates a two-year sidewalk cycle for CDBG funded sidewalks. $22,350 of the 1999-00 allocation will be used towards installing sidewalks and wheelchair ramps in eligible neighborhoods. FY1998-99 Sidewalks Constructed $68,365 used to construct the following projects: • Iowa St., 4 blocks of sidewalk on north side of the street from S. Mountain Ave. to Wightman St. - $27,627 • Seventh St., 3 blocks of sidewalk on east side of the street, E. Main St. to A St. - $18,918 • Siskiyou Boulevard, 3/4 of a block of sidewalk on north side of the street between Park St. and Faith Ave. - $5,000 • Sidewalk Wheelchair Ramps - 29 wheelchair ramps installed throughout the city - $16,820 City of Ashland Action Plan for Fiscal Year 1999-00 Page 8 Funding sources for this project include: Federal CDBG funds Funding Level: $22,350 B: Provide Accessibility Improvements to City-Owned Buildings Accessibility Improvements to City-Owned Facilities Action to meet priority and time-line: The City is committed to providing accessibility improvements to City-owned buildings and allocated 6% of the total CDBG for that purpose (Project 6). Historically, 10% of the yearly allocation has been dedicated to accessibility improvements. However, this category has the largest carry over and the projects have been the most difficult to implement. In addition, program administration costs have been increasing. As a result, 4% of the total allocation was redirected to program administration to address increasing staff costs. As a result, 19% of the total allocation will be used for staff costs which is under the 20% allowed by the CDBG regulations. Projects will include: purchasing and installing signage, restroom partition modifications, installing a wheelchair accessible counter in City Hall's Utility building, modification of the front door to Fire House One, install lighted exits in all buildings, and replace drinking fountain in the Civic Center building. Projects will be completed during FY 1998 - 1999. Funding sources for this project include: Federal CDBG funds Projected Number Households to be Assisted: 853 mobility disabled Ashland residents Funding Level: $13,000 C: Support Public Service Operations Health Care Services The City does not plan to use funds made available for this activity during FY 1999-00. City of Ashland Action Plan for Fiscal Year 1999-00 Page 9 D: Support Safety Improvements in Low-Income Areas The City does not plan to use funds made available for this activity during FY 1999-00. City of Ashland Action Plan for Fiscal Year 1999-00 Page 10 Funding Table REVENUE FY 1999-00 CDBG Allocation $221,000.00 Program Income received prior to start of program $0.00 year Program Income expected during current program $0.00 year Carry Over(see explanation below) $88,598.00 Total Funds Available $309,598.00 ALLOCATIONS ACCESS, Inc. -Ashland Community Land Trust $90,000.00 Interfaith Care Community of Ashland -Staff $23,650.00 Positions Jackson County Housing Authority -Ashland $29,000.00 Rehabilitation Program The Salvation Army -Food Boxes $1,000.00 City of Ashland -Accessibility Improvements $13,000.00 City of Ashland -Sidewalk Improvements $22,350.00 City of Ashland -Administration $42,000.00 TOTAL ALLOCATIONS $221,000.00 TOTAL FUNDS UNPROGRAMED so Carry Over Twenty percent of the carry over, $18,000, is an unspent grant awarded to Options for Southern Oregon, Inc. in FY1998-99 for Clinical Staff for the StarThistle Apartments at 1971 Siskiyou Boulevard. Staff is working with Options for Southern Oregon, Inc. to determine if the funds will be used in FY1999-00. Approximately 30%, $26,192, is a carry over from funds allocated to sidewalk projects and 45%, $40,153, is carry over from funds allocated to accessibility improvements. The sidewalk and accessibility funds will be rolled over into the FY 1999-00 projects. The remaining $4,253 are undedicated funds. City of Ashland Action Plan for Fiscal Year 1999-00 Page 11 Anti-Poverty Strategy The causes of poverty on the surface appear simple, people are poor because they lack resources. Yet neither the causes of, nor the solutions to poverty are simple. The structure of local government has a role in assisting people out of poverty but they are just one player in a field of many. The City of Ashland provides funding for economic development, social service provision, and Community Development Block Grant eligible activities. For example, the City dedicates transient occupancy tax funds to economic development. The bulk of these funds go to enhance and support businesses with an emphasis on tourism. The City also dedicates general fund dollars to assist social service agencies. These agencies provide services to the extremely low-, low-, and moderate-income residents of Ashland. These service agencies, primarily located in Medford, include Community Works, the Community Health Center, Interfaith Community Care of Ashland and others. Finally, the City, as a CDBG entitlement community, has access to a stream of funding specifically designated for low- and moderate-income persons. For the past three years these funds have been used to increase services to households at-risk of becoming homeless, homeless households and homeless and at-risk youth. Reduction of Barriers to Affordable Housing The City of Ashland has made a serious effort to address the issues of housing affordability. An Affordable Housing Committee was formed in 1990 and reconvened in 1994 to search for ways to provide economical housing in Ashland. In 1995 a formal Housing Commission was formed. The Housing Commission will endeavor to create policies that will allow additional housing opportunities for low- and moderate- income Ashland households. As a result of these committees' findings the following changes have been made: 1) Accessory Apartments The Conditional Use Permit Procedure was changed in 1990 to allow an accessory apartment or cottage within single family residential zones. This provided valuable affordable housing units without unreasonable impacts on the neighborhood. A total of 57 units have been made legal or been newly City of Ashland Action Plan for Fiscal Year 1999-00 Page 12 constructed of which 2 were approved in FY 1998-99. 2) Residential Density Rollbacks with Incentives for Affordable Housing In 1980, Ashland increased development densities in order to encourage the building of more affordable homes. What occurred, however, was that expensive homes were built on smaller lots. Modification of densities in single-family zones were reduced from that level back to the 8,000 to 10,000 square foot lot size and in multi-family zones to 12 dwelling units per acre. Higher densities would be allowed only when affordable housing is guaranteed. All density bonuses (for energy efficiency, landscaping, etc.) were limited to 40%. An additional 20% density bonus was granted for providing affordable housing. 3) Deferred System Development Charges for Homes Constructed under the Affordable Housing Program This provision of the affordable housing program works in conjunction with the affordable housing density bonus. To increase the affordability of newly constructed homes or rentals the City defers the system development charges which can be between $6,000 and $8,000 for a three bedroom two-bath unit. This fee becomes a "sleeping second" on the mortgage. This second is not awakened unless the home or rental is sold outside of the program. In the event the home or rental is sold outside the program the SDCs are paid back plus six percent interest accrued annually. If the home or rental remains affordable for 20 years the SDCs are forgiven and if it is sold within the program the SDCs are simply transferred to the next owner. 4) Manufactured Housing Manufactured housing can involve significantly lower costs than conventional housing. Ashland adopted standards and overlay zone that complied with state law and permitted manufactured homes on individual lots in areas outside the historic district. As a result approximately six manufactured homes have been placed in residential neighborhoods throughout the City. 5) Ashland Rental Assistance Program See page 3 for information about the Ashland Rental Assistance Program. City of Ashland Action Plan for Fiscal Year 1999-00 Page 13 6) Ashland Home Ownership Program See page 4 for information about the Ashland Home Ownership Program. Lead-Based Paint Hazard The City of Ashland will coordinate services, if staffing is available, with Jackson County Health Department to conduct a survey to determine the extent of lead based paint hazard that exists in the City of Ashland. Coordination Resources The City will utilize the Community Development Block Grant funds (CDBG) as long as the program exists. The City will look to non-profits to pursue funding for housing for special needs populations and the homeless. The City will support these non-profits with technical assistance and assist with applications for funding. Housing Delivery System The Housing Authority of Jackson County is the primary agent working with the City of Ashland to deliver public housing to Ashland citizens. Housing Authority programs include managing public housing units, screening applicants for rental assistance, providing vouchers and certificates to eligible applicants, acquiring additional units and inspecting units to be sure suitable standards are maintained. It is expected that new housing will continue to be unaffordable because of the high cost of land and development. The City will encourage and support new construction efforts by nonprofit organizations and will provide technical assistance when necessary. Theoretically there are very few gaps in the delivery of housing and service for extremely low- and low-income households. The Rogue Valley has competent nonprofit agencies with the capacity to provide for a continuum of housing and the services necessary to move households from homelessness to stability. The gap that exists is primarily caused by a lack of resources. The gap created by City of Ashland Action Plan for Fiscal Year 1999-00 Page 14 lack of resources is most apparent in the delivery of emergency and transitional housing in Ashland and the Rogue Valley. The non-profit housing and service agencies can bridge this gap by finding funding for renovation, and the acquisition of property. The City will assist in bridging this gap through encouragement and technical assistance support. Monitoring The City of Ashland, as the grantee for CDBG grants, will monitor the subrecipients on a quarterly basis. Staff will maintain a close working relationship with the subrecipients. The goals set forth in the Consolidated Plan will be monitored on a yearly basis. The City would like to maintain its role as a supportive partner and stimulate new partnerships with nonprofit and public agencies. In the future, if the strategies are not being met in this manner, the City will consider other actions to accomplish goals. Public Participation Plan A public meeting was held on March 11, 1999 to obtain input and to award grants to local non-profit organizations. The meeting was noticed in the Public Meeting Calendar in The Ashland Daily Tidings on March 10, 1999. A copy of the minutes from the meeting is attached. At this meeting, the CDBG Budget Subcommittee awarded $143,650 of the FY 1999-00 CDBG allocation as grants to four local non-profit organizations. These projects and organizations are listed in the table on page 1. The awards were finalized when the City Council held a public hearing and adopted the City of Ashland 1999-00 Annual Budget on June 1, 1999. A copy of the minutes is attached. The public comment period for the draft One Year Use of Funds Action Plan for Fiscal Year 1999-00 began July 5, 1999. A notice was published on July 5, 1999 in The Ashland Daily Tidings. A copy of the notice is attached. Written comments were received ? and copies are attached. - The second public hearing was held by the Ashland City Council on July 20, . 