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HomeMy WebLinkAbout2012-0904 Council Mtg PACKET CITY OF ASHLAND Important: Any citizen may orally address the Council on non-agenda items during the Public Fomm. Any citizen may submit written comments to the Council on any item on the Agenda,unless it is the subject of a public hearing and the record is closed. Time permitting,the Presiding Officer may allow oral testimony. If you wish to speak,please fill out the Speaker Request form located near the entrance to the Council Chambers. The chair will recognize you and inform you as to the amount of time allotted to you,if any. The time granted will be dependent to some extent on the nature of the item under discussion,the number of people who wish to speak,and the length of the agenda. AGENDA FOR THE REGULAR MEETING ASHLAND CITY COUNCIL September 4, 2012 Council Chambers 1175 E. Main Street Note: Items on the Agenda not considered due to time constraints are automatically continued to the next regularly scheduled Council meeting [AMC 2.04.030.E.] 6:30 p.m. Executive Session for Labor Negotiations pursuant to ORS 192.660(2)(d). 7:00 p.m. Regular Meeting I. CALL TO ORDER II. PLEDGE OF ALLEGIANCE III. ROLL CALL IV. MAYOR'S ANNOUNCEMENTS V. APPROVAL OF MINUTES 1. Study Session of August 20, 2012 2. Executive Session of August 20, 2012 3. Business Meeting of August 21, 2012 VI. SPECIAL PRESENTATIONS &AWARDS 1. Introduction of Mark Holden, new Director of Electric and Information Technology 2. Mayor's Proclamation declaring September 7— 14, 2012, as Eat Local Week VII. CONSENT AGENDA 1. Approval of Commission, Committee, and Board Minutes 2. Authorization for telecommunications franchise with AT&T 3. Adoption of findings for Regional Plan element as approved on August 7, 2012 4. City waiver of Right to Terminate Lease Agreement with Ashland Community Hospital for failure to maintain working capital and debt service coverage ratios 5. Approval of Utility Box Design Recommendation of the Public Art Commission 6. Approval of recommendation of the Public Art Commission for a sculpture selected for installation at Fire Station No. 2 7. Appointment of Michael Gutman to the Housing Commission VIII. PUBLIC HEARINGS (Persons wishing to speak are to submit a"speaker request form' prior to the commencement of the public hearing. All hearings must conclude by 9:00 p.m., be continued to a subsequent meeting, or be extended to 9:30 p.m. by a two-thirds vote of council{AMC §2.04.050)) None COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9 VISIT THE CITY OF ASHLAND'S WEB SITE AT WW W.ASHLAND.OR.US IX. PUBLIC FORUM Business from the audience not included on the agenda. (Total time allowed for Public Forum is 15 minutes. The Mayor will set time limits to enable all people wishing to speak to complete their testimony.) [15 minutes maximum] X. UNFINISHED BUSINESS None. Xl. NEW AND MISCELLANEOUS BUSINESS 1. FY 2011-12 Quarterly Financial Report for April—June, 2012 2. Approval of a letter to the Jackson County Board of Commissioners expressing the Ashland City Council's support for a ban on the use of GMO seeds in Jackson County 3. Approval of streaming of City Council Study Sessions XII. ORDINANCES, RESOLUTIONS AND CONTRACTS 1 First reading of an ordinance titled, "An ordinance amending Ashland Municipal Code (AMC) 10.64.010 obstructing passageways' XIII. OTHER BUSINESS FROM COUNCIL MEMBERSIREPORTS FROM COUNCIL LIAISONS None. XIV. ADJOURNMENT In compliance with the Americans with Disabilities Act,if you need special assistance to participate in this meeting, please contact the City Administrator's office at(541)488-6002(TTY phone number 1-800-735-2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting(28 CFR 35.102-35.104 ADA Title 1). COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9 VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US City Council Study Session August 20,2012 Page ] of 2 MINUTES OF CITY COUNCIL STUDY SESSION Monday,August 20,2012 Siskiyou Room,51 Winburn Way Mayor Stromberg called the meeting to order at 5:30 p.m. Councilor Morris, Silbiger,Lemhouse, Voisin, Slattery and Chapman were present. City Administrator Dave Kanner announced that Project A was present and recording the Study Session meeting to be posted on uStream. Mr. Kanner stated that this may be the simplest and cost effective process for recording meetings in the Siskiyou Room. He encouraged the council to view a link that would be sent out tomorrow to determine the quality of the recording. He noted that there are problems associated with archiving these files. 1. Look Ahead Look Ahead was reviewed and no changes were made. 2. Discussion of implementation of 2009 sign code changes Community Development Director Bill Molnar presented staff report and answered questions regarding current businesses that do not comply with the current sign code. Staff continues to monitor code enforcement problems and noted the need to work toward helping businesses become compliant. A comprehensive enforcement process is used which is helpful to acquire compliance... Discussion was held on "minimum size of the site" which is a policy of the comprehensive plan. This is determined by reviewing the signage based on a proportion of the width of the business. What is being provided is an overall guidance tool and the code is more specific. The sign code is character defining which can be used as an economic guide. Kanner noted a link he sent regarding lights in the downtown area and asked for council thoughts. Council consensus was that it was a"bit too much." 3. Discussion of an update to the encroachment ordinance Engineering Manager Scott Fleury presented staff report on the update to purchase and install publication boxes in the public right-of-way for newspaper distribution. Three quotes have been received and are being reviewed determined based on available department funds. Staff recommends purchasing the K- Jack publication boxes for placement at the designated locations within the sidewalk usage map. He clarified that USA pays a yearly fee to use the box in the amount of $26 a year and provided the dimensions of the boxes. The city will maintain the boxes. The boxes will begin to be installed in November 15 with eight week increments for additional boxes if this works out. Staff is trying to assess the usage of the Free Paper boxes to determine a fee. Once they have done this they will contact the users for payment purposes. 4. Letter of intent for Washington Street extension to Tolman Creek Road Public Works Director Mike Faught presented the staff report and a map that indicated the area where the extension is being proposed. He stated that the owner of the property, Zach Brombecker was adamant that he was in favor of the proposed road. After working with staff, a letter of intent was agreed upon which included purchase of a 54 feet wide section of the property at current market value, build an approximate 700 feet long road with curb, construct and maintain an approximate 80 feet span bridge over Hamilton Creek, relocate existing utilities, assist development in preparing master plan and that all associated City planning costs would be paid by the City. City Council Study Session August 20,2012 Page 2 of 2 Mr. Faught stated that the cost for project (road only) is approximately $Imillion. He felt that this is as important as the Jefferson Street improvement. He explained that the Transportation and Planning Commission had recommended approval of staff s proposal to sign a letter of intent with IPCO Printing Company. He explained that this would be an important element to the economic development in this area as would force traffic through E. Main Street and change traffic patterns. State Economic Development Funds and System Development Charges could be used to fund this project. Concerns regarding truck traffic were discussed along with load count that included new traffic. Staff offered this proposal as an alternative route but that improvements to the area had not been considered in the overall project or cost. Variances for current buildings would be reveiwed along with water and sewer lines, these costs are not included in the initial estimate including the purchase of the right of way. Staff stated that it was difficult to estimate as most expenses are time sensitive and that appraisals would be sought. Concerns were raised by council that the current property owner would need to be in favor of the proposal and that although this road is included in the Transportation System Plan doesn't mean that there will be a road, only that in the future it could happen. Staff indicated that if the road is indicated in the TSP, there might be a problem for the property owner in the future for planning actions. Councilor Chapman voiced concern and stated that he was not in support to tie this to the TSP. He stated it was important to recognize what the property owner wants to do with their property. Councilor Silbiger noted the process with which the project should be brought forward. He felt that this is backward from what is normally. Councilor Lemhouse understood how this could be a contentious issue but, it was worth doing, in this order,to solve potential problems. Council consensus was for staff to move forward on the letter of intent with the property owner. It was stressed by council that staff needed to be clear on how to fund the project first. Staff was asked to provide an update to the overpass. 5. Discussion regarding GMOs Councilor Chapman left the meeting at 6:21 p.m. and the Mayor requested that it be noted in the minutes that he was out of order Councilor Voisin presented the draft letter to the Jackson County Commissioners and noted publications on a ban on GMO. She asked that the council consider sending a letter of support and explained that the County is still doing its research on the subject. Councilor Slattery understands that this is a timely issue and that now may be the best time to do this. He has attended county commissioner meetings where information has been provided. Does believe that GMO may have potentially a devastating effect on organic farming. Does support the organic farmers in the valley and personally supports some type of boundary between the two... Staff was directed to bring back a draft letter for council review. Meeting adjourned at 6:33 pm. Respectfully submitted, Barbara Christensen, City Recorder ASHLAND CITY COUNCIL MEETING August 21, 2012 Page I of 5 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL August 21,2012 Council Chambers 1175 E. Main Street CALL TO ORDER Mayor Stromberg called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers. ROLL CALL Councilor Voisin, Morris, Lemhouse, Slattery, Silbiger, and Chapman were present. MAYOR'S ANNOUNCEMENTS Mayor Stromberg pulled Agenda item #1. Acceptance of an offer for a land exchange with James C. Miller,adjacent to the Ashland Gun Club under PUBLIC HEARINGS for further staff attention. He went on to announce vacancies on the Firewise Commission, Housing Commission, Public Arts Commission,Tree Commission, and Audit Committee. APPROVAL OF MINUTES The minutes of the Study Session of August 6, 2012, Executive Session of August 6, 2012, Joint Meeting of August 7, 2012 and Business Meeting of August 7, 2012 were approved as presented. SPECIAL PRESENTATIONS& AWARDS Mayor Stromberg's Proclamation declaring August 25, 2012 as Teenage Suicide Awareness Day was read aloud. CONSENT AGENDA 1. Approval of Commission,Committee,and Board Minutes 2. Annual renewal of liquor licenses 3. Appointment of Paula Sold to the ad hoc Steering Committee on Homelessness 4. Approval of FEMA Assistance to Firefighters Grant requests 5. Ratification of labor contract with the Ashland Firefighters Association IAFF Local#1269 6. Approval of plaza activity policy Councilor Morris pulled Consent Agenda item #6 for discussion. Councilor Chapman/Slattery m/s to approve Consent Agenda items 41 through #5. Voice Vote: all AYES. Motion passed. Staff explained the open flame prohibition in the plaza activity policy pertained to cooking and did not extend to fire dancing. The 64 square-foot space requirement would allow the City Administrator discretion to approve more space for larger events as needed. Councilor Morris/Slattery m/s to approve Consent Agenda item #6. Voice Vote: Councilor Voisin, Morris,Lemhouse, Slattery,and Silbiger,YES; Councilor Chapman,NO. Motion passed 5-1. PUBLIC HEARINGS 1. Acceptance of an offer for a land exchange with James C. Miller, adjacent to the Ashland Gun Club Item postponed. ASHLAND CITY COUNCIL MEETING August 21, 2012 Page 2 of 5 NEW AND MISCELLANEOUS BUSINESS 1. Approval of final design for downtown plaza City Administrator Dave Kanner provided background on the process. Public Works Superintendent Mike Morrison added staff would remove the lead based paint on the curbs 2013 and steam cleaning the sidewalks would happen fall 2012. Both projects would come from Street Department funds. Mr. Kanner explained prevailing wage was rolled into the construction estimates, and design fees were not included in the overall budget cost. Staff considered consistent planting in planter boxes and trash receptacle replacement separate projects and did not include them in the costs. The Electric Department would determine lighting placement for future installation and those costs were not included in the budget at this time. Greg Covey and Alan Pardee from Covey Pardee provided a presentation on the final design that included examples of how concrete in Ashland was historical. The plan added six benches with backs and retained the length of seat wall specified in the original design. They reduced the width of the long straight seat wall and recommended shrubs and groundcover that would protect existing tree roots from pedestrian traffic. The plan would replace concrete with a permeable paving system that would filter storm water. Concrete would cost 60% more than the pre-cast concrete permeable pavers. Covey. Pardee also recommended the addition of three trees. The existing percentage of paving was 54% of the total site area and the proposed was 65% creating a 20% increase in concrete paving compared to the overall site area. Construction specifications on permeable pavers allowed only a 1/8 inch variance over 10-feet of pavers, greatly reducing trip hazards. The new trees would not heave paving and have root guards in the tree grates that would keep roots below grade. Marilyn Briggs/590 Glenview Drive/Expressed disappointment the final plan did not have the concrete platform and the additional trees would block pedestrian traffic, people gathering and obstruct larger displays. She thought the Plaza should have open space with neutral tones and let the people passing through provide the color and action instead of plants. Overall, she thought it was a wonderful urban design. Catherine Dimino/423 Strawberry Lane/Read from a document she submitted into the record stating concern the downtown area was not wheelchair safe, asked Council during construction projects to make dangerous areas a higher priority, and take into consideration access problems for the disabled. Andrew Kubik/1251 Munson Drive/Explained he liked the Plaza re-design but thought it was incompatible with the overall architecture of the area. The additional pavement would generate heat retention and create an uncomfortable atmosphere. Project costs outweighed the end benefit and he strongly encouraged Council to work with Covey Pardee and balance the re-design with a preservation effort to retain its character. Pete Cislo/4631 Evening Ridge Terrace, Medford/Spoke as the owner of a landscape supply company on the benefits permeable pavers were to an environment. He talked to the bidders and thought Council would be pleasantly surprised at the low bids submitted. Mardy Larson Carson/455 B Street/Thought the design was beautiful but shared concerns with project costs,the lack of restroom facilities, and asked Council to incorporate a lavatory into the design. Bob Arago/370 Courtney Street/Approved the rc-design and observed the changes made over the eight years he had worked at the Information Center had done little to unify the Plaza and the new design ASHLAND CITY COUNCIL MEETING August 21, 2012 Page 3 of 5 would do just that. Thomas Gaffey/680 Oak Street/Explained his connection to the Plaza and shared comments from visitors he surveyed regarding the Plaza that wanted the area cleaned up but did not support a re-design. Isabeau Vollhardt/51 West Hersey Street/Agreed with Mr. Gaffey's testimony and added the Plaza needed to be a place where people who lived in Ashland or visited for lengthy periods would spend time there and that it reflected the history of the community and was not just a pedestrian walkway. Tom Stanley/7428 Stonefield Drive,White City/Wondered how the Plaza as the heart of the city was in disrepair and not properly maintained. The City should have contacted civic groups, volunteers, or sponsors to adopt the Plaza. The cost of the re-design was too high, unwarranted, and impacted funding available for other city improvements. The proposed design lacked historical cohesiveness. He thought Council should stop the project and have the community work together through civic clubs, volunteers, and sponsors to collaborate and address the areas of concern. Additionally, the City could use a portion of the funds for Plaza maintenance on a monthly, quarterly, or annual basis. Lisa Alexander-Stanley/7428 Stonefield Drive, White City/Read from documents she submitted into the record expressing concern the idea to re-fresh the Plaza had turned into a re-design. She explained why she suspected the City, the Chamber of Commerce, and Plaza business owners of having a hidden agenda to eliminate homeless people and transients. Regardless of the motivation, the Plaza re-design was a costly mistake. Mr. Covey explained color and material affected heat retention. Poured concrete in its natural form had the highest reflectivity. Permeable paving would retain more heat than natural gray poured concrete. Permeable pavers would protect the health of trees, allow them to grow and provide a larger shade canopies. If exposed to the sun only, permeable pavers would warm up more than gray concrete. He went on to confirm the project would add three new trees. The other six trees would remain except for the Modesto Ash that had contracted Anthracnose disease. The City consulted an arborist and options were nursing the tree back to health requiring dramatic measures or removal and replacement. It was difficult waiting for a tree to grow and provide shade but planting the right tree in the right place was important. Covey Pardee originally intended the raised stage area as a gathering