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HomeMy WebLinkAbout1999-0720 Council PACKET a¢'4u5L Imoortant Any ctttzen atteendmg A., meetings may speak on any�tem on the agenda unle"ss tt vssthe suble of+a public hearntg w lias besed Ifayou vnsheto speak,pKlease£Fllout thexSpeaker Requestm g E located nmear'thee entrance?to the Council Chambers I e'chair,wtlllrecoggize you and n rm you asito the amo unt;of time allotted to you: The time gamed will be dependent to someexVntAOn3the nature ofthe item under, isedis OnN,ilie numbe'rof-eo le:wfio;;wishao:be'heard;and the;len of-,tliep end'a _ AGENDA FOR THE REGULAR MEETING ASHLAND CITY COUNCIL July 20, 1999 Civic Center Council Chambers, 1175 E. Main Street I PLEDGE OF ALLEGIANCE: 7:00 p.m., Civic Center Council Chambers. II ROLL CALL: III APPROVAL OF MINUTES: Regular meeting minutes of July 6, 1999. IV SPECIAL PRESENTATIONS &AWARDS: 1. Update and presentation by the Housing Commission. V CONSENT AGENDA: 1. Minutes of Boards, Commissions and Committees. 2. Monthly Departmental Reports. 3. A Motion Approving the Purchase of Property Jointly with the Cities of Talent and PhoQnix for the Purpose of Placing the Regional Pump Station for the TAP Intertie Project, and Authorizing the City Administrator to Negotiate the Final Purchase Price, Sign the Purchase Agreement and Authorize Payment of the Earnest Money for the Property. 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 and Decision on the Action Plan for the One Year Use of Community Development Block Grant Funds for Fiscal Year 1999-00. 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: Council Meeting Pkt. (None) CITY RECORDER'S OFFICE I IX NEW AND MISCELLANEOUS BUSINESS: 1. Council Meeting Look Ahead. 2. Final 1998/99 Construction and Major Project Activity Summary#4. 3. Discussion regarding community transit needs. X ORDINANCES, RESOLUTIONS AND CONTRACTS: 1. First reading by title only of"An Ordinance Amending the Comprehensive Plan Map, Zoning Map, and the Detail Site Review Zone Map for the Property North of the Railroad Tracks between Oak Street and North Mountain Avenue." 2. First reading by title only of"An Ordinance Authorizing an Intergovernmental Agreement Creating the Oregon Utility Resource Coordination Association Intergovernmental Agency." 3. Reading by title only of"A Resolution Authorizing an Interfund Loan to the Community Development Block Grant Fund and Telecommunications Fund." 4. Reading by title only of"A Resolution Exempting from Competitive Bidding the Selection of a Utility Billing/Cable Interface Software System for the Department of Finance." XI OTHER BUSINESS FROM COUNCIL MEMBERS: XII ADJOURNMENT: Reminder Study Session on Thursday, July 22 at noon in Council Chambers. Topics of discussion will include: 1) Discussion of the City's Economic Development policies; 2) Update on the Talent, Ashland, Phoenix (TAP) Intertie and Related Water Master Plan Implementation Process; 3) Discus- sion of proposed process for downtown plan update; and 4) Discussion of draft budget committee charge and process for FY 2000- 2001. + MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL July 6, 1999 Civic Center Council Chambers, 1175 E. Main Street PLEDGE OF ALLEGIANCE Mayor Shaw called the meeting to order at 7:03 p.m., in the Civic Center Council Chambers. ROLLCALL Councilors Laws, Reid, Hauck, Hanson, Wheeldon and Fine were present. APPROVAL OF MINUTES The minutes of the regular meeting of June 15, 1999 were approved as presented. SPECIAL PRESENTATIONS& AWARDS 1. Presentation and third annual report on Implementation of the Valdez Principles. Administrative Services Director&Conservation Manager Dick Wanderscheid presented his third annual report to the Council,noting that the report included in the Council's packet has 67 items, 17 of which are new this year. Noted some highlights from the report, including:the Granite Street Quarry Restoration Project,the Certified Wood Program, the Water Master Plan,the Wise Resource Usage Booklet to be funded and mailed to all residents, the water conserving garden tourwhich occurred earlierthis year,new irrigation efficiency pilot programs,the straw bale classroom,the green business program,the Adopt-A-Street program,the Water Wise newspaper articles by conservation commissioners on water efficiency,the revision of the city's styrofaam ordinance,the Street Department's use ofwater-based paints,efforts made for Y2K preparedness,the CERT program,educational videos being made in conjunction with RV TV,efforts made to improve public safety by the Police and Fire Departments working with schools,the installation of new fuel tanks at the B Street yard and the airport,and the Water Quality Report to be completed in July as required under the Clean Water Act. Wanderscheid explained why the net metering policy was included and that Ashland is the only utility in the Northwest currently doing this. Wheeldon questioned how to handle challenges to city projects when these challenges are based on the Valdez Principles. Wanderscheid suggested that the Principles need to serve as a filter and recognized that there will be conflicts. Emphasized that the Valdez Principles cannot be the only concern in any project. Explained the need to work day-to-day to achieve greater compliance with the principles and the need to weigh different trade-offs. Stated that regardless of the choices made,the City should continue to conserve and do what is right. Reiterated that the Principles are a filter and cannot be all-overriding. Emphasized that conflict can and will occur,but also emphasized the need to recognize the value of the principles. Laws noted the need to look at broad principles in terms of specific application and stated that decisions are often a matter of interpretation. Reid pointed out that even among experts,there can be frequent disagreement. CONSENT AGENDA 1. Minutes of Boards,Commissions and Committees. The following corrections were noted to the June 17'study session minutes: On page 4, ninth paragraph down,the page should read: "Mayor Shaw feels that the City should look into the feasibility of acquiring the property for future expansion and renting it out. Given the cost of the building and land increasing in Ashland, it could be a good decision,especially if there is some chance that the fire station may be expanded in years to come. If feasible,she felt that the cost of acquiring the property should be rolled into the bond." On page 4, tenth paragraph should begin: "Shaw inquired of Ettlin...",rather than being attributed to Freeman. On page 5, fourth paragraph from the bottom of the page, should begin: "Councilor Reid felt that the budget meetings could be more precise and compact." City Council Mintues 07/08/1999 Page I of 9 On page 5, third paragraph from the bottom of the page,should read: "Mayor Shaw feels that we should continue ' a with subcommittees such as CDBG, Human Services and Economic Development,where they can properly focus on the issues." On page 6, ninth paragraph down should read: "Councilor Reid said that boards and commissions vary greatly,and she wouldn't want to homogenize the process. She felt that currently,some commissioners are used to dealing with big budgets and she would not like it changed so they had less power." On page 7, last paragraph should read: "Councilor Hanson agreed that this is an interesting concept and would like it brought up at first meeting in July." Wheeldon expressed concern that Forest Commission members Binnewies and Brock were listed as absent in the minutes,and yet both had statements attributed to them during the discussion which occurred at the meeting. Councilors Wheeldon/Reid m/s to approve the consent agenda,with the amended study session minutes. Voice vote: All AYES. Motion passed. PUBLIC HEARINGS 1. Public Hearing regarding transportation SDCs. Director of Community Development John McLaughlin discussed the history of transportation SDCs. Explained that originally,transportation SDCs were based on the concept that growth requires more transportation facilities. Stated that calculations were based on the number of new trips generated by a project. Explained that because the transportation element and the transportation system plan have been adopted,$40 in illion in transportation projects have been identified. 36%of these projects are not SDC eligible and the remainder of these have growth components. Looking these projects over,$8.3 million of the total$40 million relate to growth. The new methodology applies SDCs where most appropriate,based on buildable lands inventory,spatial analysis and usage projections. With$8 million to be assigned to growth over the next 20 years,growth was looked at in terms of comprehensive plan projections and this was modeled to determine new trips per day. The result was that 39,000 new trips per day are projected over the next twenty years. For each new trip, the $8 million dollars in growth related improvements,was divided by the number oftrips to determine a cost per trip and this per trip cost was used to determine the SDCs for new developments. This takes into account population, transportation and economic elements of the comprehensive plan consolidated with the transportation system plan to comply with state statutes. This results in a larger transportation SDC than the current charges. Explained that the current transportation SDC for a single family dwelling is $324 and the new methodology would bring these charges to $2040. Because of this increase, staff recommends that this new methodology be phased within a three-phased process, beginning in August. The current single family dwelling SDC of$324 would go to$888 in August for the first phase;to$1471 in January of 2000 in phase 2; and then to $2040 in July of 2000. Explained that these charges are substantial, but are based on determined community needs. These SDCs represent the portion of costs that can be assigned to growth and be recovered; other money will need to come from other sources,such as street user fees,LIDS,federal money,state money,gas tax,bond measures, and etc. This is a necessary component to achieve the improvements identified as necessary over the next twenty years. Reid questioned whether the building community and general public are aware of these raises. McLaughlin noted that two builders and representatives of the Chamber of Commerce were represented on the SDC Committee. Reid emphasized the need to communicate these raises before a decision is made, suggesting that a notice be posted at the Planning counter.Reid raised the issue of the need to distinguish by home size when charging SDCs. McLaughlin stated that these distinctions have not been made for single family residences. Similarly,multi-family residences are charged per unit, and those over 1500 square feet are charged at the single family residential rate. Reid questioned if the "concentric rings" concept was discussed in the SDC Committee. McLaughlin explained that this was discussed, but that because of Ashland's relatively small size, this was not done. Emphasized that the only Oregon city using this method is Salem. Explained that in general, the type of uses and job centers require trips no matter where one lives. Stated that the proposal tries to find the best fit for the general application. Pointed out that the home size issue is much the same,as even large homes may have few residents and generate fewer trips. Emphasized that the national average City Council Mintues 07/08/1999 Page 2 of 9 numbers clearly support this. Pointed out that methodology needs to be clear for administration and occupancy is much more a factor than size,and they have tried to find some equity. Shaw noted the Committee's discussions of taking into account a home's proximity to urban centers. Based on the information they had, it appears that size did not coincide to the number of trips and the general overall formula was logical. Reid emphasized need to notice the building public beyond merely publishing in the local paper and the need to take advantage of the opportunity to give this information out at the counter where perm its are issued. McLaughlin confirmed that planners have fielded at least 30 calls so far to explain this issue to the building public. Also pointed out that permits submitted prior to the date the methodology changes will be calculated with the current formula. Wheeldon noted the connection to the Transportation Plan, which is very balanced and feels it balanced out driving, sidewalks, bike lanes,and better safety and configurations. This helped her not to dwell on home size,as benefits are broad-based and the single rate is equitable based on the number of trips. Freeman noted his attendance of a Chamber Board meeting where they discussed the SDC proposal. Explained that the methodology came at the request of the business community and they wanted to be able to plan based on methodology and a specific stated long term plan. Emphasized that this methodology is clear and straight-forward. Also stated that it is sensible to tie to the Transportation System Plan. McLaughlin noted the refinement added to previous methodology,as it includes length trip analysis to add more balance. Public Hearing opened at 7:40 p.m. Larry Medinger,of Medinger Construction/115 Fork SUMember of SDC Committee/Noted that he missed the last SDC meeting, but that he has been involved in the process on an Ad Hoc level for nine years. Raised two issues: 1) Stated that he is worried about young restauranteurs thinking of starting a business in Ashland who would need to pay $80 thousand to build a new restaurant. Noted that while there is ordinance protection for commercial areas and that McLaughlin has assured him that transportation SDC would not be charged downtown if converting an existing commercial structure,he still is concerned for the effects this would have on a start-up restaurant like Morning Glory. Feels that another way needs to be found to collect these SDCs. Suggested an appeals process to come before the Planning Commission,with the possibility of charging the SDCs over time rather than an up-front charge. Emphasized that twenty year financing would make these charges more manageable. 2)Feels there is a need to encourage smaller, more ecologically sound buildings. Suggested that charges could be based on square footage as built,with a sliding fee scale. Wheeldon questioned if this would only apply to restaurants. Medinger explained that many businesses are not as long term as residences and he had looked at restaurants because of the high SDC cost for fixtures and etc. Stated that restaurants were just an example and he feels that any business should be allowed an appeal. Wheeldon questioned encouraging smaller houses with a sliding scale. Medinger feels that while it may not be appropriate for tonight's discussion, it would be an excellent ad hoc discussion to be looked at next, before the water SDCs are addressed. Shaw noted that Chateaulin has been in business 20 years. Stated that other restaurants frequently change owners and questioned who would assume an on-going SDC obligation when ownership changes. Emphasized that SDCs should not be a planning management tool. Noted that she would like to encourage home businesses and though they require larger square footage,they use the roads less. Reid asked for McLaughlin to explain the example of Standing Stone, which was formerly Pioneer Glass in the downtown district. McLaughlin stated that because it was an existing commercial use in a commercial zone they would not pay transportation SDCs. In contrast,Morning Glory was a residence in a commercial zone and the change of land use category of the structure would bring these SDCs into play. Emphasized that the proposal would encourage the re- use of buildings and would not encourage sprawl. City Council Mintues 07/08/1999 Page 3 of 9 Reid stated that while she does not fault process,she feels that all builders need to be made aware of potential impacts, a and the community must understand the pending increase. Medinger noted the role ofthe Housing Commission and stated that he feels this SDC would be an element to encourage the building of small, affordable homes over larger ones. Feels that further discussion would be fruitful. Reid feels that lot size is also important and can be looked at. McLaughlin noted that size could be looked at, but emphasized that the methodology presented is looking at the potential number of trips in a manner similar to usage with water. This is to accommodate peak demand. Explained that changes over time will balance out if potential peak demand is considered. If refined,there may be more exceptions created. Shaw stated that the methodology is needed and pointed out that while she is not opposed to looking at the size of homes, she feels this needs to be addressed directly rather than through SDCs. Reid stated that this represents an opportunity for a carrot and stick approach and expressed her fears that the new methodology would encourage large chain restaurants. Medinger reiterated his preference for an appeals process. Reid stated that she feels an appeals process is not likely, as SDCs need to be applicable across the board without discouraging the development of smaller, individual businesses. Laws noted agreement with Shaw and expressed his concern with using what is essentially a tax to achieve other goals. Feels that other issues should be dealt with directly. Also,explained that he has learned from living with the SDC idea from long ago that it should be kept as simple as possible and should be fair on the surface - though this makes exceptions difficult. Stated that this methodology is elegant, simple and fair in using actual costs for additions. Emphasized that any changes to the methodology will negatively impact the perceived fairness and urged that these points be considered before making changes to the policy. Public Hearing closed at: 8:06 pm. 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. Assistant City Administrator Greg Scoles,Fire Chief Keith Woodley and Hans Ettlin,of PSE Architects,came forward to provide information for Council. Scales noted that this is a follow-up on previous discussions and gave a brief history. Noted that the current plan is for 13,000 square feet,and a lesser budget. Pointed out that they have had the adjacent property,which must be acquired to accomplish expansion,appraised. Emphasized that it would be impossible to expand without this acquisition. Scoles noted the drawings which illustrate the proposed building in relation to the existing structures. Explained that the proposal would add about$0.24 per$1000 assessed value to resident property taxes and the combined measure would add around$0.70 per$1000,with the inclusion of the library. Emphasized that the initial proposal would have added$0.65 per$1000 for just the library. Reid concerned with addressing both items as one measure and questioned how staff had gotten to this point. Shaw gave history noting that in a previous public hearing, Councilor Fine had suggested delaying until this was discussed. Staff was directed to prepare both options and allow council to direct on either or both. Emphasized that coupling the two issues was the direction from the previous meeting,as it was believed that combined they were more likely to result in the necessary 50%voter turnout. Reid explained her concern with coupling projects on the ballot, emphasizing that while they can be on the ballot together,that they should not be presented as one item. Freeman confirmed that he believed it was Fine's suggestion to couple the two and that it was also understood that there was a Council consensus for this coupling. Fine confirmed that this had been his suggestion,as the two projects have co-equal importance and should be combined as one issue. City Council Mintues 07/08/1999 Page 4 of 9 Scoles noted that both the notice and the agenda speak only to the Fire Station, as the library was previously noticed. Explained that no public hearing or notice is required for either,so this was an"extra."hearing. Stated that the Council could request splitting the two items. Ettlin stated that Council was familiar with the plans,and emphasized that there are not many changes,but just interior adjustments. Noted that they have modified and clarified the site plan. Explained that this information is what was needed to get adequate pricing for the bond. Laws questioned the "day room", and Ettlin confirmed that this was included and required no additional cost. Public Hearing opened at: 8:20 p.m. Chuck Keil/586 East Main St./Stated that he is a business owner near the Blue Mountain Cafd and expressed his concern with the process used in deciding to put the Blue Mountain out of business. Concerned with alternatives that were considered and suggested a smaller,third station on the north end of town. Questioned why Studios Inn had not been looked at,since it is for sale. Also stated that he hates to see this issue coupled with the library,as people deserve the opportunity to vote on these issues separately. David Frye/1260 Kirk Lane/Introduced himself as owner of the Blue Mountain for the past nine years. Asked if he could count on the Council to find a way to keep the Blue Mountain viable. Council confirmed that he could. Shaw noted that the voters still need to approve this matter. Shaw noted that they had looked at the Studio,but that the election results need to be in before real discussion can occur. Shaw emphasized that her door is always open. Reid expressed her reluctance to speak with a tenant about breaking a lease/contract. Shaw clarified that if this matter is approved by the voters, this land would be acquired. Wheeldon questioned if Frye has spoken to his landlord. Frye stated that he would like to look at keeping the spirit of the restaurant moving ahead. Laws noted the need to find a method to keep Blue Mountain viable and stated that staff are already looking for possibilities. Explained that staff are constrained by the need for the election to occur and the issue of dealing with the owner versus the tenant. John Fields/845 Oak St./Stated that his wife is very loyal to the Blue Mountain. Noted the difficulty created by the comer at the present Fire Station location and the question of architectural compatibility. Stated that he has a problem with some of the elements, including the structure being greenhouse like. Stated that he would prefer that it be on the Elks Corner. Shaw confirmed that this is a conceptual design. Emphasized that this is an idea and that there will be the opportunity for changes, but not changes in the money end. Fields explained that this project is being pushed forward by the need for a fire station,but that there is a better location possible. Stated that if tonight's decision is locking in to this design,he should have become involved earlier,and would like more input on the appearance. TomKatsant ones/1052 Paradise Lane/Stated that he had attended the open house. Expressed his concern that the early dealings have been with the property owner and not the business owner. Feels that the option to buy this property needs to be locked in and feels that there will be a cost to reimburse the business owner. Suggests that it would be easier for the voters if these costs were known up front. Shaw explained the process and emphasized the need for voter approval of the bond prior to the City's proceeding. Stated that relocation costs were discussed,but are not set. Katsantones again suggested that an option should be in place. Also stated that he feels the alternate sites were studied adequately, but questioned putting the fire station on the bond with the library as one issue. Public Hearing closed at: 8:38 p.m. Shaw clarified that a third fire station would require additional land, construction of a new building and additional staffing which would push up the price of a bond considerably. As far as the present location, it is the best possible location and was determined to be the site of choice for the best response times. Emphasized that efforts were made to buy Blue Mountain when the property was available and at that time the Council chose not to pursue it in hopes of moving to Garfield Park. Reiterated that in a study that was done, it was found that the best locations for fire stations in Ashland are exactly where they are. Noted that discussion of moving to the Elks site occurred,but there was a concern with using such a large commercial property downtown. Emphasized that it was discussed with the Elks, but it didn't work out. City Council Minmes 07/08/1999 Page 5 of 9 Fine noted that for response times, minutes do count and the suggestion to move the station to East Main Street and 3 Mountain Avenue would add precious minutes to response times. Emphasized that the City has a responsibility to maintain optimal response times by maintaining the station where it is. Stated that he would like to retain Blue Mountain and will speak with the business owner to work for relocation. Concluded that if there must be a decision between the best location or moving and increasing risks,the Council must choose the best location. Hauck added that other places looked at involved removal of existing businesses as well,which would require relocation for other businesses. And,these other sites that were considered,would have worse response times. Shaw pointed out that the Hillah Temple was even considered, but because of downtown traffic this location was not feasible. Laws noted that: 1) The present station is inadequate, unsafe and does not perform up to the necessary standard; 2) Financially,it is unwise to place a third station in a city of Ashland's size;and 3)For the best response with two stations, the stations must remain where they are.. Emphasized that if another location was a better option,or a cheaper one, it would have been chosen. Mayor Shaw read comments from Russ Silberger into the record. Freeman noted that the Studio 55 property is not needed for this project and stated that if it were required he would recommend that it be purchased. Because Blue Mountain is between the Fire Station and Studio 55,Studio 55 could not be used in lieu of Blue Mountain. Freeman emphasized that an appraisal was done by a certified professional and he feels that there is no discrepancy between the appraisal of the property and its value. Freeman emphasized that he had spoken to the appraiser,and the appraiser is confident in his accuracy. Wheeldon questioned if relocation of the Blue Mountain was included in this appraisal. Freeman stated that it was not, but that the property owner will have the option to use the funds as he sees fit. Suggested that relocation will be the property owner's responsibility and noted that the Council has the option of adding relocation costs to reimburse the lessee/business owner. Wheeldon noted that there had been discussions of combining the Blue Mountain with the Fire Station and emphasized that all involved are looking for creative solutions and keeping the business owner in mind. Hanson pointed out that there is a property owner involved and this owner has not been unwilling to sell. PUBLIC FORUM None. UNFINISHED BUSINESS 1. Presentation and discussion regarding the proposed elevator for Fire Station#1. Freeman noted that this item was included as it had not been fully discussed previously and because it needs to be resolved. Fine explained that the architect has stated that an elevator is required under the Americans with Disabilities Act (ADA)and noted that the price of an elevator is roughly$65,000. Pointed out that all public buildings of more than one floor require an elevator under ADA,unless they are declared exempt. Fine stated that an elevator would serve only firefighters,who must be able as a requirement of their jobs. Also noted that there is an annual maintenance cost of nearly$2,000 and over a service life of forty years,maintenance would cost the City roughly$89,000. Emphasized that this cost would be for an elevator that is not regularly in use. Fine reiterated that Ashland Fire has no need for an elevator. Noted that while school groups could use the elevator during tours,many other departments do not allow public access. Fine explained that the city's congressional delegate checked with the Department of Justice and was advised that the city should not seek an exemption as, in the future, a fire department administrator might be disabled. Fine suggested that the requirements of the job preclude this possibility. Further noted that service personnel,such as telephone installers,might need to use an elevator,but pointed out that the city would be responsible for its own telephone and electric wiring into and through the building. City Council Mintues 07/08/1999 Page 6 of 9 i Fine concluded that the reasons are not sufficiently convincing to spend$154,000 for an unwanted elevator. Stated that the only plausible reason would be to comply with the ADA as citizens must, but pointed out that ADA has a variance provision and the city would need to plead its case before a board. Stated that the elevator is a policy decision and that while the city is obligated to assist the handicapped there is no cause for handicapped access here. Fine emphasized that in his opinion,only an able individual would fulfill duties of thejob, but he would defer to the experts. Reid clarified that the$154,000 cost is spread over forty years, and suggested that in that time a supervisor could be disabled,even temporarily. Emphasized that she would like to be able to employ a disabled administrator if the opportunity arises in the future. Pointed out that with an elevator,the city would also be able to contract for services for painting,cleaning,etc. with anyone. Suggested that the building needs to be built for the future,with the option to encompass a changing community.Concluded that she would rather meet the requirement than spend public funds to fight it. Hauck stated that ADA is primarily a civil rights act and emphasized that he is firmly opposed to the city seeking an exemption to a civil rights act. Stated that an elevator would provide a margin of comfort over time to allow ADA compliance. Laws stated that the city would be seeking a variance because there are no exceptions,however,stated that there are possibilities which could bring a handicapped person onto the site. Stated that there could always be possible exceptions and he feels that it would be fighting a losing battle to save a little money. Hauck emphasized that retrofitting the fire station for compliance later would be very difficult and costly. Wheeldon noted the enormity of the project to retrofit city hall recently. Ettlin clarified that the applicable laws are ADA,which is tort driven,and Oregon state law which made ADA part of the state's uniform building code, which makes it a state requirement. Explained that inclusion of the elevator in the design was an attempt to comply with the state statute. Shaw stated that she appreciates Fine's attempt to save public funds,but she agrees that there is a need to set an example. Also noted that civic buildings can house many functions over their lifetime and need to be designed to speak to permanence,pride,and keeping options open. Fine stated that the federal ADA adopted by the state is a broadsword,applied broadly,and these circumstances fit exactly the intent of the appeals process. Emphasized that he is opposed to substance over intention. Wheeldon noted that in the recent past,curb cuts were put where there were no sidewalks. Now these sidewalks are in and the value of the cuts is apparent. Emphasized that ADA issues will be addressed more in the future and so should be put in now with an eye to the future. Discussion of whether there was a need to discuss this matter further,with a consensus being reached to move on. NEW AND MISCELLANEOUS BUSINESS 1. Council Meeting Look Ahead. Freeman noted that this item was for informational purposes and stated that he was available to answer any questions the Council might have. Noted that there was no study session on Thursday,July 8. Shaw noted that she will be absent for the month of August. 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." Shaw expressed her concern with a fee increase to finance increased maintenance system costs. Suggested that if the increase is not due to the intertie project, it needs to be revisited. City Council Mintues 07/08/1999 Page 7 of 9 Public Works Director Paula Brown explained that the intertie will be funded 75%from SDCs and 25%from fees. Freeman noted that this increase is 100%operations and maintenance required and is due to added staff and the small size of this fund. Emphasized that the second two increases will be for capital projects, improvements and the TAP intertie and line. Shaw stated that she did not recall that O&M costs were discussed and thought it was to be for the intertie only. Reid questioned whether the wet spring was an issue. Brown stated that this was a very good revenue year,but noted that they are looking long range,at three years down the road. Emphasized that they have added one employee and there will be further increases for projects to follow. This initial increase is to address O&M. Reid stated that she wants stable rates and suggested looking longer term. Discussed previous rate reduction and the water rate study. Wheeldon stated that she feels it was acceptable that rates were corrected in 1997 and emphasized that the previous decrease lessens the actual overall increase. Turner discussed the history of water rates and explained that there is now a need to re-address bill frequency data, including both small and large users. Noted that the two previous years have been extreme and are excellent for analysis. Emphasized that data is also being looked at with the plant and distribution ends separately. Emphasized that there is a need to look at all of these statistics over the next year. Councilors Laws/Hanson m/s to adopt Resolution#99-41. Roll call vote: Laws,Reid, Hanson,and Wheeldon: YES. Hauck and Fine: NO. Motion passed 4-2. 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." Reid expressed her concern that the public had not been adequately made aware of this new methodology and suggested that it needs to be posted at the counter in Planning prior to a decision. Hauck pointed out that there have been front page articles informing the public of these increases in the Tidings and the Tribune. Fine suggested that a better effort needs to be made in the future to notify those to be affected. Councilors Hauck/Wheeldon m/s to adopt Resolution#99-42 . Roll call vote: Hauck,Hanson,Wheeldon, Fine,and Laws: YES. Reid: NO. Motion passed 5-1. 