1999. A notice was published on July 5, 1999 in The Ashland Daily Tidings. A City of Ashland Action Plan for Fiscal Year 1999-00 Page 15 copy of the public notice is attached. ? public testimony was received at the public hearing. City of Ashland Action Plan for Fiscal Year 1999-00 Page 16 Community Development Block Grants Subcommittee Minutes March 11, 1999 City Council Chambers Subcommittee members present: Richard Nichols, David Williams, Cate Hartzell Jim Moore, Steve Hauck,. Absent were Regina Stepahin and Cameron Hanson. Staff present: Maria Harris, Kathy Griffin, and Bill Molner. Meeting called to order at 7:05 p.m. by Cate Hartzell Hartzell began by amending the agenda to include public input. 1. Staff Report Harris explained the history of CDBG funds, when the money is allocated, how the money can be used, and who can receive it. The City will receive $221,000 for the 1999/2000 CDBG allocation. $143,650 is available for grant awards. Federal regulations cap the amount of funds that can be spent on"public service" projects at 15% of the City's allocation of$221,000, or $33,150, which can be used for soft costs (public services). The rest must be used for bricks and mortar projects. Williams asked what happens to the rest of the money. Harris answered that it's Williams what allocated for sidewalks; part allocated to accessibility projects; rest is for administrations. Not equipment. Williams said he thought fire department equipment is a legitimate use of CBDG funds. So if the City is short of fire fighting equipment, could we use part of this money. Maria answered that if a public facility were being built, then the fire fighting equipment (sprinkler systems) would qualify. 2. CDBG Applicant Presentations ACCESS First presenter was ACCESS. Presenting were Cindy Dyer from ACCESS, Gerry Sea from the City of Ashland Housing Authority, and Madeline Hill from the City of Ashland Housing Authority. The proposal is for the creation of a community land trust, a nonprofit organization that will acquire and hold land for low income people. They have identified sites within Chautaqua Trace subdivision. They came to the City because they are just forming the land trust and didn't want to worry about financing. With this model, the purchaser would lease the land during homeowner, and could only sell to someone who meets the same criteria. Williams asked how the property taxes would be handled. Dyer advised that in other areas the tax assessors can assess the building and land separately. The property is taxed at a lower rate, and the homeowner pays the taxes. Sea went on to explain that with this land trust, the purchaser would lease the land during home ownership could only sell to someone who meets the same criteria. Moore commented that there were three lots, and he asked whether there would be three or six units since the buildings are duplexes. Dyer said three. Nichols asked whether the costs include all street improvement? Yes said Dyer. Hartzell asked whether the intention was to build single family residence. Dyer said no, and went on to say they haven't started the negotiations. Hartzell asked whether they have enough to buy three sites, each having duplex. No, said Dyer,just three homes. HOUSING AUTHORITY OF JACKSON COUNTY Sandy Cook presented for the Housing Authority. The want to help provide emergency repair funds for items such as leaking roofs, and they have a need for funding so they can continue with their work. Nichols wondered that in case of death, would the heirs assume responsibility for the loan? Yes, per Sandy, it transfers to the heirs, but must be paid upon sale of the property. Hartzell asked how they prioritize the requests. They are done on a first come, first serve basis with emergency repairs taking priority. Hartzell asked whether the request included overhead; no, it's separate. ICCA Debbie Miller presented for ICCA. They are here to ask for funding for staff positions. They log many requests, and rely on volunteers. Asking to hire and retain FTE whose duties will better serve population. Also, they would like to hire a House Manager .62 FTE because they need someone to oversee laundry, kitchen, and voice mail. Would also work with client to provide direction and referrals. The emergency shelter completed 3rd winter. Coordinator is needed, because program is too large. The coordinator will be paid $6K annually for .6FTE. Also need a small amount for supplies including medicines, diapers, etc. Sharon Schreiber spoke also; she said their strongest point is that they leverage every dollar. Shelter nights could increase to 6000 per year. She said they use church facilities and a family could stay and be provided with meals. They also offer job counseling, and a job search is available. Nichols asked whether with additional staffing they could expand their program to six months. Yes, and actually they are hoping to expand to eight months. She pointed out that there is a typo in the application: client advocate should say house manager. Hartzell said she assumed they would use the Ashland money for staff. Yes. Harris said she was confused. Shows using 423,400 to fund 2.4 FTE. No,just a house manager and coordinator. The hours are 25 and 32 per week respectively. SALVATION ARMY Steven Bright represented the Salvation Army. He advised the committee that the person who wrote the proposal, Bob Roome, was not here. They are asking for $15K to run social service center at Ashland store. He went on to say that the program provides food and vouchers for gas and medicine for homeless and indigent. Asking the City because it's used by citizens of Ashland. The question was asked why the organization didn't submit a regular application. Harris said it was her doing. She told Roome that as long as they used the RFP format it would be okay. Hartzell asked whether it would be alright to use money for this program since they are already running it. Harris said the money could be used for new programs or expansions of old programs. Hartzell commented that it looks like there's a deficit from 1998, and we can't put money against it. Wondered if they could determine how the money is spent. Harris said she could; the contract would be very specific. Bright said that Ashland is running somewhat below even. Williams stated all of expenses are a deficit because no revenues in Ashland. They are looking to give more provisions to people not pay deficit. Hartzell stated one of short comings is we can't tell what is Ashland and what is Medford. Main cost is to facilitate goods brought in and given out. Each situation different. Hartzell sees duplication with ICCA. Right says the main thing is food; they see more people in Ashland coming in for food. food. He went on to say that he's seen ICCA and the Salvation Army work together; not a duplication. 3. Public Input Joan Dean from Ashland emergency food bank spoke in favor of ICCA. She stated that they don't have any expenses; they never turn people away; they've done with all collections from people in Ashland. She went on to say that they have served the community without government funding or grants. She feels they are not just feeding someone, ICCA helps the whole person. 4. Discussion Hartzell suggested using the green sheets that she provided. Hauck stated that they have two sets of applications: social services and bricks and mortar. Williams feels that social services should get most of money: $33,150. The group started by offering proposals on how to proceed. Hauck began with his suggestions for allocations. Williams went through his preferences; then, Nichols did. Moore stated his preferences of$90,000 to the Land Trust, $30,000 to the Housing Authority, $5,000 to the Salvation Army, and the remainder to ICCA ($18,650). Hartzell gave her preferences and a discussion followed. Motion by Williams to accepted Moore's proposal. Moore seconded. Discussion followed. Hartzell wanted to separate the bricks and mortar. She wanted to keep the discussion open. The committee continued a debate that focused on the Salvation Army, especially the lack of information. Hauck said he was willling to give the Salvation Army $1000. Hauck moved to amend the original motion to accept his allocations of: $90,000 to ACCESS; $29,000 to the Housing Authority; $23,650 to ICCA; and $1000 to the Salvation Army. Ayes: Hartzell, Hauck, and Moore. Nays Nichols and Williams. Motion passed. 5. Allocations ACCESS $90,000 Housing Authority of Jackson County $29,000 ICCA $23,650 The Salvation Army $1000 Meeting adjourned at 9:35. MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL June 1, 1999 Civic Center Council Chambers, 1175 E. Main Street PLEDGE OF ALLEGIANCE Mayor Shaw called the meeting to order at 7:00 p.m., in the Civic Center Council Chambers. ROLL CALL Councilors Laws, Reid, Hauck, Hanson, Wheeldon, and Fine were present. APPROVAL OF MINUTES Minutes of the Regular meeting of May 18, 1999 were approved with the following amendments: page 2, first ' paragraph,second sentence should read, "Noted how the City of Bend had not kept a tight urban reform....";third paragraph,sentence should read"..designed to reduce global warming in relation to the whole transportation issue,..."; page 6, under item 5, first paragraph, last sentence should read,"...entered an establishment that had its liquor license all but revoked...". SPECIAL PRESENTATIONS&AWARDS (None) 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. Councilor Wheeldon requested amendment to minutes of May 6, 1999 Council Study Session page 2, second paragraph should read, "Wheeldon felt that they had gained a better understanding of the strategic planning process and should continue to clarify expectation of the council." Councilor Fine requested amendment to minutes of May 20, 1999 Council Study Session page 1, last paragraph, third sentence, item 3); to delete "define public access and make it applicable" and add to the sentence, "and right of public to give input." Councilors Wheeldon/Fine m/s to approve Consent Agenda. Voice Vote: All AYES. Motion passed. PUBLIC HEARINGS I. 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. Assistant Administrator Greg Scoles presented synopsis of request to pursue expansion of the existing library facility. Explained that the information on overall costs was included in City Council Meeting 6-01-99 Page I of 8 council packet Scoles noted that Library Committee had met several times to review new proposal and that the cost has been reduced to $5.9 million. Explained that in order to reduce costs associated with the library expansion, several items were explored. Noted that no longer was acquisition of adjoining property required, and stated that an analysis of the overall service area population numbers reduced the programming need in total square footage for the library facilities. Introduced SERA Architects who presented revised proposal. John Echlin of SERA Architects presented plan drawings showing schemes from previously presented plans and current revised plans. Stated that the project is completely contained on the property owned by the city, and that they worked with assumptions that were gained from the previously held public workshops in regards to retaining the historic significance of the existing Carnegie Library. Stated that the entry-way is identical to the plan that was previously presented, and indicated where other entry ways were into the building. Explained how each of the floors would be used and that they had added a "front porch" type element to the building. Stated that the main differences between the current building proposal and past building proposal was in keeping the volume very simple and classical in its proportions to be compatible with the existing Carnegie building. Peter Meijer, SERA Architects explained the budget associated with the project and presented comparison of costs from previous proposal to current proposal. Stated that the cost estimates are based on a revised floor plan and that the 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. Stated that the $152.66 sq/ft is a standard comparison cost for building. George Kramer spoke on the compatibility of the proposed design and the downtown area. Felt that the current parking problems associated with the current library is a testament to the use of the library. Gave brief history on how the library came about and the importance of Carnegie. Scoles pointed out that the new estimate of$5.9 changed the assessment from $.5852/yr to $.4595/yr. Action tonight being requested is direction to continue pursuing this project for a November ballot election. PUBLIC HEARING: Open 7:42 p.m. Russ Silbiger/562 Ray Lane/Questioned the expense associated with the proposed library expansion. Asked that the SOU library be taken into account, along with expanded library services and internet services. Silbiger felt that the proposed building is still too expensive. Commented on the problems associated with parking for the proposed building plan. Stated that he felt that the timing was wrong and we should wait to see what the county is going to do. Treva Tumbleson/655 Leonard/Stated that the costs have been significantly reduced and that costs will only rise. Does not feel we should wait until we have a "perfect" plan. Voiced her frustration on how costs would only rise, and would like to see this project proceed now. Feels that the library is being used to the point that it is falling apart and is in great need of repair. City Council Meeting 6-01-99 Page 2 of 8 Colin Swales/143 8"/Commented on the changes that have been done and his approval of them. Concerned that the building is a full story larger than the current Carnegie building. Stated that he still felt that the site was too small for the proposed building and questioned where the parking was to be located and the number of parking spaces allowed. He felt that the present scheme did not address the parking needs. Bryan Frink/583 S Mountain/Gave historical prospective from a businessmen's point of view using various examples of past generations, "gifts" to the community. Used these perspectives in relation to his support of the proposed library expansion and how it related to the community. Diane Schaffer/583 S Mountain/Commented on community "identity problem" and how parking is going to be a problem in the future no matter what happens. Feels proposed library expansion is a proposal that the community will vote for. Noted other areas that have most recently expanded or built new libraries. Commented on outstanding service by library staff and how books are becoming damaged due to the condition of the building. She felt that we need to act now and that this is a community of library users. Noted some statistics on use of library. Terry Skibby/611 Beach St/ Felt that the library expansion is long overdue and that the building and location of the building is very important. Christine Norton-Cotts/525 Conifer/Felt that it is imperative to move forward on the expansion of the library. Commented on the possibility of budget cuts in the school district which could effect the availability of our school libraries. Barbara Ryberg/373 Vista/Commented that if libraries are only about parking, then there is problem with our culture. Pointed out that the SOU library has a different function than a public library. That the Ashland Library serves a larger area than other branch libraries. Stated that the community has waited 10 years for the county to do anything. Commented on how the area is becoming more urban and the many ways that the library could be reached through alternative transportation. Requested that citizens be allowed to make the decision. Vince Orson/Ashland resident/Felt that things were moving too fast and would like to have additional opportunity to view the plans proposed. Surprised that the community is being asked to comment on plans that have been available for such a short time. Stated that his vision for a library is a new building and commented on the limitations involved when trying to save the current Carnegie building. Disappointed that there had not been opportunity to purchase the adjoining property. Commented on his dream of having parking in the rear of the building. Joanie Keller-Hand/652 Faith Ave/Commented on how the library was too small 10 years ago, and how it is not possible for her children to find space in current library. Urged council to allow proposal to go to a vote of the community. City Council Meeting 6-01-99 Page 3 of 8 Joan Steele/332 /Commented on library in Concord, MA and the similarities to our own library situation. Urged council to let voters to make decision to grow. PUBLIC HEARING: Closed 8:02 p.m. Scoles explained the assumptions used and that program needs were used to determine service area size. Explained that the city and county agreed on different population projections for this area, but is a test that won't be known for a number of years. Stated that based on the City Comprehensive Plan, that the population projections are as accurate as you can get. John Echlin explained that the cost of square footage is based on the building of an existing site. That ideally, a library is a square box, but current proposal is not a square box and that creates inefficiencies. Commented on the use of internet and that the effect of computers only increases the size of libraries, paper production and space requirement. Stated that the parking on Gresham Street is angle parking and is only a proposal. Echlin gave further explanation on the number of parking spaces being proposed, the desire to be sympathetic with landmark quality, and keeping with the Carnegie style. Bob Wilson, Head Librarian clarified for council that there were no proposed changes to the current staffing level with the proposed library expansion. Mayor Shaw explained that the community will have ample time, five months, to view proposed plan before the November election. Commented on why Friends of Ashland Library did not want to wait until the county put a library measure forward. Stated that it is very difficult to get a capital improvement project passed in Jackson County, and noted the many needs of services in the county. Shaw explained that if Ashland should approve this proposal, and Jackson County voters should later approve a library bond, then the Ashland Library bond would be wrapped in the bond passed by Jackson County. If the bond should not pass, then Ashland would continue on their own. Commented on the problems associated with double majority voting. Shaw explained that the property owners had spoken regarding the sale of the adjoining property, but because the appraisal was too high, then revisiting the size and costs associated with the expansion were necessary and prudent. Councilors Hauck/Reid m/s direct staff to prepare necessary documents to place the question of authorizing a general obligation bond for the expansion of the Carnegie Library on the November ballot. DISCUSSION: Councilor Laws reminded council of his previous concerns with the previous version of the library and how the cost had come in so much higher than what they had thought was estimated, and noted the problems associated with the adjoining property. Commented on how he did approve of the revised plan and felt that there had been progress made. Laws stated that he would also like to see the Fire Station expansion combined with the Library expansion project. Laws voiced his remaining concern with the speed that this came forward and would have liked to have had additional time to review the plans. City Council Meeting 6-01-99 Page 4 of 8 Councilor Fine voiced his support of the proposal and is comfortable that the council is not being asked to set a dollar amount for a bond issue. Fine encouraged the community to examine the proposal, to look at it with a healthy scepticism, and if there are concerns that they should bring these forward to the council members. Fine also noted the compromises made in this process and the positive factors that had been met by the Library Committee. Councilor Hauck clarified that the motion should include the $5.9 million amount of a general obligation. Mayor Shaw clarified that this will allow staff to bring back one resolution to include the Fire Station along with the Library expansion. Roll Call Vote: Laws, Reid, Hauck, Hanson, Wheeldon, and Fine; YES. Motion passed. 2. Public Hearing to consider adoption of 1999-2000 Budget. PUBLIC HEARING: Open 8:40 p.m. Cate Hartzell/881 E Main/Read statement on proposed cut to City Recorder's Office. As a member of the Ashland Budget Committee, and if council approves budget as presented, Hartzell formally requested that the City Administrator and City Recorder be directed to design a system to monitor the impacts of the decision, the impact on the responsibilities of the office, and to the services available to the public through this elected office. The system should include a way to track the type and number of requests that the Office of the City Recorder receives and that the findings be made public within the next year. Noted that the request is made because some members of the council are interested in pursuing action to change the charter and eliminate the Office of the City Recorder. Hartzell believes that the proposed budget begins this process and suggests that council couple it with a responsible study on the impact to the public. Mayor Shaw told of personal past experience regarding an issue she had worked on, commented on the amount of hard work and deliberation in regards to this issue, and that it be allowed to move on. Hartzell commented that there is nothing in her statement that indicated that council did not support the proposed budget. Hartzell clarified that she was only asking for an addendum to the budget process that was not appropriate at the Budget Committee level. Repeated her request for a monitoring system which would allow her to not be critical of the decision to approve the budget as presented by the council. Feels there is value in tracking and following the outcomes of decisions that are made. City Recorder Barbara Christensen clarified for council that information on the number of public requests by this office is available. Christensen clarified that she had pursued the issue as best as possible by providing information and responsibilities of the Office of the City Recorder and what the impact of a cut in staff would mean to that office. Stated that she simply did not agree with the recommendation by the City Administrator and used the budget City Council Meeting 6-01-99 Page 5 of 8 process to the voice this disagreement. Confirmed for council that it would not be an additional burden to track requests by the public on this office. PUBLIC HEARING: Closed 8:49 p.m. PUBLIC FORUM Robert Ingalls/General Delivery/Spoke opposing camping restriction in city and made biblical references. Commented on the use of "transient" and feels camping ordinance needs to be reviewed. UNFINISHED BUSINESS (None) NEW AND MISCELLANEOUS BUSINESS 1. Council Meeting Look Ahead. City Administrator Mike Freeman noted that item #3 is moved to a future study session date as he would be out of town, and that information on the upcoming session of Economic Development would be distributed to council. Councilor Reid concerned that the survey of information regarding future staffing for the Fire Station should be included in discussion regarding building projection. City Administrator Freeman explained that the study session will be based on phasing, timing, and the expectation of process before any further progress is made. Stated that there will be additional opportunity for discussion. Freeman explained that item #1 is a preview of stories that are being presented for the City Source newsletter. Wheeldon concerned regarding stories that do not have correct information and there is not adequate time to make corrections, changes, additions or comments. ORDINANCES. RESOLUTIONS AND CONTRACTS 1. Reading by title only of"A Resolution certifying City provides sufficient Municipal services to qualify for state subventions." Councilors Hauck/Reid m/s to approve Resolution #99-26. DISCUSSION: Finance Director Jill Turner clarified for council that this resolution did not incur any obligations to the city other than the ability to receive revenue. Roll Call Vote: Fine, Wheeldon, Hanson, Hauck, Reid, and Laws; YES. Motion passed. 2. Reading by title only of "A Resolution declaring the City's election to receive state revenues." Councilors Hauck/Wheeldon m/s to approve Resolution #99-27. Roll Call Vote: Laws, Reid, Hauck, Hanson, Wheeldon and Fine; YES. Motion passed. 