space with wide seating behind. Negative feedback from the public during the Public Input meetings and later from Council prompted them to remove it from the plan, reduce seating space, and create an implied venue space instead. An independent arborist's report concurred with the Parks and Recreation Department staff arborist the Japanese maple had incurred damaged and decline from people climbing it and sitting underneath it. The best option for the health of the tree was transplanting it in a park where people could not add harm and replace it with a larger canopy tree in the Plaza. The new design would require less intensive maintenance but still need maintenance. The modified utility box would be in a pre-cast concrete form that could display art similar to the curved wall in front of the Center for Visual Arts at Southern Oregon University. Moving the utility was included in the City portion of the budget. Councilor Slattery/ Morris m/s to approve the final design for the downtown Plaza as presented by Covey Pardee and direct staff to work with Covey Pardee on construction documents and bid packages, with the goal of undertaking the designed improvements to the Plaza beginning in I ASHLAND CITY COUNCIL MEETING August 21, 2012 Page 4 of S January 2013.DISCUSSION: Councilor Slattery thought the initial costs were high but received a lot of support from the community. The overall design was worthy of moving forward. Councilor Morris added the design provided a better transition over time. Councilor Chapman thought the design lacked interest and was the wrong style for the area but liked the permeable pavers. Councilor Lemhouse appreciated Mr. Kanner addressing the factual basis of the economic side, and that the City started to save money a few years prior restricted to tourism, specifically for capital projects. Due to weather, time, frequent use, and lengthy camping sessions the Plaza was in disrepair and Council had a responsibility to take care of it. Funds spent on the Plaza were an investment in potential revenue increase from tourism, and the increased morale of the community. Councilor Voisin noted the original idea of refreshing the Plaza had grown into a re-design that was piecemeal and too expensive and other improvements were more important. Additionally, no one had discussed how the re-design related to the Downtown Plan. The design did not fit in the downtown area and she would not support the motion. Mayor Stromberg observed the Plaza could not stay the way it was and Councilor Chapman agreed. He regretted the public process that involved 80 people in the design and wondered what Covey Pardee would have proposed on their own. The trees definitely needed tending and protection but he would not support the motion. Councilor Voisin agreed the Plaza needed refreshing and suggested forming a committee to focus on design, relate it to the Downtown Plan, and make suggestions to Council. Roll Call Vote: Councilor Lemhouse, Morris, Slattery, and Silbiger, YES; Councilor Voisin and Chapman,NO.Motion passed 4-2. ORDINANCES,RESOLUTIONS AND CONTRACTS 1 Second reading of an ordinance titled, "An ordinance amending AMC 14.08.030 connection outside city, inside urban growth boundary and adding AMC 14.09.020 sewer lateral ownership" Councilor Voisin/Lemhouse m/s to approve Ordinance #3073. Roll Call Vote: Councilor Silbiger, Chapman,Lemhouse,Morris,Voisin,and Slattery,YES. Motion passed. 2. Renewal of a motion to approve first reading by title only of the ordinance titled, "An ordinance amending section 18.32.025 of the Ashland Land Use Ordinance to provide for the relocation or redevelopment of four financial institutions' existing, non-conforming drive-up uses in Ashland's Historic Interest Area"and move it on to second reading. Councilor Chapman did not think the issue was resolved at the previous meeting properly and wanted it brought back for further discussion. Councilor Chapman/Morris m/s to First Reading of the ordinance and move to Second Reading. DISCUSSION: Councilor Chapman reviewed the ordinance and determined it did not eliminate drive- ups, would benefit institutions that wanted to redevelop their property without moving and it would be advantageous to have a special permitted use defined. Although a conditional use permit might be more effective because it would encourage public input. Councilor Morris thought it was disrespectful Council had not discussed the application the Planning Commission recommended at the August 7, 2012 Council meeting. The ordinance did not eliminate drive-ups and allowed current owners to lessen the impacts like reducing drive-up lanes. Councilor Lemhouse agreed Council did not handle the application well in regards to closure. However, he had weighed the argument and did not think it was a good idea to make this change to the code, especially since it did not come from the bank itself. Councilor Slattery agreed with Councilor Lemhouse. He was uncomfortable the bank was not the initiating entity, it felt piecemeal and he was not swayed by the presentation. I ASHLAND CITY COUNCIL MEETING August 21, 2012 Page 5 of 5 Councilor Silbiger did not think the reasons supporting the application were compelling. The current policy to reduce drive-ups had failed and this was the perfect time for Council to change and update the ordinance. Councilor Voisin agreed with public testimony from the last meeting that there was nothing currently to stop the suggested improvements. She read from the Downtown Design Standards that discouraged exclusive automotive uses in the downtown and the City's discretionary powers to new uses. Updating the ordinance was not necessary. Mayor Stromberg explained the economic development strategy called for a review of current procedures and the removal of those that were unnecessarily burdensome or not appropriate in particular settings. The applicant made a good case that a conditional use permit (CUP) may not be beneficial in this situation. He suggested a sunset clause that would eventually eliminate all drive-ups in the downtown area. Councilor Chapman thought a sunset clause would deter redevelopment efforts. Councilor Morris added this was not C-1 or C-ID zone. It was a split zone R2-El that would require a site review anyway. Because of the zoning, he did not see how a bank could relocate their drive-ups within town. Councilor Slattery appreciated a possible compromise but if the intention in the Comprehensive Plan was lowering the number of drive-ups, Council needed to determine whether the City was accomplishing that or if they needed to readdress the entire issue. Until he understood the direction better, he could not support the motion. Councilor Silbiger clarified the Comprehensive Plan stated the City develop ordinances that discouraged drive-ups. The proposed amendments would not encourage drive-ups and the additional regulations placed more conditions that further discouraged them. Roll Call Vote: Councilor Chapman, Morris, Silbiger, YES; Councilor Lemhouse, Slattery, and Voisin,NO. Mayor Stromberg broke the tie with a YES vote. Motion approved 4-3. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS Councilor Slattery as liaison to the Mt. Ashland Association (MAA) Board provided an update regarding the ski expansion. An Oregon Federal Judge dissolved the injunction that blocked the ski expansion and dismissed the complaint. MAA was now poised to start developing the operation plan that required vetting by the US Forest Service and the City as well as continue ongoing fund raising efforts to reach the amount required for the expansion. Currently they had saved $230,000 for the project. They also anticipated an appeal that would delay the process further. MAA assured Councilor Slattery they would not start logging and the plan had not changed. ADJOURNMENT Meeting was adjourned at 9:25 p.m. Barbara Christensen, City Recorder John Stromberg, Mayor >� • =11� - -h- . ��, . _"�= � -�I�= • =i�- _il�_ . alp_ :�I� _ 71: 1� Ln` - °IDyI 11 Rogue PROCLAMATION 0 The . . .. I5 , 1 . ranches continue to nourish our bodies fresh quality 4 meat and produce. 0 Local farms and ranches contribute to the beauty and rural character of our A( EN \4 1S A � - .• .�Ii . protecting op 1. n�- �.� 1 1 II FV�� AF, 1- Il'' 0 A unique of locally owned ... businesses • of 1\�\ .x.1'9 the Rogue . creates a strong of place, . _ 1! �.�� across the nation. �Q,,4 . contribution . - . ... . . . . FR$i community. THEREFORE, the City Council and Mayor, on behalf of the citizens of Ashland, do hereby proclaim September 7 - 14, 2012, as: Eat Local Week y locally produced ... 1(!\i 1 , 1 '// Dated this 4 day of September, 2012 :I John Stromberg, . - NIP I \ J)", Barbara Recorder N. �' �I �h O�Z - r ✓.�'i � ✓�`i syV r -� `'�� v \ - •'�71 - � s �� v �{�l 1 -�a .1� JOINT ASHLAND PLANNING COMMISSION and ASHLAND TRANSPORTATION COMMISSION MEETING MINUTES July 12,2012 CALL TO ORDER Chair David Young called the meeting to order at 6:00 p.m.in the Civic Center Council Chambers, 1175 East Main Street. Transportation Commissioners Present:Tom Burnham,Mike Gardiner, Pam Hammond, Shawn Kampmann, Colin Swales,Corinne Vieville,and David Young Planning Commissioners Present:Troy J. Brown,Jr., Michael Dawkins, Eric Heesacker, Pam Marsh and Debbie Miller Staff Present: Mike Faught,Jim Olson, and Jodi Vizzini Ex Officio Present: Bill Molnar Council Liaison Present: David Chapman Transportation Commissioners Absent:All present Planning Commissioners Absent: Richard Kaplan and Melanie Mindlin INTRODUCTORY REMARKS AND ADOPTION OF PREVIOUS MEETING MINUTES Commissioners GardnedBunnham m/s to approve the June 14,2012 minutes.Voice vote: all AYES The minutes were approved as corrected. PUBLIC FORUM No one came forward to speak. ACTION ITEMS Revisit Shared Roads Jim Olson addressed the comments on the recommended shared roads spreadsheet as follows: Monte Vista St. Mr.Olson recommended adding this street to the shared roads list explaining it was recently improved; it is 18 feet wide;does not have sidewalks;only curb,gutter and paving,making this street a good candidate for a shared road. Sheridan St. Mr.Olson recommended adding this street to the shared roads list. He stated this street is constrained both physically and legally.The current width is as wide as it will be with a 30 ft. right of way making it difficult to add sidewalks. Dogwood Way Mr. Olson recommended adding this street to the shared roads list. He explained this street was originally a private street but the homeowners petitioned to make it a public street which was Council approved. He added it is a narrow street,making it a good candidate for a shared road. Ditch Rd. Mr.Olson recommended removing this street from the shared roads list. He explained this road will likely never be developed as a public street;only portions are open to the public. Jacquelyn St. Mr. Olson recommended removing this street from the shared roads list based on future development that will grant additional right of way,allowing room for sidewalks. Walnut St. Mr Olson recommended adding this street to the shared roads list. Upper Winburn Way Mr.Olson recommended removing this street from the shared roads list. He explained this street is not an actual Joint TC/PC July 12,2012 Page 1 of 5 dedicated public street; it is Parks property. S.Pioneer St. Mr.Olson recommended adding this street to the shared roads list as it is physically constrained making development unlikely. Ashland Creek Dr. Mr.Olson recommended removing this street from the list as Council approved asphalt sidewalks currently exist. Ross Lane Mr. Olson recommended adding this street to the shared roads list as it is physically constrained making it difficult to add sidewalks. Commissioners Burnham/Kampmann m/s to approve the list of staff recommended shared roads. Discussion: Commissioners discussed Upper Winburn Way and decided the speed limit is already 15 mph and currently acts like a shared road. Mr. Faught stated Planning would not require Parks to add sidewalks. Commissioners discussed extending the shared road on Pinecrest Terrace beginning at Walker Ave. Mr.Olson explained the street is wide enough in that area to meet street standards,making it possible to add sidewalks in the future. He added enforcing a 15 mph speed limit on a wide street could be problematic. Discussion included the steep terrain, icy winter conditions and safety issues for children walking on the road. Commissioners Kampmann/Dawkins mis to amend Pinecrest Terrace as a shared road beginning at Walker Ave. Discussion: Commissioners questioned potential development in the area and if this would trigger building sidewalks. Mr. Faught clarified sidewalks will be built if the area is developed and/or if the City determines it is an important link. Commissioner Young asked for a show of hands to approve extending the shared road on Pinecrest Terrace beginning at Walker Ave. Commissioners Dawkins,Gardiner, Kampmann,Miller,Swales,and Vieville,YES. Commissioners Brown,Burnham,Hammond,Marsh and Young,NO. Commissioner Heesacker abstained. Motion passed 6-5. Mr. Faught stated he will have staff take a technical look at the request from a safety standpoint and bring a report back to the August 16th meeting. Commissioner Young asked for a show of hands to approve the list of staff recommended shared roads as mis by Commissioners BurnhamlKampman,acknowledging the change to Pinecrest Terrace. Commissioners Brown,Dawkins, Gardiner, Hammond,Heesacker, Kampmann,Marsh, Miller,Swales,Vibville and Young,YES. Commissioner Burnham,NO. Motion passed 11 -1. The Commissions reviewed handouts on shared street cross-sections and shared street desion. Jim Olson's Retirement Acknowledgement Commissioner Young thanked Mr. Olson for forty-one years of service and added he will be deeply missed. He presented a plaque of appreciation recognizing the years dedicated to both the Traffic Safety and Transportation Commissions. Mr.Olson thanked the Commissioners for their volunteer work and expressed his appreciation for their efforts. The Commissions took a break to wish Mr. Olson a happy retirement. The meeting reconvened at 6:55 p.m. Revisit Pedestrian Crossing SOU/Siskiyou Blvd at Wightman/Indiana Mr.Faught provided a handout titled(S10)Siskiyou Blvd Pedestrian Crossing Evaluation and Feasibility Study which was based on the Commissions conclusion at the previous meeting to include a study of the intersection,post SOU construction of the new dormitory, instead of including a$2 million project in the TSP. The study has an estimated cost of$35,000. Joint TC/PC July 12,2012 Page 2 of 5 Commissioners Questions/Comments • What about a crossing at Ashland St.and Stadium St.? The bulk of the pedestrian traffic will potentially be at the Siskiyou Blvd/WightmarOndiana intersection. There will be an intersection at Stadium St as part of the SOU development,but this will be the only grade separated crossing. • Will there be a signal at the Stadium St.intersection? No • Will audible rapid flashing beacons be installed? Yes. • The study is based on when the dorms are built and in use.When will the study begin? Funding will need to be established before the study begins,but this project will be high priority. It will take place within five years, short of a funding issue. • What are we getting for$35,000? Clarify the purpose of the study and what it will include. The scope of the study was expanded to include the entire pedestrian corridor and high school,so it is an extensive study. The study will include the pedestrian impacts of the corridor,pedestrian counts and pedestrian flow from the dorms to the campus. • If the study is extended it should include the Stadium St.intersection and the impact of the dorm development. A grade-separated crossing is only being considered at the Siskiyou) ightmari Indiana site;it will not be a problem to extend the study to include the Stadium St. intersection. • Will the study include the possibility of a road diet through the SOU campus(Siskiyou Blvd)and Ashland St.? No.A decision was made to not include a road diet in this area. • There will potentially be 1,000 pedestrians crossing this intersection per day;this is a chance to be bold and design something that tells people how to get from point A to point B. The study and the$2 million project could be added concurrently. Mr. Faught concluded that Stadium St.will be added to the(S10)Siskiyou Blvd Pedestrian Crossing Evaluation and Feasibility Study. Commissions agreed with the decision. Complete Project(R25) Washington St. Extension Mr. Faught shared that a letter of intent has been developed based on the numerous meeting with Zach Brombacher (property owner).Mr. Faught explained the letter of intent includes identifying a 54 ft. right-of-way through the property;constructing a 700 ft. long paved road with 28 ft.wide street section;building a bridge crossing Hamilton Creek designed to meet the storm water quality mitigation requirements and standards; relocating existing utilities; assisting in developing the location of the existing conservation easement to match the new FEMA flood map;and to master planning the site through the City planning process for future development Commissioner Questions/Comments • Is the road shown in the packet the exact area the road will be constructed? The road will move towards Hwy 66,but it is the general area. Staff will bring the potential site plan back to the next meeting. • Why was Mr. Brombacher not present at the meeting tonight? The City Attorney advised bringing a letter of intent to the Commissions first and then to Council as part of the process. Commissioners Heesacker/Hammond mis to approve support of the letter of intent Discussion: Commissioner Gardiner asked if this is where Mr. Brombacher wants the road. Mr. Faught stated it was the only place the road could be constructed and described the limitations. He explained that Mr. Brombacher has hired an engineer and an architect to design a plan that will work. Commissioner Miller questioned the zone in the area. Bill Joint TC/PC July 12,2012 Page 3 of 5 Molnar,Community Development Director,stated it is zone employment. Commissioner Miller asked If it was possible to not have a park row. Mr. Faught clarified it will not be street standard; no park row. Commissioners voted unanimously to support the letter of intent. Motion passed 12-0. Revisit Projects(R37)Main SL Cross-Section/(S2)Downtown Parking Study Mr. Faught expressed that critical questions have not been answered and recommended moving Project(R37)into the(S2)Downtown Plan Study. The study will address truck delivery/parking and general parking issues that would be affected by this project. Commissioner Questions/Comments • Haw long will the study take?Will it fit into the TSP timeframe? It will