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. L" Councilors Hauck/Fine m/s to adopt the resolution. Discussion: Reid questioned coupling these two issues on the same bond. Suggested putting both items out to the voters,but separately. Laws agreed that these items could be coupled on one election,but not as one issue. Expressed concerns with bad public relations that might result by"piggy backing" these two. Emphasized that in his mind,he is sure that both will pass. Feels that the city could,and should,separate these as two measures on the same ballot. Wheeldon agreed with Laws. Emphasized that separating these two issues will not prevent cooperation in ,getting both passed. Feels that it is important that they be separate,and that the voters be given a choice. Shaw stated that initially she felt that it would be good for turnout if they were coupled as one issue and she was concerned that if they were separate they might compete. However,after analyzing data from previous elections for County measures where both items passed in Ashland,she is less concerned. Noted that while coupling seems to be raising concern, it worked with the passage of the Food and Beverage Tax. City Council Mintues 07/08/1999 Page 8 of 9 ' Fine stated that after listening to the other Councilors, he would be happier if the voters were given more ' choice by separating these items. Reid noted that she also had concerns with coupling the items as it would require campaigners to work and be familiar with both issues. Feels that from the perspective of running a campaign, it would be better if these items were separate. Assistant City Administrator Greg Scoles noted that the items could be separated by changing the language in the resolution. Council could vote now to empower the mayor to sign the resolution as updated. Laws questioned whether a change in the language would necessitate reading both resolutions in full. Wheeldon suggested extending the meeting to noon on Thursday,since there is to be no study session,to allow time for City Attorney Paul Nolte to look at the issue and make the necessary changes in the resolution. After discussion,it was decided that the meeting would be continued to noon on Thursday,July 8",with staff directed to make the necessary changes to split these two items on the ballot. Motion withdrawn. 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." Reid suggested that this property is of value and if it is to be given away,the City could get something in return. Suggested taking time to explore the possibility of arranging some sort of exchange to be worked into the Solar Program that the University will be working on with the City. McLaughlin clarified that the state is giving the city three times the land that is being given back with the vacation. Emphasized that the exchange proposed is good for the city's interests. Councilors Hauck/Reid m/s to adopt Resolution 999-40. Roll call vote: Laws,Reid,Hauck, Hanson, Wheeldon and Fine: YES. Motion passed. ADJOURNMENT The meeting adjourned at 9:44 p.m.to noon on Thursday, July 8". Derek D. Severson,Assistant to the City Recorder Catherine M. Shaw,Mayor City Council Mintues 07/08/1999 Page 9 of 9 MINUTES FOR THE CONTINUED MEETING i ASHLAND CITY COUNCIL July 8, 1999 Civic Center Council Chambers, 1175 E. Main Street PLEDGE OF ALLEGIANCE Mayor Shaw called the meeting to order at 12:03 p.m., in the Civic Center Council Chambers. ROLLCALL Councilors Reid, Hauck, Hanson, Wheeldon and Fine were present. Councilor Laws was absent. UNFINISHED BUSINESS 1. Reading by title only of"A Resolution of the City of Ashland,Jackson County,Oregon,calling a Special Election to Submit to the Voters the Question of Contracting a General Obligation Bonded Indebtedness in the Amount of $3,140,000 to Finance Expansion and Renovation of Fire Station No. 1:' Council discussion of whether there was a need to discuss the possibility of land acquisition in the resolution. Mayor Shaw stated that land acquisition was not included in the design and would increase the amount stated here.Suggested that because this was not included in previous discussion,it should not be included here. If land were acquired at a later date, it would not occur from bond funds,and does not need to be included here. Councilors Fine/Hanson m/s to adopt Resolution#99-43. Roll call vote: Fine,Wheeldon, Hanson,Hauck, and Reid: YES. Motion passed. 2. 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 $5,960,000 to Finance Expansion and Renovation of the City's Public Library." Councilors m/s to adopt Resolution#99-44. Roll call vote: Reid,Hauck,Hanson,Wheeldon and Fine: YES. Motion passed. OTHER BUSINESS FROM COUNCIL Wheeldon requested that the Council consent to allowing her to work with staff to prepare a guest editorial explaining the discussions which had occurred on the issue of coupling these two items on the ballot. Council consensus that this was acceptable,with the editorial to be signed by Wheeldon and staff. Reid noted that because she doesn't agree with certain decisions such as the siting of the Fire Stations,she would prefer not to sign this editorial. Emphasized that she supports the matter going to a vote,but is not in agreement on all of the details. Wheeldon stated that she intended merely to discuss the avenues taken in reaching this decision to wrap-up this matter for those who are interested. ADJOURNMENT The meeting was adjourned at 12:10 p.m. Derek D. Severson,Assistant to t/re City Recorder Catherine M. Shaw,Mayor City Council Continued Mintues 07/08/1999 Page I of 1 MINUTES OF THE ASHLAND CITY COUNCIL ANNUAL HOSPITAL BOARD GENERAL MEETING July 6, 1999 PLEDGE OF ALLEGIANCE Mayor Shaw called the meeting to order at 6:50 p.m.,Civic Center Council Chambers. ROLL CALL Councilors Laws, Reid, Hauck, Hanson, Wheeldon,and Fine were present. STATUS OF ASHLAND COMMUNITY HEALTHCARE SERVICES BOARD REPORT Ashland Community Healthcare Services Administrator Jim Watson introduced Controller Mike McGraw,board chair Patty Acklin and board member Mavis Cloutier. Watson recognized Mayor Shaw for her attendance of all board meetings. Noted the hospital's growth over the past year,and emphasized the need for more space to add beds and expand the kitchen and cafeteria. Stated that growth has even put pressure on the surgical theatre,although it is new. Pointed out that the hospital now employs over 300 people,and there are nearly 200 physicians. Also recognized the hospital auxiliary for their efforts,and noted that they now have over 100 members. Explained that the Foundation has 29 board members,and that they have had a busy year,gifting nearly$V2 million to the hospital. Noted that staff serve on the board, as well as Paul Nicholson,Greg Williams,and new appointee from the council,Jack Sabin. Noted preparation being made for the Year 2000, and the recent creation of a web-page for the hospital. Also noted that the recent obstetric unit remodel drew nearly 350 attendees to its open house. Emphasized the hospital's interest in acquiring additional land to address needs brought on by growth. Stated that two additional properties have been acquired through the foundation, along with the receipt of three grants. Watson spoke on the challenges of the Balanced Budget Act,and noted that over a five year period it represents a$1 million reduction in funding. Concluded by noting that he looks forward to networking with the physicians from the Medford Clinic as restructuring occurs there. Introduced Mike McGraw,and noted his good fortune in working with McGraw for the past twelve years. McGraw spoke briefly on next year's budget,noting that a strong year is projected in 2000, and that they expect to provide a mix of services with physicians in the valley. Stated that an 8%increase in utilization is forecast. Emphasized that no additions are planned in the next year,but that there are plans to expand the surgery wing in two years. Stated that the cafeteria will be the only major renovation in the next year. Emphasized that target projections cannot fall below a 2 to I ratio, and stated that they are now at a 2.6, and are projecting a 2.8 next year. Characterized the hospital's status as growing and strong. Also noted that they will be looking at an expansion of the kitchen, and will come before the Council with that request at a later date. Reid questioned how the current situation at the Medford Clinic would impact Ashland. Watson noted that alliances are helpful,and discussed the restructuring occurring in Medford,with many physicians soon to become independent of the clinic. Emphasized his hope that they will stay within the valley,either in independent practice orjoining other groups. Stated that it is his belief that surgical specialists from the Clinic will have a presence in Ashland. Hospital Board Annual Meeting Minutes 07/06/1999 Page I of 2 Discussed the fact that currently,only about sixty of the physicians on staff are Ashland based,with others working on a consulting basis. Emphasized that more will move in as space allows,and stated that discussions relative to use of available space and staff will occur with the Medford Clinic when possible. ADJOURNMENT The meeting was adjourned at 7:03 p.m. Submitted by Derek Severson,Assistant to the City Recorder Hospital Board Annual Meeting Minutes 07/06/1999 Page 2 of 2 ASHLAND PLANNING COMMISSION HEARINGS BOARD MINUTES JUNE 8, 1999 CALL TO ORDER Chairman Steve Armitage called the meeting to order at 1:30 p.m. Other Commissioners present were Russ Chapman and Marilyn Briggs. Staff present were Bill Molnar, Mark Knox, Maria Harris and Susan Yates. APPROVAL OF MINUTES AND FINDINGS The Minutes of the May 11, 1999 Hearings Board were approved. TYPE II PLANNING ACTION PLANNING ACTION 99-044 REQUEST FOR A LAND PARTITION TO DIVIDE A PARCEL INTO TWO LOTS. 2340 MORADA LANE APPLICANT: BRAD ROUPP Site Visits and Ex Parte Contacts Site visits are made by all. STAFF REPORT Knox said the proposal is for a Minor Land Partition to divide the parcel in half(total square footage—26,000). The lots are similar in shape and size as the lots around it except those in the rear. The action was administratively approved last month, however, it was called up for a public hearing by a neighbor. The applicant removed an old house from the lot. There was a TO ditch that traversed the parcel but with the Payne Subdivision, the TID was then diverted along Greenmeadows. When the site was graded out, the ditch was filled in. There is a letter in the packet to that regard. View protection is a neighborhood concern. The adjacent Briggs Subdivision has private CCBR's that limit the houses to a single story. The neighbors have expressed a concern about the potential loss of view. There is nothing in the Partition Chapter that says anything about view protection. The proposal shows all the trees are proposed to be saved, even those in the building envelope. There is an oak tree on the side that did not show up on the map but the applicant has said he intends to save it. Knox asked a condition be added to save the oak tree(Condition 7). Staff is recommending approval of the application with attached conditions. Armitage asked the status of the tree in back that had been struck by lightning. It does appear to be dying. Knox said there is some dispute between the applicant and neighbors, as the neighbors think the tree is dangerous and might fall over. The applicant believes it is healthy, but does not think he'd have a problem removing it if it is unhealthy. Armitage wondered what commits Roupp to saving all the trees as stated in the application. Knox said when a building plan is submitted, the building footprint will have to show it is not within the dripline of the tree. PUBLIC HEARING BRAD ROUPP, 1085 Deer Vista Lane, said the neighbors' reasons for calling this action up has little to do with the partition. He is not proposing to build g a house but to divide a lot. Until he hears there is more going on, he has no further comments. SHIRLEY THOMAS, 1332 Apple Way, lives directly behind parcel 2. She is not opposed to partitioning provided they don't build more than one two-story house on the property. She showed pictures of the tree. The arborist said the tree was diseased and dead and should be removed. She told Roupp the tree was diseased and dead. She realizes a home will impact her view but there is nothing she can do. She feels since their subdivision was there first, they deserve a little view. Armitage said he is a forester and when he visited the property, he said the tree is not dead, but it is in trouble. Thomas is concerned the tree is starting to lean. Or, if the tree is diseased, it could effect the trees around it. KARLA ROTHFUS, 5296 Old Hwy. 99 S., said she is in the process of trying to buy parcel 2. She was unaware that there were any real issues that would stop the partitioning. JEAN CHOUARD, 811 Iowa, said she is interested in purchasing the other lot. They have no immediate plans to develop it at this time. They would do everything possible to save the tree, but would remove it if necessary. They would plan to build a single home on the property. JANET INADA, 2320 Morada, owns the property next to parcel 1. Her concern is this is for a two- lot partition with four separate dwellings. The whole neighborhood is single family homes on large lots and that is the reason they pay high property taxes so there is room, space and little traffic. She opposes anything that results in more than two family homes on those lots. Inada mentioned there is a natural drainage that drains water off her property in the corner of her property. Armitage asked if the lot could be subdivided again. Molnar said an accessory residential unit could be applied for in the future with a Conditional Use Permit. The public would be invited to a public hearing if this is the case. Armitage read CHRISTINE SCHUMACHER'S comments, 2331 Morada Lane. CAROL BROWN, 1326 Apple Way, lives behind the lot and her view will be affected. She is concerned what will happen if the tree falls. It would cause considerable damage. She had photos of the tree. She is concerned about a possible lot size variance, the potential for flag lots, or potential density. This would impact her view and it is a concern of several of the neighbors. CHOUARD said there are several two-story houses on Morada. Armitage read a letter from Nancy and Thomas Burnham, 1355 Apple Way, into the record as well as a letter from Taylor Gimbel, 1320 Apple Way. Armitage asked Staff to address solar and whether or not the parcels could be divided again in the future. Staff Comments Knox said solar is based on the shadow cast at the north property line. The shadow would fall on Morada. In his experience, he does not believe there will be a solar problem. He said further partitioning both property owners would have to agree in order to make it work. A Variance would 2 ASHLAND PLANNING COMMISSION HEARINGS BOARD MINUTES MAY 11,1999 be required for a smaller lot and it would be difficult to meet the criteria. A flag lot would probably have to be requested and the area of a flag does not count in the square footage of the lot. Accessory units would be possible with a Conditional Use Permit. The CUP criteria is much more discretionary, allowing a neighboring property owner to look at things such as height and appropriateness of scale. Knox said the tree looks like the tree is still healthy so they are not yet in a position to say it can be removed. Armitage wondered about adding a condition saying the applicant has"x" period of time to remove the tree upon seeing the last green limb. Rebuttal Roupp said the neighbors should understand the parcel could have been divided into three lots. He is disappointed the neighbors have not been more supportive. He suggested having the new owners or himself decide which trees should be saved or removed. Armitage said when a pine tree is dead, it is a hazard. He is trying to mitigate the concerns of the neighbors. COMMISSIONERS' DISCUSSION AND MOTION Briggs said the application is not in conflict with the criteria and believes it should be approved. Chapman agreed. Chapman moved to approve with Conditions 1through 6. There will be no additional Condition 7. Briggs seconded the motion and it carried unanimously. TYPE I PLANNING ACTIONS PLANNING ACTION 99-062 REQUEST FOR A SITE REVIEW FOR THE CONSTRUCTION OF SIX APARTMENT UNITS (THREE DUPLEXES) VAN NESS STREET BETWEEN HELMAN AND LAUREL STREETS APPLICANT: DAVE GREENE This action was called up for a public hearing. PLANNING ACTION 99-063 REQUEST FOR A CONDITIONAL USE PERMIT AND SITE REVIEW APPROVAL FOR A 2-UNIT HOTEUMOTEL. 56 THIRD STREET APPLICANT: BARBARA ALLEN This action was approved. The Historic Commission requested an added 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. PLANNING ACTION 99-064 REQUEST FOR A SITE REVIEW APPROVAL FOR THREE RESIDENTIAL UNITS AT 416 BRIDGE STREET. THE UNITS WILL BE STUDIOS LESS THAN 500 SQUARE FEET IN SIZE LOCATED IN TWO COTTAGES TO THE EAST OF THE EXISTING HOUSE. APPLICANT: SANTO COMINOS This action was approved. ADJOURNMENT—The meeting was adjourned at 2:30 p.m. 3 ASHLAND PLANNING COMMISSION HEARINGS BOARD MINUTES MAY 11,1999 City of Ashland, Oregon City Council and Parks and Recreation Commission JOINT STUDY SESSION TUESDAY,JUNE 29,1999 TOPIC Calleat Guanaluo Restoration`-P Attendance Commissioners JoAnne Eggers, Rick Landt,Laurie MacGraw; Councillors Carole Wheeldon, Steve Hauck, David Fine, Susan Reid,Cameron Hanson. Absent Mayor Cathy Shaw, Councillor Don Laws, Commissioners Teri Coppedge and Sally Jones Commission Chair JoAnne Eggers briefly reviewed a memorandum from staff outlining the discussion which would take place during the meeting. The two general topics which would be discussed were the financial resources currently available for the project and the public process which would be utilized by the consultants for the design phase of the project. • Financial Resources City Administrator Mike Freeman and Parks and Recreation Director Ken Mickelsen facilitated the discussion. Mr. Freeman indicated that in discussion with Director Mickelsen that it would be possible to utilize up to$1,000,000 from the combined City and Parks budgets in fiscal year 1999-2000. The monies would come from the following sources: O $400,000 from remaining FEMA monies. O $200,000 from the sale of the remaining flood bond authorization. O $200,000 from the overall City budget. O $200,000 from the Parks budget for capital outlay. He said that it would be necessary to limit whatever work is done on the Calle this next year to that amount. And, because at this point in time, the total project cost cannot be known, he and Director Mickelsen were suggesting that the Council and Commission consider looking at the overall project in phases. If,once the final design plan for the project is approved, the overall cost will be considerably more than the$1,000,000 currently available, the work will need to be done in phases over more than one fiscal year. If that is the case, the Council and Commission would need to look into how to finance the project in future years. Both Director Mickelsen and Mr. Freeman said that it was important to keep in mind that one significant consideration which may run up the cost of the overall project is the possible need to relocate utilities that service the plaza buildings. Paula Brown,Public Works Director, said that all utilities related to the plaza buildings except for sewer are located on the Calle side of the buildings. In response to a question by Commissioner MacGraw, Mr. Freeman commented that it is highly unlikely that the final design plan for the area from the Winburn Way Bridge up to the North Main Bridge will be able to be covered by the current monies available. Therefore, staff believes that a phased approach will be necessary. Joint Study Session -June 29, 1999 Page 2 of 6 Ashland City Council and Ashland Parks and Recreation Commission Calle Guanajuato Restoration Project Councillor Reid commented that she would be wary of stringing the project out over several years and phases because of the hardship it could cause on the plaza businesses to have the Calle tarn up for several years. As for setting an estimated cost for the overall project, Commissioner Landt commented that he would not like to see cost restrain the design parameters at this time. He said that when the Selection Committee had developed the RFP that it had deliberately not stipulated overall cost parameters for the construction phase of the project because the committee had not wanted to inhibit the design phase with fiscal constraints. He said he would prefer that the design team to be able to use the full extent of its creative imagination to come up with alternative designs without considering"cost"as a limiting criteria. As to financing the final design, he said that if the final design sparks the community's enthusiasm and commitment, the community may be more willing to come up with additional monies to finance the plan. If the final design simply"puts it back together the way it was", the community may not be willing to implement supplemental funding mechanisms to do the work. Councillor Fine spoke in support of Commissioner Landi's comments and added that considerations such as Councillor Reid mentioned related to the possible impact on area merchants of a project running over several years could be addressed in the public process. Director Mickelsen and Mr. Freeman indicated that their intent in discussing the monies readily available for the project was not to limit the creative solutions which the consulting team might develop but to indicate that the monies immediately available were limited. Councillor Hauck said that he believed that advising the consultants of the monies immediately available was simply a tool which would assist them in structuring their thoughts and setting priorities; it would not limit the design concepts which they would develop. Commissioner Landt asked that staff clarify what they meant as "Phase P. Mr.Freeman said that large capital improvement projects which could not be funded in one fiscal year frequently were divided into construction phases based on priorities. Councillor Wheeldon said that she felt it was sufficient at this time in the planning process to simply acknowledge that staff was advising Councillors, Commissioners and the consulting team that up to a million dollars was immediately available for the project if needed, and, if the price-tag for the adopted final design was more than a million dollars, the project would need to be completed in phases. She added that she believed that continuing to revisit the question of cost during this planning phase for whatever design was finally adopted was very important. Indicating that she would not like to see this project"short- changed", it still needed to fit into the City's overall financial picture. She said that she would recommend that Councillors and Commissioners indicate to staff and the consulting team that they were willing to continue with the concept that they were operating with a million dollars and hoped that that million dollars could be taken a long way. Consensus among Councillors and Commissioners was to move forward with the basic understanding that at this time the City has a million dollars available for the project if needed. Councillor Fine, Commissioner Eggers, and Commissioner Landt expressed reservations about giving the impression that the project needed to be funded with the monies immediately available. Councillor Fine said that during the design phase he believed that the community would be deciding what it wanted from the project. And, if the project estimate came in higher than what monies were immediately available, possible mechanisms for funding which the community would support could be investigated at that time. Joint Study Session-June 29, 1999 Page 3 of 6 Ashland City Council and Ashland Parks and Recreation Commission Calle Guanajuato Restoration Project 2. Discussion of Public Input Process Commission Chair Eggers indicated that John Fregonese, a member of the consulting team, would be facilitating the balance of the meeting. • A brief slide presentation of recent floods affecting the plaza area was shown. • Overview and discussion on public process. Mr. Fregonese briefly highlighted steps for the public process which were being proposed by the consulting team. Essentially the steps consisted of four"milestones" which would lead to adoption of a plan by the Council and Commission by October 1999. If the plan were adopted this coming fall, construction documents and required permits could be,obtained in time for work to begin in the area during the"window of opportunity"for in-stream work in the year 2000. He indicated that, although the public process would move forward very quickly from one milestone to the next, it was the consulting team's intent to provide adequate time for public involvement and interaction as well as providing sufficient information to Councillors and Commissioners to make decisions in a timely manner. In discussion of the proposed outline for the process,the following comments were made: ✓ Commissioner Eggers expressed interest in having the community meet to discuss priorities and goals for the project prior to the three-day charette series. She said that she felt that it was important that the priorities and goals be set by the community as a whole; that it was Ashland's citizens right and responsibility to set the priorities and goals for the project rather than just the Councillors and Commissioners. Mr. Fregonese indicated that part of the charette series would include small dialogue groups whereby members of the community and stakeholders would have the opportunity to share ideas and to work with goals and priorities. However, he said that in his experience and in considering the time line involved and budget for the project, he believed that the dialogue groups would prefer to discuss specifics rather than general goals. After some further clarification, Commissioner Eggers indicated that her concern related to developing a community consensus related to the"wish list"which had been generated from several previous meetings in which individual citizens had stated things they would like to have incorporated in the design. Mr. Fregonese said that the specific's included in the"wish list" were primarily design details which could handled very well within charette dialogue groups. Commissioner Eggers said that because the consulting team would be bringing Design Alternatives to the charette series that she felt the community needed to refine the"wish list"prior to the consulting team coming up with the preliminary Design Alternatives. Brian McCarthy, landscape architect heading the consulting team,explained that all the information generated to date in public meetings including the"wish list", the goals and priorities which would be addressed this evening, and the Commission's Request for Proposals which outlines the scope of work would be utilized to develop the preliminary Design Alternatives. Other than the limits set by the RFP, the design team would feel no constraints related to the Design Alternatives which it would bring to the charette. Councillor Reid said that she would be reticent to set extra meetings; that her impression was that people were tired of meeting to discuss ideas without being able to see results on the ground. She said that she hoped that the three-day charette would provide the opportunity for anyone who wished to expressed their ideas to do so but added that she did not believe extra meetings would be productive. Joint Study Session -June 29, 1999 Page 4 of 6 Ashland City Council and Ashland Parks and Recreation Commission Calle Guanajuato Restoration Project ✓ Councillor Fine made two comments: First, that for the design team to bring its Design Alternatives to the charette in advance of the community meeting to generate ideas without being influenced by the professionals essentially ruled out the spontaneous creativity which might come from the community and, secondly, that because the summer was the very busiest of time for community, that the suggested timing for the charette was ill planned. He said that he believed an additional step for public input was needed prior to the charette and would be willing to expand the consultants' budget to include this additional step in the process. Commissioner MacGraw said that the discussion related to setting additional meetings made her feel like she was "on a train going backwards." She said that we have already spent a lot of time taking public input and establishing project goals; we've developed an RFP which outlines how the design work is to proceed and selected a consulting firm to do the work. She said that she would simply like to proceed, to allow the consulting team to provide the expertise and guidance which they are being paid to provide and to move forward with the process and get the job done. Councillor Wheeldon concurred that spending additional monies on interim meetings facilitated by the consulting team would not be productive. In response to Councillor Fine's concern about influencing the creative process by having Design Alternatives presented at the charette, Mr. Fregonese indicated he believed that the"unfettered" creative process will still occur during the charette. Referring to the condensed time line for public process, Mr. McCarthy said that the RFP for the project indicated that a significant project goal would be to be able to have in-stream work on the construction phase of the project completed by mid- September 2000. In order to have assurance that that can happen, having the final plan adopted this Fall is essential; hence, the condensed time line for the milestones which the consultants are recommending in order to have the final plan adopted this Fall. Councillor Reid commented that she agreed with Councillor Fine that mid-summer was an inopportune time to set important public meetings but that postponing the public process did not appear practical if sticking to getting work done next summer is important. She also said that there might be advantages to spreading the meetings out over several weeks rather than one condensed three-day session but there are disadvantages also. People who make an effort to come to the first session but can't come to the second session two weeks later"become irate when things get changed." Even considering the fact that it is mid-summer, she said that she believed we might be better off having the primary venue for public involvement taking place over a three-day period. Commissioner Landt said that he believed the desire to get the project moving had streamlined the public process too much. He felt that a project of this scope deserves more opportunity for intensive public input; that a three-day charette is insufficient. Mr. Fregonese said that he did not believe that extending the charette to more days would enhance the process. He also said that the third milestone meeting set for September would still be an opportunity for significant public input. The draft of the Preferred Option which will be presented at that time will still be very preliminary design work which can be commented upon and modified at that point in time. Even the final design plan presented in October could receive minor modifications if needed. Councillor Hanson commented that he could understand the concerns expressed by Councillor Fine and Commissioner Landt concerning allowing ample time for interested persons to participate. He said, however, that he believed that the people who were really interested would be there. There will be no perfect time when everyone will be able to have their calendar cleared to attend. He suggested Joint Study Session-June 29,1999 Page 5 of 6 Ashland City Council and Ashland Parks and Recreation Commission Calle Guanajuato Restoration Project that the consulting team be given the go ahead to proceed as outlined. Commissioner MacGraw concurred. Councillor Wheeldon concurred indicating that back in January the Commission had accepted the responsibility for coming up with a time line to have the project on track for in-stream work by Summer 2000. If the Commission or individual Commissioners felt that additional time for public input was needed they could arrange those meetings without adjusting the time line proposed by the consultants. ✓ Commissioner Landt asked for some clarification about which members of the consulting team would be at the meetings. There appeared to be people who would definitely attend the meetings and ' people who would "possibly"attend the meetings. Brian McCarthy said that the comments regarding which team members would be attending each meeting reflected his thoughts concerning which team members would need to attend which sessions and reflected the number of hours which each team member had been allocated in the proposal which had been accepted by the Commission. However, he said that he was giving other team members the flexibility to use their hours in the manner they best felt would meet the project's needs. The word "possibly"in the draft outline indicates that those consultants may choose to use some of their hours at those meetings. But the flexibility can only stretch so far. If the Commission would like to require or ask for additional services from team members which is outside the accepted proposal, it would need to be added to the contract. Commissioner MacGraw indicated that the Commission had previously discussed whether or not additional services should be added to the contract at this time. The Commission had decided that during the course of the project if the Commission felt that additional services were needed that the question would be addressed at the appropriate time. ✓ Commissioner Landt also inquired how the team would handle diverse ideas which would come from the community. As an hypothesis, how would the team handle a suggested design solution that was less costly,could really work, would be aesthetically pleasing, fits all the criteria but is"outside the box"? Mr. Fregonese said that ideas which are clearly"outside the box"would probably not be considered. For example,running a culvert under the plaza to handle flood waters or removing the Winbum Way Bridge are"outside the box". Mr. McCarthy said that he believed that the consulting team should and would be open to any ideas which have merit. However, he also said that one of the reasons the consulting team had asked to meet jointly with the Commission and Council was because both bodies separately and jointly have some say in the overall final design which will be adopted. It would not be prudent for the consulting team to pursue ideas which it did not believe would ultimately receive the support of both the Council and Commission. Commissioner MacGraw said that the RFP had incorporated minimum guidelines related to the design aspects which would be required for the project. Those guidelines shaped the "box"in which the consultants were to work. She said that she would not recommend encouraging the consultants to spend much time on ideas "outside the box"as delineated in the RFP. 3. Review of project goals Councillors and Commissioners briefly reviewed the list of Preliminary Project Goals as outlined by the consultants. Two suggested goals were added: To blend new Calle Guanajuato design elements with the Plaza area and with Lithia park, and, to restore and enhance the Calle area as a part of the heart and soul of Ashland. Joint Study Session-June 29, 1999 Page 6 of 6 Ashland City Council and Ashland Parks and Recreation Commission Calle Guanajuato Restoration Project Mr. Fregonese indicated that, following public input, he would conduct an exercise which would allow Commissioners and Councillors to prioritize the preliminary goals. In response to comments earlier in the meeting, he said that he would make certain that the upcoming public process would include ample time for the community to address goals; that they would be revisited again during the process. 