3. Reading by title only of "A Resolution adopting the annual budget and making appropriations." City Council Meeting 6-01-99 Page 6 of 8 Councilors Hauck/Wheeldon m/s to approve Resolution #99-28. Roll Call Vote: Hanson, Laws, Fine, Reid, Hauck, and Wheeldon; YES. Motion passed. 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." City Administrator Freeman read ordinance in full, "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 upon all the real and personal property subject to assessment and levy within the corporate limits of the city of Ashland, Jackson County, Oregon." Councilors Hauck/Wheeldon m/s to approve first reading and place on agenda for second reading. Roll Call Vote: Wheeldon, Hauck, Fine, Laws, Reid, and Hanson; YES. Motion passed. 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." Councilors Fine/Hauck m/s to approve first reading and place on agenda for second reading. Roll Call Vote: Hauck, Laws, Hanson, Reid, Wheeldon, and Fine; YES. Motion passed. OTHER BUSINESS FROM COUNCIL MEMBERS Councilor Reid questioned if the Mayor planned on joining additional communities by signing the letter regarding Global Warming . Mayor indicated that she did, and Councilor Laws questioned if it would be appropriate for council to be allowed to sign also. Mayor indicated to council that this letter would be distributed to council for signature. City Recorder Barbara Christensen requested the opportunity to thank the individuals in the community who came forward and helped with the issue surrounding the budget cut to the Office of City Recorder/Treasurer. Cornmented on how there may have been a misinterpretation from a published commentary in regards to city staff providing information to the public. Stated that she had a high regard for city staff, and that what she had been referring to was individuals that may feel they cannot get information anywhere else for reasons beyond the control of city staff. Requested that in the future, when staff cuts are made, that an opportunity be provided to discuss the impact to the office or department before the cut is actually made. Stated that she would keep current on the impact to this office made by the cutback, and will use the next budget process as a way of bringing this forward if necessary. Councilor Fine noted for the public, that the plans for the library expansion would be available for viewing at the Ashland Library. City Administrator Freeman confirmed that these plans would also be available at City Hall. City Council Meeting 6-01-99 Page 7 of 8 ADJOURNMENT Meeting was adjoumed at 9:00 p.m. Barbara Christensen, City Recorder Catherine Al. Show, Mayor City Council Meeting 6-01-99 Page 8 of 8 PUBLIC NOTICE The Consolidated Plan: One Year Use of Funds Action Plan The City of Ashland is consid. ered an entitlement city under the Federal Department of Hous- mg and Urban Development's (HUD)Community Development Block Grant(CDBG Program.A One Year Use Of Uds Action - Plan must be completed as pan of the. requirements the C�'ty must meet to receive CDBG funding. The draft One Year Use of Funds Action Plan for Fiscal - . .,- - Year 1999-2000 is available for - . review for 30 days.Any interest. . .. .. . .... ad citizen is encouraged to re- view and comment during this 30 day period.Copies are available at the City of Ashland Depart- , ment of Community Develop- ment Department bated in City Hall at 20 East Main Street, Monday through Friday,between 8:30a.m. and 3..00p.m. Written comments on the draft Plan can be submitted to the Department of Community Development by August 4, 1999 or citizens can orally provide comments to the City Council at the Public Hear. ing on July 20 at 7 p.m. at the Civic Center Council Chambers located at 1175 East Main Street. Questions regarding the draft Plan should be directed to Maria Harris, Ashland-Planning Department,at 552-2045 or maria®ashland.or.us. Dated June 29,1999 By order of the Planning Direc- tor,John McLaughlin No.079903 Publish 7/559 CITY OF ASHLAND NOTICE OF PUBLIC HEARING The City Council will hold a pub- lic heanng on July 20,1999,at 7 P.m.at the Civic Center Council Chambers, 1175 E. Main, Ash- ' land, Oregon regarding the adoption d the One Year Use of Funds Action Plan for Fiscal Year 1999-2000.Three copies of the draft plan are available for public inspection durirg busi- ness hours in the City Reoord- er!s office. The City of Ashland is consid. ered an entitled city under the Federal Department of Housing and Urban Development's (HUD)Commun'Attyy Development Block Grant(CDBG)Program.A One Year Use of Funds Action . .. ,... . - . - .: :. . Piwfor:Fiscal Year 19992000 ......;. - . :.`.: must be completed as part of the requirements the City must meet to receive CDBG funding. Written comments can be sub. rotted to 0te Planning Depart- =ment by 3 p.m.on August 4,or n1s can orally provide com- ments at the Public Hearing on July 20. For more information contact Made Harris, Associate Planner, Community Develop. ment Department, 552-2045 or mada0ashlard.ocus. By order of the Planning Direc. tor,John McLaughlin < No.079902 Publish 7/5,99 Minutes from July 20, 1999 Public Hearing Will Be Attached Here Public Comments Will Be Attached Here `ypF ASy�2 yi �REGO�,'` ' CITY OF ASHLAND . - ACTION PLAN: ONE YEAR USE OF FUNDS Fiscal Year 1999-00 Prepared for: The U.S. Department of Housing and Urban Development By: The City of Ashland Department of Community Development Planning Division Ashland, Oregon 1 Y The City of Ashland has been allocated $221,000 of Community Development Block Grant funds for Fiscal Year (FY) 1999-00 by the Department of Housing and Urban Development (HUD). This document, the Action Plan for FY 1999-00, describes the projects that the City will undertake and the manner in which the projects are consistent with the priorities of the Five-Year Consolidated Plan. In addition, the Action Plan describes the activities the City will undertake addressing homeless households, affordable housing and lead-based paint hazards. Below is a table summarizing the projects funded by CDBG dollars in FY 1999-00. CDBG Projects for Fiscal Year 1999-00 Project Recipient Activity Name Location CDBG #Households or ID Organization Funds Persons Assisted Annually 1 ACCESS, Inc. Ashland Community Ashland city $90,000 3 to 4 Low Land Trust limits Income Households 2 Interfaith Care Staff- House 144 N. $23,650 3,500 -Low Community of Manager, Family Second Income Persons Ashland Shelter Coordinator Street and Client Advocate 3 Jackson Ashland Ashland city $29,000 5 to 6-Low and County Home Rehabilitation limits Moderate Income Housing Program Households Authority 4 The Salvation Food Boxes for 1668 $ 1,000 40 Food Boxes Army Distribution at Social Ashland (3 supply)-40 Service Center Street Low and (Thrift Store) Moderate Income Households 6 City of Accessibility Accessibility $13,000 853 mobility Ashland Improvements Improvemen impaired citizens Is to Public Buildings 7 City of Sidewalks Sidewalks in $22,350 city wide Ashland Eligible Neighborho ods 8 City of Administration $42,000 city wide Ashland The Five-Year Consolidated Plan is the planning document required by the U.S. Department of Housing and Development (HUD) for the receipt of the City's Community City of Ashland Action Plan for Fiscal Year 1999-00 Page 1 Development Block Grant (CDBG) funding. The purpose of the Consolidated Plan is to outline a strategy the City will follow in using CDBG funding to achieve the goal of the CDBG program, "to develop viable urban communities by providing decent housing and a suitable living environment and expanding economic opportunities principally for low- and moderate-income persons." In 1995, the City completed the Five-Year Consolidated Plan. Every year thereafter, the City is required to submit an Action Plan. The priorities of the Five-Year Consolidated Plan are listed below. The priorities are not ranked in order of importance. The remainder of the document if formatted according to the priorities. Priority Housing Needs A: Increase Affordable Rental Housing Availability for Low-Income Households B: Provide Ownership Programs to Low-Income Families C: Maintain Existing Housing Stock Priority Homeless Needs A: Homeless Prevention B: Provide Services to Homeless Youth C: Transition of Homeless to Permanent Housing D: Provide Emergency Shelters and Transitional Housing Other Special Needs A: Support Services for Elderly and Disabled Priority Non-Housing Community Development Needs A: Construct and Improve Sidewalks in CDBG Eligible Neighborhoods B: Provide Accessibility Improvements to City-Owned Buildings C: Support Public Service Operations D: Support Safety Improvements in Low-Income Areas City of Ashland Action Plan for Fiscal Year 1999-00 Page 2 Priority Housing Needs A: Increase Affordable Rental Housing Availability for Low- Income Households Rental Assistance Program Action to meet priority and time-line: The initial costs of rental housing in Ashland, including first and last month's rent and a security deposit, are barriers preventing some low-income residents from improving their living conditions. In May 1998, the Housing Commission began the Ashland Rental Assistance Program. The purpose of the Ashland Rental Assistance Program is to provide low- to moderate-income Ashland households with the up-front cost of obtaining rental housing. Rental assistance is made in the form of short-term loans to qualified applicants for use toward the first or last month's rent, security deposit and other move-in fees. The maximum amount is $750 and the loan must be repaid in full within 15 months at a rate of 5 percent per annum. The participant(s) must be a resident of Ashland and must have resided, or worked in Ashland for a period not less than 6 moths prior to the date of application for assistance. The household income of the participant(s) shall not exceed 100 percent of the median income level for Jackson County, Oregon, and is required to be at a level commensurate with monthly payment obligations. The participant(s) is billed through the City utility billing process. The program is administered by ACCESS, Inc., a local non-profit organization. FY1998-99 Number of Households Assisted: 9 households - 9 loans for a total of $6,000 Funding sources for this project include: City of Ashland Housing Trust Fund Probable Funding Level: $30,000 B: Provide Ownership Programs to Low- to Moderate- Income Families Ashland Community Land Trust Action to meet priority and time-line: The City will provide CDBG funding to ACCESS, Inc. for the purchase of 3 to 4 parcels to use in the Ashland Community Land Trust City of Ashland Action Plan for Fiscal Year 1999-00 Page 3 (Project 1). ACCESS, Inc. has been working in cooperation with the Ashland Housing Commission to form a private non-profit corporation, the Ashland Community Land Trust. The purpose of the land trust is to create and sustain long-term affordable housing in the city limits of Ashland for low and moderate income families. The land trust will develop homes and sell them to low-income residents. The land trust acquires and holds land, while the improvements are sold to the low-income residents. Funding sources for this project include: CDBG funds Projected Number Households to be Assisted: 3 to 4 in FY1999-00 Probable Funding Level: $90,000 Affordable Housing Program Action to meet priority and time-line: The City currently provides a density bonus to developers who construct affordable rental and ownership units. The City also defers the system development charges for affordable rental and single family homes. The deferred system development charges become a "sleeping second" mortgage and are only activated if the home is sold outside the program, or the rents exceed the maximum rent limit set by HUD. The participants can earn up to 130 percent of median income. The program is ongoing. FY1998-99 Number of Households Assisted: 11 households Funding sources for this project include: The City of Ashland's general fund forgoes collecting the systems development charge. Projected Number Households to be Assisted: 10 in FY1999-00 Probable Funding Level: $100,000 Home Ownership Program Action to meet priority and time-line: The down payment and/or closing costs associated with purchasing a home are