be in the financially constrained plan;Commissioners can recommend ranking the study as high priority • What is a downtown plan? The downtown plan will look at parking, truck parking impacts and look at Project(R37)three lane to two lane configuration. It will also look at amenities such as garbage cans, lighting, etc. • A recommendation was made to change the study title to the"Downtown Transportation Plan Study" Commissioners Heesacker/Brown mis to include the Downtown Transportation Plan Study in the constrained portion of the TSP for$100,000. Discussion: Commissioner Marsh felt this decision was unsatisfactory and expressed concern with recommending City Council spend another$100,000 on a study following two years of studies.She felt the Commissions should have recommendations for downtown. Commissioner Young summarized the issue was delivery and the need to find a way to enhance opportunities for all modes of transportation through the downtown corridor while also meeting the needs of the business community. Mr. Faught added the study will drill down all aspects of parking. Commissioner Dawkins shared his frustration remains with the failure to come up with bypass routes going around the downtown area. Commissioner Heesacker spoke to his motion and stated past attempts of the downtown effort has not presented results;a study would mediate all issues. Commissioner Brown acknowledged the previous study and added it lacked a clear definitive study of only the downtown problem. He added the need for a basic list of all things humanly possible in the downtown,summarizing the can and can not's of each idea,and the reasoning behind the study results. He concluded the discussion by stressing that stakeholders need to see all the options of things that can possibly be done. Commissioner Young pointed out the description in(S2)includes developing an implementation plan and developing consensus. Commissioner Young asked for a show of hands to include Project(R37)into the(S2)Downtown Transportation Plan Study: Commissioners Brawn, Burnham, Dawkins,Gardiner, Hammond, Heesacker, Miller,Swales,Young and Vieville,YES. Commissioner Marsh, NO. Commissioner Kampmann abstained. Motion passed 10-1. Revisit(B77)Main SL Bikeway Mr. Faught recommended the remedy to the bikeway in the downtown area would be to change(1317)from a planned bike lane to allow sharrows on the right lane through the downtown;and have signage directing an alternate route for B Street.Commissioners suggested Water St.or Oak St.for signage locations. Mr. Faught stated he will bring a conceptual map and signage to the next meeting. Complete Project(R10)Oak SWan Ness Ave.Intersection Improvements Did not discuss. It was determined that property owners need to be notified prior to discussion. Joint TC/PC July 12,2012 Page 4 of 5 (05) Transit Mr.Faught distributed a document titled(05)Transit Service Program and explained that Council made a decision to stop the transit subsidy due to a lack of increased ridership. He explained that(05)was written with the continuation of the transit subsidy in mind. He asked Kittelson for a rewrite of the Transit Service Program based on Route 8 and the Rubber Tire Trolley Route strategies. He added from a funding standpoint the programs were expensive and would be a few years out. He asked for feedback on including one or both strategies in the financially constrained plan. David Chapman shared the City is still subsidizing,but the target has changed to low-income passes. He added the target could change; it is temporary. Mr. Faught summarized the Commissions decided Route 8 and the Trolley Route would increase ridership and reduce vehicular trips. He added the other plan would be to allocate$200,000-$300,000 towards subsidy annually. Commissioners Questions/Comments • The initial cost of$3 million was questioned for four rubber tire trolleys. What kind of vehicles are in this plan? The funds to buy infrastructure are available through the federal government;the operating cost is the issue. • Will trolleys be fare based or will the City pay for the operation? The trolley concept was based on tourists;hotels could put a program together • The Commissions already voted on Route 8 and a Rubber Tire Trolley Route at a conceptual level in the plan;the detail needs to be pulled The Commissions agreed no action was necessary. NEXT MEETING DATE The next meeting date of August 16,2012 from 6:00—9:00 p.m.was confirmed. ADJOURNMENT Meeting was adjourned at 8:00 p.m. Respectfully submitted, Jodi Vizzini, Office Assistant II Joint TC/PC July 12,2012 Page 5 of 5 ASHLAND TRANSPORTATION COMMISSION MINUTES July 26,2012 CALL TO ORDER Chair David Young called the meeting to order at 6:00 p.m. Commissioners Present: Tom Burnham, Mike Gardiner, Shawn Kampmann, Colin Swales, Corinne Vieville and David Young Absent Members: Pam Hammond Student Liaison: Honore Depew, Southern Oregon University Council Liaison: Not present Staff Present: Scott Fleury and Jodi Vizzini Ex Officio Member: Officer Steve MacLennan CALL TO ORDER Chair David Young called the meeting to order at 6:00 p.m. He called attention to Honore Depew, SOU Student Liaison, who was in attendance and introduced him to members who were not present at the previous meeting. APPROVAL OF MINUTES Commissioners Gardiner/Swales m/s to approve the May 24,2012 minutes. Voice vote: all AYES. Motion passed 6—0. ADJUSTMENTS TO THE AGENDA Training by City Recorder was canceled. PUBLIC FORUM No one came forward to speak. ACTION ITEMS Training by City Recorder Agenda item canceled. Bicycle Safety Education Program Funding Request Rachel Dials, Recreation Superintendent for Ashland Parks& Recreation, requested a recurring contribution of$3,000 from the Transportation Commission to support the bicycle safety education program offered through Ashland Parks&Recreation. She shared the funds are used to provide bicycle safety education programs to students within Ashland School District. She explained the revenue for the program is generated from the Ashland Bike Swap, but falls short of the annual expenses of$8,200. Egon DuBois was in attendance to answer questions from the Commissioners. Commissioners Ouestions/Comments • Supporting budget documentation for the program was requested for review. Ms. Dials stated she will provide a budget outlining revenue from the Ashland Bike Swap and the expenses for the program which include instructor time and bike fleet repair. She added the overhead for Ashland Parks&Recreation is not included in the budget, Ashland Parks& Recreation absorbs the remaining costs. • Suggestions were made to ask the Ashland School District,Ashland School Foundation and/or other agencies for funding. • Is there any data on the impact the program has on students regarding satisfaction and/or student Transportation Commission July 26,2012 Page 1 of 5 safety? Mr. DuBois stated there was a profound impact in student behavior reported by parents and community members. He added the longterm effect is evident informer students who participated in the program and are currently driving vehicles. He explained it is the only program of its kind in the nation which originated from the Bicycle Transportation Association (BTA)and has received high marks in the press. • Commissioners questioned where the funding would come from in Public Works to support the program. A suggestion was made to add a line item in the budget to support the program. Mr. Fluery stated it was generated from the streets division budget the prior year and he would look at what was appropriated for the current year. Commissioner Young concluded the discussion by giving an overview of the history of the program,the various Commissions that have supported it in the past, and the valuable role that Mr. DuBois plays in the community educating young students. Commissioners Burnham/Kampmann m/s to approve the$3,000 funding request for the Bicycle Safety Education Program for the 2012-13 budget year. Discussion: Commissioner Burnham stated it is a good program and is well worth the money. Commissioner Kampmann requested a detailed budget that breaks down the instructor hours. Commissioner Swales added he fully supports the motion and would like to see the program funded on a more reliable basis and was hopeful staff would step up and fund it permanently. Commissioner Gardiner suggested that staff consider adding it as a line item for future years. Commissioner Burnham withdrew his motion. Commissioners Burnham/Kampmann m/s to approve the request for$3,000 for the Bicycle Safety Education Program for the 2012-13 budget year and direct Public Works to look into the possibility of making it a permanent budget line item for future years. Voice vote: all AYES. Motion passed 6-0. Request for Traffic Calming Measures— Takelma Way Staff Repots Mr. Fleury gave an overview of the current traffic study data and conclusions from site visits following a request for traffic calming measures on Takelma Way. He indicated the analysis determined traffic is functioning within ideal rates; however the shape and configuration of the street, specifically a 90 degree turn, causes vehicles to travel into the opposing lane. He explained that signs would be ineffective in slowing traffic and speed humps would not meet state regulations. Mr. Fleury shared that residents requested adding a center line stripe in the curved area of the street to delineate travel lanes and added staff would not be opposed to adding a stripe in this location. Commissioners Burnham/Vieville m/s to add a center line stripe as recommended by Public Works staff.Discussion: Mr. Depew suggested the neighborhood look into alternative forms of traffic calming measures. Commissioner Vievielle suggested residents place"Children at Play"signs on their property. Mr. Fleury stated Public Works has signs available for residents wishing to utilize them in their neighborhood. Commissioner Young asked for a voice vote in favor of the motion. Commissioners Burnham, Gardiner,Kampmann,Vieville and Young,YES. Motion passed 5— 1. Commissioner Swales abstained Request jor Traffic Calming& Control Devices—Chautauqua Trace Subdivision Staff Report Mr. Fleury gave an overview of the May 20, 2012 letter from Chautauqua Trace Homeowners Association requesting traffic calming measures on Abbott Avenue. He explained the same request was made in Transportation Commission July 26,2012 Page 2 of 5 October, 2006 which prompted Public Works to conduct a traffic speed and volume study.The results of the 2006 study indicated traffic volumes and speed were unusually low. Public Works conducted a recent study and found the volume and speed within normal range. Mr. Fleury stated the current traffic conditions do not warrant traffic improvements. Commissioners Kampmann/Swales m/s to support Public Works staff recommendation to take no action on Abbott Street. Discussion: Commissioner Burnham suggested informing the homeowners association of measures they can take, such as placing signage on their property alerting motorists to drive slowly. Commissioner Swales commented the applicant may feel nothing was done to satisfy their request and felt it was important to let the them know that staff and the Commission have looked at all the information and came to the same conclusion as previously. Mr. Fleury stated he will follow-up with a letter to the homeowners association letting them know the outcome. Commissioner Young asked for a voice vote in favor of the motion.Voice vote: all AYES. Motion passed 6—0. Request to Reinstate Parking on Both Sides of Granite St. Mr. Fleury asked Commissioner Swales to present this item. Commissioner Swales outlined key areas of the staff report and explained his reasoning for supporting parking on both sides of Granite St. Commissioner Swales explained that a list of streets was looked at in 2010, but Granite St. was not reviewed because it was designated as an avenue. He compared it to A St. and felt that Granite St. could operate in the same manner. Commissioners and staff expressed concerns with vision clearance, opposing driveways, lack of sidewalks, grade issues,and narrowing of the street. Mr. Fleury suggested a traffic study which would provide updated traffic volumes and speed. Commissioners Gardiner/Burnham m/s to allow parking on both sides of Granite St. between Nutley St. to Strawberry Ln. Discussion: Commissioner Gardiner stated he has walked this route many times and does not see a potential problem. Commissioner Burnham added it is a matter of paint; if it becomes a problem it will come back to the Commission. Commissioner Young felt it will add a lot of conflicts. Officer Steve MacLennan stated the only place fit for parking on both sides would be between Nutley St. and Strawberry Ln., and added his concern for safety issues with parking on both sides of the street based on past traffic issues. Commissioner Young asked for a show of hands in favor of the motion. Commissioners Burnham, Gardiner and Swales,YES. Commissioners Kampmann,Young and Vieville,NO. Motion tied 3— 3. Motion is lost. Commissioners Swales/Burnham m/s for Public Works staff to conduct a traffic study on Granite St. Voice vote: Commissioners Burnham,Gardiner, Swales and Young,YES. Commissioners Kampmann and Vieville,NO. Motion passed 4—2. Mr. Fleury stated hewill conduct two separate traffic studies; 1)between High St. and Nutley St.; and 2) between Nutley St. and Strawberry Ln. Cycle Oregon Grant Staff Report Mr. Fleury explained the Cycle Oregon event will be passing through the City in September. He shared that Cycle Oregon offers a grant to city's that host their event. He asked for support to apply for the grant and offered ideas of how the funds could be utilized. Commissioners Kampmann/Swales m/s to support the application for the Cycle Oregon Grant with Transportation Commission July 26,2012 Page 3 of 5 the possibility of applying the funds to support the bicycle safety education program. Discussion: Commissioners suggested that staff create a draft project proposal list with specific line item amounts that Commissioners could prioritize at a future meeting. Commissioner Young asked for a voice vote in favor of the motion. Voice vote: all AYES. Motion passed 6—0. NON ACTION ITEMS N. MaiuWersey/Wimer Intersection Realignment Update Staff Report Mr. Fleury gave an update on the Hersey/Wimer Realignment project. He shared that Pilot Rock Excavation, Inc. was awarded the contract and construction has began. He added the project completion date is scheduled for September 4, 2012. Commissioners asked questions of staff regarding property acquisition,the road diet, and suggested and designated truck routes. Hersey/Laurel Railroad Crossing Improvements Update Staff Report Mr. Fleury shared that All American Track Inc. upgraded the crossing in June and added the second phase will involve a City project that will go to bid in August or September with construction beginning in October. Traffic Crash Summary Commissioner Burnham commented the reports for four months only indicated four incidents and felt that was impressive. Commissioner Vieville stated it would be advantageous to have minor incidents included in the report. Officer Steve MacLennan shared he is hopeful the system will go back to reporting a case number on every incident. INFORMATIONAL ITEMS Action Summary Commissioner Burnham commented on two projects that have yet to take place and were voted on by the Commission; 1)signage on A Street; and 2) 15 minute parking zone on A St. TC Budget Balance(-$374.52) Commissioner Young requested an e-mail with details of the budget balance. Traffic Safety Connection (May) Informational item only. No discussion. Crosswalks—A Safety Tool for Everyone Informational item only. No discussion. Siskiyou Velo Grant Update Commissioners reviewed a draft news release prepared by staff for the City Source acknowledging the grant award. Commissioners made suggestions and encouraged staff to proceed with the article. FUTURE AGENDA TOPICS The following items were suggested for future agenda topics: • Update the time frame for Oak St. railroad crossing • Discuss a designated bike route between the railroad district and the plaza • Discuss City of Ashland required bicycle registration policy Transportation Commission July 26,2012 Page 4 of 5 COMMISSIONER COMMENTS Commissioner Burnham requested an update on bicycle parking locations and bike racks. Mr. Fleury reported that bike corrals will be installed at OSF on Pioneer St. as part of the Siskiyou Velo Grant award. He added he will review the file on bike parking and report back to the Commission. ADJOURNMENT Meeting was adjourned at 8:00 p.m. Respec(fully submitted, Jodi Vizzini, public Works Assistant Transportation Commission July 26,2012 Page 5 of 5 CITY OF ASHLAND Council Communication September 4, 2012 Business Meeting Authorization of Telecommunications Franchise to AT&T FROM: Lee Tuneberg, Interim Assistant City Administrator, tuneberl @ashland.or.us SUMMARY This is a renewal of a revised franchise agreement similar to a recent approval for Sprint Communications in October of 2011. The proposed agreement for AT&T maintains the same fee schedule and five year term utilized in the previous agreement. The proposed agreement will be in effect upon signature of both parties and will expire on June 30, 2017. BACKGROUND AND POLICY IMPLICATIONS: The City of Ashland has telecommunication franchise agreements with several telecommunication service providers who utilize City public rights-of-way for the placement of telecommunications infrastructure. AT&T has previously held and wishes to renew a limited use franchise agreement for the continued use of City right-of-way for 400 linear feet of communications infrastructure. A limited use franchise agreement differs from a standard franchise agreement in that the fee is based on the linear feet of right-of-way utilized for the purpose of long distance telecommunications, rather than a percentage of the grantee's gross revenue for those grantees that provide retail services within Ashland. The attached draft agreement is consistent with provisions set forth in Chapter 16 of the Ashland Municipal Code and associated fees outlined in resolution 99-70. FISCAL IMPLICATIONS: Revenue from AT&T is based on fees set forth in resolution 99-70. Because of the relatively small use of right-of-way (400 linear feet of infrastructure), the AT&T agreement results in an annual payment based on the minimum fee for 2012 of$5,655.24, which is derived from the original minimum fee of $4,000 from resolution 99-70 and adjusted annually based on the March Consumer Price Index-All Urban Consumers (CPI-U). STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends the Council approve the franchise agreement for AT&T. SUGGESTED