4. Public Comment Cate Hartzell commented that the significance of prioritizing for her meant establishing values. She inquired whether or not the intent tonight was to prioritize the project goals or to establish the priority of what would be done first on the project. Mr. McCarthy responded that they would be prioritizing the goals. She indicated appreciation that that was what would be happening. Related to the charette, she also expressed concern that it would be occurring during the middle of a busy summer and that its format was condensed into three days back-to-back. Ms. Hartzell requested that the consulting team allow for "stakeholders"to be able to identify themselves. Susan Powell also commented that the three-day charette would be very difficult for stakeholders or business owners on the plaza at this time of year. But, "heaven forbid", that we do anything to slow the process down. If we could find another way to do it,that would be her preference. She said that she had what she considered a "new, hot idea"and asked if she could present it this evening. She was asked to present it, therefore,presented a "cheesy little picture"of a 14'century bridge which illustrated the concept of a raised area which would allow for more use of the Calle area without confining the creek or limiting environmental habitat. The consultants said that they would take the concept and put it into their toolbox for future use. Jim Young, member and representative of the Lithia Arts Guild, the organization which manages the weekend marketplace on the Calle, said that he was present to re-confirm the Guild's interest in being of whatever help it can during the process. One specific item he mentioned was that the Guild now has a grant writer on board who could assist in obtaining grant monies if the time came that a portion of the project would be suitable for that purpose. In response to the public comment,Mr. Fregonese said that the consulting team would make a special effort to see that both the charette and the meeting which follows will provide ample time for public input. S. Prioritization of Preliminary Goals Mr. Fregonese led Councillors and Commissioners through an exercise whereby the Preliminary Goals which had been discussed earlier were prioritized. The results of that exercise are attached and labeled Operational Project Goals, June 30, 1999. With no further business, by consensus, the meeting was adjourned. Respectfully bmitt d, Zk) � <� -- Ann Benedict,Business Manager Ashland Parks and Recreation Department Y' j7-01-99 09: 01AM FROM CAMERON a McCARTHY PO4 Calle Guanajuato Restoration Project Operational Project Goals JUN$ 3l1 1999 The following Is a list of operational project goals approved and prioritized during a joint study session of the City Council 9nd the Parks Commission held June 29, 1999. The prioritization process ranked goals individually, In e relative fashion. Coale are now arrayed In three different levels; Laval I goals are considered most important. All goals will be incorporated in design alternatives. Rankings will only be used as a means of making design decisions when one sgeal appears to require precedence over another. operational Project Goals take Into account prior work by the Park Commission including the Criteria for Restoration Plan adopted November 17, 1997, 'the goals are intended to help maintain focus on the three major deaiga spheres the Master Plan will address: providing additional flood control and/or hazard reduction', protecting and enhaneinp the stream corridor functions and values, and providing attractive and vital urban spaces while maintaining existing uses. Opportunities for comment and it proicritizauon or the goals will occur during further stages of the master plan process. t. evel 1 • To protect human lives and structural integrity of the buildings in the Plaza during a severe flood event (relative score 72) • To enhance the natural setting and environmental functions and values of Ashland Creek in Calle Guanajuato. (relative score 50) • To greatly reduce damage to public infrastructure during a severe flood event. relative score 44) Level 2 • To greatly reduce damage to private property during a severe flood event. (relative score 32) • To establish Interesting and attractive urban spaces on Calle Guanajuato. (relative score 29) • Blend new Calle Guanajuato design elements with the Plaza/Downtown area and with Lithia Park. (relative score 22) • To maintain existing uses In Calle Guanajuato. (relative score 21) bevel 3 • To allow for Interaction between pedestrians and Ashland Creek on Calle Guanajuato area, (relative score 16) , • To restore and enhance the Calle Guanajuato as it part of the heart and soul of Ashland. (relative score 9) • operational goals assume floodwater will be contained, to,the maximum extant practicable, within the Calle Guanajuato area downstream of the new Winburn Way Bridge, Also assumed Is that floodwaters will be prevented from being directed toward the Plaza area, to the maximum extent practicable, by activities and structures upstream of the Winbum Way Bridge, Phase goals are incorporated in earlier.work on Ashland Creek by the City and their consultants,OTAIC and are not to be revisited in the scope of this project. ASHLAND PLANNING COMMISSION REGULAR MEETING MINUTES JUNE 8, 1999 CALL TO ORDER The meeting was called to order at 7:00 p.m. by Chairman Steve Armitage. Other Commissioners present John Fields, Marilyn Briggs, Mike Gardiner, Russ Chapman, Chris Hearn, Alex Amarotico and Mike Morris. There were no absent members. Staff present were John McLaughlin, Bill Molnar, Mark Knox and Maria Harris. APPROVAL OF MINUTES Hearn moved to approve the minutes of May 11, 1999 meeting. The motion was seconded and carried. Chapman moved to approve the Findings for PA 98-110, the motion was seconded and carried. Gardiner moved to approve the Findings for PA 99-039, the motion was seconded and approved. PUBLIC FORUM - No one came forth to speak. TYPE 11 PLANNING ACTIONS PLANNING ACTION 99-028 REQUEST FOR OUTLINE PLAN AND FINAL PLAN APPROVAL AND SITE REVIEW FOR A 7- UNIT MULTI-FAMILY SUBDIVISION UNDER THE PERFORMANCE STANDARDS OPTION. ALSO INCLUDES A VARIANCE TO PERMIT A TEN FOOT REAR YARD RATHER THAN 20 FEET. 63 AND 69 CALIFORNIA STREET APPLICANT: MICHAEL GUTMAN Site Visits and Ex Parte Contacts Following the last meeting, Fields had a discussion with Gutman about what should be included when coming back to the Commission. Fields clarified some of the things he said publicly concerning his recommendations. He did not feel this discussion would prejudice him. Briggs had a phone Call on April 26, 1999 from Gutman asking what she thought about the project. Briggs was concerned about the Variance he was requesting and suggested he try an L- shape plan. Gutman called her on April 27, 1999, thanking Briggs for her input and they talked about some people in town who could help him do the drawing. I Site visits were made by everyone. STAFF REPORT Molnar reported this action was before the Commission in April and several concerns were raised in the Staff Report and hearing at that time regarding building design and adequacy of the information provided. The application was continued to allow the applicant time to revise the proposal. Staff had an issue with the box-like massing of the building. The applicant incorporated the ideas by the Commissioners and instead of a single gable there are intersecting gables to break up the I ASHLAND PLANNING COMMISSION REGULAR MEETING MINUTES JUNE 8, 1999 roof form. The buildings are slightly staggered and offset instead of one continuous line. The materials for each unit are now varied. The covered entries for each unit have been slightly changed using a series of hips and gables as well as 6x6 posts and has incorporated a lattice overhang at the rear of each unit above the concrete patios. The bike parking was originally located within the rear yard setback area. The applicant has deleted that and has stated the bike parking will be located within the 20x20 storage shed located on the building. There will be a separate area adjacent to the shed for trash and recycling receptacles. A new landscaping and comprehensive irrigation plan for the entire property has been submitted. It shows all existing trees and clearly denotes the number and species of new plantings. The willow tree will need to be removed due to its health. Some members of the Tree Commission inspected it. The crab apple tree is questionable due to close proximity to the driveway, however, if the applicant can save it, he will. The large cedar tree has been identified and the dripline has been shown which will extend to some degree into the shared driveway. There is no pole lighting around the parking area. The applicant has proposed having lighting adjacent to the front entry doors. Since the parking is fairly close, the covered entry door lighting should be enough to effectively illuminate the area at night. The fencing shown separates the rear private back yards of the town homes. Staff is recommending approval of the application with the 17 attached conditions. The applicant has agreed with the owner of the neighboring apartment complex to irrigate and landscape a ten foot wide strip of land. PUBLIC HEARING MICHAEL GUTMAN, 1263 Quincy Street, had ex parte communication with Fields. They talked about ways to improve the plan. He had a discussion with Briggs too. He wondered if she could help him draw the elevations but Briggs said that would be a conflict of interest. The crab apple tree is going to be too close to the cedar tree and will have to be removed. The black walnut tree is close to the new location of the craftsman home and hopefully will be kept. Gutman would like to put fencing along the whole rear yard of the five-plex. The ten foot landscaping along DeLuca's property was a verbal agreement. Chapman said he does not have a problem with the location of the garbage cans but the recycling appears to be about 40 feet from where it is picked up. Gutman realizes it will have to be carried to the street for pick-up. Fields asked if there would be an additional water meter for landscaping. Gutman said there would be. Gutman explained the grass pavers are there in case people have to get into the storage there will be vehicular access to it. COMMISSIONERS' DISCUSSION AND MOTION Briggs said this is so much better than what was seen a couple months ago. Hearn moved to approve PA99-028 with the attached Conditions. Fields seconded the motion. He said this is a big improvement from before. There are still some issues that need to be fine-tuned and he 2 ASHLAND PLANNING COMMISSION REGULAR MEETING MINUTES JUNE 8, 1999 hopes the Building and Planning Departments will resolve those. The application was unanimously approved. PLANNING ACTION 99-048 REQUEST FOR A LAND PARTITION TO DIVIDE A PARCEL INTO THREE LOTS AT HERSEY, OAK AND NEW STREETS (UNION PACIFIC RAILROAD PROPERTY). A VARIANCE IS ALSO BEING REQUESTED TO THE CITY'S LOCAL STREET STANDARDS FOR ACCESS ROAD CONNECTING OAK STREET TO THE REMAINDER OF THE RAILROAD PROPERTY. ALL UTILIITES, SIDEWALKS, PLANTING STRIPS AND PARKING WILL ALIGN WITH THE EASEMENT ALREADY ESTABLISHED ON THE FIRST SECTION OF THE ROAD ENTERING OAK STREET. APPLICANT: DONNA ANDREWS/BURRILL REAL ESTATE, LLC Site Visits and Ex Parte Contacts Site visits were made by all. Fields has extensive familiarity with the property. He also has an offer on Parcel 1. He will step down but he has knowledge and history on this project and would be available to testify. McLaughlin said Fields can participate on his own behalf but he cannot represent the applicant. STAFF REPORT Molnar said this is an application for a land partition and lot line adjustment. The property is located north of the railroad tracks, between Oak Street and North Mountain with frontage on Hersey Street. The proposal involves about 32 acres of land with the main portion involving the seven acres of the western section. The site is relatively flat and the most prominent feature is a small intermittent stream and wetland that runs south to north through the property and under Hersey Street, draining to the north. There is a wetland along the west side of Parcel 1. This would be considered a jurisdictional wetland and filling or altering the wetland would take approval of the Corps of Engineers and the Oregon Division of State Lands. There are limited buildable areas to the side of the wetland. The proposal involves adjusting the lot line of four properties and creating an additional three parcels. The wetland is on Parcel 1. The US Post Office is interested in Parcel 2. Parcel 3 houses the Ashland Lumber Company. Parcels 4, 5, and 6 are vacant. In order to gain access to the parcels, a new road will be constructed from Oak Street into the property and terminate just within Parcel 6 with a temporary turnaround. The plan submitted also shows a schematic for a long-range street plan. The application also involves a Variance to the City's local street standards. Given the build out of approximately 32 acres and the projected volumes of traffic over time, Staff anticipates this street would probably need to be constructed to a neighborhood commercial collector standard which would require between 55 and 65 feet of right-of-way. The right-of-way being proposed is 41 feet that would match up with New Street. Staff is unclear as to the actual improvement that is being proposed with regard to the cross-sectional width of the right-of way. The applicant said they will match whatever is approved for the first section, however, no engineered design for the first 150 feet has been approved or reviewed by the City's Engineering Division. Staff is concerned with the deferral of the street design until a later date. Staff has several concerns with the project. This is a unique site; that is, having 32 acres of undeveloped land close to the downtown. The ultimate development of the property could either enhance the adjacent areas or have disparaging impacts in the area over time. What are ultimately the needs in terms of streets and infrastructure when this entire area builds out? The 3 ASHLAND PLANNING COMMISSION REGULAR MEETING MINUTES JUNE 8, 1999 improvements in the infrastructure that are laid in place will set the tone for the direction for the remaining 25 acres. Molnar said other unanswered questions are: What are the projected traffic volumes? Will there be parking on one or both sides? What is the function of the street as part of the whole transportation system—will it serve as a collector function? There is not enough information to justify a variance. The applicant also needs to address the consideration of an alley network. When the property to the south developed, there was a network of rear alleys that allowed access to the back of properties and prominent in how the development style occurred along A Street. There is discussion in the application regarding mimicking the A Street development, but the applicant does not think alleys are appropriate at this time for Parcels 5 and 6. Staff is not certain that ample consideration to an alley system has been given. The depth of this property is similar to the depth along A Street. The new transportation plan stresses the need to combine the access needs of multiple development through common driveways. The partitioning and subdivision process is the time to get the necessary easements, whether they are used at site review or not. Molnar said the actual right-of-way dedication for the street would terminate at the temporary turnaround. Staff is uncomfortable now knowing when the remainder of the dedication to create these connections would occur or whether those areas could at least be reserved. We have to be assured of street connectivity. There has been some question as to the feasibility of obtaining an at-grade crossing of the railroad. Rail-Tex, the new owner, says the possibility is unlikely or uncertain, at best. Staff believes you never know what changes could occur and at least the dedication or reservation of these areas for the connections needs to be secured. There was some discussion of options for the road designs. Could it come up and abut the rear property of Darex Corporation, providing an opportunity for commercial buildings that front along the street? The applicant has been open to the idea, however, unfortunately it is not shown on the map. This type of arrangement needs to be shown at this point. Storm drainage of the property is a concern. The wetland and stream are pretty much at capacity. As the area develops, an alternate storm drainage plan will need to be used. How will storm drainage be accommodated for Parcels 1 and 2 because they are below the grade of the street? There have been some preliminary discussions regarding detention or retention systems. The applicant has asked this be deferred to Site Review, but adequacy of public facilities needs to be determined at the time of subdividing. There is some discussion in the application about potential City responsibility for storm drainage improvements. Though there were some preliminary discussions months ago regarding dedication of the wetland (land and maintenance) to the City, no design or agreement has been made. If approval is contingent upon City participation for some of these infrastructure improvements, that needs to be clear at this time what is going to be done and who will pay. There is a similar situation on Parcel 5, however, Staff is not sure what types of modifications are going to have to occur in order to reduce flows into the wetland and the City has not agreed nor committed to improvements. The applicant has agreed to grant additional easements to either side of the right-of-way to construct a sidewalk or planting strip. Staff has tried to get some clarification. Why not just dedicate a wider right-of-way width? Staff has met very little with any design professionals involved with the property owners. It has been difficult to address some of these issues that are rather technical. Given the criteria for a 4 ASHLAND PLANNING COMMISSION REGULAR MEETING MINUTES JUNE 8,1999 partition and the necessity to show adequacy of public infrastructures, as well as the request for a variance, Staff does not believe there is enough information in the record to make a decision. If the applicant desires a decision by the Planning Commission tonight, Staff would recommend denial. However, Staff is open to continuing the application to deal with some of the issues. It is an exciting time to be a part of shaping the overall long-range development of this property but it needs to be done with caution. PUBLIC HEARING DONNA ANDREWS, Burrill Real Estate, LLC, 300 Crater Lake Avenue, Medford, OR, said it has taken several months to delineate and then come up with a proposal to mitigate the wetland area. It was decided to create a greenbelt, an area that would be enhanced with bike and walking trails. Andrews had a contour map showing why the road is where it is, why the wetlands are delineated the way they are, and the creation of that lot. They are connecting with the existing road that has not been formally engineered to an acceptable point. The 40 foot width is the base for the travel lanes. The road will have to curve. There is a distinct difference in elevation between the plateau and the wetland area. There is only one natural place for the road to be which follows the upper ledge of land. They have negotiated an additional 20 feet with the railroad to accommodate a bike trail. The lot line adjustment is to clean up some existing property lines. Without approval of the partition, there is one parcel that is inaccessible. Lot 1 was designed to the shape of the wetland. The Post Office is looking at developing Parcel 2. It would not have legal access with approval of this proposal. Ashland Lumber is on Lot 3. Lots 4, 5, and 6 will be available for development. Andrews showed the new proposed road system. The road ending in a cul-de-sac could connect with Darex but it seems inconsistent to make it work for the back of Darex, creating an irregular site with even more conflict while trying to use an alley system. The storm drain pipe has been engineered but has not been finalized. She feels there should be City participation in the storm drain plan. The proposal is for a 41 foot street right-of-way dedication. In addition, a ten foot easement on either side would be for public utilities. They are extending the sidewalk beyond that easement, six feet on either side with an occasional parking area interspersed. This is more than required for the neighborhood commercial collector. Andrews stated there are many developments occurring in this area and she'is afraid they may lose the opportunity for connections. Hearn asked Andrews to explain the time limitations. Andrews said they currently have an agreement to purchase a portion of land with Union Pacific. That agreement expired a year ago. They keep extending it as the application with the City is extended. If they have to start over with the application, it could be very expensive. Next week, Andrews meets with a representative of Rail-Tex to discuss the crossing at 4'"Street. She will have more information after that visit. Briggs asked if the street were wider, would curbside parking be possible? Andrews said it would still not work because there are two fairly sharp curves. Gardiner asked Andrews to explain why she is asking for the street standard variance. Andrews said she is not really sure. She is asking it be divided in a more artistic way. She is suggesting 5 ASHLAND PLANNING COMMISSION REGULAR MEETING MINUTES JUNE 8,1999 taking the bike trail out and putting it someplace else. The total number of feet is not in conflict with the standards. Molnar confirmed Andrews is asking for a variance. The local street standards establishes a cross section that shows a right-of-way width and the types of improvements shall be within that width. A portion of the improvements is being requested to be located outside the right-of-way width. Does the applicant plan to improve the bikeway as well? The improvements are being asked to be installed in the easement. There is a parking variance too, requesting no on-street parking. Armitage said the application is lacking a lot of information and these issues need to be resolved. JOHN FIELDS, 845 Oak Street, stated he is developing the property on the corner. He has been involved with the property for about eight years. He wanted to offer clarification. He said Ashland Lumber encroaches the easement by three feet. To ever have New Street become a city street would require removal of part of it because the turning movement would not allow adequate visibility. Fields consolidated access to their development. One problem the DeLatorres, the railroad and Andrews are having is planning for several properties and working with a really large parcel. Fields said shared parking works very well. He believes this application requires a professional planner to pick up the pieces and make the loose ends concrete. ' Hearn asked if Fields felt with a reasonable continuance and involving a design professional, that the applicant can get something that would meet the Planning Commission's approval? Fields hears Staff saying they would like to see how the entire parcel would develop in the future. DON GRAHAM, Ashland Postmaster, 3267 Route Drive, Medford, wanted to let them know if they have any questions regarding the post office, he is available. They have 21 trucks that leave twice a day. They have a large truck(28 ft.) that parks on the property three times per day. There are not many places to expand their facility. The post office will work closely with the City to develop an efficient and proper drainage/retention system. Staff Comments McLaughlin said the development of this property is in the ultimate best interest of the community but it is the property owner's responsibility to bring forth the requested information. Rebuttal Andrews said the burden is on a small property owner. The owner has already done an expensive wetland. If this project is so important to the city, she would suggest a local improvement district that would spread the expense over the entire property. There was a line drawn by DEQ at the edge of where the clean-up has been completed and that the land included is in this application. COMMISSIONERS' DISCUSSION AND MOTION Briggs would like to see a continuation. Included would be detailed drawings on how they plan to cross the wetlands. She would like to see parking, preferably on both sides of the street. She echoed the concerns of city staff. Chapman noted Criteria E in the Partition Chapter—design in accordance with street standards — this needs to be nailed down. Criteria F deals with the storm sewer issue. 6 ASHLAND PLANNING COMMISSION REGULAR MEETING MINUTES JUNE 8,1999 - Hearn understands the applicant's efforts, however, this is a very pivotal area of the city and the planning principles have to be applied to the fullest degree. Rushing does not seem to be a fruitful thing. He noted the second variance criteria would involve negative impacts to the surrounding area. He would like to see this addressed. Gardiner said he does not see any unique or unusual circumstances warranting a street variance. The applicant needs to meet Criteria E—street design standards Amarotico agreed with Gardiner. Morris believes the request for a variance is self-imposed. He is concerned about how the storm drainage will be resolved. If it is not part of the City's storm water master plan, what is it? Armitage noted Criteria B of the Partition Chapter—development of the remainder of any adjoining or access thereto will not be impeded. This would involve the alleys and Darex. He does not believe the variance is at all justified. He would, however, like to see this project go forward. Andrews asked for a continuance of the 120 decision period. Gardiner moved to continue PA99-048. Briggs seconded the motion and it carried unanimously. TYPE III PLANNING ACTION PLANNING ACTION 99-066 REQUEST FOR A ZONE CHANGE AND COMPREHENSIVE PLAN MAP AMENDMENT FROM INDUSTRIAL(M-1)TO EMPLOYMENT (E-1)WITH A RESIDENTIAL OVERLAY. PROPOSAL ALSO INVOLVES AMENDING CHPATER 18.72.050 OF THE MUNICIPAL CODE PERTAINING TO SITE DESIGN & USE STANDARDS TO INCLUDE THE PROPERTIES WITH THE DETAILED SITE REVIEW ZONE. THIS PROPOSAL INCLUDES THE PROPERTY NORTH OF THE RAILROAD TRACKS BETWEEN OAK STREET AND NORTH MOUNTAIN AVENUE. APPLICANT: CITY OF ASHLAND Site Visits and Ex Parte Contacts All the Commissioners had a site visit. Fields rejoined the Commissioners for this hearing. STAFF REPORT McLaughlin gave a brief history. Over time, what we have found is that in the last 20 years, no heavy industrial land has been developed. The only property recently approved is the land on Washington Street for Oak Street Tank and Steel. There is a heavy demand for employment land. The nature of new development that is occurring is high tech and medical use. This is different than what was envisioned several years ago. The surrounding area has changed and the adjustment needs to be made. Staff is suggesting a residential overlay to allow for mixed use which is strongly encouraged through the Transportation Element and other portions of the Comprehensive Plan as well as provisions to include this area in the Detailed Site Review Zone. The justification for this change is outlined in the Staff Report. The area proposed for the zone change was shown on the overhead. With the extension of New Street, there is the potential for a whole new commercial neighborhood. The relationship back to A Street, a historic area, is important and should have high level of review. We are proposing to set a zone standard and design standard that will allow people to live, work, walk to shopping, schools, work. The re-zone allows mixed use. 7 ASHLAND PLANNING COMMISSION REGULAR MEETING MINUTES JUNE 8,7999 McLaughlin said in reviewing the criteria for approval, it is most clear there is a need to adjust to , new conditions. Over 20 years there has been a change in the economic base. There are no lumber products in Ashland but a desirable location for more high tech businesses. This type of zone change would allow for these uses as well as manufacturing uses. A public need is supported by the Camp Plan. A need has been identified for mixed use development and for walkable developments or pedestrian oriented in scale. Gardiner asked if there is a requirement for retaining M-1 land. McLaughlin said we are required to accommodate a wide range of land uses. The E-1 zoning allows for all the uses that would generally occur in an M-1 zone. There are still 75 acres of industrial land that are essentially vacant(Croman property). Morris said with a residential overlay, it is almost non-zoned. McLaughlin said the predominant purpose is commercial uses. If people move in, they expect noise and traffic because they are living in a commercial area. It provides someone on the site 24 hours a day. Armitage noted the rent might be more affordable because there are fewer amenities. Fields said turning this area into some residential could affect the DEQ clean-up. They are cleaning it up to M-1 standards which does not allow people to live in it. McLaughlin said it might be that it couldn't be cleaned up to residential standards. The opportunity is there if the land is cleaned up. PUBLIC HEARING JIM LEWIS, 640 A Street, said he lives across the street from the proposed zone change and in the overlay zone and it works well and makes for a nice neighborhood. There are all types of uses. He would hope the Commission would approve all the components of this planning action because this area is like a new frontier. The land has been vacant forever and there is tremendous potential for the development of this land. The 4`" Street crossing and the toxic problems are key to have taken care of at some point. He would hope the owners would want to do a master plan for the area. DONNA ANDREWS said there is a buffer area drawn by DEC. They have taken the most severely contaminated pockets and created a buffer area where they would not allow residential. They are very sensitive to potential use of the property. Even though they are not willing to clean it up to residential standards, they will identify areas that are more hazardous. Armitage asked if she thought that would affect the residential overlay proposal. Andrews said the residential overlay will be beneficial to the areas it works in and where it does not, it will be a standard commercial use. Or someone could choose to clean it up to residential standards. DUANE SMITH, 2165 W Jackson Road, thinks this change will work well. COMMISSIONERS' DISCUSSION AND MOTION Hearn moved to approve PA99-066 along with all the other components of the application. Amarotico seconded the motion and it carried unanimously. OTHER-There will be a Study Session on June 291"to talk about the buildable lands inventory. ADJOURNMENT-The meeting was adjourned at 9:45p.m. 8 ASHLAND PLANNING COMMISSION REGULAR MEETING MINUTES JUNE 8,1999 l / / tri ASHLAND TRAFFIUSAFETY,COMMISSION / , / �j L MINUTES / MAY'27T"-'1999 MEMBERS PRESENT: JOHN MORRISON, BILL LAMBE, THOMAS HEUMANN, BILL SNELL, DON LAWS STAFF PRESENT: JIM OLSON, DAWN CURTIS MEMBERS ABSENT: GEORGE FARDELMANN, MICHAEL SAVKO I. CALL TO ORDER Councilor Laws took this opportunity to introduce the new Commission Members; Bill Lambe and Thomas Heumann; George Fardelmann will not be attending the next two meetings. II. APPROVAL OF MINUTES FROM THE MAY MEETING. Approved as written. III. ITEMS FOR DISCUSSION: A. PUBLIC FORUM ITEMS: Wilma Oksendahl, 750 A Street, brought a concern to the Commission regarding the absence of signage along A Street; especially in the area surrounding the Railroad Park. Asked for the Commission to consider the addition of children playing signs around the park to caution drivers of the presence of children. She also voiced concern over the speed of the vehicles on A Street. There seems to be more speeding in the evenings when the on-street parking clears. Suggested the addition of a full stop on 8"' and A Streets and a 4-way stop on a and A Streets. Laws asked for Ms. Oksendahl to submit these requests in writing to Jim Oslon who will add them to a future agenda. B. REVIEW OF TRAFFIC REQUESTS/PROJECTS PENDING/ACTION REQUIRED 1. REQUEST FOR YIELD ON EMMA AT ELKADER STREET Ms. Barbara Jarvis requested the consideration of placing a yield sign on Emma Street at its intersection with Elkader Street. Site visits by staff did not indicate that excess speed was a problem, however the steep grade of each of the four legs posed some vision obstruction in all directions. The predominant traffic movement is at Elkader Street and appears to be equally split between north and southbound traffic. G:Dawn\Traf\Minutes\May 99.doc Staff recommends that yield signs be placed on both legs of Emma Street at its intersection with Elkader Street. Although traffic volume warrants for stop sign placement are not met, the physical conditions of the intersection supports yield sign installation. Discussion: Commissioner Lambe commented that one corner was visually impaired by landscaping. Olson will have Adam Hanks, Code Enforcement officer, look into this problem. Heuman commented that the intersection at Elkader on Emma was not paved and the cars will accelerate quickly once they have reached the asphalt surface. Olson clarified that a yield sign will give right of way, but will by no means slow traffic. That is not the intent of the signs. Laws questioned if there were any reported accidents within the last year. Olson found none. Dick Pischel, 839 Roca Creek Drive, addressed the commission on the dangers of this intersection. Most residents will choose a different route to avoid using this intersection. He felt that the yield sign being placed on Elkader did not make sense. The traffic on Emma should yield because people on Emma already yield to the vehicles traveling along Elkader. There have been two accidents in the last ten days. Further discussion ensued regarding the best placement of the yield signs. Morrison felt that there were two issues to address; 1) speed on the streets approaching the intersection; 2) configuration of the intersection. Speed can be addressed but the layout of the intersection is another story. Olson will do a speed study of the intersection and report back in a couple of months. Olson will also look into the addition of speed signs. Decision: Postponed until results of traffic study can be presented to Commission. 