barriers preventing some low-income residents from owning their homes. In May 1998, the Housing Commission began the Ashland Home Ownership program. The purpose of the Ashland Home Ownership Program is to provide qualified participants assistance with down payments, closing costs, and in some cases, renovation funds for the first time purchase of a residence in the City of Ashland. The maximum amount of assistance provided by this program is $2,500 per City of Ashland Action Plan for Fiscal Year 1999-00 Page 4 household. The assistance is made in the form of short-term loans to qualified applicants. The maximum amount is $2,500. The loan payments are deferred for 5 years, then amortized over 10 years at a rate of 5 percent per annum. The participant(s) must be a first time home buyer, and the household income can not exceed 100 percent of the median income for Jackson County, Oregon. In addition, the participating household must not have liquid assets in excess of$5,000, excluding any such asset used toward the purchase of the home, nor have ownership in any other real property. The participant(s) must complete a home ownership program approved by the City of . Ashland. The participant(s) must be a current resident of the City of Ashland, and must have resided, or worked in Ashland for a period not less than 6 months prior to the date of application. The dwelling must be located within the Ashland city limits. The program is administered by ACCESS, Inc., a local non-profit organization. M 998-99 Number of Households Assisted: 3 households - 3 loans for a total of $7,500 Funding sources for this project include: City of Ashland Housing Trust Fund Probable Funding Level: $30,000 Housing Commission Action to meet priority and time-line: The Housing Commission was established in 1995 to monitor the accomplishments of the City's housing program, to make recommendations to the City Council on housing policy, and to serve as an advocate for affordable housing in the City's political process. The Housing Commission will also oversee specific affordable housing projects undertaken by the City in partnership with private groups. Funding sources for this project include: Federal CDBG and City of Ashland general funds utilized for staff support. Technical Assistance Action to meet priority and time-line: The City will provide technical assistance to nonprofit organizations whose mission includes providing affordable housing. This technical assistance will include, when necessary, providing information on zoning, educating agencies on the planning process and providing information on the City's affordable housing program including deferred systems development charges and City of Ashland Action Plan for Fiscal Year 1999-00 Page 5 density bonuses. The City of Ashland will provide technical assistance through the Planning Division as requested and will support applications consistent with the Consolidated Plan. Funding sources for this project include: Federal CDBG and City of Ashland general funds utilized for staff support. C: Maintain Existing Housing Stock Home Improvement Action to meet priority and time-line: Approximately 1,608 of the owner-occupied homes in Ashland were built before 1960. According to census data for 1990, 444 of these homes were owned by a family making 50% or less of the area median. More specifically, 205 of those very low income homeowners were elderly. The City of Ashland awarded a grant for FY 1999-00 that targets home improvements to older homes owned and/or occupied by low-income households. Jackson County Housing Authority received $29,000 to provide emergency home repairs to homes owned by low-income households (Project 3). While these programs do not specifically provide ownership to new or additional households, the projects are vital to preserving the housing stock for low-income persons in the City. Funding sources for this project include: Federal CDBG funds Projected Number Households to be Assisted: 5 to 6 low-income households. Probable Funding Level: $29,000 Priority Homeless Needs A: Homeless Prevention and B: Provide Services to Homeless Youth Encourage and provide support to non-profit agencies Action to meet priority and time-line: The City will provide CDBG funding to the Interfaith Care Community of Ashland (ICCA) for three staff positions - House Manager ($13,000), Family Shelter Coordinator ($6,019) and Client Advocate ($4,631) (Project City of Ashland Action Plan for Fiscal Year 1999-00 Page 6 2). The House Manager will supervise activities at 144 North Second Street. This is a new position that had been performed by a Jesuit Volunteer. However, the Jesuit Volunteer Program was eliminated from Jackson and Josephine Counties, and therefore ICCA will not have these staffing resources in the future. The Family Shelter Coordinator is a new position which supervises the Church Shelter Program. The Church Shelter Program provides approximately 10 persons a night a place to sleep. The program had been staffed by volunteers and offered on an intermittent basis. The staff position will allow this to be expanded to 6 months a year. The Client Advocate position is existing, but the additional funding will allow it to expand .25 FTE. The additional staff time will be used to train and supervise a volunteer in advocacy methods. Funding sources for this project include: Federal CDBG funds Projected Number Households to be Assisted: 3,500 low-income households Funding Level: $23,650 Action to meet priority and time-line: The City will provide CDBG funding to the Salvation Army for food boxes to be distributed at the Social Services Center at 1668 Ashland Street (Thrift Store) (Project 4). Approximately 40 food boxes which provide a 3 day supply will be produced and distributed. . Funding sources for this project include: Federal CDBG funds Projected Number Households to be Assisted: 40 low-income households Funding Level: $1,000 Technical Assistance Action to meet priority and time-line: The City will offer technical assistance and support to nonprofit organizations who apply for funding that is consistent with the Consolidated Plan. Funding sources for this project include: Federal CDBG and City of Ashland general funds utilized for staff support. City of Ashland Action Plan for Fiscal Year 1999-00 Page 7 C: Transition of Homeless to Permanent Housing and D: Provide Emergency Shelters and Transitional Housing The City does not plan to use funds made available for this activity during FY 1999-00. Other Special Needs A: Supportive Housing for Elderly and Disabled Encourage and provide support to non-profit agencies The City does not plan to use funds made available for this activity during FY 1999-00. Priority Non-Housing Community Development Needs A: Construct and Improve Sidewalks in CDBG Eligible Neighborhoods Action to meet priority and time-line: The City has made a commitment to sidewalk improvements in low-income neighborhoods by allocating 10% of the total CDBG funding for sidewalk improvement and new construction annually (Project 7). The Public Works Department operates a two-year sidewalk cycle for CDBG funded sidewalks. $22,350 of the 1999-00 allocation will be used towards installing sidewalks and wheelchair ramps in eligible neighborhoods. FY1998-99 Sidewalks Constructed $68,365 used to construct the following projects: • Iowa St., 4 blocks of sidewalk on north side of the street from S. Mountain Ave. to Wightman St. - $27,627 • Seventh St., 3 blocks of sidewalk on east side of the street, E. Main St. to A St. - $18,918 • Siskiyou Boulevard, 3/4 of a block of sidewalk on north side of the street between Park St. and Faith Ave. - $5,000 • Sidewalk Wheelchair Ramps - 29 wheelchair ramps installed throughout the city - $16,820 City of Ashland Action Plan for Fiscal Year 1999-00 Page 8 Funding sources for this project include: Federal CDBG funds Funding Level: $22,350 B: Provide Accessibility Improvements to City-Owned Buildings Accessibility Improvements to City-Owned Facilities Action to meet priority and time-line: The City is committed to providing accessibility improvements to City-owned buildings and allocated 6% of the total CDBG for that purpose (Project 6). Historically, 10% of the yearly allocation has been dedicated to accessibility improvements. However, this category has the largest carry over and the projects have been the most difficult to implement. In addition, program administration costs have been increasing. As a result, 4% of the total allocation was redirected to program administration to address increasing staff costs. As a result, 19% of the total allocation will be used for staff costs which is under the 20% allowed by the CDBG regulations. Projects will include: purchasing and installing signage, restroom partition modifications, installing a wheelchair accessible counter in City Hall's Utility building, modification of the front door to Fire House One, install lighted exits in all buildings, and replace drinking fountain in the Civic Center building. Projects will be completed during FY 1998 - 1999. Funding sources for this project include: Federal CDBG funds Projected Number Households to be Assisted: 853 mobility disabled Ashland residents Funding Level: $13,000 C: Support Public Service Operations Health Care Services The City does not plan to use funds made available for this activity during FY 1999-00. City of Ashland Action Plan for Fiscal Year 1999-00 Page 9 D: Support Safety Improvements in Low-Income Areas The City does not plan to use funds made available for this activity during FY 1999-00. City of Ashland Action Plan for Fiscal Year 1999-00 Page 10 Funding Table REVENUE FY 1999-00 CDBG Allocation $221,000.00 Program Income received prior to start of program $0.00 year Program Income expected during current program $0.00 year Carry Over(see explanation below) $88,598.00 Total Funds Available $309,598.00 ALLOCATIONS ACCESS, Inc. -Ashland Community Land Trust $90,000.00 Interfaith Care Community of Ashland -Staff $23,650.00 Positions Jackson County Housing Authority -Ashland $29,000.00 Rehabilitation Program The Salvation Army - Food Boxes $1,000.00 City of Ashland -Accessibility Improvements $13,000.00 City of Ashland -Sidewalk Improvements $22,350.00 City of Ashland -Administration $42,000.00 TOTAL ALLOCATIONS $221,000.00 TOTAL FUNDS UNPROGRAMED $0 Carry Over Twenty percent of the carry over, $18,000, is an unspent grant awarded to Options for Southern Oregon, Inc. in FY1998-99 for Clinical Staff for the StarThistle Apartments at 1971 Siskiyou Boulevard. Staff is working with Options for Southern Oregon, Inc. to determine.if the funds will be used in FY1999-00. Approximately 30%, $26,192, is a carry over from funds allocated to sidewalk projects and 45%, $40,153, is carry over from funds allocated to accessibility improvements. The sidewalk and accessibility funds will be rolled over into the FY 1999-00 projects. The remaining $4,253 are undedicated funds. City of Ashland Action Plan for Fiscal Year 1999-00 Page 11 Anti-Poverty Strategy The causes of poverty on the surface appear simple, people are poor because they lack resources. Yet neither the causes of, nor the solutions to poverty are simple. The structure of local government has a role in assisting people out of poverty but they are just one player in a field of many. The City of Ashland provides funding for economic development, social service provision, and Community Development Block Grant eligible activities. For example, the City dedicates transient occupancy tax funds to economic development. The bulk of these funds go to enhance and support businesses with an emphasis on tourism. The City also dedicates general fund dollars to assist social service agencies. These agencies provide services to the extremely low-, low-, and moderate-income residents of Ashland. These service agencies, primarily located in Medford, include Community Works, the Community Health Center, Interfaith Community Care of Ashland and others. Finally, the City, as a CDBG entitlement community, has access to a stream of funding specifically designated for low- and moderate-income persons. For the past three years these funds have been used to increase services to households at-risk of becoming homeless, homeless households and homeless and at-risk youth. Reduction of Barriers to Affordable Housing The City of Ashland has made a serious effort to address the issues of housing affordability. An Affordable Housing Committee was formed in 1990 and reconvened in 1994 to search for ways to provide economical housing in Ashland. In 1995 a formal Housing Commission was formed. The Housing Commission will endeavor to create policies that will allow additional housing opportunities for low- and moderate- income Ashland households. As a result of these committees' findings the following changes have been made: 1) Accessory Apartments The Conditional Use Permit Procedure was changed in 1990 to allow an accessory apartment or cottage within single family residential zones. This provided valuable affordable housing units without unreasonable impacts on the neighborhood. A total of 57 units have been made legal or been newly City of Ashland Action Plan for Fiscal Year 1999-00 Page 12 constructed of which 2 were approved in FY 1998-99. 