MOTION: I move to approve the attached Limited Use Telecommunications Franchise Agreement for AT&T. Page I of 2 �`, CITY OF ASHLAND ATTACHMENTS: Draft Franchise Agreement—AT&T Resolution 99-70 Page 2 of 2 LIMITED USE TELECOMMUNICATIONS FRANCHISE AGREEMENT THIS FRANCHISE AGREEMENT ("Agreement") is made and entered into by and between the City of Ashland, an Oregon municipal corporation ("City') and AT&T Corp, a New York corporation ("Grantee"). RECITALS 1. Pursuant to Federal law, State statutes, and City Charter and local ordinances, the City is authorized to grant non-exclusive franchises to occupy public rights-of-way, as defined by Ashland Municipal Code ("AMC") 16.04.040, in order to construct, operate, and maintain a telecommunication system within the municipal boundaries of the City of Ashland ("Franchise Area"); 2. Grantee has requested a franchise to place and operate a telecommunications system, as defined in AMC 16.04.040, within the City's public rights-of-way; and 3. The City has found that Grantee meets all lawful requirements to obtain a franchise, and therefore approves the application. NOW, THEREFORE, in consideration of the mutual promises contained herein, the parties agree as follows: Section 1: Grant of Franchise. The City hereby grants to Grantee a nonexclusive franchise to use the public rights-of-way with the City to construct, operate and maintain a telecommunication system as a limited use telecommunications Grantee as defined in AMC 16.24.070D. Section 2: Term. The term of this franchise shall be five (5) years from the effective date set in Section 8, unless terminated sooner as provided in this agreement or as provided in Title 16 of the Ashland Municipal Code. (See 16.20.070) (a) The City reserves the right to revise its franchise ordinance(s) at any time to address evolving communications technologies, trends in telecommunications and utility industries, and improved methods of managing public rights-of-way. The City may amend this Agreement upon adoption of revisions to the City's franchise ordinances pursuant to established public notice and comment or other due process, if any, as required under the City's charter, ordinances, and under State law. Section 3: Franchise Area. The Grantee is authorized by this franchise to use public rights-of-way throughout the City, as the City limits may exist now or in the future, for the provision of telecommunications services. Section 4: Performance. (a) During the term of this Agreement, the Grantee agrees to comply with all lawful terms and conditions of AMC Title 16, the provisions of which are incorporated herein as though fully set forth. (b) To the extent any lawful City rule, ordinance or regulation, including any amendment to the provisions of AMC Title 16, is adopted on a jurisdiction-wide basis and is generally imposed on similarly situated persons or entities, the rule, ordinance or regulation shall apply without need for amendment of this Agreement. The City shall provide Grantee notice of any such change in law. Section 5: Franchise Fee. (a) As consideration for the use of the City's public rights-of-way, Grantee shall remit to the City the maximum applicable franchise fee established in AMC 16.24.070 and set by Council resolution, including all calculations necessary for City to verify compliance with fee methodology provided in franchise fee resolution. Grantee agrees to pay all amounts by the dates required in AMC 16.24.070 and will be subject to interest and penalties established in the AMC. (b) Grantee acknowledges and agrees that the applicable franchise fee due hereunder may vary based on its telecommunications facilities and/or the telecommunications services provided in the City. With each franchise fee payment Grantee shall submit detailed documentation showing its calculation of the franchise fee paid. (c) The City shall have the right to conduct or cause to be conducted, a special examination of Grantee's payment of franchise fees as related to its operating in the City of Ashland as a limited use telecommunication Grantee as defined in AMC 16.24.070. The Grantee agrees to provide access to current and accurate books, maps, and other records that are deemed directly relevant to calculation of franchise fee payments by the City's officers and/or agents. Grantee shall provide reasonable access during normal business hours, upon no less than fourteen (14) days prior written notice by the City. Any difference of payment and required interest due either the City or Grantee following a special examination shall be payable within thirty (30) days after written notice to the affected party. (d) Payment of the franchise fee shall not exempt Grantee from the payment of any license fee, permit fee, tax or charge on the business, occupation, property or income of Grantee that may be lawfull imposed by the City or any other taxing authority, except as may otherwise be provided in the ordinance or laws imposing such other license fee, permit fee, tax or charge. Section 6: Franchise Nonexclusive. The franchise hereby granted is not exclusive, and shall not be construed as any limitation on the right of the City to grant rights, privileges and authority to other persons, corporations or to itself to make lawful use of the City's public rights-of-way. Section 7: Notices. Unless specifically provided otherwise in AMC Title 16, all notices shall be mailed, postage prepaid, to the following addresses or to such other addresses as Grantee or the City may designate in writing: If to Grantee: AT&T Corp Municipal Franchise Agreements 3450 Riverwood Parkway SE Room 162- 24 Atlanta, GA With a mandatory copy to: AT&T Services Inc Law Department Attn: General Attorney and Assistant General Counsel 175 East Houston St — 210 San Antonio,TX 78205 If to City: City of Ashland Information Attn: City Attorney 20 E Main Street Ashland, Oregon 97520 Section 8: Effective Date. This Agreement shall take effect on October 1, 2012 and will include applicable franchise fee payment beginning July 1, 2012. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original, and such counterparts shall constitute one and the same instrument. CITY OF ASHLAND GRANTEE By: By: Title: Title: Date: Date: RESOLUTION NO. 99- 10 A RESOLUTION ADOPTING FEES FOR TELECOMMUNICATION REGISTRATION, APPLICATIONS, CONSTRUCTION, FRANCHISES AND OTHER SERVICES UNDER ASHLAND MUNICIPAL CODE TITLE 16; AND REPEALING RESOLUTION 98-24 Recitals: A. The city's telecommunications ordinance adopted in 1998 and codified in Title 16 of the Ashland Municipal Code provides that the city council will set telecommunication franchise fees by resolution. B. Telecommunication franchise fees are established by the city for the purpose of assuring that the city's current and ongoing costs of granting and regulating private access to, and the use of, public rights-of-way are fully compensated by the persons seeking such access and causing such costs and to secure fair and reasonable compensation to the city and its residents for permitting private use of the public right of way. C. Recent amendments to Title 16 require that the council set certain other telecommunication-related fees by resolution, and this resolution is intended to implement such Title 16 requirements. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. Registration fee. The registration fee for telecommunication carriers is established in Ashland Municipal Code (AMC) section 16.08.030 as being equal to the license fee for a new business as provided in AMC Chapter 6.04. SECTION 2. Construction Permit Fee. (AMC § 16.12.070). Unless otherwise provided in a franchise agreement, prior to issuance of a construction permit for construction within the public right of way, the applicant must pay a permit fee equal to $250.00 or six-tenths of one percent (0.6%) of the estimated cost of constructing the telecommunications facilities, whichever is greater. SECTION 3. Diminished Pavement Life Fee. (AMC § 16.12.075) For any construction requiring pavement cuts within a public right of way, the amount to be paid to reimburse city for the pavement degradation and shortened pavement life that results from such cuts is established as follows: PAGE 1-RESOLUTION (F:wsER�PAUUTele mmunlcaCionstrate reso d99 wod) For Longitudinal Excavations: Age of Street Pavement* Fee Less than 5 years $3.50/linear foot of excavation Between 5 and 10 years $3.00/linear foot Between 10 and 15 years $2.00/linear foot Over 15 years $1.00/linear foot For Transverse Excavations: Age of Street Pavement' Fee Less than 5 years $7.00/linear foot Between 5 and 10 years $6.00/linear foot Between 10 and 15 years $4.00/linear foot Over 15 years $2.00/linear foot 'The age of the street pavement where excavation occurs will be the period of time since the street surface was resurfaced, overlaid or reconstructed, measured from the fiscal year in which such work was completed to the fiscal year when a permit is issued for the excavation. SECTION 4. Application and Review Fee. (AMC § 16.20.040). Unless otherwise provided in a franchise agreement, the applicant must pay a review fee of $250.00. SECTION 5. Franchise Fee. (AMC § 16.24.070) A telecommunications grantee must pay a franchise fee to the city, through the duration of its franchise, as follows: A. For all grantees except as provided in paragraphs B and C, a fee of 5 percent of gross revenues paid quarterly. The minimum quarterly fee will be $1,000. Gross revenue is defined in section 16.04.040.E of the Ashland Municipal Code. B. The franchise fee for a telecommunication utility shall equal 7% of its gross revenue on exchange access services earned within the boundaries of the city. C. For limited use telecommunications grantees, a minimum annual fee, payable in advance, of$4,000 or$1.22 per linear foot of right-of-way used, whichever sum is greater. This fee will increase annually in July of each year, by multiplying the fee by a fraction, the numerator of which is the CPI Index Figure for the month of March preceding the July in which the fee is to be increased and the denominator of which is the Base CPI Index Figure. As used in this section, 'Index' refers to the All Urban Consumers (CPI-U), U.S. City Average, CPI index published by the Bureau of Labor Statistics of the United States Department of Labor. 'Base CPI Index Figure"will refer to the Index number indicated for the PAGE 2-RESOLUTION (F:WSERIPAUL\Telowmmunieations4ale reso d99.wod) month of March, 1998, and the "CPI Index Figure' for any other month will refer to the Index number for that month. Beginning July 1, 2001, the fee will be $2.50 per linear foot. This fee will increase annually by the CPI Index as set forth above. The base CPI will be March of 1998. A limited use telecommunication grantee is defined as one whose franchise limits the amount of linear feet the grantee may occupy, or one who has a franchise as of October 1998 for the purpose of long-distance telecommunications. SECTION 6. Resolution 98-24 is repealed. This resolution was read by title only in accordance with Ashland Municipal Code §2.04. 0 duly PASSED and ADOPTED this_� day of I W4 tom/ 1999. Barbara Christensen, City Recorder SIGNED and APPROVED this 91/dayof /,, c 1999. Catherine M. S^aw, Mayor I "' wed as to form: Paul Nolte, City Attorney PAGE 3-RESOLUTION (F:WSER\PAUUrele mmunic tlonstrace reso d99 wpa) CITY OF ASHLAND Council Communication September 4, 2012 Business Meeting Adoption of findings for Regional Plan element as approved on August 7, 2012 FROM Derek Severson, Associate Planner, derek.severson @ashland.or.us SUMMARY Ordinance#3069 adding a new"Regional Plan" element to the Comprehensive Plan was adopted on August 7, 2012. The last step in the Regional Problem Solving (RPS) process is the adoption of findings associated with this ordinance, after which the final record will be compiled and sent to the Department of Land Conservation and Development for review and acknowledgement. BACKGROUND AND POLICY IMPLICATIONS The City Council held a public hearing on July 17, 2012 and passed first reading of Ordinance #3069 to adopt a new"Regional Plan" element, and held second reading adopting the ordinance on August 7, 2012. For the Regional Problem Solving Plan to take effect for the region as a whole, all participating cities must now compile the records of their ordinance adoption and forward them to the Department of Land Conservation and Development for acknowledgement. For Ashland, the last item remaining to prepare a complete record is the adoption of findings to formalize the decision to adopt the new element into the city's Comprehensive Plan. FISCAL IMPLICATIONS: N/A. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends that Council approve the attached findings. SUGGESTED MOTION: Move to approve the findings for Planning Action #2012-00573. ATTACHMENTS: Proposed findings for Planning Action #2012-00573. Page I of I ��, BEFORE THE CITY COUNCIL City of Ashland,Jackson County, Oregon September 4,2012 IN THE MATTER OF PLANNING ACTION #2012-00573, A REQUEST FOR ) A LEGISLATIVE AMENDMENT TO ADOPT A NEW"CHAPTER XIV— ) REGIONAL PLAN"ELEMENT TO THE CITY OF ASHLAND'S COMPRE- HENSIVE PLAN TO INCORPORATE APPLICABLE PORTIONS OF THE ) FINDINGS, GREATER BEAR CREEK VALLEY REGIONAL PROBLEM SOLVING ) CONCLUSIONS & PLAN AND TO ACKNOWLEDGE REVISED POPULATION ) ORDERS ALLOCATIONS FOR THE CITY OF ASHLAND. ) APPLICANT: City of Ashland ) -------------------------------------------------------------------------------------------------------------- RECITALS: 1) The application is a proposed Legislative Amendment to adopt a new "Chapter XIV - Regional Plan" element to the City of Ashland's Comprehensive Plan to incorporate applicable portions of the Greater Bear Creek Valley Regional Problem Solving Plan (the RPS Plan) and to acknowledge revised population allocations for the City of Ashland. Jackson County adopted the RPS Plan which identifies urban reserve areas to accommodate a doubling of the region's population on November 23, 2011, and subsequently adopted modifications to the RPS Plan on June 27, 2012 based on preliminary comments from the Land Conservation and Development Commission (LCDC). Before the RPS Plan can take effect, each of the six participating cities in the region (Ashland, Talent, Phoenix, Medford, Central Point and Eagle Point) must adopt the applicable portions of the plan into their comprehensive plans and implementing ordinances and the entire package must be acknowledged in the matter of periodic review by LCDC. The adoption of the new Comprehensive Plan element proposed incorporates those portions of the RPS Plan applicable to Ashland as a signatory participant with no identified urban reserves. 2) A Legislative Amendment is defined in the Ashland Municipal Code (AMC) Section 18.08.345 and is subject to the requirements for a Legislative Amendment described in AMC 18.108.170 as follows: SECTION 18.08.345 Legislative amendment. An amendment to the text of the land use ordinance or the comprehensive plan or an amendment of the zoning map, comprehensive plan maps or other official maps including the street dedication map described in section 18.82.050, for land involving numerous parcels under diverse ownerships. SECTION 18.108.170 Legislative Amendments. A. It may be necessary from time to time to amend the text of the Land Use Ordinance or make other legislative amendments in order to conform with the comprehensive plan or to meet other changes in circumstances and conditions. A legislative amendment is a legislative act solely within the authority of the Council. PA 42012-00573 RPS Element September 4,2012 Page 1 B. A legislative amendment may be initiated by the Council, by the Commission, or by application of a property owner or resident of the City. The Commission shall conduct a public hearing on the proposed amendment at its earliest practicable meeting after it is submitted, and within thirty days after the hearing, recommend to the Council, approval, disapproval, or modification of the proposed amendment. C. An application for amendment by a property owner or resident shall be filed with the Planning Department thirty days prior to the Commission meeting at which the proposal is to be first considered. The application shall be accompanied by the required fee. D. Before taking final action on a proposed amendment, the Commission shall hold a public hearing. After receipt of the report on the amendment from the Commission, the Council shall hold a public hearing on the amendment. Notice of time and place of the public hearings and a brief description of the proposed amendment shall be given notice in a newspaper of general circulation in the City not less than ten days prior to the date of hearing. E. No application of a property owner or resident for a legislative amendment shall be considered by the Commission within the twelve month period immediately following a previous denial of such request, except the Commission may permit a new application if, in the opinion of the Commission, new evidence or a change of circumstances warrant it. 3) The Planning Commission, following proper public notice as required in AMC 18.108.170.D, scheduled a public hearing on June 12, 2012, at which time the matter was continued to a time and date certain. At the continuation of the hearing on June 26, 2012, testimony was received and exhibits were presented. Following the closing of the public hearing, the Planning Commission held deliberations and unanimously recommended that the City Council approve the proposed new Comprehensive Plan element "XIV—Regional Plan." The findings for this recommendation were adopted by the Planning Commission at their regular meeting on July 10, 2012, and forwarded to the City Council. 4) The City Council, following proper public notice as required in AMC 18.108.170.D., scheduled a public hearing on July 17, 2012, at which time testimony was received and exhibits were presented. Following the closing of the public hearing, the City Council approved first reading of the ordinance to adopt the proposed new element and directed staff to schedule second reading of the ordinance. 5) The City Council, following proper public notice as required in AMC 18.108.170.D., scheduled second reading of the ordinance on August 7, 2012. Following the second reading of the ordinance by title only the City Council approved second reading of the ordinance, adopting both Ordinance #3069 and the proposed new Comprehensive Plan element "XIV — Regional Plan" and acknowledging the revised population allocations by Jackson County to the City of Ashland. Now, therefore, the City Council of the City of Ashland finds,concludes and recommends as follows: SECTION 1. EXHIBITS For the purposes of reference to these Findings, the attached index of exhibits, data, and testimony will be used. Staff Exhibits lettered with an "S" PA#2012-00573 RPS Element September 4,2012 Page 2 Proponent's Exhibits, lettered with a "P" Opponent's Exhibits, lettered with an "O" Hearing Minutes,Notices, and Miscellaneous Exhibits lettered with an "M" SECTION 2. CONCLUSORY FINDINGS 2.1 The City Council finds that it has received all information necessary to make a recommendation based on the Planning Commission's recommendations, staff report, public hearing testimony and the exhibits received. 