2. TRAFFIC CONCERNS ON NORTH WIGHTMAN Ms. Edith Montgomery, president of the Mill Pond Homeowners Association, requested that the Traffic Safety Commission consider several areas of concern for the residents; specifically consideration for the following actions: A. No parking be allowed on the north side of N. Wightman Street from E. Main Street easterly approximately 80 feet. B. A"No Outlet"sign be installed on N. Wightman Street at Mill Pond Road. C. The intersection of N. Wightman and Mill Pond Road be studied for visibility improvement. N. Wightman Street is 30 feet wide and has uncontrolled parking along the full length of the street. Mill Pond is the only intersecting street. Grades are moderate (less than 6%) and vision clearances are well maintained. Both streets are classed as local residential and both carry only light traffic loads. RECOMMENDATION: A. It is recommended that the first 30 feet of curb (from E. Main Street) on both sides of N. Wightman Street be painted yellow to prohibit parking. G:Dawn\Traf\Minutes\May 99.doc 1 B. The cul-de-sac at the end of N. Wightman Street is of sufficient radius to allow smooth flow of traffic without additional maneuvering or delay. Usual practice is to not sign cul-de-sac streets as a "dead end"or"no outlet"when there is no delay in traffic through the course of the street. A"no outlet"sign, if approved would be placed directly in front of 138 N. Wightman Street. This may be objectionable as the signs are large. C. The intersection of Mill Pond and N. Wightman is fairly open and visibility at the intersection is good. The problem arises from the curved alignment of Mill Pond. Mill Pond curves out of sight between 200 and 300 feet beyond the intersection on either side of N. Wightman. Warrants are not met for stop or yield signs at this intersection. Staff is unable to recommend any actions, which might improve this intersection. Discussion: Parking on both sides of the road has created a vision problem at the Mill Pond intersection. The other vision problem is created by the short interconnecting streets of the subdivision. There is less than 200 feet of vision or less between the 900 intersections making the intersections hard to visually judge. Commission broke the request into three separate items: A. Parking at the intersection can be restricted to 30 feet on each side. B. No Outlet signs will not be placed at the beginning of the cul-de-sac. C. Wightman & Mill Pond speeding concern seems to be solved by the curving of the road. Morrsion questioned if we could mark the street as no outlet instead of signing. Laws commented that the paint would wear too quickly. Mrs. Montgomery came forward to ask for further help with this particular problem. There seems to be an average of seven vehicles per day using the cul-de-sac for access to the freeway. Laws questioned if this was truly a safety issue or just an annoyance. Montgomery felt it was dangerous because the drivers don't expect the road to end. Laws still felt this was not a Traffic Safety issue and the request was out of our jurisdiction. The speeding on Wightman was addressed next. Application of speeding buttons was discussed and refused because they would be quickly scrapped off during the first snow. Montgomery asked if the road could be grooved for a sound warning. Olson said the sound warning was used for hazard areas and not for use in residential areas. Laws asked for more proof to show how dangerous the intersection at Mill Pond and Mallard is to warrant further action. Decision: 1) Curb painting for the E. Main Intersection was motioned and passed unanimously. 2) This is not a Traffic Safety issue. No action taken. 3) The homeowners can purchase a sign if they would like, but they must receive permission from the property owners prior to installation. G:Dawn\Traf\Minutes\May 99.doc 4 3. REQUEST FOR CROSSWALK ON E. MAIN STREET Mr. Steve Cole of 1323 Mill Pond Road requested the installation of a painted cross-walk across from E. Main Street west of California Street. The intersection of E. Main and California Streets is complicated by the acute angles created by the C.O. & P. Railroad right of way. The existence of the railroad requires that California Street intersect E. Main Street at a 450 angle rather than the more desirable 900. There are no marked or defined crosswalks currently in place in this area. E. Main Street is 30 feet wide with marked bike lanes along both sides of the street. California Street is 34 feet wide with parking allowed on both sides of the street. The intersection is flat, clear and well visible from all approaches. With the completion of the Central Ashland Bikeway a crossing will be painted across E. Main. It is anticipated that this crossing will not be perpendicular to E. Main but will be an extension of the bikepath along California. It is recommended that this crossing also serve as the pedestrian crosswalk. An additional crosswalk should also be painted across California Street to complete the connection to the park. This alignment would fit well with existing handicap access ramps. This arrangement would place the crossing closer to the intersection in a more expected location. Discussion: Morrison questioned the close proximity of the crosswalk to the train tracks. Could be a problem if the train is present. Olson said this is a concern at any angle of the crosswalks. Laws suggested moving the stop bar for the train crossing back behind the crosswalk. Heuman asked if a crosswalk could also be placed at the intersection of Fordyce and E. Main. The subdivisions down this street will produce pedestrians going to Garfield Park and they would most likely cross at Fordyce than transverse down to the bikepath crossing. - Decision: A crosswalk will be installed at both the bikepath location and the Fordyce Street intersection. 4. TRAFFIC CONCERNS ON GRANDVIEW DRIVE Thomas Heumann mailed a request for some attention to be given to Grandview Drive. Specifically Mr. Heumann has suggested: 1) Installation of a traffic mirror at the 90 degree corner on Grandview Drive. 2) Closing of the south end of Alta Avenue to vehicular travel. 3) Installation of a yield sign at the southwest comer of Grandview/ Sunnyview/ Skycrest intersection. Recommendation: G:Dawn\Trat\Minutes\May 99.doc r 1) The use of traffic mirrors has not gained favor in the United States and are not an expected or approved traffic safety feature. t 2) The intersection of Alta and Grandview Drive is a nearly impossible connection. The use of the intersection is limited to only two movements neither of which are very safe. The decision to close the street should involve all departments within the city including the City Council. 3) Several months ago the Traffic Safety Commission authorized the placement of two yield signs at the Grandview/Sunnyview/Skycrest intersection. These were installed some time ago including one at the southwest corner of the intersection. Discussion: Laws commented that Alta Road only accesses four homes. Thomas suggested that the road be closed and steps installed to access Grandview Street. Olson was hesitant due to the lack of a decent turnaround for vehicles using Alta. Laws suggested ending the street at an existing driveway so that there would be a hammerhead to turn into. The width of Grandview at the intersection of Alta has eroded down to 16 feet. There is not enough room to maneuver the corner safely. Morrison asked if making Alta a one way street would be a solution. Olson commented that making Alta one way north would create more people accessing the Grandview intersection. Laws suggested putting the decision off for closing Alta until further studies could be gathered. Heuman had suggested the use of a traffic mirror for the comer of Grandview to aid the vision problem. The use of these mirrors is sparse in the United States and the Commission felt that the mirrors would be confusing and would cause more of a distraction then help. Commission felt it was a worthwhile option, but just ahead of its time. The other option could be to excavate the bank of the slope that has eroded away. The narrowness of the street keeps people traveling slowly. Decision: Olson suggested building the curb and gutter around further and using striping for definition of the curve. Laws suggested looking into the LID option for this improvement. Olson will follow up on the placement of this street on the LID list. 5. , BUSINESS CARDS FOR COMMISSIONERS Bill Snell and I were recently impressed by a City of Ashland business card presented by Gary Foll, a member of the Historic Commission. Bill suggested that the members of the Traffic Safety Commission might also acquire similar business cards. At your direction business cards can be ordered for each of the commissioners at a total cost of$150. This amount would provide a lot of 500 cards for each of the six commissions. G:Dawn\Traf\Minutes\May 99.doc Discussion: Commission decided that the name plaques were more useful than the cards. The number of cards were excessive for the demand. 6. 1999 COMMUNITY SMALL PROJECT GRANT APPLICATION The application for the 1999 Community Small Projects and DUII Prevention Projects grants were received. The Community small projects grant is similar in scope and amount to last year's grant. This $4,000 grant is available to help promote the effectiveness and/or goals of the Traffic Safety Commission. A suggestion to meet our needs might be to provide a trailer enclosure for the radar reader board. The Commissioners might have other suggestions for the use of this grant. The DUII Grant has been passed along to the Police Department for their use. Discussion: Last year the grant was applied for and we purchased four traffic classifiers. Olson asked for suggestions from the Commission on what they would like to apply for this year. Morrison suggested looking into Neighborhood Safety Programs. Commission agreed that they would like to see the money go toward educational programs. A. FOLLOW UP ON PREVIOUS TRAFFIC ITEMS: Siskiyou Blvd. - ADA ramps are nearly complete. B. HANDICAP ACCESS ISSUES: NONE C. TRAFFIC SAFETY EDUCATION COMMITTEE: -School Safety Program: None -SOU Traffic Safety Committee: None D. EDUCATIONAL OPPORTUNITIES "School Zone Planning, Design and Control"at OSU, August 12, 1999 "Oregon Transportation Safety Conference"at Windmill Inn, Ashland, October 20-22, 1999 Olson asked if Commissioners would be willing to volunteer their time at the conference. E. GOAL SETTING F. OTHER -ACTS Oregon Membership Renewal -Previous Utility Billing Inserts -Utility Billing Inserts — May/June —Commission consented. -Traffic Safety Information Sheets -Parking in Bikelanes on Walker Avenue -Welcome New Traffic Safety Members -CTSP Mini-Grant Traffic Classifiers Monthly Report -Safety Chicken Activities— Curtis updated the Commission on the Summer Activities of the Chicken. IV. INFORMATIONAL ITEMS A. ODOT Transcript B. Traffic Safety Notes C. "Transformation" ODOT News Letter G:Dawn\Traf\Minutee\May 99.doc D. Child Safety Seat News E. Oregon Roads Newsletter F. ACTS Oregon Newsletter V. NEW/ ADDITIONAL ITEMS Commission asked for the jay walking laws for the City and State. Staff will contact Police Department. V. ADJOURN Meeting was adjourned at 9:07 PM. G:Dawn\Traf\Minutes\May 99.doc Monthly Building Activity Report: 05/99 Page 1 # Units Value SINGLE/MULTI-FAMILY & TOURIST ACCOMODATIONS: Building: 2 STORY ADDITION 1 120,000 ADDITION 4 123, 923 . CONVERT GARAGE TO STUDIO 1 15,000 FENCE 6 7,870 FINISH BASEMENT/REMODEL 1 14,742 FOUNDATION 1 2,500 GARAGE 3 37,811 GARAGE #2 DEMOLITION 1 0 GARAGE DEMOLITION 1 0 GARAGE/CARPORT 1 15,000 GARAGE/STUDIO 1 28,016 RE-ROOF 1 6,680 RELOCATE GARAGE DOOR 1 0 REMODEL 1 37,500 REMODEL & ADDITION 2 260,000 REMODEL ACCESSORY UNIT 1 62,000 ROOF OVER EXISTING PORCH 1 2,800 SDC COUNT 3 0 SFR 6 815,140 SFR-A 14 1, 524,182 Subtotal: $ 3,073,164 Electrical: 200 AMP SERVICE/2 FEEDERS 1 1,500 A/C - 1 2,600 ELECTRIC 7 5,797 ENTRY VOIDING 9904049 -1 -3,000 - GARAGE 1 6,508 GFAU/AC 1 4,050 HOOK SPA 1 400 METER MAIN LOCATION CHG 1 900 REWIRE RANGE/MICROWAVE 1 300 SERVICE/3 BRANCH CKTS 1 600 SERVICE/4 BRANCH CIRCUITS 1 3,300 TEMP POWER 1 137 TEMPORARY POWER 6 822 Subtotal: $ 23, 914 Mechanical: FIREPLACE INSERTS/GASLINE 1 850 Monthly Building Activity Report: 05/99 Page 2 # Units - Value SINGLE/MULTI-FAMILY & TOURIST ACCOMODATIONS: Mechanical: FURNACE, AC, PIPES, DUCTS 1 6, 529 GAS FURNACE 3, 395 GAS FURNACE/DUCT WORK 1 2, 749 GAS LINE 2 595 GAS LINE FOR RANGE 1 175 GAS LINE/FIREPLACE INSERT 1 1, 886 GFAU/AC/WTR HTR/GAS LINE 1 5, 915 INSTALL 3 TON A/C 1 2, 018 WOODSTOVE 1 1, 100 Subtotal: $ 27,212 Plumbing: BACKFLOW 8 5, 350 BACKFLOW DEVICE 5 1,250 MOVING HOT WATER HEATER 1 200 REPIPE HOUSE (PARTIAL) 1 675 SEWER/WATER/STORM/BACKFLO 1 0 UTILITY SINK 1 100 WATER SERVICE 1 300 WOODSTOVE INSERT 1 450 Subtotal: $ 8, 325 ***Total: $ 3,132,615 COMMERCIAL: Building: CONCRETE SLAB 1 9, 000 ENTRY VOIDING 990503. -1 -145,000 RE-ROOF 1 6,850 TENANT IMPROV-2ND FLOOR 1 145,000 TENANT IMPROV-FIRST FLOOR 1 185, 000 VOIDED ON 05/11/99 1 145,000 Subtotal: $ 345, 850 Electrical: ELECTRIC 3 3, 173 LIGHTING FOR SIGN 1 100 Monthly Building Activity Report: 05/99 Page 3 # Units Value COMMERCIAL: Electrical : Subtotal: $ 3,273 Plumbing: WASTE WATER TREATMENT PLT 1 0" Subtotal: $ 0 ***Total: $ 349, 123 Total this month: 117 $ 3,481, 738 Total this month last year: 72 $ 1,486,104 Total year to date: 1170 $34, 926,678 Total last year: 995 $39, 914,469 This month This month This year last year Total Fees: 42, 180 17,461 431, 809 Total Inspections: 570 614 7235 NEW CONSTRUCTION: 5/99 RESIDENTIAL PAGE NO. 1 07/09/99 ADDRESS #UNITS CONTRACTOR VALUATION ** GARAGE 1232 OLD WILLOW LANE OWNER 6508.00 1239 OLD WILLOW LANE MARK ALLEN 23428.00 ** Subtotal ** 29936.00 ** GARAGE/CARPORT 1366 EAST MAIN ST SHELL CONSTRUCTION 15000.00 ** Subtotal ** 15000.00 ** SFR 948 SPRING WAY EAGLE CONSTRUCTION 114749.00 942 SPRING WAY OWNER 108929.00 425 FRIENDSHIP ST GREENEWOOD HOMES 153678.00 1232 OLD WILLOW LANE OWNER 142381.00 190 PIEDMONT DR LOPER, MIKE - 147849.00 CONSTRUCTION 1239 OLD WILLOW LANE MARK ALLEN 147554.00 ** Subtotal ** 815140.00 ** SFR-A 115 BROOKS LANE MORGAN PACIFIC L.L.C. 105038.00 125 BROOKS LANE MORGAN PACIFIC L.L.C. 122465.00 135 BROOKS LANE MORGAN PACIFIC L.L.C. 105038.00 145 BROOKS LANE MORGAN PACIFIC L.L.C. 122465.00 75 BROOKS LANE MORGAN PACIFIC L.L.C. 105038.00 85 BROOKS LANE MORGAN PACIFIC L.L.C. 122465.00 95 BROOKS LANE MORGAN PACIFIC L.L.C. 105038.00 105 BROOKS LANE MORGAN PACIFIC L.L.C. 122465.00 155 BROOKS LANE MORGAN PACIFIC L.L.C. 105038.00 165 BROOKS LANE MORGAN PACIFIC L.L.C. 122465.00 890 BLACKBERRY LANE KEN HARRIS 96666 .67 886 BLACKBERRY LANE OWNER 96667.67 894 BLACKBERRY LANE KEN HARRIS 96666 .67 898 BLACKBERRY LANE KEN HARRIS 96666 .67 ** Subtotal ** 1524182 .68 *** Total *** 2384258.68 NEW CONSTRUCTION: 5/99 COMMERCIAL PAGE NO. 1 07/09/99 Monthly Building Activity Report: 06/99 Page 1 # Units Value SINGLE/MULTI-FAMILY & TOURIST ACCOMODATIONS: Building: 9903077 ADDENDUM 1 6, 000 ADD 2ND FLR LVNG QUARTERS 1 45, 585 ADDENDUM 9904004 1 0 ADDITION 2 150,430 ARBOR/PORCH ADDITION 1 5, 000 DECK 1 5, 520 DEMOLITION SFR 1 0 DUPLEX 1 103, 000 FENCE 2 600 FENCE/GATE 1 350 FOUNDATION UNDER EXISTING 1 4, 000 GARAGE 1 7, 000 GARAGE & GUEST HOUSE 1 36, 917 GARAGE/STUDIO-GUEST 1 65, 097 REMODEL 1 25, 000 REMODEL & ADDITION 4 442, 800 REMODEL / FRONT PORCH 1 8, 000 REPLACE FOUNDATION 1 15, 000 SDC COUNT 1 0 SDC COUNT/1 SINK REMOVED 1 0 SFR 14 2,250,754 SFR 2ND UNIT ON PROPERTY 1 413,083 SFR-A 10 1, 012, 817 STUDIO 1 31, 295 SUNROOM - 1 7, 800 Subtotal: $ 4,636, 048 Electrical: 2 BRANCH CIRCUITS 1 1,150 4 BRANCH CIRC/2 SIGNALS 1 800 A/C CIRCUIT 1 290 BURGLAR ALARM 1 2, 000 CABLE COMPANY SERVICE 1 200 CHANGE METER & RISER 1 600 ELECTRIC 2 2,650 IRRIGATION METER/BRANCH 1 250 NEW 200 AMP PANEL 1 850 SERVICE CHANGE 1 1, 500 SERVICE CHG FUSE TO BRKRS 1 650 SERVICE/HOUSE REWIRING 1 3,300 Monthly Building Activity Report: 06/99 Page 2 # Units Value SINGLE/MULTI-FAMILY & TOURIST ACCOMODATIONS: Electrical : TEMPORARY POWER 9 1,233 Subtotal: $ 15,473 Mechanical: AIR VENTS/GAS LINE - HTR 1 250 AVALON WOODSTOVE 1 .1, 500 CONVERT ELECTRIC TO GAS 1 300 ENTRY VOIDING 9903051 -1 -500 GAS FURNACE & A/C 1 3,780 GAS FURNACE, GAS LINE, AC 1 6,102 GAS FURNACE, GAS LINE, HP 1 3,780 GAS LINE FOR RANGE 2 175 GAS LINE/4 BURNER COOKTOP 1 200 GAS RANGE 1 400 GFAU/LINE/WTR HTR 1 3,633 INSTALL 2 .5 TON A/C 1 1,695 REFUND MECHANICAL FEES 1 0 REPLACE FURNACE,PIPE/FLUE 1 3,000 WOOD STOVE 1 275 WOOD STOVE INSERT 1 250 WOODBURNING FIREPLACE INS 1 1,330 WOODSTOVE 2 2,675 WOODSTOVE INSERT 2 4,500 Subtotal: $ 33, 345 Plumbing: BACKFLOW 2 450 BACKFLOW-IRRIGATION 2 3,000 GAS WATER HEATER 1 500 RELOCATE SINK/SHOWER-TUB 1 600 SUMP PUMP 1 1, 600 UTILITY SINK 1 700 Subtotal: $ 6, 850 ***Total: $ 4,691, 716 COMMERCIAL: Building: ADDITION 1 147, 000 Monthly Building Activity Report: 06/99 Page 3 # Units Value COMMERCIAL: Building: ADDITION (OFFICE) 1 5,000 DECK/REFRIGERATOR ADDTN 1 1,760 FIRE SPRINKLER SYSTEM 1 12, 500 OFFICE/WAREHOUSE BLDG B 1 100, 000 PATIO COVER 1 9, 500 WAREHOUSE/OFFICE 1 375,636 Subtotal: $ 651,396 Electrical: ELEC SVC FOR CONST TRAILR 1 650 MISC. ELECTRICAL 1 700 NEW SERVICE/BRANCH CIRC'S 1 4, 500 Subtotal: $ 5,850 Plumbing: BACKFLOW DEVICE 2 500 Subtotal: $ 500 ***Total: $ 657,746 Total this month: 116 $ 5, 349,462 Total this month last year: 106 $ 3, 900,425 Total year to date: 1286 $40,276, 141 Total last year: 1101 $43, 814,895 This month This month This year last year Total Fees: 55, 263 41,113 487, 092 Total Inspections: 602 654 7839 NEW CONSTRUCTION: 6/99 RESIDENTIAL PAGE NO. 1 07/06/99 ADDRESS #UNITS CONTRACTOR VALUATION ** DUPLEX 1209 IOWA ST GREENEWOOD HOMES 103000.00 ** Subtotal ** 103000.00 ** GARAGE & GUEST HOUSE 496 BEACH ST DAVIS CONSTRUCTION 36917.00 ** Subtotal ** 36917.00 ** GARAGE/STUDIO-GUEST 120 WESTWOOD ST TBA 65097.00 ** Subtotal ** 65097.00 ** SFR 1119 VILLAGE SQUARE DR M. ROCK 78151.00 1123 VILLAGE SQUARE DR M. ROCK 92510.00 606 ASHLAND ST OWNER 219766.00 951 PINECREST TERRACE OWNER 190000.00 537 FORDYCE ST OWNER 105979.00 134 CHURCH ST TOM TAYLOR 444000.00 470 WILLIAMSON WY OWNER 116753 .30 472 WILLIAMSON WY OWNER 116753 .30 474 WILLIAMSON WY OWNER 114490.20 45 BROOKS LANE MORGAN PACIFIC L.L.C. 111028.00 495 SHERIDAN ST OWNER 151282.00 120 WESTWOOD ST ASHER, STEVEN DBA ASHER 220500.00 HOMES 512 HERSEY ST E ASHER, STEVEN DBA ASHER 104541.38 HOMES 775 ST ANDREWS CIRCLE OWNER 185000.00 ** Subtotal ** 2250754 .18 ** SFR 2ND UNIT ON PROPERTY 496 BEACH ST DAVIS CONSTRUCTION 413083 .00 ** Subtotal ** 413083.00 ** SFR-A 411 MOUNTAIN AV N ASHER, STEVEN DBA ASHER 101789.00 HOMES 421 MOUNTAIN AV N ASHER, STEVEN DBA ASHER 98325.00 HOMES 431 MOUNTAIN AV N ASHER, STEVEN DBA ASHER 98325.00 HOMES 441 MOUNTAIN AV N ASHER, STEVEN DBA ASHER 101789.00 HOMES 461 MOUNTAIN AV N ASHER, STEVEN DBA ASHER 101789.00 HOMES PAGE NO. 2 07/06/99 ADDRESS ' #UNITS CONTRACTOR VALUATION 471 MOUNTAIN AV N ASHER, STEVEN DBA ASHER 98325.00 HOMES 461 MOUNTAIN AV N ASHER, STEVEN DBA ASHER 98325.00 HOMES 491 MOUNTAIN AV N ASHER, STEVEN DBA ASHER 101789. 00 HOMES 55 BROOKS LANE MORGAN PACIFIC L.L.C. 106180.65 65 BROOKS LANE MORGAN PACIFIC L.L.C. 106180.65 ** Subtotal ** 1012817.30 *** Total *** 3881668.48 NEW CONSTRUCTION: 6/99 COMMERCIAL PAGE NO. 1 07/06/99 ADDRESS #UNITS CONTRACTOR VALUATION ** OFFICE/WAREHOUSE BLDG B 1065 BENSON WY TONEY, JERRY CONST. INC. 100000.00 ** Subtotal ** 100000.00 ** WAREHOUSE/OFFICE 280 HERSEY ST EB/C TONEY, JERRY CONST. INC. 375636.00 ** Subtotal ** 375636.00 *** Total *** 475636.00 City Council Communication July 20, 1999 Submitted by: Maria Harris Approved by: Paul Nolte Approved by: Mike Freeman MAA Title: Public Hearing and Decision on the Action Plan for the One Year Use of Community Development Block Grant Funds for Fiscal Year 1999-00 Synopsis: HUD allocated $221,000 to the City of Ashland for FY 1999-00. The Action Plan is required to show consistency in the use of Community Development Block Grant (CDBG) funds with Ashland's Five-Year Consolidated Plan. The Department of Housing and Urban Development (HUD) must approve the Action Plan prior to the release of the FY 1999-00 CDBG allocation. Recommendation: Staff recommends approval of the Action Plan. Background Information: In 1995, the City approved the Five-Year Consolidated Plan. The purpose of the Consolidated Plan is to provide a strategy for the use of CDBG funds to, as defined by federal regulations, "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." HUD allocated $221,000 to the City of Ashland for FY 1999-00. The City must provide an Action Plan on a yearly basis to demonstrate the consistent use of current CDBG dollars with the Five-Year Consolidated Plan. The attached Action Plan for FY 1999-00 reflects the CDBG allocations approved by the City Council during the 1999-00 budget process. ``ypF AS/.y�iO - 1 OREGO�...:.e CITY OF ASHLAND Draft 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 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. FY1998-99 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 Stai-Thistle 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 i 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 or 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 8th/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 fora 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 6-0I-99 Page 6 of 8 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 to/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 M Shaw, Mayor City Council Meeting 6-01-99 Page 8 of 9 PUBLIC NOTICE The Consolidated Plan: One Year Use of Funds Action Plan The City of Ashland is oonsid- . ered an entitlement city under the Federal Department of Hous- irg and.Urban Development's (HUD)Commuelopment Block Gram(Cl DBG)Program.A - One Year Use Of ands Action Plan must be completed as part of the requirements the City 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- ..' .. New 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 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 Fast 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 7/599 CITY OF ASHLAND NOTICE OF PUBLIC HEARING The City Council will hold a pub- lic hearing on July 20;1999,at 7 p.m.at the Civic Center Council Chambers, 1175 E. Main,Ash- lend, Oregon regarding the adoption of the One Year Use of Funds Action Plan for. Fiscal Year 1999.2000.Three copies of the draft plan are available for public inspection during busi. new hours in the City Record- er's office. The City of Ashland is consid- ered an entitled city under the Federal Department of Housing and Urban Develapmerd's (HUD)Community Development Black Grant(CDBG)Program.A . .. - One Year Use of Funds PlanforfFrscal 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 citizens 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 made®ashland.ocus. By order of the Planning Direc- tor,John McLaughlin, No.079902 Publish 7/5199 Minutes from July 20, 1999 Public Hearing Will Be Attached Here Public Comments Will Be Attached Here lNn W N O b w J T � A W N O �D J U to A W N p ro C w C P ro ,�, C) N w m p C c� ro ro D A D O O v w ro w w o o c B �_ Q y o x w ^ ° C 2 3 c o 2 c a a a o a c g c o = a o. ° �. c y o 'A -. a no n. ° Q T o 1 A o w c' ,°� ,°„ ° o n o. ° ? w .' D D ° w a_ g o' o o D w y m o o o c > o w ° 3 y o_' 7 m o (7 a w '3 o ry p ❑ o 0 0 o y. -1 T m ie w q o �'. �°e v° <D RL° x c O@ o• 'D*i ° v o' w .o 9 ❑ n n n r. w o c w � o 7 � O 3 J N ^ 9 14 ,ro0 O O C vmi y w `] N N W ♦• w � /1 n w w w N N N N ro ro w 7y d w CD Q � Ox w w e o r' p I N N N cn cn � � � O P c �G C � cn cn n 3 � �� � [ c n W 'a J .... ts "� 0'0 uo m » » K w X OQ_ on, ac 1 i..i txo 0 b b b d wz 0 F3 N N Ed O O v 0 0 D a m w w o. oQ cn 0 m w b w ti O D m y 0 a CL N E a B w o ti ff r m cn �i n o n d a o P � N ' o 5 O �° b O 'R 'i7 � 0• nr w ^ I � � (�o � 0 n n C O y G " �p wny co co w o CO 0 o � o d ° o - Z5 CD rt � � 7 o � � n � r o o a D G 3 y CD o' D) CL b w C ^,d �, x Council Communication Public Works Department Construction / Project Summary July 20, 1999 Submitted by: Paula Brown 1 Approved by: Mike Freeman " Title: Final 1998/99 Construction and Major Project Activity Summary#4 Synopsis: The following summarizes the construction and major project activity completed by the Public Works Department during FY99. Recommendation: This is for information only, no action required. Background Information: The Public Works Department is involved with the majority of the construction activities within the City. Many of these projects are budgeted in various Divisions within the Department and are coordinated through the Engineering and Public Works Administration Division. Many projects require coordination across divisions and with other Departments. Staff will provide more detail on any project as desired by the City Council. Engineering and Public Works Administration ❑ Comprehensive Water Master Plan and Implementation Status: Carollo Engineers was hired to evaluate alternatives and combinations of alternatives. After several public input sessions, Council decided at their December 15' meeting to continue participation with the TAP Intertie water pipeline project construction. The City will coordinate through the Rogue Valley Council of Governments to construct the pipeline with the cities of Talent and Phoenix from the Medford Water Commission pipeline in Medford to the City of Talent. Council directed staff to continue to explore other water supply links. Staff will continue this project under the "Implementation" phase and is on the Council's agenda for an update at the August 22nd Study Session. This project will be continued next fiscal year as the TAP Pipeline Construction Project. Expected completion: Master Plan complete - Implementation beginning (Spring 1999) Cost: Plan - $97,000; Implementation(TAP to Talent) - $1.2M construction, $70,000 consulting engineering - and staff coordination t ❑ Storm Drain and System Drainage Master Plan Status: KCM is the consultant on this project. KCM has completed a detailed drainage basin analysis and modeling. All of the basins have been mapped on the City's aerial photography and topographic maps and will be used to generate recommendations. Public Meetings have been held without much participation. Staff will continue to publicize the process, but does not expect an impact until some of the costs and fees associated with the costs can be identified. One of the outcomes after this project is complete will be the development of revised impact fees and SDCs. We anticipate one to two additional public meetings this summer prior to completion. The deadline for completion has been extended to October 1999. Expected completion: Jane October 1999 Cost: $50,000 • Sanitary Line to Ashland Municipal Airport Status: The City received a SOREDI development grant for$25,000. The project must be complete prior to receiving the grant funds. Staff received an extension for construction completion and grant funds through the end of the calendar year. Design, construction specification and bid documents were completed in-house. The project will be out for bids in July and the contract should be awarded by mid August. Construction completion is anticipated by the end of October. Easement acquisition and permit requirements put staff a little behind schedule. Expected completion: Jaaeguly October 1999 Cost: $212,000 • Renegotiate Water Supply Contract with TID Status: The proposed contract developed by TID and the City to extend the 1966 water rights (795 acre feet), and use the water beyond the regular irrigation season,was sent to BOR for review and approval (last fall— 1998). The BOR requested funding to review the permit. Staff recently (July)met with the State Water Master and TID to discuss options for water use and the permit requirements. New opportunities have surfaced and staff will continue to pursue this water right. Expected completion: Jane December 1999 Cost: not specified • Fuel Tanks Improvements -Airport and City Service Center Status: Bergeson-Boese & Associates has completed all of the new tank installation at both the City Yard and the Airport. This turned out to be a somewhat painful process for staff and the system users. Costs were significantly higher that originally expected and budgeted when initially discussed in 1997. Construction costs and oversight entailed considerable more staff time than was anticipated. Both systems are operational. Expected completion: Apf4 Junel999 - Complete Cost: $15,000 design; $350,000$387,200 implementation 2 ❑ Phase II of the Roca Creek Channel Improvements i Status: In process. Received final approvals for channel work for next spring. Staff has developed a tentative agreement for the property purchase I with the Martins. The final wetlands and detention ponds can be designed and final construction on that portion will be in the spring of 2000. The diversion structure for the Paradice/Roca Creek split is complete and operable. Staff and the Roca Team are preparing information for submission to the League of Oregon Cities for their Awards of Excellence. Information will be forwarded to the Council. i Expected completion: June 4499 2000 Cost: $317,000 (over three years) K i ❑ Construct Oak Street Sidewalks and Traffic Calming Measures Status: The final design was approved by ODOT in early July and all of the last details have been completed on the drawings and specifications. The project will be put out for construction bids by mid July and construction will begin by late August. Once started, construction is expected to be 45 days. We might not be fully complete by school start but will be complete prior to the deadlines established for ODOT funding (October 30, 1999). Expected completion: August October 1999 Cost: $155,000 ❑ Miscellaneous Concrete Project Status: Complete. Staff negotiated additional work to be completion under this contract including a new sidewalk on 7' Street. Versatile Concrete did a great job for the City. Under this contract, 3800 lineal feet of new sidewalk was installed. Cost: $178,000 (original contract was $130,000 - additional funding allowed more work to be completed) ❑ Develop Geographic Information System (GIS) _ U Status: On going–great progress. Staff has r generated several maps for visual 1� presentations and has been able to share r _ ? !1'i It- information with the City's consultants for rt ; _ ?- better data analysis. Staff continues to - incorporate County data and coordinate a — new City data into appropriate layers. r# Expected completion: Transition to take 18 months (by June 2000) ■ i }; �A r1 `` Cost: $150,000 budgeted FY99 (on . w= schedule) 3 ❑ Acquire Digital Orthophoto and Topographic Maps of the City Status: The orthophotos and topographic maps are complete and being used in conjunction with our GIS System. They have added a level of sophistication and detail to our mapping and designing capabilities. Expected completion: complete Cost: $94,600 • Complete the Global Positioning System (GPS) Survey Control Network Status: Staff completed the control, and will file the data with the County Surveyor's office. This information links with the aerial photography and GIS data. Expected completion: complete Cost: Staffing • Crowson Reservoir Roof Replacement Status: Adroit Construction was awarded this i project. Initially staff planned to demolish the • I reservoir roof in February,but with t he high g i creek flows low temperatures, and high h water demand this winter, staff requested that the work be delayed until this fall. Staff will contract for an update of our hydraulic capabilities to bypass Crowson to ensure adequate water flow and pressure to the remaining reservoirs. Adroit has been very cooperative with all of the City requested delays. Demolition is still scheduled for late September when the creek flows are the lowest Crowson Reservoir Roof(existing) and when water demand is slowing down. Expected completion: October/November 1999 (delayed from February 1999) Cost: Design- $23,000; Construction estimated at$400,000 • Central Ashland Bikeway Construction Status: This project is managed by ODOT and constructed by Ledford Construction. With the exception of final "punch list" items, Ledford is complete with their portion of the work. The contract did not include signage or crossing paint, and City crews will ensure completion of these items by the end of July. Expected completion: Complete July May 1999 (originally October 1998) Cost: $800,000 (City portion $340,000,remainder funded through ODOT grants) • Westwood Street Improvements (LID) Status: D. Britton Construction completed the project in May. Final costs are being collated and the final LID assessment should go to Council for approval in August. Expected completion: Complete May Ame 1999 Cost: $463;000 final construction costs $176,990 4 • Fordyce Street Improvements (LID) Status: Complete and billed to residents Cost: $256,946 (original budget$223,000) • RVTD Bus Shelter Construction _.___.