2) Residential Density Rollbacks with Incentives for Affordable Housing In 1980, Ashland increased development densities in order to encourage the building of more affordable homes. What occurred, however, was that expensive homes were built on smaller lots. Modification of densities in single-family zones were reduced from that level back to the 8,000 to 10,000 square foot lot size and in multi-family zones to 12 dwelling units per acre. Higher densities would be allowed only when affordable housing is guaranteed. All density bonuses (for energy efficiency, landscaping, etc.) were limited to 40%. An additional 20% density bonus was granted for providing affordable housing. 3) Deferred System Development Charges for Homes Constructed under the Affordable Housing Program This provision of the affordable housing program works in conjunction with the affordable housing density bonus. To increase the affordability of newly constructed homes or rentals the City defers the system development charges which can be between $6,000 and $8,000 for a three bedroom two-bath unit. This fee becomes a "sleeping second" on the mortgage. This second is not awakened unless the home or rental is sold outside of the program. In the event the home or rental is sold outside the program the SDCs are paid back plus six percent interest accrued annually. If the home or rental remains affordable for 20 years the SDCs are forgiven and if it is sold within the program the SDCs are simply transferred to the next owner. 4) Manufactured Housing Manufactured housing can involve significantly lower costs than conventional housing. Ashland adopted standards and overlay zone that complied with state law and permitted manufactured homes on individual lots in areas outside the historic district. As a result approximately six manufactured homes have been placed in residential neighborhoods throughout the City. 5) Ashland Rental Assistance Program See page 3 for information about the Ashland Rental Assistance Program. City of Ashland Action Plan for Fiscal Year 1999-00 Page 13 6) Ashland Home Ownership Program See page 4 for information about the Ashland Home Ownership Program. Lead-Based Paint Hazard The City of Ashland will coordinate services, if staffing is available, with Jackson County Health Department to conduct a survey to determine the extent of lead based paint hazard that exists in the City of Ashland. Coordination Resources The City will utilize the Community Development Block Grant funds (CDBG) as long as the program exists. The City will look to non-profits to pursue funding for housing for special needs populations and the homeless. The City will support these non-profits with technical assistance and assist with applications for funding. Housing Delivery System The Housing Authority of Jackson County is the primary agent working with the City of Ashland to deliver public housing to Ashland citizens. Housing Authority programs include managing public housing units, screening applicants for rental assistance, providing vouchers and certificates to eligible applicants, acquiring additional units and inspecting units to be sure suitable standards are maintained. It is expected that new housing will continue to be unaffordable because of the high cost of land and development. The City will encourage and support new construction efforts by nonprofit organizations and will provide technical assistance when necessary. Theoretically there are very few gaps in the delivery of housing and service for extremely low- and low-income households. The Rogue Valley has competent nonprofit agencies with the capacity to provide for a continuum of housing and the services necessary to move households from homelessness to stability. The gap that exists is primarily caused by a lack of resources. The gap created by City of Ashland Action Plan for Fiscal Year 1999-00 Page 14 lack of resources is most apparent in the delivery of emergency and transitional housing in Ashland and the Rogue Valley. The non-profit housing and service agencies can bridge this gap by finding funding for renovation, and the acquisition of property. The City will assist in bridging this gap through encouragement and technical assistance support. Monitoring The City of Ashland, as the grantee for CDBG grants, will monitor the subrecipients on a quarterly basis. Staff will maintain a close working relationship with the subrecipients. The goals set forth in the Consolidated Plan will be monitored on a yearly basis. The City would like to maintain its role as a supportive partner and stimulate new partnerships with nonprofit and public agencies. In the future, if the strategies are not being met in this manner, the City will consider other actions to accomplish goals. Public Participation Plan A public meeting was held on March 11 , 1999 to obtain input and to award grants to local non-profit organizations. The meeting was noticed in the Public Meeting Calendar in The Ashland Daily Tidings on March 10, 1999. A copy of the minutes from the meeting is attached. At this meeting, the CDBG Budget Subcommittee awarded $143,650 of the FY 1999-00 CDBG allocation as grants to four local non-profit organizations. These projects and organizations are listed in the table on page 1. The awards were finalized when the City Council held a public hearing and adopted the City of Ashland 1999-00 Annual Budget on June 1, 1999. A copy of the minutes is attached. The public comment period for the draft One Year Use of Funds Action Plan for Fiscal Year 1999-00 began July 5, 1999. A notice was published on July 5, 1999 in The Ashland Daily Tidings. A copy of the notice is attached. Written comments were received ? and copies are attached. The second public hearing was held by the Ashland City Council on July 20, 1999. A notice was published on July 5, 1999 in The Ashland Daily Tidings. A City of Ashland Action Plan for Fiscal Year 1999-00 Page 15 copy of the public notice is attached. ? public testimony was received at the public hearing. City of Ashland Action Plan for Fiscal Year 1999-00 Page 16 Community Development Block Grants Subcommittee Minutes March 11, 1999 City Council Chambers Subcommittee members present: Richard Nichols, David Williams, Cate Hartzell Jim Moore, Steve Hauck,. Absent were Regina Stepahin and Cameron Hanson. Staff present: Maria Harris, Kathy Griffin, and Bill Molner. Meeting called to order at 7:05 p.m. by Cate Hartzell Hartzell began by amending the agenda to include public input. 1. Staff Report Harris explained the history of CDBG funds, when the money is allocated, how the money can be used, and who can receive it. The City will receive $221,000 for the 1999/2000 CDBG allocation. $143,650 is available for grant awards. Federal regulations cap the amount of funds that can be spent on"public service" projects at 15% of the City's allocation of$221,000, or $33,150, which can be used for soft costs (public services). The rest must be used for bricks and mortar projects. Williams asked what happens to the rest of the money. Harris answered that it's Williams what allocated for sidewalks; part allocated to accessibility projects; rest is for administrations. Not equipment. Williams said he thought fire department equipment is a legitimate use of CBDG funds. So if the City is short of fire fighting equipment, could we use part of this money. Maria answered that if a public facility were being built, then the fire fighting equipment (sprinkler systems) would qualify. 2. CDBG Applicant Presentations ACCESS First presenter was ACCESS. Presenting were Cindy Dyer from ACCESS, Gerry Sea from the City of Ashland Housing Authority, and Madeline Hill from the City of Ashland Housing Authority. The proposal is for the creation of a community land trust, a nonprofit organization that will acquire and hold land for low income people. They have identified sites within Chautaqua Trace subdivision. They came to the City because they are just forming the land trust and didn't want to worry about financing. With this model, the purchaser would lease the land during homeowner, and could only sell to someone who meets the same criteria. Williams asked how the property taxes would be handled. Dyer advised that in other areas the tax assessors can assess the building and land separately. The property is taxed at a lower rate, and the homeowner pays the taxes. Sea went on to explain that with this land trust, the purchaser would lease the land during home ownership could only sell to someone who meets the same criteria. Moore commented that there were three lots, and he asked whether there would be three or six units since the buildings are duplexes. Dyer said three. Nichols asked whether the costs include all street improvement? Yes said Dyer. Hartzell asked whether the intention was to build single family residence. Dyer said no, and went on to say they haven't started the negotiations. Hartzell asked whether they have enough to buy three sites, each having duplex. No, said Dyer,just three homes. HOUSING AUTHORITY OF JACKSON COUNTY Sandy Cook presented for the Housing Authority. The want to help provide emergency repair funds for items such as leaking roofs, and they have a need for funding so they can continue with their work. Nichols wondered that in case of death, would the heirs assume responsibility for the loan? Yes, per Sandy, it transfers to the heirs, but must be paid upon sale of the property. Hartzell asked how they prioritize the requests. They are done on a first come, first serve basis with emergency repairs taking priority. Hartzell asked whether the request included overhead; no, it's separate. ICCA Debbie Miller presented for ICCA. They are here to ask for funding for staff positions. They log many requests, and rely on volunteers. Asking to hire and retain FTE whose duties will better serve population. Also, they would like to hire a House Manager .62 FTE because they need someone to oversee laundry, kitchen, and voice mail. Would also work with client to provide direction and referrals. The emergency shelter completed 3`d winter. Coordinator is needed, because program is too large. The coordinator will be paid $6K annually for .6FTE. Also need a small amount for supplies including medicines, diapers, etc. Sharon Schreiber spoke also; she said their strongest point is that they leverage every dollar. Shelter nights could increase to 6000 per year. She said they use church facilities and a family could stay and be provided with meals. They also offer job counseling, and a job search is available. Nichols asked whether with additional staffing they could expand their program to six months. Yes, and actually they are hoping to expand to eight months. She pointed out that there is a typo in the application: client advocate should say house manager. Hartzell said she assumed they would use the Ashland money for staff. Yes. Harris said she was confused. Shows using 423,400 to fund 2.4 FTG. No,just a house manager and coordinator. The hours are 25 and 32 per week respectively. SALVATION ARMY Steven Bright represented the Salvation Army. He advised the committee that the person who wrote the proposal, Bob Roome, was not here. They are asking for $15K to tun social service center at Ashland store. He went on to say that the program provides food and vouchers for gas and medicine for homeless and indigent. Asking the City because it's used by citizens of Ashland. The question was asked why the organization didn't submit a regular application. Harris said it was her doing. She told Roome that as long as they used the RFP format it would be okay. Hartzell asked whether it would be alright to use money for this program since they are already running it. Harris said the money could be used for new.programs or expansions of old programs. Hartzell commented that it looks like there's a deficit from 1998, and we can't put money against it. Wondered if they could determine how the money is spent. Harris said she could; the contract would be very specific. Bright said that Ashland is running somewhat below even. Williams stated all of expenses are a deficit because no revenues in Ashland. They are looking to give more provisions to people not pay deficit. Hartzell stated one of short comings is we can't tell what is Ashland and what is Medford. Main cost is to facilitate goods brought in and given out. Each situation different. Hartzell sees duplication with ICCA. Right says the main thing is food; they see more people in Ashland coming in for food. food. He went on to say that he's seen ICCA and the Salvation Army work together; not a duplication. 