2.2 The City Council acknowledges that the Jackson County Board of Commissioners has adopted the Greater Bear Creek Valley Regional Problem Solving Plan (the RPS Plan) and associated findings with Ordinance 42011-14 which address the broader Regional Problem Solving planning process in terms of its compliance with local regulations, state statutes, Oregon Administrative Rules, and statewide planning goals. 2.3 The City Council finds that the proposal for a Legislative Amendment to adopt a new "Chapter XIV - Regional Plan" element to the City of Ashland's Comprehensive Plan to incorporate applicable portions of the Greater Bear Creek Valley Regional Problem Solving Plan (RPS Plan) and to acknowledge revised population allocations for the City of Ashland meets all applicable criteria for the approval of Legislative Amendment as described in Chapter 18.108.170. As a Legislative Amendment, adoption of a new element is a legislative act solely within the authority of the Council, and the Council accordingly approves the proposed Legislative Amendment to adopt the new"Chapter XIV—Regional Plan" Comprehensive Plan element. 2.4 The City Council finds that participation in the Regional Problem Solving (RPS) regional planning process is in keeping with adopted Comprehensive Plan policies. The Comprehensive Plan includes Policy 10.09.02.11 which directs that the city "[a]dvocate regional land-use patterns that support multi-modal transportation." Policy 10.09.02.030 calls for the city to "[c]oordinate City transportation planning with county, regional, state and federal plans." Policy 10.19.02.13 directs that the city "[pjarticipate and show leadership in interacting with counties, cities and other special governments in Southern Oregon to develop regional public transportation services to reduce the frequency and length of vehicle trips." 2.5 The City Council finds that the Oregon Revised Statutes (ORS) provided for the establishment of Regional Problem Solving (RPS) programs in counties and regions throughout the state to provide a framework directed toward resolving land use problems in a region. The City of Ashland entered into a "Collaborative Regional Problem Solving" process in 2000 with Jackson County; the Rogue Valley Council of Governments; the cities of Central Point, Eagle Point, Medford, Phoenix and Talent; and a number of local, state and regional agencies to create PA 112012-00573 RPS Element September 4,2012 Page 3 a plan identifying lands suitable for long-term urban growth sufficient to accommodate a doubling of the region's population while addressing problems posed by the lack of a mechanism for coordinated regional growth planning, the loss of valuable farm and forest land caused by urban expansion, and the loss of community identity as expansion beyond cities' existing urban growth boundaries jeopardizes the clear separation between communities. Lands selected to accommodate future urban growth within the region are designated in the RPS Plan as urban reserve areas. In December of 2003, the Ashland City Council determined in Resolution #2003-037 that with more efficient land use strategies, the lands already within Ashland's city limits and urban growth boundary could accommodate the city's anticipated growth during the plan period without expansion. As such, Ashland is the only city participating in the RPS process that has not identified urban reserves. Ashland's acknowledged Buildable Lands Inventory adopted in November of 2011 identifies greater than a 20-year supply of residential lands based on current Comprehensive Plan designations. The acknowledged Economic Opportunity Analysis adopted in August of 2010 identifies a 20-year supply of employment lands, noting that while there is an approximately 5.9 acre deficit in land need over the planning horizon, it can be met through redevelopment or through development that does not require new employment lands. Subsequent to the decision to accommodate anticipated growth over the RPS planning horizon through more efficient land use rather than expansion of the city's boundaries, the city initiated a master planning process for the Croman Mill site, one of the largest undeveloped properties zoned for employment in the city, and adopted the Croman Mill District Plan in August 2010 which included new zoning regulations, district-specific street and design standards, and a redevelopment plan for the district. This plan sets the stage for a mixed employment district to accommodate targeted employment sectors including specialty manufacturing, small food-processing companies, and headquarter and technology offices with parcel sizes to vary from 20,000 square feet up to ten acres, as envisioned in the Economic Opportunity Analysis. The city has similarly initiated a master planning effort for the Normal Avenue neighborhood, one of the largest undeveloped properties in the Urban Growth Boundary slated for residential development, in order to pursue more efficient land use and transportation planning than if that area were to develop in a piecemeal fashion through the annexation and development of individual properties without broader consideration of the area in its full context. Initial meetings with Normal Avenue neighborhood stakeholders are now underway. The city will continue to identify and pursue opportunities for more efficient land use and transportation planning. In September of 2008, the City Council acknowledged general agreement with the RPS process and adopted Resolution #2008-032 supporting the RPS planning process and the general sequencing envisioned through the Jackson County comprehensive plan amendment process. The City of Ashland signed the formal Participants Agreement in December of 2009. 2.6 The City Council finds that in review of the draft RPS Plan in 2010, both the Planning Commission and Council had identified six key areas of concern which they wished to see better PA#2012-00573 RPS Element September 4,2012 Page 4 addressed prior to adoption of the RPS Plan. These included: 1) Accurate population allocations; 2) Efficient land use and transportation planning; 3) Limiting urban levels of development within Ashland's "urban fringe"; 4) Not requiring jurisdictional transfer of county roads from Jackson County to individual cities as a requirement of RPS Plan adoption; 5) Protecting high value farmland; and 6) Setting a timeline to develop regional housing strategies. The Council finds that with regard to accurate population allocations, concurrent with adoption of the RPS Plan, Jackson County reopened its Population Element and adjusted the population allocations for the City of Ashland as had previously been requested. The County chose to re- allocate population from unincorporated areas of the County itself, rather than taking population from other cities in the region, thereby avoiding making changes in other cities' population allocations or land needs which might have posed substantial risk to the RPS Plan at this stage. With this re-allocation, Ashland is allocated a year 2060 population of 31,633 which is generally in keeping with historical growth patterns and current Comprehensive Plan projections. During the course of the public hearing on adoption of the proposed element and acknowledgement of the county's reallocation of population to the City of Ashland, the issue was raised during public testimony that in the 2010 census, Ashland was shown to have lost 1,410 persons which represented an approximately seven percent decrease in population, and it was questioned whether planning for continued growth at the rates considered with the reallocation was appropriate given that during the decade preceding the census, growth rates were actually much closer to those depicted in the county's Population Element and the draft RPS Plan prior to reallocation. The City Council finds that the decennial census figures often reflect adjustments as they provide a verification of the annual certified population estimates by Portland State University. The Council further finds that Division 24 of OAR 660 dealing with Population Forecasts makes clear that forecasts "must be developed using commonly accepted practices and standards for population forecasting used by professional practitioners in the field of demography or economics and must be based on current, reliable and objective sources and verifiable factual information.... The forecast must take into account long-term demographic trends as well as recent events that have a reasonable likelihood of changing historical trends. The population forecast is an estimate which, although based on the best available information and methodology; should not be held to an unreasonably high level of precision. " The Council finds that Ashland's population forecasts have been based upon the annual certified estimates provided by the Portland State University Population Research Center and upon decennial census data, both of which are found to be current, reliable and objective sources also used by the county and other cities participating in the RPS Plan. The Council finds that while there was a notable decrease in population reflected in the 2010 census data, there are no specific recent events to which this decrease can be specifically attributed which would suggest a long-term change in the documented historical trends. Based on Portland State University's certified estimates for population growth from 2010 to 2011, the growth rate rebounded to approximately 0.8 percent which is consistent with the historic trend and the rates reflected in the county's reallocation. The Council finds that the reallocation of population by Jackson County to the City of Ashland in conjunction with their adoption of the RPS Plan reflects a growth rate which is generally consistent both with historical growth trends observed in tracking the PA#2012-00573 RPS Element September 4,2012 Page 5 City of Ashland's population data back to the early 1970's and with the projection of growth rates currently envisioned in Ashland's Comprehensive Plan. The Council finds that with regard to efficient land use and transportation planning, Chapter 2, Figure 2.10 and Chapter 5, Section 2.5 of the county-adopted RPS Plan include density commitments from all participating cities which were arrived at to address density concerns previously expressed over the densities shown in the draft RPS Plan, to provide densities more likely to support a successful regional transit system, and comply with the state's current Division 24 "Safe Harbor" density requirements for urban growth boundary expansions. For the first 25 years of the planning horizon, these density commitments involve densities of between 6.5 and 6.9 dwelling units per acre both in existing Urban Growth Boundaries and in proposed Urban Reserve Areas, including a commitment by the City of Ashland to a 6.6 units per acre density within its existing Urban Growth Boundary. Density commitments for those cities identifying urban reserves would be increased by the participating cities for the remainder of the planning period to between 7.5 and 7.9 dwelling units per acre. As now adopted by Jackson County, the RPS Plan envisions an approximate 25 percent increase in density over the first 25 years of the planning period, and a 15 percent increase over the second 25 years. On the whole, this approach results in an average increase for the region from the current 5.48 units per acre to an approximately 7.1 units per acre, which is just above the seven units per acre density typically identified as needed to support a successful transit system. The Council notes that in review of land use actions in Ashland for the past five years, new developments have been approved at an average density of approximately 7.46 dwelling units per acre. The Council finds that Chapter 5, Section 2.6 of the county-adopted RPS Plan includes commitments by all participating cities including Ashland to meet the benchmarks in the 2009 Regional Transportation Plan (RTP), which is administered through the Metropolitan Planning Organization, for the percentage of new dwelling units and new employment created in mixed- use, pedestrian friendly areas or transit-oriented developments (TODs). These percentages are listed under Alternative Measures #5 and #6 in the RTP, and require that 49 percent of new dwelling units and 44 percent of new employment be located in mixed-use, pedestrian friendly areas or TODs by 2020 with the objective of demonstrating progress towards creating mixed use, pedestrian friendly developments in the region. The Council finds that Chapter 5, Sections 2.7 and 2.8 of the county-adopted RPS Plan also call for the development of conceptual transportation plans for urban reserve areas to identify and protect regionally significant transportation corridors and provide for a multi-modal regional transportation network with connections within and between the participant cities, and for conceptual land use plans which consider targeted densities, land use distribution, and necessary transportation infrastructure as well as efforts to concentrate development in mixed use, pedestrian friendly areas. The Council finds that the commitments to increased densities; mixed use, pedestrian friendly development; and coordinated conceptual land use and transportation planning have moved the PA#2012-00573 RPS Element September 4,2012 Page 6 plan in a direction consistent with that requested in the previous resolutions of the City of Ashland. The Council finds that with regard to concerns over the impacts of more urban levels of development within a mile of Ashland's urban growth boundary, the county-adopted RPS Plan retains the requested ten-acre minimum lot size limitations on development in Ashland's urban fringe in Chapter 5, Section 2.15. The Council finds that with regard to concerns over Jackson County potentially requiring that cities assume jurisdiction over current county roads as a condition of participation in the regional planning process, Jackson County has opted to instead address jurisdiction over these facilities with the cities individually as part of negotiating joint management agreements rather than requiring jurisdictional transfer as a condition of RPS Plan adoption. The Council finds that with regard to protecting high value farm lands through their removal from urban reserves or through the development of a Farmland Conservation Program as recommended by the land use advocacy group Rogue Advocates, the county-adopted RPS Plan instead includes in Chapter 5, Section 2.20 the creation of an Agricultural Task Force to develop a program for assessing the impacts of development upon the agricultural economy of Jackson County arising from the loss of agricultural lands, and upon the ability to continue irrigating agricultural land with Urban Growth Boundary amendments. The Agricultural Task Force is to identify potential mitigation measures to offset these impacts, and the RPS Plan notes that appropriate mitigation measures shall be applied to Urban Growth Boundary amendment proposals. The Council further finds that with the proposed removal of urban reserve areas in Phoenix (PH-2) and Talent (TA-2) approximately 110 acres of high value farmland previously identified for development in the draft RPS Plan have now been removed from urban reserves. The Council finds that with regard to the City of Ashland's previous request that the RPS Plan identify a timeline for the creation of regional housing strategies which would encourage a range of housing types across the region in recognition of the fact that diverse and affordable housing options close to work, school and shopping are essential to managing growth, supporting economic development, providing schools and public services, and reducing the environmental and social impacts of growth, Chapter 5, Section 2.12 of the County-adopted RPS Plan requires that the participating jurisdictions create regional housing strategies that strongly encourage a range of housing types throughout the region within five years of RPS Plan adoption. 2.7 The City Council finds that Ashland is unique among the six participating cities as the only jurisdiction not to identify urban reserves, and that the proposed new Comprehensive Plan element is similarly unique in that where other cities are adopting new regulations and maps of their urban reserves, Ashland is effectively acknowledging its participation in the RPS process through adoption of policies that in large part will not come into play unless and until urban reserves are identified by the City of Ashland. The new Comprehensive Plan element thus serves primarily as a placeholder to acknowledge the City of Ashland's signatory participation in the PA#2012-00573 RPS Element September 4,2012 Page 7 RPS Plan and to provide a framework if the city should choose to pursue the creation of urban reserves at some point in the future. 2.8 The City Council finds that the City of Ashland's participation in the regional planning process to date has helped develop on-going positive working relationships between the staff members and policy makers of the various participating jurisdictions which will hopefully continue into the future in the spirit of on-going regional cooperation and the recognition that livability within the region in the face of continued growth and development will benefit from coordinated regional planning. 