—__----- _— Status: Staff is completing final design details and the specification package. The project will / go to bid late July. With some of the decisions on bus service still pending, staff is suggesting that this project be phased or scaled back to include only the primary or essential bus shelters be constructed up front. Construction should be completed within 90 days of award. ='>a .0 Expected completion: Construction completion anticipated by the end of October Jane 1999. ° aC"Y Cost: $190,000 (budget$240,000)not yet � ��' �= scaled back conceptual new bus shelter design ❑ Wightman Street Storm Drain,Phase 111,from Iowa to Lee Status: Southern Oregon Underground completed the project within budget and construction time. The project began on April 19' and was completed in May. Estimated Completion: Complete May Jane 1999 Cost: $161,364 (contract award $155,750) Sewer • NPDES Discharge Permit Renewal with DEQ Status: Permit is complete and signed. Staff has filed a request for modifications to allowable discharges for the months of October and November based on creek flows and BOD limits, and is discussing this with DEQ. Expected completion: Complete(modifications should be accepted by Spring 1999) Cost: not applicable • Treatment Plant Facilities Improvements Status: Construction of the On-Site Facilities Improvements began in September 1998 and is scheduled for completion in September 2000. The on-site project is slightly ahead of schedule with over 70%complete. Design of the Off-Site Spray Irrigation and Biosolids Reuse is complete and was put out to bid in early July (originally scheduled for May). Bid opening is scheduled for August 5 . LUBA has not made a decision on the land use argument. Construction award is scheduled to be made within 90 days of the construction bids. Expected completion: December 2000 Cost: This project is funded in part by DEQ CWSRF loan. Design and Construction Management $ 3,800,000 On-Site (contract+ 5%) $13,200,000 Off-Site (estimate) $ 8,600,000 5 El emonstration Wetlands System Project Status: Construction was completed in July 1997. First cycle of data analysis was completed in September 1998. Results are positive,but do not meet the phosphorus reductions to 0.08 mg/1 as required for direct effluent discharge to the creek. The consultants, Cascade Earth Sciences, CES, are completing some design changes to the sand filters and should be implementing those changes in Apei1 July. These changes should reflect better phosphorous removal results through the sand and the sand/soil filters. —-"—" --- new wetlands sand filter beds Expected completion: September 1999 (may need extension) Cost: $400,000 (total) • Sanitary Sewer Line Replacements Hersey Street(gin hhese wer1E) complete (contracted out) Union Street (in-house work) complete (curb work to finish) Manhole Rehabilitation(contracted) complete—contractor experienced minor problems with the in-situ form operation • Bear Creek Trunk Line Replacement Status: Staff delayed the section from Oak Street to the Pump Station so that it would be constructed with the off-site WWTP project(same location). The next piece (Nevada to Carol) will be completed in the fall (1999) or spring of 2000. Expected completion: Fall 1999/ Spring 2000 Cost: $150,000 Water ❑ Ashland Street Main Line (Terrace to Weller) Status: Ledford Construction completed their work in January. Staff extended this project to include the remaining section of leaking line through to Liberty Street. City water crews are in the final process of completing the cross over connections. The last phase from Liberty to Palm/Siskiyou is scheduled to be completed in FY01. Expected completion: u!5, 1°999 - Complete Cost: Construction estimated at $365,000 (increased scope from original $160,000) 6 ❑ Water Filter Plant Improvements (particle counters, etc) mel Status: Installed three new particle counters to provide t better monitoring for elimination of potential cryptosparidium and giardia. Replaced the influent control gates and computer links. Staff hired a consultant to evaluate the options of going to sodium hypochlorite instead of using chlorine gas at the treatment plant. There will be major projects brought forward in the future for replacing the chlorine system and possibly upgrading the filters(FY01 or later). Expected completion: complete June 1999 Cost: $31,000 — ❑ Distribution System Improvements; in-house work Total Cost: $70,000 Wightman Street(Siskiyou to Quincy) complete Youth Works Line complete Lithia Water Line(replace 1000') complete PRV -Iowa Street, Faith Street complete TID Canal (replace 1000') spring 1999 Pioneer Street(South of Hargadine) complete Fairview(Union and Iowa) complete Water Fund - Flood Restoration • Flood Restoration on Ashland Creek at WWTP Status: Complete June July 1999 Cost: $15,000 (significantly reduced from earlier cost estimates) • Prioritize project identification, funding and completion schedule. Immediate priorities (within the next 5`years) include Calle Guanajuato with Main Street Bridge improvements, and Water Street Bridge. Longer term priorities (5-15 years) include Van Ness and Hersey Street Bridges. Status: Staff continues to work with the Parks Department on Calle scoping and evaluation. Expected completion: December dime 1999 Cost: Staff Time • Develop Operational Flood Management Strategies and Improve Flood Plain Zones/ Mapping Amendments Status: In process. Many of the "flood management techniques" have been discussed and implemented as a result of emergency training briefs. Flood mapping has begun as a part of the GIS work and will be completed next year. Expected completion: Ongoing emphasis. Cost: Staff Time 7 Water Fund - Forest Restoration ❑ Implement the Ashland Forest Management Plan (Forest Commission) Status: In process. Much progress has been made in the development of prescriptions and identifying fuels reduction priority units. Additional work in the following: ► Complete Short Term Selective Fuels Reduction Implementation Programs ► Develop Partnerships with REAL Corps, Ashland High School, Forest Service and Parks Department for Project Implementation ► Education and Informational Activities to Promote Fuels Reduction Benefits Expected Completion: ongoing Cost: $75,000 annually Streets • B Street Yard Improvements Status: A coordinated effort between engineering, planning and street crews has enabled the fencing to be complete and the site prepared for Parks to come in and landscape later this calendar year. The outside areas have been paved, and work will continue as time and funding allows. Ultimate site improvements include better circulation on the site, a new storage building and a new washrack and drainage area, as well as specific areas for material storage. Staff has not completed the Planning Department requirements for the — building improvements and will complete in B Street Yard Drainage Improvements time for construction next year. Estimated Completion: Spring 2000 Cost: $125,000 • Storm Drain Improvement Projects (12" PVC ) Total Cost: $56,644$46;000 Garfield Street; Iowa to Quincy (675') complete Holly Street; Terrace to Mead(450') complete Roca Street(450') complete Van Ness Avenue; Helman to Skidmore (1,235') (delay - FY00) Catalina to Scenic Dr. (800') complete Liberty Street; Pratt to Siskiyou (delay - FY00) Normal Street; Fremont to Ashland complete Sherman Street complete Walker Avenue (at the bike path) add complete $27,940 North Mountain culvert replacement (runoff damage) add complete $6,300 Skateboard Park Drainage Improvements complete $11,925 8 I • Update Pavement Management Program Status: Staff has purchased a software program and appropriate staff has already been trained on this application this year. This is the primary focus for FY00 street crews. Full development of this software and program implementation will help define a prioritized 5-year pavement maintenance program. Estimated Completion: winter 1999/spring 2000 (evaluation) Cost: Staff Time, Training and Software Purchase(hard cost- $6500 FY99) • Street Resurfacing Projects (total .85 miles) in-house work; Total Costs: $150,000 Scenic Drive; Church to Grandview(1,050') complete Helman Street; Van Ness to Hersey (435') complete Lincoln Street; Iowa to E. Main(1,330') complete Water Street; B to Van Ness(773') complete Morton Street; Pennsylvania to Ashland (900') Delayed until FY00 Taylor Street; Ashland to Holly (1000') Delayed until FY00 Carol Street, Hersey to Clinton(800') FY00—August 99 • Sherman Street Reconstruction Status: LTM Inc. completed the work. Several water and drainage issues were resolved. Estimated Completion: complete Cost: $140,000 ($50,000 over initial estimate) ❑ Union Street Reconstruction Status: The City received approval for this to be included in the ODOT Fund Exchange program for FY00. Preparatory work(sewer, water services, etc) is being completed now in anticipation of storm drain and street reconstruction this fall (1999). Estimated Completion: Fall 1999 Cost: $120,000 Airport • T-Hangers (site prep only) Status: Scheduled for fall and winter, this project has been delayed due to time constraints and will be completed later this calendar year. Estimated Completion: summer 1999 Cost: $45,000 and Staff Time • AIP Projects Status: Awaiting approval of the AIP grant submittal for electrical upgrades, taxiway construction and tie-down aprons. Estimated Completion: spring 2000 Cost: Staff Time • Fuel Tank Replacement- see Engineering above Status: completing remediation work on site. 9 Cemetery ❑ Survey All Cemetery Plots Status: To be contracted this summer (engineering to negotiate contract) Estimated Completion: ssummer 1999 Cost: $20,000 (rough estimate) I \\FSI\SYS\USER\PAULA\COUNCIL\CONSTRUCTION UPDATES\CONSTRUCTION MEMO JULY 99.DOC 10 Council Communication Administrative Services Department Analyzing Demand for Transit and Other Alternative Modes of Transportation July 20, 1999 Submitted by: Dick Wanderscheid Approved by: Mike Freeman �Y Title: The City's existing Strategic Plan has a goal of analyzing demand for transit and other alternative modes of transportation. Staff would like to discuss this with the Council because of changing circumstances. Synopsis: This item was discussed with the Council on May 20, 1999 and a process and schedule for achieving this goal was agreed upon. With the failure of the RVTD levy and changes in our reduced fare program, we feel it is important to discuss if a new direction is warranted. Attached is the proposal from May 20 for your information. Background: One of the goals of the City's recent Strategic Plan was to "analyze demand for transit and other alternative modes of transportation". Proposed Process: Staff has developed a process that can be used to discuss this project and move it along. The draft proposal is as follows: Project scoping with the mayor and council -This paper and the study session discussion will begin the scoping of this project. Time Frame - May 1999 Gathering of existing data - Staff proposed to gather pertinent information from RVTD, RVCOG and ODOT on what data already exists and also examples of the kind of survey instruments that are available to gather this kind of data. This would then be presented to Council to analyze what data is missing and needed. Time Frame -June to July 1999 Develop a draft survey instrument- In order to get appropriate data we need to define the goal of this project and then link this goal to a means of gathering data that provides us with meaningful actions to pursue. It is staffs understanding we are trying to 1) understand transit demand and then see mand would justify additional city responsibilities above and beyond what is now done in this are ) i ntify what kinds of additional alternative transportation amenities would be valuable to pursue. a would include sidewalks, bike paths, neighborhood trails and transit facilities and services. Staffs understanding is that auto and parking data would not be a part of this research. The survey should include an origin/destination stu y y i of districts for Ashland residents that both work and live in Ashland. We envision this to be a direct mail survey, that hopefully could be done in conjunction with SOU students and/or faculty. Time Frame -August to September 1999 Provide for public input on the survey Time Frame -September 1999 Conduct the survey Time Frame -October to November 1999 Present results and draft recommendations to the mayor and council Time Frame-December 1999 Public hearing and adoption of recommendations Time Frame -January to February 2000 Council Communication Public Works Department Property Purchase — TAP Project July 20, 1999 Submitted by: Paula Brown Reviewed by: Paul Nolte I Approved by: Mike Freeman fttr` Title: A Motion Approving the Purchase of Property Jointly with the Cities of Talent and Phoenix for the Purpose of Placing the Regional Pump Station for the TAP Intertie Project, and Authorizing the City Administrator to Negotiate the Final Purchase Price, Sign the Purchase Agreement and Authorize Payment of the Earnest Money for the Property. Synopsis: As a part of the development and pre-construction process for the Talent, Ashland, Phoenix (TAP) Water Intertie Project,there is a need for land acquisition for placement of the Regional Pump Station. Several initial properties were identified and evaluated by the Rogue Valley Council of Governments, our contract administrators for the design and pre-construction efforts. The preferred option was identified as a 20,000 square foot portion of property located on Samike Road at the South Stage Industrial Park as described in the attached documents. Final purchase price has not yet been determined and is being negotiated through counter offers. Based or the proportional s lit of the project; Ashland's portion of the osts is 15.7%of the final purchase price and is estimated to be between$9,400 and$12,000. Earnest moneys of$2,500 have been established upon execution o e agreement, and fina payment upon close of escrow. 75 Recommendation: It is recommended that the City Council move approval of the motion to purchase property jointly with the cities of Talent and Phoenix for the purpose of placing the regional pump station for the TAP Intertie Project, and authorizing the City Administrator to negotiate the final purchase price, sign the purchase agreement and authorize payment of the earnest money for this purchase. Background Information: The TAP Intertie Project includes a 24-inch pipeline from Medford to Talent. As part of bringing water to the Cities of Talent and Phoenix, and in the future to Ashland, a regional pump station at the north end of the project is necessary. There is no municipal land adjacent to the current Medford distribution system in the vicinity of the proposed connection point. Three parcels of land were reviewed and for a variety of reasons, this parcel, located on Samike Road within the Medford City Limits was chosen as the best overall option. The final purchase price is being negotiated by RVCOG on the three City's behalf. The negotiated price should be known at the time of the Council meeting. USMYSMERWAULATOUNCIUCC TAP land Purchm.dm S. , / o r �g yul 0 5 r� r r Al / F / v � Council Communication Department of Community Development Planning Division RR Property Zone Change July 20, 1999 Submitted by: John McLauehlir® Approved by: Mike Freeman H„tq Title: ��"' An Ordinance Amending the Comprehensive Plan Map, Zoning Map, and the Detail Site Review Zone Map for the Property North of the Railroad Tracks Between Oak Street and North Mountain Avenue. Synopsis: In April, 1999, the City Council directed the Planning Staff to initiate a re-zoning of the railroad property north of A Street. A public hearing was held in front of the Planning Commission on June 8, 1999 at which time a staff report was presented(attached) and testimony taken. The Planning Commission approved the request as submitted by Staff. The Planning Commission adopted findings supporting their decision at their July 13, 1999 meeting. Under the Procedures Chapter of the Ashland Land Use Ordinance, the Planning Commission is the final decision maker on quasi-judicial comprehensive plan map and zone changes such as this. However, since the maps are adopted by ordinance, amendments to them must also be made by ordinance, which is a Council action. Recommendation: Staff recommends that the Council adopt the attached ordinance amending the Comprehensive Plan Map, Zoning Map, and the Detail Site Review Zone Map. Since this is the subject of a land use decision for which a public hearing has already been held, no additional public testimony need be taken on this matter. Background Information: The attached staff report provides a review of the background for this project. ORDINANCE NO. AN ORDINANCE AMENDING THE COMPREHENSIVE PLAN MAP, ZONING MAP, AND THE DETAIL SITE REVIEW ZONE MAP FOR THE PROPERTY NORTH OF THE RAILROAD TRACKS BETWEEN OAK STREET AND NORTH MOUNTAIN AVENUE. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. The Comprehensive Plan Map of the City of Ashland is amended from Industrial to Employment and the Zoning Map of the City of Ashland is amended from M-1 to E-1 with a Residential Overlay for the area indicated on attached Exhibit "A". SECTION 2. The Detail Site Review Zone map is amended to include the area indicated on attached Exhibit "B". The foregoing ordinance was first read by title only in accordance with Article X, Section 2(C) of the City Charter on the day of ' 1999, and duly PASSED and ADOPTED this _ day of 11999. Barbara Christensen, City Recorder SIGNED and APPROVED this _ day of , 1999. Catherine M. Shaw, Mayor A roved ras�to rm: N Paul Nolte, City Attorney Page 1 Exhibit MAN F.T C jl ' I Industrial to Employment M-1 to F-1.Residential Overlay o17 :Z-z Exhibit "BE Added to Detail Site Review Zone 10... ..... zlzz ASHLAND PLANNING DEPARTMENT STAFF REPORT June 8, 1999 PLANNING ACTION: 99-066 APPLICANT: City of Ashland LOCATION: Approximately 22 acres north of the railroad tracks, east of Oak Street, west of North Mountain Avenue. ZONE DESIGNATION: M-1 COMPREHENSIVE PLAN DESIGNATION: Industrial ORDINANCE REFERENCE: 18.108.060 Type III Procedures REQUEST: Zone change from M-1 to E-1 with a residential overlay and Comprehensive Plan Map amendment from Industrial to Employment. Request also involves amending Chapter 18.72.050 of the Municipal Code pertaining to Site Design and Use Standards to include these properties in the Detail Site Review Zone. 1. Relevant Facts 1) Background - History of Application: This action was initiated by motion of the City Council on April 6, 1999. A copy of the memo from the Planning Director to the Council is included as part of this packet. 2) Detailed Description of the Site: The site encompasses one of the last large parcels of vacant land in close proximity to the downtown. This area has historically served the railroad, and during the height of train usage, the area contained several large structures, including a roundhouse, serving the many locomotives that traveled the Siskiyou Pass daily. The site is relatively flat, by Ashland standards, and the vacant portions contain few remnants of its railroad past. Adjacent to the vacant railroad property, abutting Oak Street on the western edge of the property is a separate parcel owned by Ashland Lumber. It is also zoned M-1 and we propose rezoning this property as well to E-1. Another parcel, adjacent to Hersey Street and Darex, and already zoned E-1, which is also primarily comprised of a wetland, is also proposed to be included in the Detail Site Review Zone. 3. Description of Proposals There are several different facets to this request: First: Rezone of the property north of the railroad tracks that is currently zoned M-1 to E-1, and a concurrent change in Comprehensive Plan Designation for the same property from Industrial to Employment. Second: Amend the boundary of the Detail Site Review zone to include all of the property proposed for rezoning, as well as tax lot 1900. Third: Amend the Residential-Overlay boundary to include all of the property proposed for rezoning. II. Project Impact The project impact will be addressed on the basis of the three facets of the proposal. A. Rezone from M-1 to E-1, Comprehensive Plan Map change from Industrial to Employment. In the 1966 Comprehensive Plan, this area of the community was identified as "Heavy Commercial", a classification defined as a"heavy commercial, wholesale and distributive area intended to provide for development of bakery, bottling and cleaning plants, cabinet, machine, plumbing and printing shops and warehousing and wholesale business." In the 1978 Comprehensive Plan, the area was identified for"Industrial' uses, and zoned M-1. This area was identified for heavier industrial development due to its proximity to the tracks and the fact that it was essentially vacant. The area zoned for industrial use included all of the land between the railroad tracks and Hersey Ashland Planning Deparbnent Staff Report Planning Action 99-066 Applicant: City of Ashland Date: June a, 1999 Page 2 Street. In the 1981 Comprehensive Plan, a new land use classification was developed— Employment (E-1). This zoning allowed for a combination of uses, ranging from commercial to heavy commercial to uses normally seen in industrial zones. The wide variety provided maximum flexibility for a changing economy, as Ashland evolved from a timber community. In this area, the lands adjacent and just south of Hersey Street were rezoned to E-1, while the remainder, generally referred to as the Railroad property, remained in an M-1 zoning. The E-1 zoning has allowed for the development of Darex, the Hersey Business Park, new medical offices along Williamson Way, and recently the development of a retail furniture store at the intersection of Oak and Hersey. This evolution in land uses provides the impetus for the change in zoning for the remainder of the property. From the current Economic Element of the Comprehensive Plan comes the following: "Establishment of light manufacturing firms with high value-added components should be especially encouraged...knowledge intensive manufacturing such as computer software and medical specialty businesses...educational facilities and professional services are other types of businesses that could be expected to locate and flourish in Ashland. " Given the recent types of commercial and light industrial development that have occurred in Ashland over the last several years, the demand is clearly stronger for E-1 land than for heavy industrial M-I land. In fact, over the last 10 years, the only use that has requested M-1 land has been the relocation of Oak Street Tank and Steel out to Washington Street near the freeway. Further, as "A" Street and the Railroad District has developed and redeveloped, it has provided a possible template for the future of economic development in Ashland—mixed use development. And as recognized in the Transportation Element of the Comprehensive Plan: "Few areas exist with `mixed uses'in which a blend of residences, offices, and retail services is available. Separation of uses through single-use zoning has resulted in residents'need to drive longer distances to work or for services. Compatible mixed-use zoning would provide services in residential areas and offer housing in commercial areas. These mixed uses would reduce both the number and length of trips for goods and services." Ashland Planning Department Staff Report Planning Action 99-066 Applicant: City of Ashland Date: June 8, 1999 Page 3 Policy: Provide zoning that allows for a mix of land uses and traditional neighborhood development which promotes walking and bicycling. Within the City's existing land use classifications, only the Employment zone allows for the opportunities for the widest range of uses, with the possibility of including housing in the mix. Further, as development of the adjacent areas has occurred in compliance with the comprehensive plan, it has become more apparent that industrial development is likely incompatible with the adjoining residential uses, either along Williamson Way or North Mountain. Regarding the City's inventories, as part of the Buildable Lands project, we have also examined the utilization of E-I and M-I lands currently vacant within the City. From 1990-1998, approximately 35 acres of E-I land was developed for new uses, while only I acre of M-I land was used. Further, during this time, Croman Corporation has effectively ended their operation in Ashland, leaving a large area(greater than 70 acres) essentially vacant for M-I purposes, although the Commission may see a similar request to rezone that area as well based on market demand. Realistically, Ashland's economy has evolved to where it is unlikely the City will see any new large industrial users locate here. Within the region, we must also compete with White City, Grants Pass, and Medford for larger industrial developments, and honestly, we do not compete well. Land costs, nearby residential uses, and general community values are not "open arms" for many large industries. In fact, from the Economic Element, comes the following: "The City is clearly unsuitable for the following types of businesses: a) Businesses which use large amounts of water, especially when Ashland's water needs peak. b) Businesses that emit significant amounts of air pollution c) Businesses that create toxic wastes that require specific disposal techniques not available locally" From these quotes of the comprehensive plan, it is clear that the Employment land use classification is the most appropriate classification for a large parcel of land near a national register historic district and within walking distance of the downtown core. Further, from our inventories, it is clear that demands are greatest for E-1 lands as opposed to M-1, and that in the long run, there will be a greater need for vacant E-1 lands. Ashland Planning Department Staff Report Planning Action 99-066 Applicant: City of Ashland Date: June 6, 1999 Page 4 B. Inclusion of the area proposed for rezone, and tax lot 1900, in the Detail Site Review Zone. As this area is proposed for rezoning from the land use classification with the least restrictions on design(M-1) to E-1, it is staff's opinion that higher standards for site design need to be included. As stated above, this area has the potential to provide for a wide range of uses, similar to those seen along "A" Street (which is currently in the Detail Site Review zone). To a lesser degree, development could also follow the designs seen along Hersey Street and Williamson Way. In both instances, high quality new development has occurred, with significant investments by the developers. To ensure that those investments are protected and to provide for development of a high standard valued by the community, we would recommend that the entire area be included in the Detail Site Review zone. As the area develops, the Transportation Plan calls for a connecting street running parallel to the railroad tracks between Mountain and Oak. The development standards along this street will set the stage for the style of ultimate construction—mixed use,appropriate scale, etc... The goal of the Economic Element is as follows: "To ensure that the local economy increases in its health, and diversifies in the number, type and size of businesses consistent with the local social needs,public service capabilities and the retention of a high quality environment." (underline added) While the rezoning from M-1 to E-1 addresses many parts of the goal, the change to include this area in the Detail Site Review zone ensures the retention of a high quality environment. C. Amend the Residential-Overlay boundary to include all of the property proposed for rezoning. The option of allowing for residential uses subservient to the primary commercial use on property has been tremendously successful within Ashland. "A" Street provides the closest example of upstairs apartments over downstairs commercial uses, although the mixed use pattern is found elsewhere. It is even seen on Williamson Way, where studio apartments are located above a plumbing contractors business location. In looking at the future for this area, it is Staff s opinion that the greatest variety in uses be allowed, and the opportunity for residential as a secondary use to commercial uses may provide not only affordable housing opportunities, but perhaps the difference between a successful Ashland Planning Department Staff Report Planning Action 99-066 Applicant: City of Ashland Dale: June 6, 1999 Page 5 development and a marginal one. It has been seen in Ashland that the demand for housing can help "carry" a commercial building during down times, and allowing for the option can only be seen as a positive influence. Further, the opportunity to live and work in the same location, or at least only take a short stroll to you place of employment is a benefit to the city's overall transportation needs. The idea of mixed use is supported throughout the Comprehensive Plan, as stated earlier in the Transportation Element, but also in the Economic Element: "The City shall design the Land Use Ordinance to provide for: Commercial or employment zones where business and residential uses are mixed. This is especially appropriate as buffers between residential and employment or commercial areas and in the Downtown. " As the Commission is aware, this policy has been very successful in the downtown area, creating a 24-hour neighborhood. This is opposed to a business park development where there is no activity after 5pm. The benefits are not only transportation related, or affordable housing, but also include business safety and property management. Again, given the location that is within walking distance of the downtown, many potential employers, and a variety of services, the benefits of mixing housing with potential new commercial development are many. III. Procedural - Required Burden of Proof From section 18.108.060 regarding Type III procedures: Zone changes, zoning map amendments and comprehensive plan map changes subject to the Type III procedure as described in subsection A of this section may be approved if in compliance with the comprehensive plan and one of the following conditions exist: a. a public need, supported by the comprehensive plan b. the need to correct mistakes C. the need to adjust to new conditions d. where circumstances relating to the general public welfare require such an action. As indicated in the previous sections, there are numerous policies and statements within the Comprehensive Plan to support the public need for additional E-1 zoned land, as well Ashland Planning Department Staff Report Planning Action 99-066 Applicant: City of Ashland Date: June 8, 1999 Page 6 as the need for enhanced site design standards and the options for mixed uses. Further, it must also be recognized that Ashland is much changed since the zoning for this area was first adopted in the 1960's, then amended in the 1970's and 1980's. Our economy has diversified to a variety of medical, tourist, manufacturing and retailing uses, and the need for a zoning classification that accepts a wide variety of uses is now necessary. IV. Conclusions and Recommendations Staff recommends approval of the zone change from M-1 to E-1, and the concurrent comprehensive plan map change from Industrial to Employment. Further we recommend amendment of the Detail Site Review zone to include the rezoned property, as well as the adjacent parcel 1900 which is already E-I zoned. And finally, we recommend that the entire area have a residential overlay to allow for the options for mixed use development, strongly encouraged throughout the comprehensive plan. Ashland Planning Department Staff Report Planning Action 99-066 Applicant: City of Ashland Date: June 8, 1999 Page 7 Council Communication Electric and Telecommunications Department Intergovernmental Agreement July 20, 1999 Submitted by: Pete Lovrovich / Approved by: Paul Nolte Approved by: Mike Freeman Title: An ordinance authorizing an Intergovernmental Agreement creating the Oregon Utility Resource Coordination Association Intergovernmental Agency. Synopsis: This ordinance authorizes the to join other consumer-owned utilities for the purpose of cooperative power purchases and sales. Recommendation: Move to adopt first reading of ordinance. Background Information: In order to effectively sustain their viability and compete for the purchase and sale of electric power after deregulation, many of the consumer-owned utilities in Oregon are joining forces through the formation of this new intergovernmental agency. By statute, intergovernmental agencies may form only if each member jurisdiction adopts an ordinance setting forth the purposes and requirements of the agency. By forming the agency, the agency and its members intend to further the economy and efficiency of their systems by the purchase, sale, generation, transmission, distribution, interchange or pooling of electrical energy and capacity among them or with others. In addition, specific purposes of the agency include to arrange scheduling and dispatching of power, energy, capacity or transmission for any member or the agency; to purchase, sell, negotiate or advocate and study the most economic and efficient procurement of power, energy, capacity, assets, generation facilities, transmission or ancillary services. This ordinance may provide Ashland the opportunity to share load loss or gain should future deregulation create customer migration. As a member of OURCA, Ashland will have the option to join like agencies for the purpose of bulk power purchases and contract negotiations with BPA or other wholesale power providers. ORDINANCE NO. AN ORDINANCE AUTHORIZING AN INTERGOVERNMENTAL AGREEMENT CREATING THE OREGON UTILITY RESOURCE COORDINATION ASSOCIATION INTERGOVERNMENTAL AGENCY THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. Declaration of intent. The City of Ashland, Oregon, by and through its elected mayor and council, intends to create the Oregon Utility Resource Coordination Association Intergovernmental Agency (OURCA IGA) pursuant to ORS 190.003 through 190.265 by an intergovernmental agreement (Agreement) with the following parties: the City of Ashland; Clatskanie People's Utility District; Columbia River People's Utility District; Emerald People's Utility District; Eugene Water & Electric Board; the City of Forest Grove, Water& Light Department; McMinnville Water and Light Commission; Northern Wasco County People's Utility District; Springlfield Utility Board; and Tillamook People's Utility District (each of which is referred to individually as a "Party" and collectively as the "Parties"). A draft of the Agreement is attached as Exhibit A. SECTION 2. The effective date of the Agreement is August 15, 1999. SECTION 3. The public purposes for which the OURCA IGA is created is to use any authority vested in the OURCA IGA to further the economy and efficiency of each Party by the purchase, sale, generation, transmission, distribution, interchange or pooling of electrical energy and capacity among the Parties or with others. SECTION 4. To carry out its public purposes, the OURCA IGA shall have the following powers, duties and functions, in addition to those specified in ORS 190.003 through ORS 190.265: A. To arrange scheduling and dispatching of power, energy, capacity or transmission for the account of a Party or the OURCA IGA; B: To purchase power, energy, capacity, assets, generation facilities, transmission or ancillary services for the account of a Party or the OURCA IGA; C. To sell power, energy, capacity, assets, generation facilities, transmission, or ancillary services for the account of a Party or the OURCA IGA which is not needed to meet the loads of the Party or the OURCA IGA; D. To negotiate or advocate for power, energy, capacity, assets, generation facilities, transmission or ancillary services for the account of a Party or the OURCA IGA, including related administrative and legal proceedings; Page 1 - ORDINANCE FAUSERTAUBORMOURCA Ordinancempd E. To study the most economic and efficient procurement of power, energy, capacity, assets, generation facilities, transmission or ancillary services for the account of a Party or the OURCA IGA; F. To perform the administration and accounting of all payments and receipts related to the purchase and sale of power, energy, capacity, assets, generation facilities, transmission, or services for the account of a Party or the OURCA IGA; G. To adopt such bylaws, rules, regulations, and policies as the Parties deem necessary to further the purposes of this Agreement; H. To issue, sell or otherwise dispose of bonds, securities, or other forms of indebtedness, including the power to issue revenue bonds under ORS 288.805 to ORS 288. 