3. Public Input Joan Dean from Ashland emergency food bank spoke in favor of ICCA. She stated that they don't have any expenses; they never turn people away; they've done with all collections from people in Ashland. She went on to say that they have served the community without government funding or grants. She feels they are not just feeding someone, ICCA helps the whole person. 4. Discussion Hartzell suggested using the green sheets that she provided. Hauck stated that they have two sets of applications: social services and bricks and mortar. Williams feels that social services should get most of money: $33,150. The group started by offering proposals on how to proceed. Hauck began with his suggestions for allocations. Williams went through his preferences; then, Nichols did. Moore stated his preferences of$90,000 to the Land Trust, $30,000 to the Housing Authority, $5,000 to the Salvation Army, and the remainder to ICCA ($18,650). Hartzell gave her preferences and a discussion followed. Motion by Williams to accepted Moore's proposal. Moore seconded. Discussion followed. Hartzell wanted to separate the bricks and mortar. She wanted to keep the discussion open. The committee continued a debate that focused on the Salvation Army, especially the lack of information. Hauck said he was willling to give the Salvation Army $1000. Hauck moved to amend the original motion to accept his allocations of: $90,000 to ACCESS; $29,000 to the Housing Authority; $23,650 to ICCA; and $1000 to the Salvation Army. Ayes: Hartzell, Hauck, and Moore. Nays Nichols and Williams. Motion passed. 5. Allocations ACCESS $90,000 Housing Authority of Jackson County $29,000 ICCA $23,650 The Salvation Army $1000 Meeting adjourned at 9:35. ' MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL June 1, 1999 Civic Center Council Chambers, 1175 E. Main Street PLEDGE OF ALLEGIANCE Mayor Shaw called the meeting to order at 7:00 p.m., in the Civic Center Council Chambers. ROLL CALL Councilors Laws, Reid, Hauck, Hanson, Wheeldon,and Fine were present. APPROVAL OF MINUTES Minutes of the Regular meeting of May 18, 1999 were approved with the following amendments: page 2, first paragraph, second sentence should read, "Noted how the City of Bend had not kept a tight urban reform....";third paragraph, sentence should read "..designed to reduce global warming in relation to the whole transportation issue,...";page 6,under item 5,first paragraph, last sentence should read, "...entered an establishment that had its liquor license all but revoked...". SPECIAL PRESENTATIONS& AWARDS (None) 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. Councilor Wheeldon requested amendment to minutes of May 6, 1999 Council Study Session page 2, second paragraph should read, "Wheeldon felt that they had gained a better understanding of the strategic planning process and should continue to clarify expectation of the council." Councilor Fine requested amendment to minutes of May 20, 1999 Council Study Session page 1, last paragraph, third sentence, item 3); to delete "define public access and make it applicable" and add to the sentence, "and right of public to give input." Councilors Wheeldon/Fine m/s to approve Consent Agenda. Voice Vote: All AYES. Motion passed. PUBLIC HEARINGS 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. Assistant Administrator Greg Scoles presented synopsis of request to pursue expansion of the existing library facility. Explained that the information on overall costs was included in City Council Meeting 6-01-99 Page I of 8 council packet Scoles noted that Library Committee had met several times to review new proposal and that the cost has been reduced to $5.9 million. Explained that in order to reduce costs associated with the library expansion, several items were explored. Noted that no longer was acquisition of adjoining property required, and stated that an analysis of the overall service area population numbers reduced the programming need in total square footage for the library facilities. Introduced SERA Architects who presented revised proposal. John Echlin of SERA Architects presented plan drawings showing schemes from previously presented plans and current revised plans. Stated that the project is completely contained on the property owned by the city, and that they worked with assumptions that were gained from the previously held public workshops in regards to retaining the historic significance of the existing Carnegie Library. Stated that the entry-way is identical to the plan that was previously presented, and indicated where other entry ways were into the building. Explained how each of the floors would be used and that they had added a "front porch" type element to the building. Stated that the main differences between the current building proposal and past building proposal was in keeping the volume very simple and classical in its proportions to be compatible with the existing Carnegie building. Peter Meijer, SERA Architects explained the budget associated with the project and presented comparison of costs from previous proposal to current proposal. Stated that the cost estimates are based on a revised floor plan and that the 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. Stated that the $152.66 sq/ft is a standard comparison cost for building. George Kramer spoke on the compatibility of the proposed design and the downtown area. Felt that the current parking problems associated with the current library is a testament to the use of the library. Gave brief history on how the library came about and the importance of Carnegie. Scoles pointed out that the new estimate of$5.9 changed the assessment from $.5852/yr to $.4595/yr. Action tonight being requested is direction to continue pursuing this project for a November ballot election. PUBLIC HEARING: Open 7:42 p.m. Russ Silbiger/562 Ray Lane/Questioned the expense associated with the proposed library expansion. Asked that the SOU library be taken into account, along with expanded library services and internet services. Silbiger felt that the proposed building is still too expensive. Commented on the problems associated with parking for the proposed building plan. Stated that he felt that the timing was wrong and we should wait to see what the county is going to do. Treva Tumbleson/655 Leonard/Stated that the costs have been significantly reduced and that costs will only rise. Does not feel we should wait until we have a "perfect" plan. Voiced her frustration on how costs would only rise, and would like to see this project proceed now. Feels that the library is being used to the point that it is falling apart and is in great need of repair. City Council Meeting 6-01-99 Page 2 of 8 Colin Swales/143 81h/Commented on the changes that have been done and his approval of them. Concerned that the building is a full story larger than the current Carnegie building. Stated that he still felt that the site was too small for the proposed building and questioned where the parking was to be located and the number of parking spaces allowed. He felt that the present scheme did not address the parking needs. Bryan Frink/583 S Mountain/Gave historical prospective from a businessmen's point of view using various examples of past generations, "gifts" to the community. Used these perspectives in relation to his support of the proposed library expansion and how it related to the community. Diane Schaffer/583 S Mountain/Commented on community "identity problem" and how parking is going to be a problem in the future no matter what happens. Feels proposed library expansion is a proposal that the community will vote for. Noted other areas that have most recently expanded or built new libraries. Commented on outstanding service by library staff and how books are becoming damaged due to the condition of the building. She felt that we need to act now and that this is a community of library users. Noted some statistics on use of library. Terry Skibby/611 Beach St/ Felt that the library expansion is long overdue and that the building and location of the building is very important. Christine Norton-Cotts/525 Conifer/Felt that it is imperative to move forward on the expansion of the library. Commented on the possibility of budget cuts in the school district which could effect the availability of our school libraries. Barbara Ryberg/373 Vista/Commented that if libraries are only about parking, then there is problem with our culture. Pointed out that the SOU library has a different function than a public library. That the Ashland Library serves a larger area than other branch libraries. Stated that the community has waited 10 years for the county to do anything. Commented on how the area is becoming more urban and the many ways that the library could be reached through alternative transportation. Requested that citizens be allowed to make the decision. Vince Orson/Ashland resident/Felt that things were moving too fast and would like to have additional opportunity to view the plans proposed. Surprised that the community is being asked to comment on plans that have been available for such a short time. Stated that his vision for a library is a new building and commented on the limitations involved when trying to save the current Carnegie building. Disappointed that there had not been opportunity to purchase the adjoining property. Commented on his dream of having parking in the rear of the building. Joanie Keller-Hand/652 Faith Ave/Commented on how the library was too small 10 years ago, and how it is not possible for her children to find space in current library. Urged council to allow proposal to go to a vote of the community. City Council Meeting 6-01-99 Page 3 of 9 Joan Steele/332 /Commented on library in Concord, MA and the similarities to our own library situation. Urged council to let voters to make decision to grow. PUBLIC HEARING: Closed 8:02 p.m. Scoles explained the assumptions used and that program needs were used to determine service area size. Explained that the city and county agreed on different population projections for this area, but is a test that won't be known for a number of years. Stated that based on the City Comprehensive Plan, that the population projections are as accurate as you can get. John Echlin explained that the cost of square footage is based on the building of an existing site. That ideally, a library is a square box, but current proposal is not a square box and that creates inefficiencies. Commented on the use of internet and that the effect of computers only increases the size of libraries, paper production and space requirement. Stated that the parking on Gresham Street is angle parking and is only a proposal. Echlin gave further explanation on the number of parking spaces being proposed, the desire to be sympathetic with landmark quality, and keeping