2.9 The City Council finds that while some concern remains with the RPS Plan's focus largely on the identification of future growth areas, including some identified as high value farmlands, the City of Ashland's participation in the regional problem solving process to date has proven to be on the whole beneficial in allowing Ashland to both participate and show leadership in on-going discussions of coordinated regional planning for growth in a manner consistent with adopted Comprehensive Plan policies, and that participation has helped move.the RPS Plan as adopted by Jackson County. to more deeply consider integrated land use and transportation planning, densities necessary to support a thriving regional transit system, regional housing strategies, and further consideration of farm land conservation. The Council further finds that the County-adopted RPS Plan provides the initial framework for continued regional planning efforts over the next five decades, with the City of Ashland as a full participant. SECTION 3. DECISION 3.1 Based on the record of the Public Hearing on this matter, the City Council of the City of Ashland hereby approves Planning Action #2012-00573 and adopts the new "Chapter XIV —' Regional Plan" element into the Comprehensive Plan of the City of Ashland. September 4, 2012 John Stromberg,Mayor Date PA 92012-00573 RPS Element September 4,2012 Page 8 CITY OF ASHLAND Council Communication September 4, 2012 Business Meeting City Waiver of Right to Terminate Lease Agreement with Ashland Community Hospital for failure to maintain working capital and debt service coverage ratios FROM: Dave Kanner, City Administrator, kannerd @ashland.or.us SUMMARY The facilities lease agreement between the City of Ashland and Ashland Community Hospital (ACH) allows the City to declare the Hospital in default if it fails to maintain certain working capital and debt service coverage ratios. According to the Hospital's FY 2012 audit, ACH failed to maintain those ratios. Rather than declaring ACH to be in default, the City can grant a waiver of that particular provision of the lease. BACKGROUND AND POLICY IMPLICATIONS: The City of Ashland entered into a facilities lease agreement with Ashland Community Hospital in 1996. Paragraph 16.1.4 of this agreement states that Ashland Community Healthcare Services must have a working capital ratio of 2 to 1. Paragraph 16.1.5 of this agreement states that Ashland Community Healthcare Services must also maintain a debt service coverage ratio of at least 1.25 to 1. The Hospital's recently completed annual audit determined that ACH's working capital ratio as of June 30, 2012, was 1.73:1 and their debt service coverage was -.48:1. Section 16.2 of the agreement allows the City to declare the Hospital in default, terminate the lease and exercise full authority over the operation of the Hospital. It is not in the City's best interest to do this, particularly since ACH is close to an affiliation agreement with a potential partner that has the financial wherewithal to address these problems. The City granted an identical waiver to ACH in 2009 when similar circumstances applied FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends approval of the requested waiver. SUGGESTED MOTIONS: I move approval of the City Administrator's signature of a letter to Ashland Community Hospital waiving the City's right to terminate the lease agreement with Ashland Community Hospital for failure to maintain working capital and debt service coverage ratios. ATTACHMENTS: Draft letter to Ashland Community Hospital Page 1 of I OW 17111 CITY OF ASHLAND September 5, 2012 Mark Marchetti, Chief Executive Officer Ashland Community Hospital 280 Maple Street Ashland, Oregon 97520 SUBJECT: City Waiver of Right to Terminate Lease Agreement for FY 2012 Audit of Ashland Community Hospital Dear Mr. Marchetti: In 1996,the City of Ashland and Ashland Community Healthcare Services signed an agreement for the Lease of the Ashland Community Hospital. The agreement includes several provisions related to default and termination of the agreement. Paragraph 16.1.4 of this agreement states that Ashland Community Healthcare Services must have a working capital ratio of 2 to 1, and 16.1.5 of this agreement states that Ashland Community Healthcare Services must also maintain a debt service coverage ratio of at least 1.25 to 1. Based on information you have provided, the City understands that on June 30, 2012, Ashland Community Hospital's working capital ratio was 1.73 and the debt service coverage was-.48, which is considered an Event of Default.The City understands the reasons for this financial position. At its September 4, 2012 meeting, the Ashland City Council authorized me to send this letter stating that at June 30, 2012 and during the following year ending June 30, 2013, the City of Ashland agrees to waive the right to exercise the options outlined in Section 16.2 of the Facilities Lease, which would include the right to terminate the lease, immediately enter the premises and exercise full authority and control over the operation of the Hospital, or dissolve the Hospital's corporation due to the breach of the working capital and debt service coverage ratio in the Hospital's fiscal year 2012. This in no way represents an agreement by the City to waive other rights in the Facilities Lease, including future violations of Paragraph 16.1.4 and 16.1.5. Please let me know if you have questions. Sincerely, Dave Kanner City Administrator C. David Lohman, City Attorney Lee Tuneberg, Administrative Services/Finance Director ADMINISTRATION DEPT. Tel:541-488-8002 20 East Main Street Fax:541-088-5311 ��, Ashland,Oregon 97520 TTY: 800735-2900 w .ashland.or.us CITY OF ASHLAND Council Communication September 4, 2012 Business Meeting Approval of Utility Box Design Recommendation of the Public Art Commission FROM: Ann Seltzer, Management Analyst, seltzera @ashland.or.us SUMMARY The Public Art Commission recommends Council approve the selected designs for three electric utility boxes on Calle Guanajuato. BACKGROUND AND POLICY IMPLICATIONS: In an effort to spruce up the Calle Guanajuato area, the Ashland Parks and Recreation Department requested the Public Art Commission initiate the process to invite artists to submit proposals for artwork on electric boxes on Calle Guanajuato. The Public Art Commission issued a"Call for Artists" inviting artists to submit designs that reflect the natural flora in Ashland riparian corridors and surrounding woodland areas. Two local artists submitted a number of designs. The submissions were reviewed by a selection panel and the attached designs were selected. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends Council accept the recommendation of the Public Art Commission. SUGGESTED MOTION: I move to approve the recommendation of the Public Art Commission to implement the designs for utility boxes on Calle Guanajuato. ATTACHMENTS: Photos of boxes and selected designs Page 1 of I �r, Y t`+ 1. Electric box located behind Louie's Bar and Grill 2. Cluster of boxes behind 3. Electric t•a:•�w7 Ff + n -; t Box across from I • 5wee �fe BidplBox u�rk.lemim6mnaua3¢eAxfaldAd dedwoadSkmaAdded4=CodmaadwMadrgW d®dkem Ska ame®o ad ode d eplme art odpmeme.M9j6enmYbmk34 odd fl6 don bNft and dv dslm W,gewft& eAlwadbm nabs pdmd b7ad0.Ik mm=Wd Odo,v itbelue SbTmq POpmd IOt:P.m1617Tdq t ` uadbocf=4 'a , ae�.ad,aeaa A*.aka73O 9 P 0009V pk•a I day rdF �s • i AA a • P , II SOSSaS77.iO�p']71'di NM63eaq St$•67•idby V614 SM 27.6deby d710 91u1,PdiOrA17. 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Motet ten.few a vd roll W wkis by W Nab ON mbr appr.pbN to.p, Illb- dngi _ d 31DRSwss W5 byWNM fadn Caen 3a'.IM by 3r no SM fbrde 33'w by 3a'Ngh CITY OF ASHLAND Council Communication September 4, 2012 Business Meeting Recommendation of the Public Art Commission for Sculpture Selected for installation at Fire Station No. 2 FROM: Ann Seltzer, Management Analyst, seltzera @ashland.or.us SUMMARY The Public Art Commission recommends Council approve the sculpture "open minded" by C.J. Rench for installation at Fire Station No. 2. BACKGROUND AND POLICY IMPLICATIONS: Ashland Municipal Code 2.29 requires one half of one percent of a city capital project be allocated for public art. Construction of Fire Station No. 2 is the first project to occur since AMC 2.29 was adopted. The allocation for public art for this project is $15,000. The Public Art Commission issued a"Call for Artists" (attached) inviting artist to create site specific original artwork to be installed at Fire Station No. 2. Twelve artists submitted designs concepts. A selection panel reviewed the submissions and after careful deliberation selected the attached design titled "Open Minded" as the winning entry. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends Council accept the recommendation of the Public Art Commission. SUGGESTED MOTION: I move to approve the recommendation of the Public Art Commission to approve installation of the sculpture "Open Minded" at Fire Station No. 2. ATTACHMENTS: Selected design and rendering of Fire Station No. 2 showing the location where the piece will be installed. Call for Artists request Page I of I 11TAWA i "Open Minded" With the desire of reflecting the community values and celebrating Ashland's identity what better could be said then the amazing ability of the community of Ashland to be open-minded! Using some of the drama of the local theaters, the inner line shows a female silhouette and outer line shows a male silhouette both with an open mind. Although it is not directly designed around afire station or a statement about firemen, this sculpture would certainly become a signature work of art for the city of Ashland. Materials, Mild & Stainless steel withpowder coated elements 10'- 12 'feet tall. Could be kinetic? Weight; 11001 b Installation; hidden mounts bolted or cemented into place. Budget; $15,000 541 -399-3830 CJRDESIGNSTUDIaQOM `.. r- ` - .�.,•r. - �r �-gyp-'- ...r.:.: l ,? 'N POP qq t ?R rI Rench, C.J. Born in Elgin IL. in 1967. Self taught industrial engineer and product designer in the sporting goods industry, C.J. designed technical products and was awarded multiple patents for his innovative products. He began, designing, sculpting and fabricating metal sculpture full-time in 2005,working mainly with large-scale abstract design that reveals his dimensionality. His work,primarily in stainless and mild steel is very diverse ranging from small tabletop hand-painted sculpture to monumental public installations. His extensive international travels as a result of his design work and entrepreneurial spirit have had a meaningful impact on his art. He has participated in various public exhibitions and has his sculptured work at several galleries in the North West. His works include many large-scale commission sculptures for public and personal collectors throughout the Pacific Northwest. For a little over twelve years as a senior designer for K2 USA sporting goods 1 traveled extensively and commuted to work in Asia and Europe monthly. I was continually inspired by the public sculpture 1 experienced at home and through my travel. I began to see how these monumental works brought families and communities together and created memories of places I had been.Using my years of experience as a product manager, designer and product engineer 1 started to apply these skills to my art,so began the story of my addiction of being an artist. Having the public sculpture play such a major role in both my personal life and choice of profession,it has since been my desire to place my sculptures in settings that can bring children,families and communities together to ignite a conversation that goes much deeper then the works themselves. Reading about the new plans for the artwork for the Fire station#2 I was intrigued by first a sculpture in Ashland (which I love)and the opportunity of placing a work of art to reflect the community values of the town. 1 feel many of my works with their connection to people of all ages are a great fit for any community that appreciates that their public art can reflect the values of their town. With that in mind I had many immediate ideas of how I could produce a work of art that speaks to all who view it,young&old and can reflect the values of Ashland and celebrate it's heritage. My approach is to design a sculpture that is inviting and welcomes every visitor to station #2 with a big smile. A unique sculpture that appeals to people of all ages and begs them to come and see the art,interact with it,travel around it and experience the sculpture. On the proposal CD 1 have enclosed,you will see a few different concepts that I have for your consideration. These are ideas that I feel would reflect your community values and fulfill the artistic experience you are looking for. As you look over these options please know that any of them can be changed or adjusted as you see necessary to assure that you get the artwork that you feel would best fit the desire of the committee. My desire for my works is that they are not only to be looked at or admired but are useful objects that can instigate an art experience. I attempt to design and fabricate works that are easily understood and do not need a long description to understand them. Sculptures that are inviting,exciting and provide great memories while continuing to leave smiles on the faces of all who come in contact with them. I have worked with public arts programs,individuals,developers and many community committees to assist them through the process of finding a sculpture that exceeds their expectations of the project. My works are created using computer design and engineering programs to allow us to produce site-specific sculptures at any scale. Once the design phase is completed we apply our years of experience developing,fabricating,finishing,delivering and installing your one of a kind work of art. I can assure you that 1 can produce a community-valued work of art for the City of Ashland with-in your time frame and at or below your estimated budget. I hope to have the opportunity to bring my expertise to your project and that you will see the creativity and timelessness inherent in my existing works. My Best cirdesignstudio.com C.J.Rench 541.399.3830 �� i / �- � ._ _ •m.a -� The green cone indicates the place holder for public art. CITY OF -ASHLAND Call for Artists Requests for Proposals (RFP) for Ashland Fire Station No. 2 Public Art Installation The Project The City of Ashland Public Art Commission (PAC) is seeking an artist(s)to create site— specific original artwork as part of the Ashland Fire Station No.2 replacement. The Fire Station is located at 1860 Ashland Street. This opportunity is open to established professional artists living in the Northwest(Washington, Oregon, Idaho, Montana) and California. The application deadline is 5:00 p.m. (Pacific Daylight Time), June 1, 2012 The Award • A maximum of a $15,000 Commission for the artist(s) selected to realize his/her work. Project Intent The location for the first piece of public art to be installed outside of the Ashland downtown core will be at Fire Station No. 2 on Ashland Street, a major thoroughfare and entry to the city. The vision for this project is for a signature art work of exceptional quality and enduring value located in a prominent public space. This site specific art work should: Demonstrate artistic excellence. • Enhance the front of the station building, (north facing towards Ashland Street and/or northwest corner visible from Ashland Street and Sherwood Street)with a distinctive aesthetic experience both highly visible and welcoming to pedestrians and bicyclists on both sides of Ashland Street, as well as, those traveling by in passenger vehicles. • Highlight the importance of the site as a civic facility, and provide a recognizable identity for the fire station and the neighborhood. • Be an original art piece appropriate for outdoor installation able to stand up to severe weather, vandalism, graffiti etc and be adequately and safely displayed and secured.. • Consider site limitations. Ground space on the site is limited and will require the selected artist(s)to consider the site's limitations and the art element placement previously determined by the site architect. The design of the artwork may be either be free- standing on the circular paved area at the northwest corner of the building; or, attached as part of a building element including, but not limited to, the pergola or low concrete signage wall. • Create a signature presence for the building. This can be whimsical and/or colorful; incorporate an image or feeling of water and light; reflect on the natural environment; or, highlight the important work of the fire department in the Ashland watershed. • Provide excitement and interest for the community as a whole. • Celebrate Ashland's identity and rich heritage. • Reflect community values adopted by the City Council in 2010 www.ashland.or.us/values RFQ Fire Station No 2 Page 1 of 4 CITY OF -ASHLAND Information about the Site and Immediate Surroundings Fire Station No. 2 is situated on a flat lot at the corner of Ashland Street and tree lined two lane Sherwood Street which leads to a quiet residential neighborhood south of the station. Ashland Street is a four lane primary arterial street, with a landscaped intermittent median strip. Ashland Street links the downtown district about 2.5 miles to the northwest with the southeast section of Ashland and access to 1-5. A small neighborhood city park is adjacent to the back of the Fire Station. Two historic cemeteries are nearby. One is located directly west across Sherwood Street, and another much larger cemetery is north of the station across Ashland Street. Both these open spaces have many large trees, and Ashland's bike path runs along the back of the larger cemetery. Adjacent to the east is a commercial tire store with a small retail center further east across Park Street. Ashland Street has a mixture of low rise retail, service, and restaurant establishments. The wider surrounding neighborhood is primarily single family residential. Attached to this RFP are the following: • Preliminary site plan and building elevations prepared by site architect. • Sample Agreement for the Creation and Transfer of art. Eligibility The competition is open to established professional artists living in the Northwest (Washington, Oregon, Idaho, Montana) and California. Only professional artists with reviewable portfolios are eligible to apply. While artists whose work is well represented within the City collection are eligible to apply, the artist selection panel will consider artistic diversity as one factor in the selection process. The Commissioned Artist(s)will work with the community, the Public Art Commission and City staff to create a site-specific, durable piece for this outdoor installation. Applicants who wish to be considered for this project should have experience working within the public process, in public settings, as well as a proven ability to fabricate their own work or to work with fabricators and installers. The artwork for this site must reflect the Project Intent as described above. The Commissioned Artist(s)will be required to provide evidence of appropriate liability, property damage, and workers compensation insurance while working on the site. Ashland is committed to excellence in environmental stewardship and in sustainable building practices. We encourage artists whose work addresses issues of sustainability to consider applying for this site-specific artwork competition. How to Apply Artists interested in this project must prepare and submit the following: RFQ Fire Station No 2 Page 2 of 4 CITY OF ASHLAND • Proposed Artwork Concept for Fire Station No. 2. This proposal shall include conceptual design drawings, sketches and/or maquettes, sufficient to communicate the artist concept. It should include a budget and describe the specifications for the artwork related to materials, size, weight, installation requirements and maintenance guidelines. • Letter of Interest, no more than one page in length, which explains your interest in the competition. Please include your name and contact information and state the format of your sample submittal (CD or DVD). • Artist's Statement, no more than 200 words in length, describing your work. • Current Resume. If submitting as a team, an individual resume should be submitted for each team member. • A list of at least three professional references familiar with your work and working methods. The list must include complete addresses and telephone numbers. • Work samples on CD or DVD of your work. Artists applying as a team should submit work samples of each individual artist's work. All work samples must be submitted in either of the two following formats: a. A minimum of eight digital images saved on one CD. The PAC will only accept JPEG file formats. All JPEGs must be sized at 250 dpi, Yx7". You must number and title each JPEG and include a description sheet with corresponding numbers. The sheet should list your name and the titles, dates, media, and dimensions of your work. b. Video(s) on a standard NTSC formatted DVD that plays in a DVD player. Video should be no more than fifteen minutes in length and each video on the DVD should be a single chapter. The PAC will not view QuickTime files. Clearly mark the outside of the DVD with your name and title(s) of the work(s). Do not submit original work. Note: if you are submitting video on DVD, you may send up to two additional images supporting your qualification to create public artwork. Each JPEGs must be formatted as instructed above and sent on a separate labeled CD with a description sheet. O t�ional: Each artist may include up to three selections of support materials such as reviews, news articles,web links and other related information. Submit all materials in a 10"x13" envelope. Do not use staples, paperclips, folders, or report covers on any application materials. Materials must be received by the Ashland Public Arts Commission by 5 pm on June 1. 