945; I. To exercise all powers pursuant to the applicable acts, charters or law of the individual Parties which are necessary or desirable to economically and efficiently develop and operate the OURCA IGA. The foregoing ordinance was first read by title only in accordance with Article X, Section 2(C) of the City Charter on the day of ' 1999, and duly PASSED and ADOPTED this _ day of ' 1999. Barbara Christensen, City Recorder SIGNED and APPROVED this day of ' 1999. Catherine M. Shaw, Mayor Re ' wed as s to for T: / Paul Nolte, City Attorney Page 2 - ORDINANCE FAUSERTAUUORMOURCA Ordinance.wpd EXHIBIT A INTERGOVERNMENTAL AGREEMENT CREATING THE OREGON UTILITY RESOURCE COORDINATION ASSOCIATION INTERGOVERNMENTAL AGENCY THIS INTERGOVERNMENTAL AGREEMENT CREATING THE OREGON UTILITY RESOURCE COORDINATION ASSOCIATION INTERGOVERNMENTAL AGENCY (Agreement) is entered into by and between the following parties: the City of Ashland, a municipal corporation of the State of Oregon (Ashland); Clatskanie People's Utility District, an Oregon people's utility district(PUD) formed under ORS Chapter 261 (Clatskanie PUD); Columbia River People's Utility District, an Oregon PUD formed under ORS Chapter 261 (Columbia River PUD); Emerald People's Utility District, an Oregon PUD formed under ORS Chapter 261 (Emerald PUD); Eugene Water & Electric Board, a municipal utility of the State of Oregon (EWEB); the City of Forest Grove, a municipal corporation of the State of Oregon, acting by and through its Light and Power Department (Forest Grove); the City of McMinnville, a municipal corporation of the State of Oregon, acting by and through the McMinnville Water and Light Commission (MW&L);Northern Wasco County People's Utility District, an Oregon PUD formed under ORS Chapter 261 (Northern Wasco PUD); and Tillamook People's Utility District, an Oregon PUD formed under ORS Chapter 261 (Tillamook PUD) (each of which is referred to herein individually as a "Party" and collectively as the "Parties"). RECITALS: A. WHEREAS, the Parties hereto are authorized to enter into this Agreement creating the Oregon Utility Resource Coordination Association Intergovernmental Agency(OURCA IGA) pursuant to their respective principal acts, charters, and ORS 190.003 to 190.265; B. WHEREAS, each of the Parties operates a consumer-owned electric utility in the State of Oregon and is authorized to purchase, generate, transmit, distribute, sell and interchange electric energy within and without their individual boundaries; C. WHEREAS, the Parties intend to further the economy and efficiency of their respective consumer-owned electric utilities by forming the OURCA IGA; D. WHEREAS, pursuant to ORS 190.010, the OURCA IGA may perform any or all functions and activities that a Party to this Agreement, its officers or agencies, has the authority to perform; E. WHEREAS, the Parties intend by this Agreement to set forth the parameters, terms, and conditions pursuant to which the OURCA IGA will act; F. WHEREAS, the Parties intend to use any authority vested in the OURCA IGA to further the economy and efficiency of each Party by the purchase, sale, generation, transmission, distribution, interchange or pooling of electrical energy and capacity among the Parties or with others; - 1 - G. WHEREAS, each of the Parties has taken all actions required under applicable acts, charters and law to authorize the execution and perfonnance of this Agreement; NOW, THEREFORE, THE PARTIES agree as follows: ARTICLE I OURCAIGA 1.1 OURCA IGA. There is hereby created the Oregon Utility Resource Coordination Association Intergovernmental Agency, referred to herein as the OURCA IGA. The parties to the OURCA IGA are Ashland, Clatskanie PUD, Columbia River PUD, Emerald PUD, EWEB, Forest Grove, MW&L, Northern Wasco PUD, and Tillamook PUD. 1.2 Effective Date. The effective date of this Agreement is August 15, 1999. 1.3 General Powers. The OURCA IGA shall have the following powers, in addition to those specified in ORS 190.003 to ORS 190.265: 1.3.1 To arrange scheduling and dispatching of power, energy, capacity or transmission for the account of a Party, Parties or the OURCA IGA; 1.3.2 To purchase power, energy, capacity, assets, generation facilities, transmission or ancillary services for the account of a Party, Parties or the OURCA IGA; 1.3.3 To sell power, energy, capacity, assets, generation facilities, transmission, or ancillary services for the account of a Party, Parties or the OURCA IGA which is not needed to meet the loads of the Party, Parties or the OURCA IGA; 1.3.4 To negotiate or advocate for power, energy, capacity, assets, generation facilities, transmission or ancillary services for the account of a Party, Parties or the OURCA IGA, including administrative and legal proceedings related thereto; 1.3.5 To study the most economic and efficient procurement of power, energy, capacity, assets, generation facilities, transmission or ancillary services for the account of a Party, Parties or the OURCA IGA; 1.3.6 To perform the administration and accounting of all payments and receipts related to the purchase and sale of power, energy, capacity, assets, generation facilities, transmission, or services for the account of a Party, Parties or the OURCA IGA; 1.3.7 To adopt such bylaws, rules, regulations, and policies as the Parties deem necessary to further the purposes of this Agreement; 1.3.8 To issue, sell or otherwise dispose of bonds, securities, or other forms of indebtedness, including the power to issue revenue bonds under ORS 288.805 to ORS 288.945; - 2 - 1.3.9 To exercise all powers pursuant to the applicable acts, charters or law of the individual Parties which are necessary or desirable to economically and efficiently develop and operate the OURCA IGA. 1.4. Meetings. Meetings of the OURCA IGA shall be conducted in accordance with the provisions of the Oregon Public Meetings Law, ORS 192.610 to 192.710. 1.5 Offices. The principal offices of the OURCA IGA shall be located at 1001 S.W. Fifth Avenue, Suite 2000, Portland OR, 97204, c/o Cable Huston Benedict Haagensen&Lloyd, LLP. 1.6 Budgeting. The Board shall provide for an annual work plan and an estimate of expenses for the next fiscal year. Each Party shall provide in-kind services to farther the purposes of the OURCA IGA as each Party deems necessary or desirable. Such in-kind services shall not be reimbursed from the OURCA IGA or other Parties, unless otherwise agreed. 1.7 Several Liability. Unless as otherwise expressly agreed in writing, there shall be no joint and several liability of the Parties either in contract or tort and all obligations of the OURCA IGA or the Parties shall be several only. Without limiting the foregoing, no Party to the OURCA IGA shall be liable for damages, debts or claims caused solely by the negligent act, omission or other wrongful act by the OURCA IGA or other Parties. The Party causing damage by its sole negligent act, omission or wrongful act shall be individually liable. ARTICLE II GOVERNANCE AND MEMBERSHIP 2.1 Board'of Directors. The OURCA IGA shall be governed by a Board of Directors (Board). The governing body of each Party shall appoint one (1) representative to the Board and one (1) alternate representative. An alternative representative shall act in a Board capacity only during the absence of that Party's representative. Representatives and alternate representatives shall serve at the pleasure of their respective governing bodies. In the event of a vacancy, the governing body of the Party shall appoint a successor. 2.2 Officers. After the effective date of this Agreement, the Board shall elect from its membership a President, a Vice-President, and a Secretary/Treasurer(collectively, the "Officers") who shall serve a term consisting of the remainder of 1999 and the following calendar year. Thereafter, annually, at the beginning of each calendar year, the Board shall elect from its membership Officers who shall serve a term of one (1) year. Officers shall serve at the pleasure of the Board or until their successors shall be appointed and take office. 2.2.1 Duties of President. The President shall preside at all meetings of the OURCA IGA and shall submit such recommendations and information as she or he may determine appropriate to discuss at the OURCA IGA meeting. The President shall perform the duties and responsibilities of the OURCA IGA in accordance with the obligations and limitations set forth in this Agreement. The President shall otherwise not hold herself or himself out to have the authority to bind the members of the OURCA IGA to any financial or other obligations. - 3 - 2.2.2 Duties of Vice President. The Vice President shall perform the duties of the President in the absence or the incapacity of the President. In the case of the resignation or the death of the President, the Vice President shall perform the duties of the President until such time as the Board shall elect a new President. 2.2.3 Secretary/Treasurer. The Secretary/Treasurer shall keep the minutes and the official records of the OURCA IGA and perform such other duties required of a Secretary/Treasurer. The Secretary/Treasurer shall be responsible for the fiscal administration of all funds of the OURCA IGA. The Secretary/Treasurer and either the President or the Vice President shall act as co-signers of checks drawn upon the accounts of the OURCA IGA. The Secretary/Treasurer may delegate the administrative functions of her or his office to another person or persons who need not be on the Board. 2.2.4 Additional Duties. The Officers of the OURCA IGA shall perform such other duties and functions as may from time to time be required by the OURCA IGA bylaws, or other rules and regulations. 2.3 Executive Committee. The Board may establish an Executive Committee that will be comprised of the three Officers and two additional Board members. The Executive Committee shall have the duties, responsibilities and a term all as determined by the Board from time to time. 2.4 Voting Rights. Except as otherwise expressly provided in this Agreement, the Board shall exercise its voting rights in the following manner: 2.4.1 Quorum. A majority of the Board shall constitute a quorum for the transaction of business. 2.4.2 General Administrative Obligations. Except as provided in Sections 2.4.3 and 2.4.4, general administrative obligations or activities required to meet legal requirements or policies related to the existence of the OURCA IGA or its operations may be acted upon by a majority vote of the Board. General administrative obligations or activities include,but are not limited to, the election of officers, compliance with the Oregon Public Meetings Law, ORS 192.610 to ORS 192.710 and preparation of an annual work plan. Each Party's apportioned share of the general administrative obligations or activities shall be determined in accordance with the following Cost Allocation Methodology. Fifty percent (50%) of costs are shared equally among all Parties. Twenty-five percent (25%) of costs shall be based on the ratio of a Party's retail electricity sales in terms of megawatt hours as compared to the total OURCA IGA Parties' retail electricity sales in terms of megawatt hours. The remaining twenty-five percent (25%) of costs shall be based on the ratio of a Party's retail electricity revenues as compared to the total OURCA IGA Parties' retail electricity revenues. The Board will update the application of the Cost Allocation Methodology upon the entry or exit of any Party from the OURCA IGA or at least annually. The initial Cost Allocation Methodology, and the resulting percentage allocated to each Party, is attached as Exhibit A. - 4 - 2.4.3 Employment of Staff or Consultants. Except as provided in Sections 2.4.2 and 2.4.4, the employment of staff or consultants, including the hiring and terminating of any staff, employees or consultants, shall require the authorization of the Board pursuant to the following two voting mechanisms: (1) A majority vote of the Board; and (2) A majority vote of the Board, with each Board representative's vote equal to the percentage allocated to each Party as specified in the Cost Allocation Methodology attached in Exhibit A. Each Party's apportioned share of employment related expenses shall be determined in accordance with the Cost Allocation Methodology. The Board may delegate the employment of staff or consultants, including the hiring and terminating of any staff, employees or consultants, to another person or persons, upon a majority vote of the Board, with each Board representative's vote equal to the percentage allocated to each Party as specified in the Cost Allocation Methodology attached as Exhibit A. 2.4.4 Procurement of Goods and Services and the Issuance or Sale of Bonds, Securities or Other Forms of Indebtedness. Except as provided in Sections 2.4.2 and 2.4.3; the procurement of goods and services, including but not limited to the purchase of generation facilities and power supply contracts, and the issuance or sale of bonds, securities or other forms of indebtedness, including but not limited to the issuance of revenue bonds under ORS 288.805 to ORS 288.945, requires the affirmative authorization of each individual Party to be bound, such authorization to be expressed by resolution, ordinance or other binding commitment of the Party's governing body. Parties not affirmatively authorizing such actions shall in no instances be liable. The procurement of goods and services be performed by resolution or separate agreement which specifies (1) the apportionment of fees, costs, or revenue derived from the functions and activities; and(2) the manner in which such revenue shall be accounted for. Such resolution or separate agreement may or may not involve the participation of the OURCA IGA, however, such participation of the OURCA IGA shall not create liability for a Party that has not affirmatively authorized such action. 2.4.5 Voting By Proxy. Any Board representative may vote by proxy, provided that the proxy power is granted to the proxy voter in writing and the effective proxy period is specified. 2.4.6 Voting In Absentia. Any Board representative may vote in absentia by telephone or in writing, including by facsimile. Any written vote in absentia must be received prior to the meeting at which the vote is to occur and must be signed by the Board representative. 2.5 New Parties. The Board may authorize a new Party to join the OURCA IGA if approved by 2/3 vote of the Board. 2.6 Insurance. The OURCA IGA shall provide for adequate insurance to cover the directors, officers, employees, staff, agents and activities undertaken by the OURCA IGA. 2.7 Conflicts. The OURCA IGA shall not take an advocacy position in administrative or legal proceedings which position conflicts with the position taken by any individual Party. Parties shall notify the OURCA IGA of any such potential conflict. - 5 - ARTICLE III TERM AND TERMINATION 3.1 Term. Except as expressly provided, the term of this Agreement shall be perpetual, unless by a unanimous vote the Board acts to dissolve the OURCA IGA. 3.1.1 Dissolution. Upon dissolution, each Party to the OURCA IGA on the date of dissolution shall remain liable solely for its individual share of any OURCA IGA expenditure that has been specifically incurred by the Party in accordance with the terms of this Agreement or by other resolutions or separate agreements of the Party. Upon dissolution, the assets of the OURCA IGA shall be distributed to the members on the basis of the rights and obligations of each Party to the assets held as of the date of the dissolution. 3.2 Voluntary Withdrawal by a Party. Any Party may elect to terminate their participation in this Agreement and withdraw from the OURCA IGA by giving written notice to the President and each member of the OURCA IGA. Withdrawal shall be effective forty-five(45) days from the date of notice. The withdrawing Party shall continue to pay its apportioned share of, or be responsible for, any debt attributable to that Party incurred prior to the Party's written notice of withdrawal, and shall hold harmless the remaining Parties and the OURCA IGA for those financial responsibilities and obligations attributable solely to the withdrawing Party. 3.3 Involuntary Withdrawal of a Party. By a 2/3 vote of the Board, any Party may be requested to withdraw from the OURCA IGA and relinquish their powers and duties under this Agreement. The President of the OURCA IGA shall notify such Party by written notice addressed to that Party. Unless as otherwise agreed by a 2/3 vote of the Board, termination of the Party is effective forty-five (45) days from the date of notice. The withdrawing Party shall continue to pay its apportioned share of, or be responsible for, any previously incurred debt pursuant to Sections 2.4.2 and 2.4.3 that is attributable to that Party as of the effective date of the withdrawal, and shall hold harmless the remaining Parties for those financial responsibilities and obligations attributable solely to the withdrawing Party. ARTICLE IV DISPUTE RESOLUTION 4.1 Dispute Resolution. If a dispute arises between the Parties or between the OURCA IGA and the Parties regarding breach of this Agreement or interpretation of any term of this Agreement, the Parties shall first attempt to resolve the dispute by negotiation, followed by binding arbitration if negotiation fails to resolve the dispute. 4.1.1 Negotiation. The Board Member or other persons designated by each of the disputing Parties will negotiate on behalf of the Parties they represent. The nature of the dispute shall be reduced to writing and shall be presented to each of the disputing Parties who shall then meet and attempt to resolve the issue. If the dispute is resolved at this step, there shall be a - 6 - written determination of such resolution, signed by each disputing Party and ratified by the OURCA IGA which shall be binding upon the Parties. 4.1.2 Binding Arbitration. If the dispute cannot be resolved by negotiation within forty-five(45) days, the parties shall submit the matter to binding arbitration. The Parties shall attempt to agree on an arbitrator. If they cannot agree upon an arbitrator within ten(10) days, the Parties shall submit the matter of determining an arbitrator to the Presiding Judge of the Marion County Circuit Court. The common costs of the arbitration shall be bome equally by the Parties. Each Party must bear its individual costs and fees. ARTICLE V AMENDMENT 5.1 This Agreement, other than Sections 1.7, 2.4, 2.5, 3.2, 3.3, and 5.1 may be amended upon a majority vote of the Board and shall be prepared by mutual written agreement of the Parties, signed by all of the Parties. Sections 1.7, 2.4, 2.5, 3.2, 3.3, and 5.1 of this Agreement may be amended only upon the affirmative authorization of each Party. ARTICLE VI GENERAL PROVISIONS 6.1 Merger. This Agreement embodies the entire agreement and understanding between the Parties relating to the formation of the OURCA IGA hereto and supersedes all prior agreements and understandings relating to the subject matter hereof. 6.2 Severability. In case any one or more of the provisions contained in this Agreement should be invalid, illegal, or unenforceable in any respect, the validity, legality, and enforceability of the remaining provisions contained herein shall not in any way be affected or impaired thereby. 6.3 Notice. Any notice herein required or permitted to be given shall be given in writing, shall be effective when actually received, and may be given by hand delivery or by certified mail, first class postage prepaid, addressed to the Parties as follows: General Manager General Manager City of Ashland Clatskanie People's Utility District Department of Electric Utilities P. O. Box 216 City Hall Clatskanie, OR 97016 20 East Main. Ashland, OR 97520 General Manager General Manager Columbia River People's Emerald People's Utility District Utility District 33733 Seavey Loop Road P. O. Box 1193 Eugene, OR 97405 7 St. Helens, OR 97051 General Manager General Manager Eugene Water& Electric Board Forest Grove Light & Power 500 East Fourth Avenue Box 326 Eugene, OR 97440 Forest Grove, OR 97116 General Manager General Manager McMinnville Water& Light Northern Wasco People's 855 Marsh Lane Utility District McMinnville, OR 97128 P. O. Box 621 The Dalles, OR 97058 General Manager Tillamook People's Utility District P. O. Box 433 Tillamook, OR 97141 6.4 Counterparts. This Agreement may be executed in any number of counterparts and by the parties on separate counterparts, any one of which shall constitute an agreement between and among the Parties. IN WITNESS WHEREOF, the Parties have executed this Agreement by the date set forth opposite their names below. Date: Pete Lovrovich, General Manager City of Ashland Department of Electric Utilities Date: Greg Booth, General Manager Clatskanie People's Utility District Date: Fergus Pilon, General Manager Columbia River People's Utility District Date: Jeff Shields, General Manager Emerald People's Utility District - 8 - Date: Randy Berggren, General Manager Eugene Water& Electric Board Date: Dave Bouchard, General Manager Forest Grove Light&Power Date: Edward J. Gormley, Mayor and Ex-Officio Member of the McMinnville Water& Light Commission STATE OF OREGON ) ) ss. County of ) Personally appeared before me the above-named Edward J. Gormley and acknowledges the foregoing instrument to be his voluntary act and deed. SUBSCRIBED AND SWORN to before me this day of , 1999. Notary Public for the State of Oregon Residing at My Commission Expires: Date: Dwight Langer, General Manager Northern Wasco People's Utility District Date: Patrick Ashby, General Manager Tillamook People's Utility District - 9 - Council Communication Finance Department Resolution Authorizing an Interfund Loan July 20, 1999 Submitted by: Jill Turner Approved by: Paul Nolte Approved by: Mike Freeman Title: A resolution authorizing an interfund loan to the Community Development Block Grant Fund and Telecommunications Fund. Synopsis: This resolution permits the City to borrow money from one fund to another. The Telecommunications Fund will be borrowing from the Equipment Fund and the Cemetery Trust Fund. The CDBG Fund will be borrowing from the Insurance Services Fund. Recommendation: Staff recommends approval of the attached resolution. Background Information: ORS requires the City Council to authorize a loan from one fund to another. If a loan is not repaid by the end of the fiscal year, it must be budgeted and repaid in the followings years budget. The borrowing fund will pay interest based on the Local Government Investment Pool interest rate at the date of the loan, or the date of repayment, whichever is higher. The Community Development Block Grant Fund works on a reimbursement basis. This loan of $100,000 provides temporary cash flow until the paperwork is prepared and reimbursement is received from HUD. The highest monthly expenditure is $100,000. The Telecommunications Fund loan of$1,600,000.00 will provide cash flow for the operating loss for 1998-99 and 1999-2000 and for capital costs until the financing is obtained for the Ashland Fiber Network, which will require an operating loan as well as a capital loan. The fund is projected to operate at a loss for several years and will require an annual operating loan authorization that is consistent with the adopted business plan. The $1.6 million loan will be used to repay or refinance the 1998-99 loan of$350,000 and to cover this year's projected loss of $1,250,000 million. A monthly cash flow statement is attached for your review. The capital or revenue loan agreement should be completed and monies received before August 30. N:tacctgWectri6flber\Council Loan Authodzation 7-99 RESOLUTION NO. 99- A RESOLUTION AUTHORIZING AN INTERFUND LOAN TO THE COMMUNITY DEVELOPMENT BLOCK GRANT FUND AND TELECOMMUNICATIONS FUND THE CITY OF ASHLAND RESOLVES AS FOLLOWS: RECITAL: ORS 294.46 requires an ordinance or resolution to permit a loan from one fund to another; and a loan cannot be made from a debt service fund to any other fund. If the loan will not be repaid by the end of the fiscal year, it must be a budgeted requirement in the following year's budget. SECTION 1. The Director of Finance is hereby authorized to borrow $100,000 from the Insurance Services Fund for the Community Development Block Grant Fund. The loan will be made prior to June 30, 2000, and will be repaid with accrued interest prior to June 30, 2001. Interest will be charged at the Local Government Investment Pool interest rate at the date of the loan or the date of repayment, whichever is higher. Interest shall be paid quarterly. SECTION 2. The Director of Finance is hereby authorized to borrow $1,000,000 from the Equipment Fund for the Telecommunications Fund and $600,000 from the Cemetery Trust Fund. The loan will be made prior to June 30, 2000, and will be repaid with accrued interest prior to June 30, 2001. Interest will be charged at the Local Government Investment Pool interest rate at the date of the loan or the date of repayment, whichever is higher. Interest shall be paid quarterly. 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 N9acctg\e1ectric\fiber\Counci1 Loan Authorization 7-99 ` ! # f#k e # ■« « � 0101 ° § § §§i # # R■ ` k ) ) (1011 ! ! \! ` « Council Communication Finance Department Resolution Authorizing an Exemption from Competitive Bidding July 20, 1999 Submitted by: Jill Turner e/ ' Approved by: Paul Nolte ��- Approved by: Mike Freeman. Title: Resolution exempting from competitive bidding the selection of a utility billing/cable interface software system for the Department of Finance. Synopsis: This resolution permits the City to exempt from competitive bidding the selection of a utility billing/cable interface software system for the Department of Finance. Recommendation: Staff recommends approval of the attached resolution. Background Information: The City is reviewing possible vendors for integration of the cable and Internet system into the existing utility billing system. Staff is researching possible vendors and is rating vendors on demonstrations, compatibility, technology usage, background checks, price, as well as their ability to deliver this product on a very tight schedule. Normally, software procurement consists of the following: • Writing and submitting the bid specifications, • Receiving responses (30 days), • Viewing demonstrations (30 days), • Negotiating the contract(10 days), • Waiting for delivery(30 days), and • Accepting delivery. However, given the specific requirements of integrating with the City's LJB System, staff recommends that formal bidding requirements be waived. This exemption will allow this process to move faster. NAElectricTIBER\Reso Exemption bidding.doc RESOLUTION NO. 99- BEFORE THE CITY OF ASHLAND LOCAL CONTRACT REVIEW BOARD RESOLUTION EXEMPTING FROM COMPETITIVE LCRB RESOLUTION BIDDING THE SELECTION OF A UTILITY BILLING/ CABLE INTERFACE SOFTWARE SYSTEM FOR THE DEPARTMENT OF FINANCE. Recitals: A. AMC § 2.50.030.B permits the Ashland City Council sitting as the Local Contract Review Board to exempt contracts from competitive bidding if it finds: 1. The lack of bids will not result in favoritism or substantially diminish competition in awarding the contract; and 2. The exemption will result in substantial cost savings. B. This ordinance provides that in making such findings, the Board may consider the type, cost, amount of the contract, number of persons available to bid, and such other factors as the Board may deem appropriate. Where appropriate, the Board shall direct the use of alternate contracting and purchasing practices that take account of market realities and modern or innovative contracting and purchasing methods, which are also consistent with the public policy of encouraging competition. C. In order to exempt a public contract from competitive bidding, the Board shall adopt written findings that support the awarding of a particular public contract or a class of public contracts without competitive bidding. The findings must show that the exemption of a contract or class of contracts complies with the requirements of AMC § 2.50.030.B. The Board adopts the information contained in the Council communication from Jill Turner, director of finance, to the Mayor and Council dated July 13, 1999, as findings justifying the exemption. The Board finds that these exemptions will not result in favoritism or substantially diminish competition in awarding the contracts and the exemptions will result in substantial cost savings. The Board resolves that these exemptions be granted as follows: SELECTION OF A UTILITY BILLING/ CABLE INTERFACE SOFTWARE SYSTEM FOR THE DEPARTMENT OF FINANCE. This contract is exempted from competitive bidding. The city will rate vendors based on their ability to meet the criteria listed on the attached Council Communication. Cost shall be evaluated as a factor but shall not be the sole determining factor in the purchasing of this software. NAElectric\FIBER\Reso Exemption biddin9.doc This resolution was read by title only in accordance with Ashland Municipal Code §2.04.090 duly PASSED and ADOPTED this day of July, 1999. Barbara Christensen, City Recorder SIGNED and APPROVED this _ day of , 1999. Catherine M. Shaw, Mayor Re ' wed as to for /V Paul Nolte, City Attorney WElectricTIBER\Reso Exemption bidding.doc Council Communication Finance Department Resolution Authorizing an Exemption from Competitive Bidding July 20, 1999 Submitted by: Jill Turn er 0/ J Approved by: Paul Nolte ww Approved by: Mike Freeman Title: Resolution exempting from competitive bidding the selection of a utility billing/cable interface software system for the Department of Finance. Synopsis: This resolution permits the City to exempt from competitive bidding the selection of a utility billing/cable interface software system for the Department of Finance. Recommendation: Staff recommends approval of the attached resolution. Background Information: The City is reviewing possible vendors for integration of the cable and Internet system into the existing utility billing system. Staff is researching possible vendors and is rating vendors on demonstrations, compatibility, technology usage, background checks, price, as well as their ability to deliver this product on a very tight schedule. Normally, software procurement consists of the following: • Writing and submitting the bid specifications, • Receiving responses (30 days), • Viewing demonstrations (30 days), • Negotiating the contract (10 days), • Waiting for delivery(30 days), and • Accepting delivery. However, given the specific requirements of integrating with the City's UB System, staff recommends that formal bidding requirements be waived. This exemption will allow this process to move faster. NAElectricTIBER\Reso Exemption bidding.doc RESOLUTION NO. 99- BEFORE THE CITY OF ASHLAND LOCAL CONTRACT REVIEW BOARD RESOLUTION EXEMPTING FROM COMPETITIVE LCRB RESOLUTION BIDDING THE SELECTION OF A UTILITY BILLING/ CABLE INTERFACE SOFTWARE SYSTEM FOR THE DEPARTMENT OF FINANCE. Recitals: A. AMC § 2.50.030.6 permits the Ashland City Council sitting as the Local Contract Review Board to exempt contracts from competitive bidding if it finds: 1. The lack of bids will not result in favoritism or substantially diminish competition in awarding the contract; and 2. The exemption will result in substantial cost savings. B. This ordinance provides that in making such findings, the Board may consider the type, cost, amount of the contract, number of persons available to bid, and such other factors as the Board may deem appropriate. Where appropriate, the Board shall direct the use of alternate contracting and purchasing practices that take account of market realities and modern or innovative contracting and purchasing methods, which are also consistent with the public policy of encouraging competition. C. In order to exempt a public contract from competitive bidding, the Board shall adopt written findings that support the awarding of a particular public contract or a class of public contracts without competitive bidding. The findings must show that the exemption of a contract or class of contracts complies with the requirements of AMC § 2.50.030.B. The Board adopts the information contained in the Council communication from Jill Turner, director of finance, to the Mayor and Council dated July 13, 1999, as findings justifying the exemption. The Board finds that these exemptions will not result in favoritism or