with the Carnegie style. Bob Wilson, Head Librarian clarified for council that there were no proposed changes to the current staffing level with the proposed library expansion. Mayor Shaw explained that the community will have ample time, five months, to view proposed plan before the November election. Commented on why Friends of Ashland Library did not want to wait until the county put a library measure forward. Stated that it is very difficult to get a capital improvement project passed in Jackson County, and noted the many needs of services in the county. Shaw explained that if Ashland should approve this proposal, and Jackson County voters should later approve a library bond, then the Ashland Library bond would be wrapped in the bond passed by Jackson County. If the bond should not pass, then Ashland would continue on their own. Commented on the problems associated with double majority voting. Shaw explained that the property owners had spoken regarding the sale of the adjoining property, but because the appraisal was too high, then revisiting the size and costs associated with the expansion were necessary and prudent. Councilors Hauck/Reid m/s direct staff to prepare necessary documents to place the question of authorizing a general obligation bond for the expansion of the Carnegie Library on the November ballot. DISCUSSION: Councilor Laws reminded council of his previous concerns with the previous version of the library and how the cost had come in so much higher than what they had thought was estimated, and noted the problems associated with the adjoining property. Commented on how he did approve of the revised plan and felt that there had been progress made. Laws stated that he would also like to see the Fire Station expansion combined with the Library expansion project. Laws voiced his remaining concern with the speed that this came forward and would have liked to have had additional time to review the plans. City Council Meeting 6-01-99 Page 4 of 8 Councilor Fine voiced his support of the proposal and is comfortable that the council is not being asked to set a dollar amount for a bond issue. Fine encouraged the community to examine the proposal, to look at it with a healthy scepticism, and if there are concerns that they should bring these forward to the council members. Fine also noted the compromises made in this process and the positive factors that had been met by the Library Committee. Councilor Hauck clarified that the motion should include the $5.9 million amount of a general obligation. Mayor Shaw clarified that this will allow staff to bring back one resolution to include the Fire Station along with the Library expansion. Roll Call Vote: Laws, Reid, Hauck, Hanson, Wheeldon, and Fine; YES. Motion passed. 2. Public Hearing to consider adoption of 1999-2000 Budget. PUBLIC HEARING: Open 8:40 p.m. Cate Hartzell/881 E Main/Read statement on proposed cut to City Recorder's Office. As a member of the Ashland Budget Committee, and if council approves budget as presented, Hartzell formally requested that the City Administrator and City Recorder be directed to design a system to monitor the impacts of the decision, the impact on the responsibilities of the office, and to the services available to the public through this elected office. The system should include a way to track the type and number of requests that the Office of the City Recorder receives and that the findings be made public within the next year. Noted that the request is made because some members of the council are interested in pursuing action to change the charter and eliminate the Office of the City Recorder. Hartzell believes that the proposed budget begins this process and suggests that council couple it with a responsible study on the impact to the public. Mayor Shaw told of personal past experience regarding an issue she had worked on, commented on the amount of hard work and deliberation in regards to this issue, and that it be allowed to move on. Hartzell commented that there is nothing in her statement that indicated that council did not support the proposed budget. Hartzell clarified that she was only asking for an addendum to the budget process that was not appropriate at the Budget Committee level. Repeated her request for a monitoring system which would allow her to not be critical of the decision to approve the budget as presented by the council. Feels there is value in tracking and following the outcomes of decisions that are made. City Recorder Barbara Christensen clarified for council that information on the number of public requests by this office is available. Christensen clarified that she had pursued the issue as best as possible by providing information and responsibilities of the Office of the City Recorder and what the impact of a cut in staff would mean to that office. Stated that she simply did not agree with the recommendation by the City Administrator and used the budget City Council Meeting 6-01-99 Page 5 of 8 process to the voice this disagreement. Confirmed for council that it would not be an additional burden to track requests by the public on this office. PUBLIC HEARING: Closed 8:49 p.m. PUBLIC FORUM Robert Ingalls/General Delivery/Spoke opposing camping restriction in city and made biblical references. Commented on the use of "transient" and feels camping ordinance needs to be reviewed. UNFINISHED BUSINESS (None) NEW AND MISCELLANEOUS BUSINESS 1. Council Meeting Look Ahead. City Administrator Mike Freeman noted that item #3 is moved to a future study session date as he would be out of town, and that information on the upcoming session of Economic Development would be distributed to council. Councilor Reid concerned that the survey of information regarding future staffing for the Fire Station should be included in discussion regarding building projection. City Administrator Freeman explained that the study session will be based on phasing, timing, and the expectation of process before any further progress is made. Stated that there will be additional opportunity for discussion. Freeman explained that item #1 is a preview of stories that are being presented for the City Source newsletter. Wheeldon concerned regarding stories that do not have correct information and there is not adequate time to make corrections, changes, additions or comments. ORDINANCES. RESOLUTIONS AND CONTRACTS 1. Reading by title only of"A Resolution certifying City provides sufficient Municipal services to qualify for state subventions." Councilors Hauck/Reid m/s to approve Resolution #99-26. DISCUSSION: Finance Director Jill Turner clarified for council that this resolution did not incur any obligations to the city other than the ability to receive revenue. Roll Call Vote: Fine, Wheeldon, Hanson, Hauck, Reid, and Laws; YES. Motion passed. 2. Reading by title only of "A Resolution declaring the City's election to receive state revenues." Councilors Hauck/Wheeldon m/s to approve Resolution #99-27. Roll Call Vote: Laws, Reid, Hauck, Hanson, Wheeldon and Fine; YES. Motion passed. 3. Reading by title only of "A Resolution adopting the annual budget and making appropriations." City Council Meeting 6-01-99 Page 6 of 9 Councilors Hauck/Wheeldon m/s to approve Resolution 1199-28. Roll Call Vote: Hanson, Laws, Fine, Reid, Hauck, and Wheeldon; YES. Motion passed. 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." City Administrator Freeman read ordinance in full, "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 upon all the real and personal property subject to assessment and levy within the corporate limits of the city of Ashland, Jackson County, Oregon." Councilors Hauck/Wheeldon m/s to approve first reading and place on agenda for second reading. Roll Call Vote: Wheeldon, Hauck, Fine, Laws, Reid, and Hanson; YES. Motion passed. 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." Councilors Fine/Hauck m/s to approve first reading and place on agenda for second reading. Roll Call Vote: Hauck, Laws, Hanson, Reid, Wheeldon, and Fine; YES. Motion passed. OTHER BUSINESS FROM COUNCIL MEMBERS Councilor Reid questioned if the Mayor planned on joining additional communities by signing the letter regarding Global Warming . Mayor indicated that she did, and Councilor Laws questioned if it would be appropriate for council to be allowed to sign also. Mayor indicated to council that this letter would be distributed to council for signature. City Recorder Barbara Christensen requested the opportunity to thank the individuals in the community who came forward and helped with the issue surrounding the budget cut to the Office of City Recorder/Treasurer. Commented on how there may have been a misinterpretation from a published commentary in regards to city staff providing information to the public. Stated that she had a high regard for city staff, and that what she had been referring to was individuals that may feel they cannot get information anywhere else for reasons beyond the control of city staff. Requested that in the future, when staff cuts are made, that an opportunity be provided to discuss the impact to the office or department before the cut is actually made. Stated that she would keep current on the impact to this office made by the cutback, and will use the next budget process as a way of bringing this forward if necessary. Councilor Fine noted for the public, that the plans for the library expansion would be available for viewing at the Ashland Library. City Administrator Freeman confirmed that these plans would also be available at City Hall. City Council Meeting 6-01-99 Page 7 of 8 'ADJOURNMENT Meeting was adjourned at 9:00 p.m. Barbara Christensen, City Recorder Catherine Al. Shaw, Mayor City Council Meeting 6-01-99 Page 8 of 8 PUBLIC NOTICE The Consolidated Plan: One Year Use of Funds Action Plan The City of Ashland is consid. ered an entitlement dry under the Federal Department of Hous. in and Urban Development's (HUD)Community Development Block Grant(CDBGI Program:A One Year Use of Funds Action Plan must be completed as,pan of the. requirements the Cry must meet to receive CDBG funding. The draft One Year Use of Funds Action Plan for Fiscal Year 1999-2000 is available for . - .. . - ._... - - review for 30 days.Any interest ed cNZen is enceureged tore ... .. view and comment during this 30 day period.Copies are available at the City of Ashland Depart- . ment of Community Develop- ment Department located in City Hall at 20 East Main Street, Monday through Friday,between 8:30a.m. and 3:OOp.m. Written comments on the draft Plan can be submitted to the Department Of Community-Development by August 4, 1999 or ci0zens can orally provide comments to the City Ceuncd at the Public Hear. roil on July 20 at 7 p.m. at the Civic Center Council Chambers located at 1175 -East Main Street. Questions regarding the draft Plan should be directed to Maria Harris, Ashland.Planning Department,at 552-2045 or maria®ashland.ocus. Dated dune 29,1999 By order of the Planning Dire,. tor,John McLaughlin No.079903 Publish 7/599 CITY OF ASHLAND NOTICE OF PUBLIC HEARING The City Council will hold a pub. lic hearing on July 20,1599,at 7 p.m,at the Civic Center Council Chambers, 1175 E. Main, Ash- land, Oiegon regarding the adoption of the One Year Use of Funds Action Plan for Fiscal Year 1999-2000.Three copies of the draft On are available for public inspection du i g bus!. ness hours in the Cly Record- er's office. The City of Ashland is consid. ered an entitled city under the Federal Department of Housing and Urban Development's (HUD)Common Development Block Grant(CDBG)FF Program.A : . . .. __... . One Year Use of ands Alan . . - .. :. . Plan for Fiscal Year 1999-2000 ..,:. .'. ...:- . must be completed as part of the .. requirements the City must meet to receive CDBG funding. Written comments can be sub- mitted to the Planning Depart. ment by 3 p.m.on August 4,or dtaens to orally provide can- ments at the Public Hearing on July 20. For more information contact Made Harris, Associate Planner, Community Develop. ment Department, 552-2045 or maria®ashlard.or.us. By order of the Planning Direc- tor,John,McLaughlin � „ No.079902 Publish 715499 Minutes from July 20, 1999 Public Hearing Will Be Attached Here Public Comments Will Be Attached Here