2012. Postmarks are not acceptable. Hand deliveries will be accepted. PLEASE MAIL APPLICATION MATERIALS TO: Fire Station No. 2 Artwork Competition City of Ashland 20 East Main Street Ashland, Oregon 97520 RFQ Fire Station No 2 Page 3 of 4 CITY OF ASHLAND Attn: Ann Seltzer SUBMISSIONS FOR THE FIRE STATION No. 2 COMPETITION WILL NOT BE RETURNED. Final Artist Selection: The PAC will review the submittals and select an artist to create an original site-specific artwork. The selection process will be in accordance with Chapter 2.17.100 of the City Ordinances which identifies the process for acquiring public art and selection panels. The final commission of artwork for the site will be awarded by September 1. 2012. This site- specific art piece will be installed at Ashland Firehouse#2 at the completion of the Firehouse; planned for spring 2013. Criteria for Selection: • An initial proposal that reflects Project Intent as described in this document. • A body of work reflecting artistic excellence. • Experience working in public settings and public process • Experience fabricating and installing permanent artwork suitable for the outdoor environment. • References provided as part of this application which will be contacted prior to final selection. The PAC is committed to reflecting the diversity and cultural richness of Ashland in our selection process. Additional Information: The selected artist will receive a Contract for the Commission in the amount of$15,000 which must be sufficient for all remaining elements of the project including fabrication, shipping, and installation. The Public Art Commission recommends artists review the Artist Contract form for this commission as posted on our web site. The selected artist will be required to execute this contract form with the City of Ashland. The Public Art Commission is under no obligation to award a Commission for artwork based on the Conceptual Design Proposals submitted. Beyond formal notifications, the Public Art Commission will not enter into any correspondence regarding their decision. If you have any questions or need any additional information, please call Ann Seltzer at (541) 552-2106 or email her at: ann @ashland.or.us RFQ Fire Station No 2 Page of 4 CITY OF ASHLAND Council Communication September 4, 2012 — Business Meeting Appointment to Housing Commission FROM: Diana Shiplet, Executive Secretary, shipletd @ashland.or.us SUMMARY Confirm Mayor's appointment of Michael Gutman to the Housing Commission with a term to expire April 30, 2015. BACKGROUND AND POLICY IMPLICATIONS: This is confirmation by the City Council on the Mayor's appointment to the Housing Commission on application received. Ashland Municipal Code (AMC) Chapter 2.17.020 FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: None SUGGESTED MOTION: I move to approve appointment of Michael Gutman to the Housing Commission with a term to expire April 30, 2015. ATTACHMENTS: Application received Page I of I CITY OF AUG 2 3 2012 ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street,or email. If you have any questions,please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name-Michael-Gutman Requesting to serve on:_Housing (Commission/Committee) Address-1255 Quincy Occupation-Property Manager/Postal Contractor/Hobby Builder Phone: Home_541-482- 5322 0281 Work-541-621- - Email_msg7153 @j effnet.org Fax 1. Education Backeround What schools have you attended? _University of Illinois What degrees do you hold? BS- Psychologyt What additional training or education have you had that would apply to this position?/ _I've built serveral homes. I've also done several planning actions in the City of Ashland. I've also appeared before the state LCDC and successfully won a case there. 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position?I've been in the housing industry for the past 35 years Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why?_I'm sure I could always learn more about the housing industry and would be happy to attend any relavent conference or seminar. 3. Interests Why are you applying for this position? _As I've been in the housing industry for such a long time, it's time to give back to the community. I also have a special interest in affordable housing and in the new economy, small houses. 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? _As I'm self-employed, I set my own schedule, so I'm pretty available. I'd prefer day meetings, however am available in the enenings as well. 5. Additional Information How long have you lived in this community? _I moved to Ashland to work on a masters program in outdoor education in Sept. 1976-last century! Please use the space below to summarize any additional qualifications you have for this position _8/23/12 Michael Gutman Date Signature CITY OF ASHLAND Council Communication September 4, 2012 Business Meeting FY 2011-2012 Quarterly Financial Report for April—June, 2012 FROM: Lee Tuneberg, Administrative Services/Finance Director, tuneberl @ashland.or.us SUMMARY The Administrative Services Department submits reports to Council on a quarterly basis to provide assurance of budget compliance and for informational and comparative purposes throughout the year. This report is the preliminary end-of-year report for FY 2011-2012. The city has moved into the audit phase for that year so these numbers are bound to change before the annual financial report is presented to the Audit Committee and then to The Mayor and Council. BACKGROUND AND POLICY IMPLICATIONS: The reports are intended to present information in formats consistent with the department, fund and business activity presentations included in the adopted FY 2011-2012 budget document and the manner in which they will be shown in the end of year report. Unaudited, detailed balance sheets, revenues and expenditure reports are available for your review in the Administrative Service Department office should you require any additional information. FISCAL IMPLICATIONS: Preliminary information shows budget compliance and the City and Parks ending the fiscal year in good shape after the normal budget adjustments done throughout the year. No special meeting to adjust the budget was required in late June this year. Revenue greater than projections and expenditures less than projected have resulted in a financial position better than originally projected in February, however, lagging capital projects and unfilled positions can have a deleterious effect on current operations and future costs. A change in accounting presentations and terminology complicates a year to year cash comparison but a general overview is still worthwhile. The preliminary report indicates the Restricted & Committed (Reserved) portions of cash at June 30 are approximately 5% greater for this year over last and Unassigned (Unrestricted) has increased 33%. The restricted portion of cash is $12 million leaving $15.8 unassigned for 2012. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends that Council accept the quarterly report. Page I of 2 91FAW, CITY OF ASHLAND SUGGESTED MOTION: I move to accept the preliminary fourth quarter financial report for FY 2011-2012. ATTACHMENTS: Financial Report Financial Statements Page 2 of 2 4CITI OF ASHL_ Quarterly Financial Report ourth W uarter o 2011-2012 This report is an analysis of the financial status of the City's funds, including Parks', through the fourth quarter of fiscal year (FY) 2011-12. This is a preliminary review of each of city-wide and individual funds and related revenues, expenditures, fund balances and cash balance as compared to the FY 2011-12 budget and prior fiscal year. Summary of Cash and Investments provides an understanding of changes in the City's cash position across funds and investment types. The citywide cash balance has been improving since the decline experienced in FY 2008. Cash balances dropped 15% that year and has had a growing trend for the last four years. Fiscal restraint combined with a growth in revenue from improving economic conditions and adjustments in rates and fees has helped to outpace rising expenses, contributing to the trend below. Annual Cash Balance Change Compared to Prior year $6,000,000 zl% $4,000,000 12Y° 6% $2,000,000 1% $ FY 2012 Increase is 11%without monies heldfor FS N 2 $(4,000,000) 6/30/2008 6/30/2009 6/30/2010 1 6/30/2011 1 6/30/2012 t Change $(3822,087) $138,430 $2,412,224 1 $1,345,013 $4,789,864 The greatest percentage changes between FY 2010-11 and FY 2011-12 were in the Reserve, Capital Improvements, Water, and the Electric funds. The Reserve Fund increased due to transfers from the General and Parks funds. Growth in the Capital Improvements Fund is from unspent fire station bond proceeds. The Water Fund change was caused by rate and volumetric sale increases. During this time the Electric Fund cash decreased due to operational costs, primarily in the Distribution Division's materials and repairs, but the fund finished the year better than projected. The distribution between cash and investment balances also changed over the year. There is $4.8 million more in total cash and investments including $6.2 million more held in the Local Government Investment Pool, $1 million less in other City Investments and $400,000 less in General Banking Accounts. No money is held in investments outside the Pool. The LGIP offered a better yield while providing liquidity. No other securities were available in the market to match the interest rate of the LGIP. The investment policy of legality, liquidity, diversification and yield has been followed. Page 1 of 8 �r, Statement of Revenues and Expenditures — Citywide is similar to presentations in the annual financial report. It is intended to provide the reader with an overall sense of the City's financial activity for the periods covered and the fund balances at the end of those periods. • Total Resources (Revenues and Budgetary Resources) were 92.3% of budget resulting in $5.6 million less than anticipated. Most of that ($4.4 million) was borrowing that was not needed since $9.2 million in capital projects went undone. • Total Requirements (Operating Expenditures and Budgetary Requirements) were $14.6 million less than budget which includes $4.0 million less in operating expenditures (personnel, materials, principle and interest) and $1.4 million in unused contingency in addition to the undone capital expenditures. • The result is $4.9 million more in Resources than Requirements. Citywide operating revenue exceeded expenses by $7 million in FY 2011-12 as compared to $3 million in the prior fiscal year. Revenues grew by three percent between fiscal years while operating expenses dropped by three percent. The Water and Wastewater master plans are dependent upon this trend to meet future annual debt service for the considerable infrastructure improvements needed in order to smooth cash flows and the impact of rate increases caused by construction and financing. Comparison of Changes in Revenues and Operating Expenditures $67,000,000 $62,000,000 $57,000,000 $52,000,000 6/30/2008 6/30/2009 6/30/2010 6/30/2011 6/30/2012 +Revenue $58,951,769 $55,917,230 $58,581,880 $62,149,455 $63,974,125 FY 2011-12 Revenue & Resources- FY 2011-12 Revenue& Resources- Budget Actual Interfund Interfund loan, $408, Transfers, $ loan, $408, Transfers, $ Financing, $ 000 491,482 Working Fin workin ancing, $ 000 552,105 7,437,200 Capital 3,060,434 Capital Carryover, $21,240,898 Carryover, $23,622,354 Revenue, $ Revenue, $ 65,061,537 63,974,125 Total Budget Revenue&Resources $94,639,117 Total Actual Revenue&Resources$91,617,018 Page 2 of 8 �r, Citywide budgetary resources consist of financing, inter-fund loans, operating transfers and working capital carryover. Financing activities include the fire station bond for three million dollars. A total of seven million dollars was budgeted for financing in FY 2011-12. The other four million in budgeted financing did not occur because not all of the capital projects were implemented. Budgetary requirements citywide consist of operating transfers out, interfund loans and contingencies. The Water Fund paid $200,000 and the Capital Improvements Fund paid $208,000, both to the Equipment Fund as repayment of loans for money lent for projects. Approximately 28% or $548,660 or Contingency was used reducing the total amount budgeted from $1,926,000 to $1,377,340. FY 2011-12 Requirements- Budget FY 2011-12 Requirements-Actual Capital interfund Capital Interfund Outlay, $14,3 Transfers, $6 loan, $419,4 Outlay, $5,26 Transfers, $5 loan, $408,00 42,980 29,994 88 3,330 52,105 0 Debt Debt Service, $4,6 Contingency, Service, $4,5 Ending Fund 95,628 $1,377,340 76,033 Balance, $28, Ending Fund 436,620 Balance, $17, Material& 112,922 Material& Serives, $31, Personal Serives, $28, Personal 478,017 Services, $24 683,388 Services, $23, ,582,748 697,542 Total Budget without contingencies$93,261,777 Total Actual without contingencies$91,617,018 Requirements by classification include operational expenses such as personnel, supplies and principal and interest payments for the year. Total citywide expenses for the year ended at 93.4% of budget ($4 million under spent) with $904,000 in savings on unfilled positions and $3 million unspent in programs and projects. The total expended nearly matches the prior year's total. Capital expenditures include construction projects and equipment purchases and were 25% greater than FY 2011 but still $9.2 million under budget. Project completion lagged and some equipment (like the substation) was not purchased. Following were the capital outlay projects for FY 2011-12: • Police Department- Architectural services for Police station remodel. • Public Works Streets - Street projects, such as Jefferson Avenue, Hersey/ Laurel realignment, street slurry seal, and the Belleview pathway. • Capital Improvements Fund Open Space - Clay Street improvements and Golf Course irrigation. • Capital Improvements Fund Facilities - Fire Station No. 2 project work, Airport improvements, painting the community center; and Police station remodel. Page 3 of 8 Imo, • Public Works Water- Hosler dam spill gate paint& repairs and SDC projects. • Public Works Wastewater— Membrane Filters and the Ashland Creek project. • Electric Department - Internal projects such as transformers, poles and line upgrades. • AFN — Sever upgrade, Wimax installation, and an electric conduit at Oak Street. • Administrative Services - Utility billing and budgeting software. • Equipment Fund — Wastewater filters; Fire Department Ambulance; Police Department Patrol Car; Fire Department Explorer; Streets Ford F350 Pick Up; Fleet Maintenance Department Jeep Liberty; Fire Department Fire Hoses; GIS Aerial Photography Database. FY 2011-12 Capital Outlay- Budget FY 2011-12 Capital Outlay-Actual ■ Parks& ■ Parks 5, III Equipment Rec,$104,95 ■ Police& Rec,$105,00 ,$799,438 • Equipment ■ Police 0 Fire,$108,65 ■ Customer ,$800,000 Fire,$86,720 ■ Streets,$4,1 Information, 9 02,500 $157,37 ■ Streets,$1,18 1,740 • AFN,$165,64 ■ Accounting,$ ■ CIP Open 0 ■ CIPOpen 17,675 P Space Space • Electr' ,$1,907,000 ■ AFN,$87,546 ,$323,441 ,$1,660,000 ■ Electri ,$456,775 ■ Wastewater ■ Wastewater ■ Water ■ Facilities,$2, ,$1,009,120 ■ kWater ■ Facilities,$3, ,$882,000 623,000 ,$556,712 ,$438,085 030,937 Total Capital Budget $14,342,980 Total Capital Actual $5,263,330 Schedule of Budgetary Compliance is intended to present expenditures on a budget basis by fund, consistent with the resolution adopting appropriation levels for the year. Changes in the appropriation levels were done by resolutions as identified in the heading. The identified resolutions represent supplemental budgets and transfers of appropriations to remain compliant with Oregon Budget law. No budget violations for FY 2011-12 have been recorded at this time. A few highlights are: General Fund has 14% of the contingency unused. The transfer of appropriations from contingency was to restore a police officer and a firefighter position, a transfer to the Reserve Fund, a contribution to the David Grubbs Reward fund, costs in the David Grubbs homicide investigation, costs for Fire Department radio repairs, costs for employee benefits in the fire department, and an increase in Personal Services for both Community Development & Public Works Cemetery Departments for a total of $175,660. Supplemental budgets were done to recognize $69,589 in grant funds for equipment and reimbursement