substantially diminish competition in awarding the contracts and the exemptions will result in substantial cost savings. The Board resolves that these exemptions be granted as follows: SELECTION OF A UTILITY BILLING/ CABLE INTERFACE SOFTWARE SYSTEM FOR THE DEPARTMENT OF FINANCE. This contract is exempted from competitive bidding. The city will rate vendors based on their ability to meet the criteria listed on the attached Council Communication. Cost shall be evaluated as a factor but shall not be the sole determining factor in the purchasing of this software. NAElectric\FIBER\Reso Exemption bidding.doc This resolution was read by title only in accordance with Ashland Municipal Code §2.04.090 duly PASSED and ADOPTED this day of July, 1999. Barbara Christensen, City Recorder SIGNED and APPROVED this _ day of , 1999. Catherine M. Shaw, Mayor Re�wed as to for 7Paul Nolte,,lCity Attorney L N:\Electric\FIBER\Reso Exemption bidding.doc Background Information Fire Station No. 1 In 1993, the City contracted with Urban Planning Associates, Inc. of Mission Viejo, California, to study the location of Ashland's two fire stations. A group of 12 Ashland citizens worked with the consultants to provide input. In addition to determining the optimum number of stations needed for Ashland, the group also established response time standards for fire and emergency medical services within the city based on the following: • National/state industry standards for fire station locations. • Response routes and population demographics. • Public safety goals of the City of Ashland. • Physical characteristics of the community. • Building construction and community planning. • Fire risk assessments. • Impact of alternate fire station sites on emergency service levels. The consultant's final report was received in October 1993, and the recommendations were: • "The present locations of both stations are the optimal sites for providing prompt fire & EMS responses throughout the city." • "The fire station location recommendations calls for the two present station locations to be retained." • "It is recommended that the present Fire Station No. 1 structure be demolished and that a new Fire Station No. 1 be constructed on the same site, or another suitable site in the same immediate area." Following the 1993 consultant's report, additional sites were looked at as a possible location for Fire Station No. 1. • Elk's Parking Lot. City representatives met with the Board of Trustees regarding the purchase. The response was favorable but after internal discussions,the Lodge voted not to sell the property. • Copeland Lumber. The primary reason the City did not pursue this site was poor access to eastbound calls on East Main/Siskiyou Boulevard. • Safeway. Safeway was unwilling to sell. • Post Office. The Post Office indicated that they wished to retain their existing site as a service center and build a postal handling facility elsewhere. • Hald Property on the corner of East Main and Siskiyou. This site has poor access onto Lithia Way. • Western Bank. This is a heavy traffic area with frequent lane blockages because of vendor deliveries to local businesses. Benefits of reconstruction of Fire Station No. 1 on the existing site: • The City already owns '/2 of the land needed. • The site provides good access to two primary arterial streets. • Response time analysis supports the present location as being"optimum". • The site provides a safe location from wildfire, major downtown business district fires, 100-year floods and adjacent commercial building collapses do to earthquakes. • In conjunction with the Library project, the location provides a gateway and public building presence for the eastern ends of the business district. SPECIAL REPORT Ashland prefers path less taken The growing city finds M — ------ t+r�' innovative ways to Preserve its small-town feel while giving c residents big-city advantages L � ' �r By BETH QUINN CORRF.SPONDEN'L'I'H F:OREGONIAN /. ASHGIND— Pete Lovrovich figures it's part of his job as manager of the mu- nicipal electric company to dream a little. ROSS WILLIAM HAMILTON/THE OREGONIAN One result is Ashland Fiber[Network,a Pete Lovrovich, manager of Ashland's municipal electric company,says the home-grown and home-financed tele- city's fiber-optic network provides high-speed Internet access found In large communications network that rings this cities.With his dream becoming a reality,Lovrovich hopes to start on the next city of 19,200 with high-speed,Internet one:a 100-megawatt solar generating field using home-grown green power. and data capability to rival any big city. Residents will be able to access the Inter- net 1,000 times faster than over conven- from Los Angeles or San Francisco?" he.. ; which the Bard's city is famed — and tional phone lines and subscribe to a asks."Ashland has been more aggressive„ : flamed_throughout Southern Oregon. city-owned cable TV service offering al- to jump out there on some of these ­ '`vJ)etractors ofAshland's island of fiber- tentative programming such as Wisdom fronts." ahsiii adrift in'Jaekson'•,County's sea of Television and Black Entertainment A municipally owned state-of-the-art conservatism often scoff at such innova- Television. fiber-optic network, a commitment to tions from a town also noted for pofid- "Should the people who live In a small use"green"lumber for city projects and t-may correct terminology such as fishers ° town be penalized because they choose an effort to reuse treated effluent are just „and lifestyle trerids such as fehg shui. to have a quality of I fe that's different a few of the Ashland-style dreams for`'; `'. Please see ASHLAND;Page c9. . Ashland: Wealthier, better-educated pc Continuedfrom Page Cl Ashland's do-the-right-thing at-, Y.ASHLAND INNOVATIONS titude also shows up in smaller- As the home of the Oregon scale projects. Shakespeare Festival and Southern - - In May, the City Council adopt- Oregon University,Ashland always A sampling of Ashland style innovations: has stood out from the blue-collar •When an out-of-state corporation threatened to yank the re a Conservation Commission recommendation to require timber towns of Southern Oregon. chairlifts from Mount Ashland and close the failing downhill re- "green"lumber in all building proj- But the 1980s closures of most of -'sortr the city orchestrated aregionwidefund-raiserandbought ects of $15,000 or more if the the city's lumber mills and the Ski Ashland. added cost is 10 percent or less. 1990s influx of affluent newcom- _*When proliferating drive-through windows threatened to Green lumber is certified not to ers, including equity-flush Cafifor- : , worsen fraffic and airquality,the.city, capped the number of come from old-growth timber, nia retirees and upscale baby drive-ups in town.Under'the resfrictions,businesses have paid large-scale clearcuts or forests boomers, has accentuated the dif- up to$12,000 to purchase the right to a drive-up window from a where herbicides are used. ference. current drive-Up owner We created a'commodity,"Mayor Cathy. .. - "We felt the additional cost was Today's Ashlanders tend to be Shiivisay's.' justified,"says Conservation Com- wealthier and better-educated — mission member Kari Tuck "Part �When the state ordered Ashland to stop dumping treated than the average Rogue Valley resi- wastewater into Bear Creek,the city shelled out S480.000 on a of what we feel is our goal is to dent. Ashland boosters say a demonstration project to see whether wetlands can be used to push the city to move in the direc- combination of forward-thinking purify wastewater' tion of sustainability. That's going government officials and open- When conservation minded residents switched to solar energy to incur some pain but not an un- minded residents has put the town due amount of pain." on the cutting edge of progressive "-•for part of tfieir power needs,4he city.utility provided metering Taking pains to find the greenest politics, long assumed in Oregon that enables homeowners to send-and sell_their excess solution has become a hallmark of to be the domain of Portland and electricity to the regional grid. Ashland politics Eugene.And even a self-described "Somebody has to lead the "redneck conservative" county " way" Tuck says. "Part of what we commissioner concedes,"You cer- feel as a community that we tainly can't knock success." Traffic remains the only unful- believe will become a two-time los- should be doing is setting an ex- filled part of her city s small-town er when it's on the ballot again this ample and leading the way." Small-town dream dream, but Shaw expresses confi- fall. When Cathy Shaw took up the dence that an Ashland-style inno- "At that point, we said, 'We are The price of progress mayor's gavel in Ashland 10 years vationwillbefound. sorry, but we have to go forward Ashland's leadership comes ago,she found that most residents "It's pretty easy to be a leader in with this,'"Schaffer says. with a price. shared a small-town dream of a community that knows where it With the help of Ashland's city City residents pay among the green space, clean air, small class- wants to go,' she says. government,they did just that.On highest property taxes in Jackson rooms, ample water and manage- Nov.2,city residents will vote on a County, with the annual bill for a able traffic. Regional problems,solo solutions $5.9 million bond to expand their $130,550 home—the 1998 average "Government has a role to help Like most branch libraries in branch of the countywide library price in the metropolitan area — the community fulfill their Jackson County s library system, system. ranging from$1,848 to$1,872.Ap- dreams," she says. "Those dreams Ashland's is too old and too small Salo and green solutions proval of the library bond would may be my dreams as a citizen or for a growing city that aims to be in increase that tax bill by$60. they may simply be the dreams of the forefront of the information Flying solo on library expansion Some of the city s do-the-right- those who want to see positive revolution. A 1954 addition to the isn't the only time Ashland has thing innovations have sparked things come to the community." original 1912 Carnegie building has chosen to go it alone. criticism. Shaw and her colleagues on the left Ashland with a building just When state environmental off- Rural neighbors of the effluent City Council used the ballot box to one-third the size of the American cials ordered the city to clean up Library Association's standard fora the treated effluent Ashland spray site have challenged the plan make those dreams come true. arY before the state land Use Board of As rapid growth — 18 percent city of its size and characteristics. dumps into v Coro ea dump waste easy Appeals, arguing that cities with since 1990 — pushed land prices Serious work on a solution be- a pipe connected to the regional urban problems shouldn't find higher, voters adopted the only gan in 1997, and within a year the treatment plant in Medford In- their solutions on rural land. In- meals tax in Southern Oregon to Friends of the Library came up stead, the city opted for a solo Officials at Falcon Cable object buy open space and committed to with a proposal to expand the cur- $28.4 million roject to renovate to the city spending$5.5 million to an ambitious standard of a park rent downtown library to meet fi- Ashland's existing wastewater create a competing cable television within walling distance of every brary needs in the Ashland area treatment plant and dispose of the service. Ashland home. through 2025. effluent by spray-irrigating 840 And county officials worry that To preserve clean air, voters re- Diane Schaffer, treasurer of acres of city-owned farmland on Ashland's solo library solution quired certified wood stoves and Friends of the Library,said the or- the flanks of Grizzly Peak. Event- could doom a countywide vote to put in place Jackson County's most ganization tried hard to persuade ally, officials hope to reuse the update the regional library system. stringent air-quality standards. the county board of commission- treated wastewater to irrigate city ' "We need Ashland, of course, To promote small classes,voters ers to agree to a countywide bond parks the whole county does, because approved a recreation tax unique issue. "It may not be the easiest solu- Ashland votes," says Jackson in Southern Oregon that provides "The (commissioners) said, 'No. don, but it's the best solution," County Commissioner Ric Holt. $1 million a year to Ashland We will not give you a firm date. says Public Works Director Paula Despite Halt's disappointment j schools. We have higher priorities.'" Brown,"I think our community re- over the solo library bond and the To ensure easv delivery of water Those priorities include voter ally stretches us to do the right fact that his conservative politics that won't be needed for at least 20 approval of a new juvenile deten- thing. You stretch a little bit to do are definitely not Ashland's style, years,the city spent$1.2 million to bon center, a measure Jackson the cleaner things and to really he's unwilling to criticize the pay for bigger transmission pipes County voters defeated last No- look at what those alternatives Bard's city. through two neighboring towns. vember and that many observers are." "How do you knock somebody -3o p alion _ g at- for wand to try tomething?" he tiler- says. "They're 'lling to put their money where t t it out is. lopt- That's admirable." :uireStill dream ng ire proj- At the Ashland Fi er Network the offices on .North Mountain Ave- less. nue, municipal utility officials are it to fine-tuning the lineup for their ca- nber, ble TV service and signing up the ,rests. first customers for the high-speed Internet connections they plan to was` debut by year's end. ;om-' With his fiber-optic dream rap- "Part idly becoming a reality,Pete Lovro- is to mdch hopes to find time to start Itrec- working on the next one—a 100- "'n13, megawatt solar generating field to m un' energize Ashland with home- grown green power.you have a irk of w h' -nest If u don't h City Council and a community that is willing to the look at these ideas, you're not It we. going to get anywhere. You need we both: forward-looking people and i ex- an open-minde( community," he says. 'If the intent is good and it works here for the betterment of all,what's wrong with that?" Imes the Do you have news of Jackson,Jose- :kson phine or southern Klamath coun- i for a ties?You can reach Beth Quinn at °rage 541-474-5926 or bye-mail at m — bquinn @terragon.com. Ap-'. Could .ight .uked i luent plan trd of I with I find •, )bject ti 17' C CD qQ CD CD CD A� N a n O O O i W.; CD CD CD CD o CD �-t . CD CD ~ CD ~ • �• C n O • CD CD CD C14 O u a n u �� �� � Ir i' �� O �� �_ '� _� +� m a i g7h N a t.gam'-mom. S� i f L _x&. <� Rw § a • � �� r t r _ • J • i I n n CD CD CD CD C CD CD 0 o o CD O CD ► CD CD CD O � i n u � CD ° o CD CD CD . � � o c CD CD CD ®a n O CD CD CD (U � O o CD oC CD II � N C CD C i Fm _r ✓ , ;s j$ i h . T 4 IM C 3 1• zi I ,e p jr a n FEW n Mol � O C7 � CD CD i � O CD CD CL CD Omni 0 cn � � n r CD ON of CD CD CD n C CD CD CD -be C,Q CD CD CD � . CD CD �d a C C CD CD C CD O O i III //. FEW jrf ° O v CD CA CD 0 COD CD O C CD CD b CD O O CD �� �, `��' ■�i '�.,/' O y � � . r � • � • i E r� u n u CD O CD CD r! � r+ � O � `C CD 0 CD CD �-+ CD ( CD CD P CD O ,. � a n O CD o Will O l I CD ((D ' (D CD (D CD O 0 0 �--r CJ4 � VII m • r • • I � • 1 r ■ • s u FEW ,lr Cr, � p . �• o CD n $t CD CD y CD CD O 0 CD CD CD CD o d � ' bd � CD c--r N O rn) C �h a CD Uq CD CD O �3 � • fI4 C/1 � O i i I �� �_ W i /� /`/ �`i i i Citv of Public Works Deparnent Memorandum To: Honorable Mayor and City Council Members From: Paula Brown Date: July 14, 19991 Re: W WTP-CAROLLO PROGRESS REPORT NO. 7,MAY 1999 Carollo's Project Report No 7 is attached for your information. Work continues to progress quickly. All of the concrete around the oxidation ditches has been completed and the RAS/WAS Pump Station Building is nearing completion. To date we have issued nine change orders (nothing new since the last memo): CO# Description amount _ 1 Minor changes; add grinder pump temp headworks $23,527.00 2 Relocate the trunk line around the RAS/WAS $47,500.00 3 Over-excavation and rock backfill RASIWAS $33,744.00 4 Miscellaneous improvements to the u/v building $14,997.00 5 Misc changes including additional RAS/WAS fill $11,170.00 6 Electrical changes to 12KV duct bank plus misc $19,868.00 7 Yard Hydrants,UV Electrical changes; credits $ 7,114.00 for chlorine monorail relocation and sodium hypochlorite containment drains 8 Influent Junction Box(new requirement); $41,978.00 revise monorail size-RASIWAS pump station 9 Rock Excavation(change in site conditions); $48,920.00 gyp-board in UV Building TOTAL CHANGES TO DATE $248,818.00 Original Contract Amount $12,374,000.00 Change Orders to Date 248.818.00 2.01% Total Approved Contract to Date $12,622,818.00 •Page 1 As of the end of June,the contractor is 701/o complete and a little ahead of schedule. The remaining large known change order to be discussed and negotiated is the replacement of the Ashland Creek Pump Station. Council approved the design (which is 60% complete) and the current construction estimate is$800,000. As a reminder, the Notice Inviting Bids for the off-site WWTP Biosolids Utilization and Effluent Recycling Project is out. This project is the second phase of our WWTP upgrades and has been refered to as the Off-Site work. Project work entails 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 190i. Bids are scheduled to be opened at the Public Works Conference Room on August 5h. Cc: Mike Freeman Jill Turner Barbara Christensen •Page 2 �I t CITY OF ASH y of Asyl '� q2 fv. - j pRFGp� WASTEWATER TREATMENT PLANT PROCESS IMPROVEMENTS PROJECT SRF PROJECT# 11750 PROGRESS REPORT NO. 7 May 1999 coro��o S 1 r SECTION 1 EXECUTIVE SUMMARY OVERVIEW Slayden Construction continued construction on the wastewater treatment plant Process Improvements Project. Two of the four elevated slabs on the Carrousel Oxidation Ditch were completed. The UV system remained in operation full-time. Finishing continued on the interior walls of the RAS/WAS Pump Station. Concrete was poured at the headworks and the mechanical bar screen placed. The base slab of Secondary Clarifier No. 3 was completed. CASH FLOW Project expenditures (work completed) for construction of the WWTP Process Improvements through May were$8,232,279.65 or 65.73 percent of the Contract price. r . Projected expenditure for next month is $824,000. r r r r r r i ' G:\WO\4411830\May99Rpt.wpd 2 Ashland WWTP Process Improvements Project Status Summary 120 r110 I 100 I I I 90 I � � m 80 1 I m I I i a 70 I C 6° r � ; y 50 I I a 40 30 —Projected Payment -*-Actual Payments 20 0 0 10 20 30 40 50 60 70 80 90 100 110 120 Percent Time Elapsed Contractor: Slayden Construction Month: May-1999 Start Date: September 8, 1998 Projected Completion Date: January 14, 2001 Original Contract Amount: $12,374,000.00 Current Contract Amount: $12,524,806 Original Contract Time: 860 days Current Contract Time: 860 days Billings Previously: $6,793,940 Billings This Month: $1,438,340 Total Billings to Date: $8,232,280 Time Elapsed: 266 days Percent Complete: 65.73% Percent Time Elapsed: 30.93% r r 3 SECTION 2 CONSTRUCTION In May, work continued on placing reinforcing steel and concrete for the elevated slabs on the south and of the Carrousel Oxidation Ditch structure. One of the stairways to the walkway over the eastern anoxic zone was formed, reinforcing steel placed and concrete poured. Forms and supports were placed in the north end for one of the elevated slabs. Work continued on 1 patching and finishing walls within the structure. The Contractor continued placing backfill on the west and east sides of the structure. The lower interior walls in the splitter box at the south end of the structure were formed and concrete poured. The elevated walkway between the two Oxidation Ditches was partially installed. The UV system continued in full-time manual operation. At the RAS/WAS Pump Station, finishing continued on the interior walls of the lower level. Backfill was place on the north, east and south sides of the structure. Masonry work on the exterior walls began, and was about 65% completed by the end of the month; electrical conduits were placed in the walls as they were constructed. Pump bases for the RAS pumps and the WAS pumps were formed in the lower level. The landing cantilever slab for the stairway to the lower level was formed, reinforcing steel placed and concrete poured. At the Headworks, the mechanical bar screen was set in place. The upper slab and ramp between the grit chamber and the bar screen area was formed, reinforcing steel placed and concrete poured. 1 Work on Secondary Clarifier No. 3 continued; the subgrade was compacted and the pipelines under the base slab installed and concrete encased. The base slab was placed in alternating sections, and backfill was placed to the top of the base slab. Reinforcing steel for the circular 1 walls was placed, and the first wall section formed and concrete poured. Work continued on installation of 12-inch 3W (No. 3 water) and 6-inch D (drain) piping on the north end of the Carrousel Oxidation Ditch structure. Electrical manholes 7,8 and 10 were placed; duct banks between MH's 11 and 13 were placed and concrete encased. A number of additional items were identified as possible necessary changes to the Plans and Specifications, and Requests for Proposals (RFP's) issued. (See attached cumulative list.) If costs for these changes are agreed upon, they will be included in future change orders and incorporated into the project. A total of six change orders have been executed thus far in the project; they have increased the Contract Price to $12,524,806.00, with no change in the Contract time. It is expected that at least two more change orders will be agreed upon in June. GAVVO\4411 B30\May99Rpt.wpd 4 V' fl r a C et N T r r T C W W d d v[) U O O O y O O O O O O O O O m m Co W W W W W W W W W R M 0) 0) m O m m 0) 0) m 0) 0) 0) 0) 0)C C c U O C c C C C c c C C 6. 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IR I ! rA, l 111��• Ff � , xw ��.�F,�_."y. �t^�"�K'+e Pte. f^• ,::Yti' _ I�` V� a�.jL�� f� /M1 l/�Al�.A'Y 1.ry-_ Imo~ ♦'yt • � I fir,`\f �, � -•t_\ 31>" __^�..�. - 1. , ��. Vt\ \ y,l y 1 7 �-'i Lax J :*• ~�.' _ t NI ' -mac` �K --. �'4. - . t-,y `•^\r�'c ;2 �'S'P.«�� t�� � .•,��3� ��. Wit-.j I,.,$.. � \ x` rm-,L .� -�- ��I � it � • !O` Aj F7 WIFE Ja !._ m S � .. 1, , :ry 4�'�• n`> �r. vlam.—�.yH y t r•-a. t • 1 J'="•.r+ar-6,:�_.�-�..�+ro.`' `6�' i r°jy' I. �si � <<�y/0` pr9a•i 91[ �11t111f�P�,'1�1h11> 'tl�������ll����'(�1fV���l1i®' �;e�a®�pea��e IpIMau IMMEILlppnlop Io1011]ip oon[]❑ot1f7❑ID111111I.710In7.I➢➢➢pp�•In177nlep000��l�a�a WOE �I��100�1�1��91�1���'��000���1[��Q1� ll �o`�e EN 00 1 K1r. : ..r T r - x y `` - _�� `III 'n, ,_/ ..\•'�1� . =.1��`�r_ �e-'...rte I MAR Setting anchor bolts for center pier of Secondary Clarifier No. 3 •.i - Lam.I I .'i t--'_ �,};?. .�`'- . - et.'7�,.: -1I Erecting initial scaffolding . k' L , , � :;\ � ;'�,c• �'�-�r�',_, '—�=�1� ��, —..vim !4 r1. _ ALL J I: i r All ° i— -c � :> �' �¢.,-ms's-+:.�-�"•'`�'vt���� • 1 o�o9G 71n , h l.• I r � �. / _ � rl`)-1�`( I - ��'�1.:_Orr . ] IZ JD ONO ` �d :V OEM ll ap 1 ( S - • • • • ••• • r L J" 27 17 ZA r. IA V 1 �t -� ��� � L �i '��"�<�a , i I f' r�a _• ,._. 11 ^, _ � -• ��'• - -p--r— -tip Adjusting electrical conduits in elevated slab at Carrousel Oxidation Ditch structure, as pour commenced. platforms Walkways and mixer .xic zones of Carrousel Oxidation Ditch �F *�`Rx'� �R� mom" �-,�v�^�,• � it�f�Z���M�y-.+,.'G!'Br�-fir a pbl Ti -r• 'b'j71�� ����1 i li•� I fit : � �F. � �_��: .�Ig H • I ITT IT a #i T ( IN It 1 -a �'�'�' `�'-Z..F.7 ! j .sir ° - •" ro F r 1 City of A'shla d r L CAPITA IMPRO�E 909-2004 1 � k .`•{.�p2 t ,� .. '. 3#�,.2-a"�#�+. ^'cif'"y 1 '�,n F CITY COUNCIL STUDY SESSION Thursday, August 19, 1999 at 12:00 p.m. Council Chambers 1. Capital Improvement Plan, 1999-2000 and GIS update. 2. Economic Development Committee. 3. National League of Cities meeting in December in Los Angeles. 1999 Congress of Cities and Exposition http://www.cityofla.orgini, ,LOS AM� ` 19,.9.9 CONGRESS.OF CITIES AND EXPOSITION CITY OF LOS ANGELES. , J N A'T'I O,NA�L" IPMVE OF Cn7E8 Los Angeles is pleased to host the 1999 t Photo Gallery Congress of Cities and Exposition. As a center of commerce and culture, Los Los Angeles Angeles promises a great variety of i Convention discoveries, opportunities, and I, ; Center entertainment. Convention& Visitors Bureau i LA City Guide With a rich blend of diversity. Los Angeles is gifted with various forms of recreation, cultural events, monuments, and natural beauty. Tours Ranked 15th in the Conference world's economy, Los Schedule ! Angeles is a global center NLC ,p of trade and commerce. Home rage Encouraging dynamic ► opportunities and Los Angeles competitive growth, LA Home Page has become well recognized as a transworld economic powerhouse. I of) 8/16/99 10:59 AN 1999 CAngress of Citics and Exposition http://www.cityofla.org/nic/cs.htn LOS AMEUS 1999.CONGRESS.OF CITIES.AND.,EXPQSITION. C[TY OF LOS ANGELES MOW NWT U0,N:A\L' LL%M d nF CMES Introduction The 1999 Congress of Cities will offer a wide range of general sessions and workshops focusing on key issues facing elected officials today. The conference program will include general Conference sessions with well known national speakers and panelists. The Schedule general sessions will address the major themes of the conference including youth, leadership roles, and building strong Photo Gallery communities. Again this year, we will focus our program on youth participation. We encourage officials to bring youth from their councils and Los Angeles Convention boards to share the possibilities for the future. There is special Center emphasis on youth participation on Friday and Saturday of the conference. Convention& Throughout the conference, you will continue to experience Visitors Bureau technology. From leaving a message for a colleague, to checking LA City your e-mail at home, technology will be an integral part of the Guide conference. The workshops will be organized around five major themes, and Tours each theme will have a workshop focusing on small cities: • Building Stronger Communities nll c Home Page o Today's Youth, Tomorrow's Leaders • Leadership Challenges in the 21st Century Los Angeles • Local Leaders' Toolkit for 21st Century Home Page • The New Los Angeles The Schedule 1 orz t 8/16/99 10:59 An 1999 Congress of Cities and Exposition - http://www.cityofla.org/nlcfs.htn 5 TUESDAY, WEDNESDAY, THURSDAY, FRIDAY, SATURDAY, NOVEMBER DECEMBERI DECEMBER DECEMBER3 DECEMBER4 30 2 General General General General General Registration Registration 8:00 Registration 8: Registration Registration 8:00 a.m. - 5:00 a.m. -8:00p.m. 00 a.m. -6:00 8:00 a.m.-5:00 8:00 am. -2.00 p.m. p.m. p.m. p.m. NLC Resource Leadership Center 9:00 a.m. Opening General Session General Session Training -6:00 p.m. General 9:00 a.m. - 9:00 a.m. - Institute Session 9:00 10:30 a.m 10:30 a.m. Seminars 9:00 NLC Board of a.m.- 11:00 a.m. -5:00 p.m. Directors a.m. Concurrent Concurrent Meeting NLC Workshops Workshops Advisory Exposition 10:45 a.m.- 10:45 a.m. - Council Meeting 11:00 a.m. - Noon Noon 9:00 a.m. -5:00 5:00 p.m. p.m. Exposition Delegates NLC Resource 10:45 am. - Luncheon 12:15 Policy Center 11:00 4:30 p.m. p.m. - 1:45 p.m. Committee a.m. -5:00 Meetings 9:00 p.m. NLC Resource Annual a.m.-Noon 1:00 Center 10:45 Business p.m. -4:00 p.m Tech City a.m. -5: 00 Meeting 2:00 11:00 a.m. - p.m. P.M.-5:00 P.M. Orientation 5.00 p.m. Session for First Tech City 10:45 Host City Time Attendees Exhibit Hall a.m.-5.00 p.m Closing Event 5.30 p.m.-6:30 Reception 7.00p.m. p.m 11:00 a.m.- Exhibit Hall 1:00 P.M. Lunch Noon- .Opening .1:30 p.m. Reception 6:30 Concurrent p.m. -8:30 p.m. Workshops Concurrent 1:00 p.m. - Workshops 4:30 p.m. 1:45 p.m. -5.00 p.m. +^ Resolutions Committee City Showcase Meeting 1:00 '99 2:00 p.m. - p.m. -4:00 5:00 p.m. p.m. Youth Event City Showcase 8:00 p.m.- '99 2:00 p.m.- 10:00 p.m. 5:00 p.m. Nominating Committee Hearing 4:00 p.m. -5:00 p.m. Back to Main-Page 2 oft 8/16/99 10:59 AN4 i i Z � t � I 3 o �� Q � � o � © � . . . . � :� o ... . . � � . .. � D � � -- Project Title Oak Street Traffic Calming -3 Project Type Transportation\ Public Safety ' Responsible Department Department of Public Works\ Engineering Division b 1 _, Funding Source Project Cost by Budget Year $ 18,000 Individual Pledges 2000 $ 150,000 ' $ 32,000 Local 2001 $ $ 100,000 ODOT-STP 2002 $ $ 150,000 2003 $ �r 2004 $ Z Project Description This project is designed to provide safe pedestrian access and maintain safer vehicle speeds on Oak Street through traffic calming measures. This project will create two formal intersections at Oak and Nevada Streets with raised crossings and at Oak and Hersey Streets with a traffic island. It also provides sidewalks, raised crosswalks, "bump-outs" at some of the intersections, four raised speed bumps and miscellaneous paving. d 1 J1 r r Ff ��t•4. T M 1 + I� 1 i � Mr a N.' r a f.1 • 1 e �Orr I I 1 ''+i I.• el��r +1 + P6 1 1 1 Project Title Union Street Reconstruction , r� Project Type Transportation\ Public Safety Responsible Department Department of Public Works\ Engineering Division , b: Funding Source Project Cost by Budget Year 1 Owq 2000 $ 112,000 $ 88,600 ODOT-FAUS\STP 2001 $ 1 23,400 Local 2002 $ C., $ 112,000 2003 $ ' e;! 2004 $ , Project Description 1 Reconstruct the existing street section on Union Street including pavement overlay, curb and gutter, sidewalks, driveway improvements, and related storm drain system 1 improvements. The difference in estimated expendatures from the approved budget for this project is 1 due to the installation of storm drain improvements in coordination with the street construction, which will be funded through storm drain fees. 1 � A 0 ��* • 4F ; Nil 9 !^ ,f 1 ■ t .t ■� 101 son 1;, ■ ,� �� �°�� a i� � � � ; 1J1! 1 2 ' ■ 1 ' Project Title Siskiyou Blvd Redesign �a3 Project Type Transportation\ Public Safety ' `Responsible Department Department of Public Works\Engineering Division ' Funding Source Project Cost by Budget Year $ 1,200,000 ODOT 2000 $ 100,000 $ 250,000 Local 2001 $ 150,000 $ 1,250,000 2002 $ 250,000 2003 $ 1,000,000 . ' 2004 $ Z Project Description This project combines the design and construction projects listed in the 1999-2000 budget document. The design phase of this project will provide for public input and comparison of alternatives for creating bicycle lanes to provide a safe pathway through the City of Ashland for both bicycles and pedestrians. The construction phase will follow the design and will involve major construction of new Boulevard features and replacement of sidewalks, curb and gutter, driveway ' approaches and other details based on the completed design plan. q`o5 6nA < ❑ C .. 0000 0 On -Siskiyou Blvd o OT Q Ooo tr3. o0 n Sisiny;u Blvd q �G E I Qo .. � im�Slskiyou Blvd -. . . . . . . i 3 1 y'< Project Title RVTD Bus Shelters ' Project Type Transportation\ Public Safety i Responsible Department Department of Public Works\ Engineering Division y Funding Source Project Cost by Budget Year , $ 40,000 Local 2000 $ 240,000 40 9 $ 10,000 SOU 2001 $ H $ 200,000 ODOT/FTA/RVTD 2002 $ $ 240,000 2003 $ 2004 $ ' Project Description Construct roadway and site improvements including Bus Turnouts, asphalt paving and ' pavement overlay, curb and gutter, sidewalks modifications, retaining wall ' improvements, and related storm drain system improvements. The current plan is for 7-8 new shelters. This may be reduced depending upon the ' future of RVTD bus routes and final cost estimates. Fry 4 ' ■ 1 1 Project Title, Central Ashland Bikeway — Phase II Project Type Transportation\ Public Safety CA 1 Responsible Department Department of Public Works\ Engineering Division 1 Funding Source Project Cost by Budget Year $ 2000 $ 125,000 �' 1 $ 125,000 Local 2001 $ 2002 $ '� 2003 $ 2004 $ `Z 1 1 Project Description The Central Ashland Bikeway project began in 1998 and the first phase was completed 1 in 1999, with a path constructed from the corner of Eighth and A Streets to Tolman Creek Road near Mistletoe Road. 1 This second phase of the project will extend the length of the bikepath through the investment in additional easements for the extension to both the east and west city limits. N 7 11 41F _. , r i iFi �l �, .'•, E �• �Ft x ,, 1C ls.Ea � ' L9j, s �1 � � •1• X 1 i 5 1 Project Title Beach St Intersection Improvements 1 z Project Type Transportation\ Public Safety Responsible Department Department of Public Works\ Engineering Division 1 y Funding Source Proiect Cost by Budget Year 1 $ 88,000 FAU Grant 2000 $ $ 6,000 2001 $ 94,000 1 O $ 94,000 2002 $ 2003 $ z 2004 $ i �v ......:............. Proiect Description 1 This project was identified in the Transportation System Plan for safety and operational improvements. Beach Street functions as a main access for SOU and Lincoln 1 This School. This project will redesign and improve the intersection of Beach Street and Siskiyou 1 Boulevard. r N v ■ 1 00, 1 F VP U) W oil � m 1 1 6 1 ■ ' Project Title , Tolman Creek Road Improvements y Project Type Transportation\ Public Safety Responsible Department _ Department of Public Works\ Engineering Division z ' Funding Source Project Cost by Budget Year $ 35,000 Grant 2000 $ $ 249,000 Local 2001 $ � $ 284,000 2002 $ 184,000 2003 $ 50,000 4kO ' 2004 $ 50,000 Z . ' Project Description Tolman Creek road is the primary transit and pedestrian corridor for the extended neighborhood. This project combines several projects detailed in the Transportation System Plan for Tolman Creek Road, including intersection improvements at Tolman Creek and Siskiyou and full street improvements to Tolman Creek from Siskiyou Boulevard to the railroad crossing near Mistletow Road. Actual construction of the full street improvements will take place beyond the five year period of this document. Projects funded in this plan are for the intersection improvements and design and layout for the full street improvements, which will include traffic calming devices, bus stop area, storm drain and sidewalk improvements. 1 0 r1J z D U 4p v ao 6O D� Q EJ�� �� 4 ❑ ❑ ❑ o°• a d tS ° oq PP p 77E CO o a ,, ' A o Il ❑ v � Q TOLNYW CaREW RD a oa , Q 7 1 y , Project Title Water Street Bridge Project Type Transportation\Public Safety C Responsible Department Department of Public Works\Engineering Division ' Funding Source Project Cost by Budget Year 1 y $ 215,000 ODOT - FAU Grant 2000 $ $ 100,000 Local 2001 $ 1 315,000 2002 $ 215,000 2003 $ 100,000 2004 $ ' Project Description ' Replace existing bridge including, asphalt approaches, sidewalks, fish passage improvements, and related storm drain system improvements. 1 This project was identified in the OTAK Report post January '97 flood for improvements along Ashland Creek. 1 ,.N ..r, i A �► �''► i io CS r� 1 8 1 Project Title Future FAU Pavement Project ' Project Type ' Transportation ' Responsible Department . Department of Public Works\Engineering Division Funding Source Proiect Cost by Budget Year $ 100,000 FAU Grant 2000 $ � :. 2001 2002 $ 2003 $ ai0 2004 $ 100,000 Project Description This project is as yet undefined as the pavement management assessment has not yet ' been completed. Upon the completion of the pavement management plan, all streets within Ashland will ' be given a grade of their condition and prioritized based on their need for improvements. Improvement needs will be based on use, structural integrity and type of reconstruction needed to qualify for ODOnFAUS funding. .' Map or Graphic goes here 1 ' 9 H ProjeetTtle' Sidewalk-Helman Street. ' Project Type Transportation\ Public Safety CA Responsible Department Department of Public Works\ Engineering Division ' ht �F Funding Source Project Cost by Budget Year y P 2000 $ y $ 98,000 Local 2001 $ 98,000 , F-L 2002 $ 2003 $ Z' r 2004 $ Project Description ' Construct sidewalks, driveway improvements, and related minor storm drain improvements on Helman Street from Van Ness Avenue to West Nevada Street. ' Sidewalk improvement projects in the Capital Improvements Plan were prioritized by their proximity to area schools. , Op iv eiv Of 24 9 9 16' ,Ij!+° � �y�• w�r; � F �•r���.i1r_ *Ei � Ft�� i �, �, ._, _ ,� .--,�'i"■ r .�■ w� rya Pis 7 1 �± t 10 ' ■ ' Project Title f Sidewalks- Mountain Ave. Project Type 1 - Transportation\Public Safety `- ', Responsible Department Department of Public Works\Engineering Division � b' Funding Source Proiect Cost by Budget Year 2000 $ ' $ 125,000 Local 2001 $ ' 125,000 2002 $ 125,000 2003 $ ' 2004 $ z ' Project Description Construct sidewalks, driveway improvements, and related minor storm drain improvements on North Mountain Avenue from East Main Street to Village Square Drive. I Sidewalk projects in the Capital Improvements Plan are prioritized based on their proximity to area schools and their designation as collector, arterial and local streets. 0 VIA N i to air C:)- i. Sr j 'r! 00 lip wrm • � . r 1 �► • G' i. Aar MOP ..�T . 4ilZ 4 � M r 1/�A! LMy ■ ■■ 1 +�. • { � o� � � - +'iii • ! .. go AN Ell 4r 09 AA d. r s, w 4 ... ,r 0 �". L +• sir. 9 �. ' i its * I of 1 i r��i'� I I ■ 1 • •' AN 11 Project Title Sidewalks- Laurel, Randy Street ' Z Project Type Transportation\Public Safety b Responsible Department Department of Public Works\ Engineering Division 0:t ' Fundine Source Project Cost by Budget Year $ 2000 $ 85,000 $ 85,000 Local 2001 $ ' ry $ 85,000 2002 $ Q 2003 $ 2004 $ 1 Project Description Construct sidewalks, driveway improvements, and related minor storm drain , improvements to North Laurel Street from West Hersey Street to Randy Street and on ' Randy Street from North Laurel Street to Helman School. There are several missing sidewalk connections along this important collector and local , street network to reach Helman School. This will also serve as a connection to the City's Dog Park and Greenway bicycle trail system. 1 10 4V a va Id Sol s , � 1 12 ' ■ i 1 � / � • � /) , /) O .. i \ 1 1 ' �� � ' � � \ _ \ \ r : \ _� III 11 111 �.c I I 11 111 I I II I I � 11 111 ' \ 1 � \ \ � . - � . - R - . -� • � � . � .- .- - . - -• 111 11 ' r T ! / '_ ri , f x � x .. r w ' S� `..� -r.F - � .' P Rt Iw M �' .'r � �.}u�f�K�'-t ayy 4 � ! .i r6�Y �. � F _ r t3��.{; r I V v� S tom'£ Y Y t 'VAC jy�( � i i'E .+ �`nfG'9ri 1Jt �4�'K'r 1y. rl 4 +..� r �✓ .1 w^'� ' e „.i �' r f�' UC �. i ws, rl'e -y, {,fit` �.,�„ 'f .t i � ♦Y l?'A'' E✓ � r "} f ak 4--r �\ 11311 � f�y.If.;i .�r_ tr�"� 1�..�i t3�� ����rt 4`n'\'z�s'x'^ „+ ���`+� G , ' r � x :� T,�""�t2�4��41' .frr ,;,�i vL.Srr.,, 4;��'�" �i+1 .'+ca`"`��z �, e°ash. ��i r7h a a/'£"x l..Fr�' S}• 3r 7 a iR �j.. .�'k�' �.`�.� x -'�'.}` r °-c �y'f<r�/ I �:F. .,�js .r� `� ''n lai�� k j.�'-v 4») eii �3 r rti � tz � �S G't��!at-� �ti.� ,�-._ rx l�r �"r.: '��-���'n:��-'`�}-- ry \�r'�= ��' rr�.A��rrr vr.� 'e'?^�,r„'s�1`�x+1,�r �i �e r.:�\\s,SSGYk�'!Y asp 1\r_ � 1„h \ t?-\ .tc. �a..>r n�. .1 K.T_ Ste'+ `j Project Title Nevada Street Connection 1 Project Type Transportation\ Public Safety I Responsible Department Department of Public Works\ Engineering Division Fundin¢Source Project Cost by Budget Yea2000 $ 1,198,000 Local 2001 $ 2002 $2003 $ 2004 $ 1,198,000 1 ELThn escription tly adopted City of Ashland Transportation system plan(TSP)recommends an 1 connection to relieve traffic volumes on Oak Street and also provide a more ess to SOU and other local schools. 1 ect includes the construction of a bridge across Bear Creek near the Nevada e of the proposed road connection. All related storm drain, paving,bike lanes 1 alks will be included in this project. IL 1 - � 1 N L. . ■ Mr A IF M - r A[ M i e 1 is ' ■ ' Project Title Walnut Street LID y Project Type Transportation\Public Safety ' Responsible Department Department of Public Works\ Engineering Division ' Funding Source Project Cost by Budget Year $ 2000 $ $ 214,000 Local 2001 $ `;�� $ 214,000 2002 $ 214,000 � 2003 $ 2004 $ ' Project Description Walnut Street is currently an unimproved dirt road. This project will require formation ' of an LID to construct roadway improvements including re-grading, asphalt paving and pavement overlay, curb and gutter, sidewalks, driveway improvements, and related storm drain system improvements. ' r' ,+ , ■ ■ ■ ■ rtm r 7A 6 1 y i a ! ' = ' IN is 116 01 be ' 15 i Project Title Penny/Palmer Streets LID 1 z Project Type Transportation\ Public Safety Responsible Department Department of Public Works\ Engineering Division Q X Funding Source Project Cost by Budget Year 1 H g 2000 $ 67,000 $ 67,000 Local 2001 $ 1 r ' $ 67,000 2002 $ Q 2003 $ 2004 $ i [improvements,roiect Description enny Lane and Palmer Street are currently unimproved dirt roads. This project will 1 equire formation of an LID to construct roadway improvements including re-grading, 1 sphalt paving and pavement overlay, curb and gutter, sidewalks, driveway and related storm drain system improvements. if a Ahmn No. 11'M 1 1 1 16 1 ■ i ' Project Title Liberty Street LID vy Project Type `.' Transportation\ Public Safety rZ Responsible-Department Department of Public Works\Engineering Division ' Funding Source Project Cost by Budget Year $ 2000 $ 68,000 $ 68,000 Local 2001 $ �+x $ 68,000 2002 $ 2003 $ ' 2004 $ Z ' Project Description The upper portion of Liberty is currently an unimproved road. This project will require ' formation of an LID to construct roadway improvements including re-grading, asphalt paving and pavement overlay, curb and gutter, sidewalks, driveway improvements, and related storm drain system improvements. rMfJrA 11 Af IR 11 o a a ` i UL . �•r ■ _ � 70 ■ j ■ ! � ` ` • IL ' ! . y `� , 1 I Project Title Central Ave. LID ' Project Type Transportation\ Public Safety Responsible Department - Department of Public Works\Engineering Division , �O Funding Source Project Cost by Budget Year ' y g 2000 $ 58,000 ` $ 58,000 Local 2001 $ , $ 58,000 2002 $ Q 2003 $ z 2004 $ ' r Project Description ' The extension of Central Avenue Y411 make the final connection of Central Avenue with Water Street. This project is being completed under an LID with city participation in , the sidewalk along the north side. Improvements include re-grading, asphalt paving and pavement overlay, curb and gutter, sidewalks, driveway improvements, and related storm drain system improvements. , • to 4 1 1 • x.44 1 1 18 ' ■ Project Title r' Plaza Ave. LID ' Project Type." Transportation\ Public Safety Z Responsible Department Department of Public Works\ Engineering Division b ' Funding Source Project Cost by Budget Year $ 2000 $ 72,000 y ' $ 72.000 Local 2001 $ $ 72,000 2002 $ 2003 $ C 1 2004 S Z ' Project Description Plaza Avenue.is currently unimproved. This project would initiate an LID to construct ' roadway improvements including re-grading, asphalt paving and pavement overlay, curb and gutter, sidewalks, driveway improvements, and related storm drain system improvements: Al it Ir i 1 1 .,ice To M- 0 Jr x: , I L AL do LL 1 LP�:M- UU6 :4 i S . . JIM 1 1 19 1 Project Title Misc. LID Projects 1 Project Type Transportation/Public Safety rd� Responsible Department Department of Public Works\ Engineering Division 1 .Q� 1Funding Source Project Cost by Budget Year $ 2000 $ $ 139,000 Local 2001 $ 139,000 2002 $ 1 Q ' 2003 $ 69,000 2004 $ 70,000 , Project Description Construct roadway improvements including re-grading, asphalt paving and pavement 1 overlay, curb and gutter, sidewalks, driveway improvements, and related storm drain system improvements. 1 1p i 1 mop i . VL i * all MW i Ln A 1 . ! _ LL IN 'J MW 1 20 1 i ' Project Title Waterline Road LID y Project Type k - Transportation\ Public Safety .Responsible Department Department of Public Works\ Engineering Division � b=: 83 ' Funding Source Project Cost by Budget Year M $ 2000 $ � t ' $ 204,000 Local 2001 $ $ 204,000 2002 $ ►y - 2003 $ 204,000 ' 2004 $ Z ' Project Description Waterline Road is an unpaved,unimproved local street: With development, an LID would be formed to complete all of the improvements as required by the Park Estates Homeowners and any new development off Waterline Road as that occurs. ' Roadway improvements include re-grading, asphalt paving and pavement overlay, curb and gutter, sidewalks, driveway improvements, and related storm drain system improvements. ' .air z p r D- o w 10 +� ►w 9 1 J1 L ' 21 1 y . Project Title Scenic Drive LID , Project Type Transportation\ Public Safety Responsible Department Department of Public Works\Engineering Division 1 It Fundin Source Project Cost by Budget Year 1 y $ 2000 $ �s $ 111,200 Local 2001 $ H ' $ .111,200 2002 $ 1 2003 $ 111,200 Z 2004 $ 1 Project Description This portion of Scenic Drive is currently an unimproved dirt road. This project will 1 require formation of an LID to construct roadway improvements including re-grading, asphalt paving and pavement overlay, curb and gutter, sidewalks, driveway 1 improvements, and related storm drain system improvements. 41 his All 4P i . i O 1 1 22 1 1 1 Project Title,4: Nutley Street LID y Project Type I Transportation\ Public Safety Responsible Department. Department of Public Works\Engineering Division b r Funding Source Project Cost by Budget Year , $ 2000 $ y 1 $ 115,000 Local 2001 $ 115,000 ,x �.� $ 115,000 2002 $ ► i 2003 $ � 1 2004 $ Z �E 1' Project Description The upper portion of Nutley Street is unimproved. This project requires the formation 1 of an LID to construct roadway improvements including re-grading, asphalt paving and pavement overlay, curb and gutter, sidewalks, driveway improvements, and related storm drain system improvements. 1 Improvements for this project may be coordinated with the Strawberry/Alnutt Street improvements. N i . ,' NO A 1 A 1 1 1 23 e1-t ect Title Strawberry Lane LID -Project Type " Transportation\ Public Safety �., "Responsible Department Department of Public Works\ Engineering Division , 0 a t, Funding Source Proiect Cost by Budget Year y $ 2000 $ ' $ 412,000 Local 2001 $ 412,000 H $ 412,000 2002 $ t 2003 $ 2004 $ Project Description The described portion of Strawberry Lane is currently an unimproved dirt road. The ' project will require the formation of a LID to construct roadway improvements including re-grading, asphalt paving and pavement overlay, curb and gutter, sidewalks, ' driveway improvements, and related storm drain system improvements. This project as shown also includes the area that will be improved as part of the ' development on Strawberry Lane. The development costs are not included in the costs shown for this project. , all N i ;+ w �''•a i s i s- •�• s D Za , ■ 1 , 1 Project Title ; Alnutt Street LID Project Type Transportation\ Public Safety 1 Responsible Department Department of Public Works\ Engineering Division _ _ 1 Funding Source Project Cost by Budget Year $ 2000 $ 1 $ 93,600 Local 2001 $ 93,600 $ 93,600 2002 $ 2003 $ 1 2004 $ 1 Project Description Alnutt Street is currently an unimproved dirt road. As part of road improvements and 1 future access to new development, an LID will need to be formed. Roadway improvements include asphalt paving, curb and gutter, sidewalks (as practical), driveway improvements, and related storm drain system improvements. 1 Improvements for this project may be coordinated with the Strawberry and Nutley Street improvements. 1 N 1 A S � • r 1 NIP • '' ■ � � i 1 � 1 25 Project,-Title Airport Improvements , Z Project Type Transportation\ Public Safety _Responsible Department Department of Public Works\Engineering Division .H Funding Source Project Cost by Budget Year $ 405,000 FAA Grant 2000 $ 225,000 ' $ 45,000 Local 2001 $ 225,000 $ 450 ' ,000 2002 $ ' Q $ 2003 $ Z $ 2004 $ ' NSA Proiect Description Construct airport improvements including pavement overlay, and related storm drain system improvements. • Install perimeter security fencing ' • Construct east hangar access taxi lanes • Install taxing retro reflectors ' io i s' .tT y a t. - 26 t ■ 1 Prolectrtle f Airport Hanger Construction jJI Project Type Transportation\Public Safety -Responsible Department Department of Public Works\ Engineering Divisions Funding Source Project Cost by Budget Year $ 2000 $ ' $ 225,000 Local 2001 $ 225,000 $ 225,000 2002 $ 2003 $ ' 2004 $ ' Project Description Construct 11 new t-hangers to be leased on.a monthly basis...:Currently there is a waiting ' list for the existing t-hangers. The additional hangers will provide a needed increase in the activity level at the airport. r ' 27 Project Title Talent-Ashland-Phoenix Intertie , Project Type Water distribution Responsible Department Department of Public Works\ Engineering Division Funding Source Project Cost by Budget Year r $ 2000 $ 1,021,000 $ 2,321,000 Local 2001 $ 344,000 ' $ 2,321,000 2002 $ 931,000 2003 $ 2004 $ 4 to 8 million , Project Description The Talent-Ashland-Phoenix Water Intertie Project(TAP).is a:coordinated effort , between the three communities and the Medford Water Commission. This first phase brings the water pipeline from Medford to the City of Talent, preserving capacity for the , City of Ashland to tie in at a future time. This project also provides the basis for water rights purchase in Lost Creek Lake. The total cost of this phase is $2,321,000, with $25,000 committed prior to the 1999 fiscal year. ' The second phase of the project will bring the line from Talent to Ashland. While this phase is somewhat less than definate and funding is unclear, the project should be recognized in this Capital Improvements Plan to ensure continued project definition. N A Med o T7r ' Phoenix Tale it zs , ■ ' Project Title ` Water Treatment Plant Filter Imp. Project Type 1 Water Treatment Responsible Department Department of Public Works\ Engineering Division ' Funding Source Project Cost by Budget Year $ 1 2000 $ $ 400,000 Local 2001 $ 200,000 $ 400,000 2002 $ 200,000 2003 $ ' 2004 $ Project Description The Water Treatment Plant is facing several improvements over the next few years. ' Initially, staff is focusing on the filter beds to add capacity and improve the treatment effectiveness and the other is completing the conversion to sodium hypochlorite instead of using chlorine gas. Both of these improvements are reflected in the project budget. n: 1 it it ' 29 r f '_ f f � � r 1 •_ III 1 1 111 � I 1 1 111 1 1 111 I I 11 111 II II • '. ' f 1 • f l i �_ .- ..tom i � .vim° 'a -'' • �.+ \w- � `y7ri e. "S' S< r r s'..Y •X 1T y y,• `f',d �V -.. v "" 5{ uStc r� ,;)�.yati i� � r:., z•, ��':- �, 7 ` •.�. r � .y.qr `yT �'. ' \j7r\ r �. .,./'�. 5 •arrt 1� z r . 4'` I T 'tt 1 nom. .� --+. rf. ' y L%" ..e ..{* •j�� i• 1F..M� th {•~`y' r li y,�' {IS ti a r,fge�!L` i t 1, �t'1r.�;L'.ir/+ :4i4` �.��.. - � \ L�'�pI` •' � `r ' t4�1 F4 t}�. Project Title Misc Distribution Lines Project Type Water Distribution Responsible Department Department of Public Works\Engineering Division ' Funding Source Proiect Cost by Budget Year $ 2000 $ 25,000 $ 135,000 Local 2001 $ 25,000 2002 $ 25,000 2003 $ 60,000 2004 $ 1 M3, ' Project Description trj z Replacement of undersized water lines with 8 inch lines in the following locations: Fork Street - Vista Street south Morton Street - Siskiyou Boulevard to East Main Street Idaho Street _ Iowa Street to Holly Street Skidmore North Main Street to Van Ness Avenue I ' 31 ■ 1 Project Title Crowson Reservoir Roof ■ Project Type Water Distribution Responsible Department Department of Public Works\ Engineering Division a.. , Funding Source Project Cost by Budget Year $ 2000 $ 380,000 $ 380.000 Local 2001 $ i $ 380,000 2002 $ 2003 $ 2004 $ , H Pro ect Description N Crowson Reservoir is the City's primary distribution reservoir. Built in 1923,the ' concrete roof structure was constructed in the late 1950's. This project removes the existing roof structure and replaces it with a new composite steel and concrete structure, i which will maintain the capacity of the reservoir. i r 1 32 , 1 Project Tit ie ,r Ashland Street Water Line Project Type Water Distribution ' Responsible Department Department of Public Works\ Engineering Division Funding Source Project Cost by Budget Year $ 2000 $ $ 187,000 Local 2001 $ 187,000 $ j 2002 $ 2003 $ 2004 $ . Project Description ' This project is the second phase of the Ashland Street main line replacement. This I portion is from Liberty Street to University Way and on the connection at Siskiyou Boulevard. This project includes construction of water pipe improvements including installation of ductile iron pipe materials,valves, fittings, fire hydrants, trench backfill, ' and pavement patching. ME ME OL Who • a , ,�MW r ! '� � "aAry �' Im 4 ■. It - ■ .. a ..- �• K . � . : .i 33 MM Project Tine Distribution Reservoirs ' Project Type Water Distribution Responsible Department Department of Public Works\ Engineering Division , Fundine Source Project Cost by Budget Year , $ 2000 $ $ 160,000 Local 2001 $ ' 2001 $ 2003 $ 80,000 �. 2004 $ 80,000 Iy Project Description r Replacement of existing constant flow pumps with 100,000 gallon reservoirs to aid in water distribution abilities in the South Mountain Avenue and upper Morton Street areas. The exact locations for the reservoirs will be better known as the hydraulic system analysis is completed this fiscal year. ' 34 ■ I ' Project Title Treatment Plant Improvements Project Type ; Wastewater Responsible Department c Department of Public Works\ Engineering Division ' Funding Source Project Cost by Budget Year $ 15,000,000 Loan 1998 $ prior 2,014,500 $ 14,000,000 Local 1999 $ 9,365,500 $ 29,000,000 2000 $ 12,200,000 2001 $ 5,620,000 ' 2002 $ 3ihb 3Efi Project Description On Site Process Improvements-The existing wastewater treatment plant is beyond its life 'k expectancy and process capabilities. Construction of new process improvements began in 1998 and is expected to be completed by December 2000. These improvements include demolishing ' the existing activated sludge system and building an Eimco Carrosel Process. These improvements enable more effective and efficient operational capabilities. Also included is a ., complete rebuild of the Ashland Creek Pump Station. F ]AR Off Site Reuse—This portion of the treatment plant improvements provides for full reuse of the treated effluent in the summer on City owned EFU land. This project is fully designed and construction is expected to begin in the summer of 1999. The project should be on line for biosolids in the winter/spring of 2000 and for effluent reuse in the spring of 2001. Wetlands Demonstration—This"pilot'project began in 1997 to test phosphorus removal capabilities.Ongoing expenditures include data collection,maintenance and changes to the ' system for evaluation purposes. ' 35 Project Title Ashland Pump Station , Project Type Wastewater Responsible Department Department of Public Works\ Engineering Division Funding Source Project Cost By Budget Year 1 $ 2000 $ 1,000,000 $ 1.000,000 Local 2001 $ $ 1,000,000 2002 $ 2003 $ 2004 $ ' Proiect Description Construct new wastewater pump station. The Ashland Creek Pump Station is well ' . _ beyond its expected and useful life. This project constructs a new below-ground, totally submersible pump station with three pumps with a capacity to move 3,000 gallons per minute to enhance reliability and effectiveness. This project will be completed as a change to the process improvements project on the treatment plant contract. JY 36 ' ■ Proj.cd Title. Bear Creek Interceptor Upsizing Project Type' ' Wastewater IResponsible Department • Department of Public Works\ Engineering Division Funding Source Project Cost by Budget Year $ 2000 $ 200,000 $ 498,000 Local 2001 $ 2002 $ 160,000 2003 $ 38,000 2004 $ 100,000 Project Description Install 24 inch lines parallel to the existing undersized sewer main trunk lines along y Bear Creek . The existing lines will be available for use along with the new line should tsj, the need arise. The use of the parallel lines will prevent any interuption in flow throughout the installation process. ' ' Phase I is located near the wastewater treatment plant and runs to Oak Street Phase II begins near Nevada Street and runs to the area north of Carol Street 1 Phase III begins near the North Mountain Park and extends to Walker Avenue. Funds allocated in years 2003 and 2004 are for the installation of new lines in yet to be determined locations.along the existing interceptor. L• Af s :. Pi.ase tf� M1 [ r pll 11 •� ' s 1• T . �PLase II A>- {�l 1�1 � j• pp8 .•. ti [ t� • 1 L. • : 'uli .•. rl.: Q •A 37 Project Title Garfield Street & Vista Street ' Project Type Storm Drains Responsible Department Department of Public Works\ Engineering Division , Funding Source Project Cost by Budget Year , $ 2000 $ 50,000 $ 50,000 Local 2001 $ ' $ 50,000 2002 $ 2003 $ 2004 $ Project Description This is a combination of several minor storm drain system improvements within the ' City. These improvements provide either new storm drain lines or significant upsizing of storm drain lines to enable adequate flows and capacities. , In each case, the line size will be 12 inch pvc pipe to meet the City's minimum line size requirements. ' yr; LA I DO` Y � . T--- ' UV ❑ 0—U " 0 0 up ❑ o jj(n,,7III I}}}��� N i " STAST B Q Off, u �� ED O ❑ o C M PEAM ST U J d4lo E3 a,. 38 ' ' Project Title- ± Wightman St Storm Drain (Phase IV) Project Type' ` Storm Drains Responsible Department Department of Public Works\ Engineering Division ' Funding Source Project Cost by Budget Year $ 1 2000 $ $ 189,000 Local 2001 $ 189,000 $ 189,000 2002 $ 2003 $ ' 2004 $ Project Description ' Storm drain improvements on Bridge Street have been identified as atop priority in the 1999 draft Storm Drain and Drainage Master Plan. This phase of the total improvements is to.install a new 36 inch line to adequately accomodate storm water flows from the Roca Creek drainage. .� �y w A ? m' Pmposed A, k Phase VV corshrbon BRIDGE ST' V m Pry I 39 i 1 Project Title - Strawberry/Alnut/Nutley , Project Type Storm Drains Responsible Department Department of Public Works\ Engineering Division 1 Funding Source Project Cost by Budget Year , $ 2000 $ $ 65,000 Local 2001 $ 1 $ 65,000 2002 $ 65,000 2003 $ 2004 $ , Project Description This project will provide 18, 24 and 30 inch storm drains within Nutley-and Alnut 1 Streets. The lines will replace existing surface flow drains and undersized drain lines that serve the Strawberry/Alnut/Nutley Street area. 1 Other portions of this storm drain system will be installed as development in the area occurs. 1 C) f o`\ 0 � o 16 , n ❑ o 40 1 I 1 Project Titic Scenic Drive Project Type I Storm Drains 1 'Responsible Department Department of Public Works\Engineering Division ' Funding Source Project Cost by Budget Year $ 2000 $ 1 $ 50,000 Local 2001 $ $ 50,000 2002 $ 50,000 2003 $ 1 2004 $ 1 Project Description Verified by the City's Storm Drain and Drainage Master Plan (Draft dune.1999), the 1 connection of storm drainage facilities along Scenic Drive between Strawberry Lane and Nutley Street is required. ' A storm drain line and other related improvements will be installed to make this connection and provide enhanced storm drain capacity for the area. The timing of the improvement may be tied to the LID improvements in the same area. u „ z ��a�?' • am 1 logo —� WM IMF Jr L + � 1 1 41 Project Title Easement Acquisition -Billings prop. , Project Type Storm Drain Responsible Department Department of Public Works\Engineering Division ' Funding Source Project Cost by Budget Year , $ 2000 $ $ 75,000 Local 2001 $ ' $ 75,000 2002 $ 75,000 2003 $ 2004 $ , Project Description This project is the initial phase of necessary upgrades to the City'.s.storm water , conveyance system. An open storm drain system needs to be piped for efficiency at the southern edge of the City limits. This first-step in the upgrade process is to aquire an easement for the storm drain line. f� a: Co p =D o C3 BO CE ••••••.••. Billings ' °o Pond azi -An d • •;o m e m o 42 ■ i Projeet Title u Easement Acquisition — SOU Protect Type Storm Drains ' Responsible Department a Department of Public Works\Engineering Division ' Funding Source Project Cost by Budget Year $ 2000 $ ' $ 170,000 Local 2001 $ j 2002 $ 2003 $ 170,000 ' 2004 $ ' Project Description This project is'a major componant of the City's long term drainage planning process and ' is linked to the Wightman Street storm drain improvements. The project involves the acquisition of an easement through the Southern Oregon University campus. Project funding also includes future storm drain installation design work. t: n aT 43 i Project Title: . Future Storm Drain Projects 1 Project Type Storm Drains Responsible Department Department of Public Works\ Engineering Division 1 Fundin¢Source Project Cost by Budget Year ' $ 2000 $ $ 600,000 Local 2001 $ , 2002 S 2003 $ 300,000 2004 $ 300,000 ' Project Description As noted in the specific storm drain projects in this document, the City storm drain ' system is being reviewed with the resulting Storm Drain and Drainage Master Plan being the guiding document for future stone drain improvements. , Staff is aware of the fact that major upgrades in various locations will be recommended in the Master Plan. This project displays the awareness and expectation of project that , lie ahead within the five year project planning period. �3 ON d � 1 Map or graphic goes here 1 44 i 1 Project Title Hillah Temple/ City Hall Offices 1 Project Type ' Administration Responsible,Department ' Department of Public Works\Engineering Division ' Funding Source Project Cost by Budget Year $ 2000 $ 450,000 1 $ 450,000 Local 2001 $ 2002 $ 2003 $ 1 2004 $ 1 Project Description The purchase of the property occupied by the former Hillah Temple occured in 1998. ' This project includes the re-model and expansion of the existing structure to provide approximately 11,000 sq. ft. of new office space for Community Development and Public Works Administration/Engineering. Project also includes the development of a 1 trash and recycle area, public rest rooms and off-street parking. 1 i x O F� ar. cxri: � F OSF O 1 1 45 Project Title B St Yard Improvements 1 Project Type Administration Responsible Department Department of Public Works\Engineering Division ' Funding Source Project Cost by Budget Year 1 $ 2000 $ 120,000 $ 120.000 Local 2001 $ 1 $ 120,000 2002 $ 2003 $ 2004 $ 1 Project Description This property was purchased in 1997 to expand the existing storage and equipment 1 parking area adjacent to the new site that has been used by the City since its purchase in 1985. Site improvements required by the Planning Commission in the zone change 1 process began last year. The bulk of the improvements will be made this year, including the installation of a vehicle wash rack, site drainage and area paving. 1 1 S` FI O LJ u p z ` 1 ONTO Q s O F Y 1 z � a e sr OLD 1 1 46 ' ProleetTitle Fire Station No 1 s Protect Type Administration Responsible Department Fire Department ' Funding Source Project Cost by Budget Year $ 2000 $ 1,875,000 $ 4,250,000 Bond 2001 $ 2,375,000 2002 $ 2003 $ ' 2004 $ Project Description Purchase of the adjacent real property for expansion of Fire Station No. 1. Project is ' - necessary to eliminate the existing sub-standard fire station, which creates operational difficulties. The new facility will consist of approximately 13,000 sq. ft. and will provide drive through storage for up to six apparatus, new living quarters, emergency . . communication equipment, off-street parking and public meeting space. Funding for this project is contingent upon the approval of Ashland citizens in the 1999 1 fall election. gyp+ R` 4-0 y"3tl','. cR* •_ ��*`�ts- �` f ` P .„ i gY tw ll tz'; x � �E s xr. 5 tiyr %u on rrs eue.n.0 47 p } le Fire Station No 2 ProlectTrt M. ' sProlect Type Administration ' Responsible Department Fire Department Funding Source Project Cost by Budget Year $ 1999 $ $ 1,500.000 Bond 2000 $ , $ 1,500,000 2001 $ 2002 $ 2003 $ 1,500,000 , Project Description ' Project is necessary to eliminate the existing sub-standard fire station, which creates operational.difficulties. The new facility will provide drive through storage for up to , four apparatus, new living quarters, emergency.communication equipment, off-street parking and public meeting space. } 48 ■ Financial Information and Customer Project Title Information System ' Project Type Software and Hardware acquisition dsibl ' 'Responsible,Department Finance Department Funding Source Project Cost by Budget Year ' 2000 $ 200,000 $ 400,000 Local (Central Service) 2001 $ 200,000 2002 $ ' 2003 $ 2004 $ ' Project Description ' Acquire and install Y2K compliant Financial Management Information System, replacing the system acquired in 1989. The system will provide immediate online access to budgetary and financial status to all City departments. Acquire and install ' Customer Information System to provide for Customer billing and inquiry needs. I�1 Map or Graphic goes here y ' 49 Project Title Permit Tracking Software , Project Type Technology Upgrade Responsible Department Department of Community Development , Funding Source Project Cost by Budget Year ' 2000 $ 50,000 $ 50,000 Local 2001 $ , 2002 $ 2003 $ 2004 $ , Project Description The Department of Community Development is in need of a new planning and building permit tracking software program to replace an aging"in-house"program that no longer meets the needs of the Department. , In previous years, many vendors have been evaluated and a formal process will begin this fiscal year to complete the acquisition of software that meets the needs of the , Department. Map or Graphic goes here , 50 k High Speed Data and Cable :- _ Distribution Equipment Project Type Telecommunications Responsib Dew partm ni City of Ashland Electric Utilities ' Funding Source Project Cost by Budget Year ' $ 3,276,000 Revenue funded 2000 $ 2,562,000 loan funding agreement 2001 $ 705,000 $ 3,276,000 2002 $ 9,000 ' 2003 $ 2004 $ ' Project Description The City of Ashland Department of Electric Utilities has recently begun its preparations for providing residents of Ashland with high speed data service (internet) and cable television service through the Ashland Fiber Network (AFN). ' A major component of providing these services is the acquisition and connection of specific computer equipment designed to provide the needed switching and data transfer ' operations that take place constantly to route the data to customers of AFN. For additional information on the Ashland Fiber Network, refer to the approved AFN ' business plan . n I ash[and fiber network H y ' 51 1 Project Title Underground Lines\Transformers ' Project aT,ype Electric Utility Upgrade , 1411 Respo s ble Department� City of Ashland Electric Utilities � r Funding Source Project Cost by Budget Year , $ 1,284,000 Electric Revenues 2000 $ 270,000 2001 $ 293,000 $ 1,284,000 2002 $ 321,000 , 2003 $ 200,000 2004 $ 200,000 ' Project Description The City of Ashland Department of Electric Utilities has a continuing goal of converting , overhead power lines and transformers to underground. This is a done for both aesthetic and operational reasons. In most cases, the projects are coordinated with other ' Municipal and regional utility company projects to share in the costs associated with the trenching and disturbance created by the process. Because of the coordination efforts, the timing of the projects are sometimes difficult to accurately schedule. ' Projects planned for the five year CIP period include Oak Street from Hersey Street to West Nevada Street, Hersey Street from Mountain Avenue to Ann Street, First Street ' from Hargadine Street to Lithia Way. Y Map or Graphic goes here ' sAzi d g 52 ' Project Title Calle Guanajuato Improvements Project Type Parks and Recreation z h€ :_ Respoustble Department . Parks Department Funding Source Project Cost by Budget Year ' $ 1 2000 $ 500,000 $ 500.000 Local 2001 $ $ 500,000 2002 $ 2003 $ 2004 $ ' Project Description ' The 1997 New Year's day flood caused significant damage throughout the City. One of the hardest areas hit was the downtown area, including the section of Ashland Creek that passes next to Calle Guanajuato. ' This project covers the initial phase of improvements to the Calle area. The Ashland Parks & Recreation Department is taking the lead to develop the master plan for the ' affected area, with the City's focus on flood carrying capacity. This project will address mechants, restauranters, saturday marketers and tourist needs ' for the Calle area. . N M i4 � IV11 ' 53 Project Title Open Space Acquisition 1 Project Type Parks and Recreation , IResponsibleiDepartmcnt Parks Department , Funding Project Cost by Budget Year $ 2000 $ 300,000 , $ 1,100,000 Local 2001 $ 200,000 2002 $ 200,000 2003 $ 200,000 , 2004 $ 200,000 Project Description ' The City of Ashland, in conjunction with the Ashland Parks & Recreation Department ' adopted an Open Sapce Plan in 1989. The plan identifies five types of parks: neighborhood parks, community parks, open space, natural parks and pocket parks. In the ten years since its adoption, over 380 acres of land have been purchased. ' A continued committment to the acquisition of open space parkland is shown in this project. Specific property acquisition is dependant on market factors. The Open Space ' Plan and corresponding map provides further detail on the types and location of land that has been identified as vital for Ashland's future. d' n y o i z ' 54 ' ■