from FEMA for firefighting costs in the Fire department. Electric Fund has 91% of the contingency unused. The $40,000 transfer of appropriations from contingency to Electric Conservation covered the added cost in Personal Services for an employee that was reallocated from Water Conservation. Central Services Fund has 86% of the contingency unused. The transfer.of appropriations from contingency to the City Recorder Department of $20,000 was to cover implementation of the cost from Class Comp Study and increased banking fees. Page 4 of 8 11TAW&A Equipment Fund has 36% of the contingency unused. The transfer of appropriations from contingency to Equipment Maintenance of $30,000 was for higher costs due to unanticipated repairs to equipment. Insurance Services Fund has 80% of the contingency unused. The transfer of appropriations from contingency of $30,000 was to cover higher personal services costs due to payouts per the contract and increased claims costs. An overview of by fund is as follows: General Fund — The property tax revenue in the general fund is lower than the prior year because the property taxes for the technology debt along with the technology debt service payments were moved out of the General Fund and put into the Debt Service Fund for the FY 2011-12. Total Revenues are 101.9% of budget and expenditures are 96.1% with $428,660 out of $500,000 of contingency used. Community Development revenue from Fees and Permits are $850,000 above budgeted and prior year primarily because of the SOU student housing and dining area project. Expenditures are lower than budget due to unfilled positions in several departments and limited expenditures in economic development. Community Development Block Grant Fund — The preliminary numbers show a negative ending fund balance after expending only 76.8% of budget on approved projects but that will turn positive when all accruals for reimbursement of costs are booked. This is a non-major fund and is covered or guaranteed by the General Fund. Reserve Fund —The fund will end the year with approximately $145,000 more than anticipated due to a transfer from the General Fund. This is a non-major fund and its balance will be combined into the General Fund in financial statements because there is no dedicated revenue stream for the fund. Street Fund — Total Revenues are 67.7% of budget and 28% more than the prior year. The primary reason for the revenue being below budget is that the external financing budgeted at $1.3 million did not occur. The reason for the revenue increase over the prior year is from increased SDC revenue and intergovernmental revenue (Gas Tax & Grants). Gas tax revenue increased eight percent or $86,091 over the prior year. The grants for FY 2011-12 included Jefferson Avenue project in the amount of $348,790. The prior year grant was for $307,171. Other grants in FY 2011-12 were for a total of $506,984 for the Laurel/Hersey project and ODOT connect grant for the Airport Improvement Project-Runway Rehabilitation (a five percent increase in intergovernmental revenue). Expenditures are 52% of budget because not all the capital projects were worked on. Airport Fund — The fund will end the year with approximately $84,000 in unrestricted cash. Hangar lease revenue meets operational costs and should provide sufficient match monies for federally funded improvements. Capital Improvements Fund — Tax revenue is at 75% of budget and 82% of prior year actual. This is less than projected, and will improve by the F&B tax accrual (to be recorded before closing the year). Internal charges for service are 100% of budget and come from the facility fees paid by other departments in the City. The facilities internal service fee was reduced from the prior year in accordance with the facilities operating budget. The amounts for the facility service fee are based upon cost allocation plans (CAP) reviewed and accepted by management each year. The General, Page 5 of 8 �r, Water, Electric and Central Service funds benefitted most from this realignment and reduction of charges. Expenditures are 33.8% of budget. Facilities capital outlay budget was $3.5 million for the Police station remodel and the Fire station construction but only $944,000 has been spent on those projects as of the end of FY 2011-12. Parks open space budget was for $1.7 million. Of that budgeted amount, a total of $177,000 was spent on the following projects: Golf Course irrigation system, Clay Street improvements, Tennis Court lighting, Blue Bird Park stairs, and a start on the Nature Center remodel. Debt Service Fund - Taxes and internal charge revenue came in as budgeted. Property taxes in the Debt Service Fund for FY 2011-12 are $590,290 more than those of the prior year as a result of the property taxes for the technology debt being moved out of the General Fund and put into the Debt Service Fund and from the Fire Station 2 bond levy. Charges for Services are technology fees paid by other departments in the City to help pay the AFN debt service payments which are approximately $1.4 million each year until FY 2024-25. In 2012 AFN was scheduled to pay $291,000 less toward the debt so the Electric Fund contributed a larger share. The Debt Service Fund pays for the following debts: AFN GO Bond, 2005 GO bond refunding series, 2011 Fire Station 2 GO Bond, and notes for land and structures. The expenditures for the Debt Service Fund increased approximately $200,000 for the Fire Station #2 bonds but the fund also had some debt service decrease as several of the land and structures notes were paid off. Water Fund — Utility revenue is up by $540,404 (12.8%) while units (cubic feet) sold only increase 3% over the prior year. The disparity between the growths in revenue and units sold is due to the 10% increase in water rates at the end of FY 2010-11. Water distribution and treatment divisions' expenditures ended the year at 93% of budget, but a 4% increase over prior year. The positive variance of actual expenditures to budget is from undone or incomplete capital projects. The Firewise program is reported in the Water Fund and the helicopter thinning portion ($1.6 million) of the program has been delayed and re-budgeted in FY 2012-13. The 4% increase in total Water Fund expenditures over the prior year is from the repayment of the interfund loan to the Equipment Fund. The Water Fund was able to operate this year without the assistance of an interfund loan and was able to repay $200,000 of the $550,000 borrowed from the Equipment Fund. Wastewater Fund - Revenue fell short of expenditures by $840,567 for the FY 2011-12 as compared to the prior year shortfall of $245,898. This year's shortfall is prior to the end of year accrual of the fourth quarter food and beverage tax (an anticipated amount of $250,000). Wastewater rates were increased by 10% in June, 2012 which should assist in reducing the trend of shortfalls in the future. Collection and Treatment costs are up by 14% over last year, increases were in chemical costs, infrastructure cost and internal charges. The debt service payment for the DEQ loan has decreased by $278,361 from the prior year due to refinancing the loan in FY 2010-11. With the additional accrual yet to be made for the food & beverage tax revenue, coverage of the treatment plant financing is projected to be 100% as compared to the 83% coverage before refinancing. Electric Fund — Revenue fell short of expenditures by $36,949 for the FY 2011-12 as compared to the prior year excess of $421,561. This reduction was anticipated to be larger but a late-in-the-year credit from BPA for excessive billings in prior years improved the shortfall by $344,000. The rate increase in October, 2011 helped offset the increase to the wholesale power supply costs. Utility sales revenue increased by $178,775 while the wholesale power cost increased $360,839. The Distribution Division's personal services increased by $314,375 or 17.6% from the prior year due to having an interim Electric Director and a new systems operation supervisor for part of the year. The Distribution Division also paid an additional $289,000 toward AFN debt. Page 6 of 8 Ir, Telecommunications Fund — Revenue exceeded expenditures by $53,400 for this year compared to a shortfall of $435,399 in 2010-11. Charges for services revenue comes from rates and fees for the municipal telecommunications wholesale and retail utility. The utility sales for FY 2011-12 are down 1.5% from the prior year, and are 93% of budget for FY 2011-12. Most of the shortfall was by design as the city restructured payments from partners and reduced operating expenses to reflect the change in chargeable services. In FY 2011-12 AFN paid $291,000 less to the Debt Service Fund for the system's debt service. These changes resulted in the fund maintaining a larger than anticipated balance to carry forward. Central Services Fund — Revenues are 106% of budget and expenditures are 93% of budget for FY 2011-12 resulting in $480,219 of excess revenues over expenditures. Engineering fees increased by $246,790 primarily due to the SOU student housing and dining area project. Internal central service fees had a 3% increase of $164,894 over the prior year. The Central service fees are based on the cost allocation plan (CAP), which takes into consideration the value of services provided and are adjusted to reflect a cost sharing approach for necessary operations and the ability to pay towards them. The primary reason for the expenditures coming in at 93% of budget is due to open positions in several departments. Insurance Services Fund — Revenue from internal sources account for 78% of the Insurance Fund revenue. These are comprised of insurance services fees charged to other departments in the City and workers compensation payments through payroll deductions. These two revenue sources came in as budgeted at $729,545. Miscellaneous income was above budget primarily due to an experience rating credit of $167,457. Expenditures are comprised of personal services, contractual services, internal services fees, insurance premiums and claims. Total expenditures are 83% of budget and 11% over the prior year expenditures. Insurance premiums were $177,563 which was 80% of the prior amount of$223,785. Claims were $445,681 which is a 21% increase over the prior year amount of$368,216. Claims normally fluctuate with a peak every other year. Equipment Fund — 94% of the Equipment Fund revenue is from internal sources. These are comprised of equipment replacement fees, maintenance fees, fuel sales and repayment of interfund loans. The remainder of the revenue is from investment income, sale of surplus property and grants. Maintenance costs were budgeted at $1,018,614 and actual spent was $968,241 for FY 2011-12. Equipment replacement fees revenue for 2011-12 was $835,413 while equipment purchases were budgeted at $800,000 but actual expenditures were $799,438. Equipment Fund (Continued) The breakdown of the equipment purchases follows: Wastewater Membrane Filters $293,000 Fire Vehicles $229,923 Fire Department Hoses $ 85,219 (Funded by Grant) Aerial Photography $ 67,451 Other various equipment $ 46,092 Street Vehicle $ 30,996 Police Vehicle $ 27,040 Fleet Maintenance Vehicle 19,717 Total 799 43 Page 7 of 8 11TAW, Cemetery Trust Fund — A non-major, general type fund, the trust is held to guarantee perpetual care of cemeteries in Ashland. The balance is restricted and equals $858,798. Revenue streams are a share of charges for services performed by the Cemetery Division in the General Fund and a mandated transfer of$500 per year, also from the General Fund. Expenditures are the transfer of all interest income earned by the trust balance to the General Fund. Parks and Recreation Fund — Revenues are ahead of Expenditures by $103,833. Spending has been held to 95.8% while revenue came in at 103.2% of budget, primarily from recreation revenue. Parks and Recreation paid the City $571,350 through internal services fees and transferred $349,000 into the City's Reserve Fund during the FY 2011-12. Youth Activity Levy Fund — This fund is a place holder to record receipts from prior years' property taxes receipts that remain restricted to use as approved by the voters for the levy. Expenditures are a payment to the school district on an as needed basis. Parks Capital Improvements Fund — Revenue sources for the Parks Capital Improvements Fund are the equipment replacement fee paid by Parks Operations, interest earnings and sale of assets. During FY 2011-12, the equipment replacement fee paid was $8,671, interest was $2,369 and Sale of assets revenue was $13,522. Vehicle and Equipment purchases in the Parks Capital Improvements Fund for the year totaled $68,295 with a budget of $70,000. Of the $389,131 balance at June 30 approximately $265,000 is restricted for future equipment replacement. These are preliminary numbers that are certain to change before the audit is completed. Unaudited, detailed balance sheets, revenues and expenditures reports, and fund statements are available for your review in the Administrative Services Department should you require any additional information. Page 8 of 8 I F City of Ashland Summary of Cash and Investments Preliminary Close for 6/3012012 Balance Balance Change From Fund June 30,2012 June 30,2011 FY 2011 General Fund $ 3,622,339 $ 3,008,999 $ 613,340 Community Block Grant Fund 3,320 (3,572) 6,892 _ Reserve Fund 1,013,910 509,681 504,229 Street Fund 3,119,554 2,525,264 594,290 Airport Fund 70,401 41,743 28,658 Capital Improvements Fund 4,493,955 2,094,631 2,399,324 Debt Service Fund - 975,577 804,633 170,944 Water Fund 2,158,778 1,818,877 339,901 Wastewater Fund 2,238,087 2,751,634 (513,547) Electric Fund 1,334,449 1,826,710 (492,261) - Telecommunications Fund 425,173 361,989 63,183 Central Services Fund 1,257,753 826,623, 431,130 Insurance Services Fund 1,048,820 961,114 87,706 Equipment Fund 2,489,256 1,928,864 560,392 Cemetery Trust Fund 858,124 831,748 26,376 $ 25,109,495 $ 20,288,938 $ 4,820,557 Parks&Recreation Agency Fund 2,826,907 2,854,059 (27,152) 2,826,907 2,854,059 (27,152) Total Cash Distribution $ 27,936,401 $ 23,142,997 $ 4,793,404 Manner of Investment General Banking Accounts $ 531,412 $ 935,158 $ (403,746) Local Government Inv,Pool 27,404,990 21,207,839 6,197,151 City Investments 1,0DO,0D0 (1,000,000) Total Cash and Investments $ 27,936,401 $ 23,142,997 $ 4,793,404 Dollar Distribution Cash Balance Distribution Paks.d Cxntrel Sery s. ReveeSOn F.ma SDC CtalmS& ns Iura,me am 10% S, Judgments, $6,021,726, EaJymemFu,MS pn omcK,e,�: �,X $400,000,1 TNSL$858,797 t)X Gove,mcnV ,3% 51% Debtfteserved, . . Unassigred, '�' '•• $2,205,682,8% $15,813,783, 57% r Other Reserved, $2,311,602,8% eusnnsTroe TOTTMmM , Fends 100,563.0% Asset ForteBed u% $129,510,1% EM MFVl2 Finadal Reporlld ddnp.da 1 )I10R013 , City of Ashland Statement of Revenues and Expenditures - City Wide Preliminary close for the twelfth month ended June 307 2012 Fiscal Year 2012 Percent Fiscal Year 2011 Year-To-Date Fiscal Year 2012 Collected 1 Year-To-Date Resource Summary Actuals Amended Expended Balance Actuals Revenues Taxes $ 18,380,562 $ 19,433,650 94.6% $ (1,053,088) $ 17,811,360 Licenses and Permits 1,340,102 482,750 277.6% 857,352 479,760 intergovernmental Revenues 3,254,957 6,041,613 53.9% (2,786,656) 2,735,534 Charges for Services-Rate&Internal 37,244,966 37,552,541 99.2% (307,575) 36,606,402 Charges for Services-Misc.Service fees . 990,656 437,181 226.6% 553,475 483,053 System Development Charges 1,001,838 202,000 496.0% 799,838 352,322 Fines and Forfeitures 167,749 165,000 101.7% 2,749 178,396 Assessment Payments 43,542 5,000 870.8% 38,542 17,867 Interest on Investments 161,470 257,200 62.8% (95,730) 157,315 Miscellaneous Revenues 1,167,231 484,602 240.9% 682,629 543,148 Total Revenues 63,753,074 65,061,537 98.0% (1,308,464) 59,365,156 Budgetary Resources: Other Financing Sources 3,060,434 7,437,200 41.2% (4,376,766) 324,400 Interfund Loans 408,000 408,000 100.0% - 758,000 Transfers In 552,104 491,482 112.3% 60,622 997,675 Total Budgetary Resources 4,020,538 8,336,682 48.2% (4,316,144) 2,080,075 Total Resources 67,773,612 73,398,219 92.3% (5,624,608) 61,445,232 Requirements by Classification Personal Services 23,678,886 24,582,748 96.3% 903,862 22,284,461 Materials and Services 28,481,591 31,478,017 90.5% 2,996,426 28,137,870 Debt Service 4,576,033 4,695,628 97.5% 119,595 5,248,325 Total Operating Expenditures 56,736,510 60,756,393 93.40A 4,019,883 55,670,656 Capital Construction Capital Outlay 5,191,503 14,342,980 36.2% 9,151,477 4,060,988 Interfund Loans 408,000 408,000 100.0% - 758,000 Transfers Out 552,104 641,482 86.1% 89,378 997,675 Contingencies - 1,377,340 0.0% 1,377,340 - Total Budgetary Requirements 960,104 2,426,822 39.6% 1,466,718 1,755,675 Total Requirements 62,888,117 77,526,195 81.1% 14,638,078 61,487,321 Excess(Deficiency)of Resources over Requirements 4,885,495 (4,127,976) 218.4% 9,013,471 (42,089) Working Capital Carryover 23,622,352 21,240,898 111.2% 2,361,454 22,307,271 Unappropriated Ending Fund Balance $ 28,507,847 $ 17,112,922 166.6% $ 11,394,925 $ 22,265,182 12 Ln M2 F.m aR-P° 100 19.A- 2 71IM2 . City of Ashland Schedule of Budgetary Compliance Per Resolution #2011-18 As Amended Per Resolutions 2011-33, 2012-11, 2012-19 & 2012-20 Preliminary close for the twelfth month ended June 30,2012 _ Fiscal Year 2012 Year-To-Date Fiscal Year 2012 Percent Actuals Amended Used Balance General Fund Administration $ 90,544 $ 258,829 35.0% $ 168,285 Administration-Library 365,786 376,720 97.1% 10,934 Administration-Municipal Court 430,507 452,123 95.2% 21,616 Administrative Services-Social Services Grants 120,995 122,710 98.6% 1,715 Administrative Services-Economic&Cultural Grants 602,293 626,078 96.2% 23,785 Administrative Services-Miscellaneous 58,988 127,546 46.2% 68,558 Administrative Services-Band 51,357 58,500 87.8% 7,143 Police Department 5,630,049 5,648,481 99.7% 18,432 Fire and Rescue Department 5,438,311 5,628,781 96.6% 190,470 Public Works-Cemetery Division 328,331 341,125 96.2% 12,794 Community Development-Planning Division 1,172,170 1,183,310 99.1% 11,140 Community Development-Building Division 631,788 632,533 99.9% 745 Transfers 150,500 150,500 100.0% - Contingency - 71,340 0.0% 71,340 Total General Fund 15,071,618 15,678,576 96.1% 606,958 Community Development Block Grant Fund Personal Services 37,020 44,300 83.6% 7,280 Materials and Services - - 167,320 221,845 75.4% 54,525 Total Community Development Grant Fund 204,340 266,145 76.8% 61,805 Street Fund Public Works-Street Operations 2,754,952 5,040,020 547% 2,285,068 Public Works-Storm Water Operations 539,745 713,551 75.6% 173,806 Public Works-TransportationSDC's 119,923 401,110 29.9% 281,187 Public Works-Storm Water SDC's 17,467 146,850 11.9% 129,383 Public Works-Local Improvement Districts 107,317 391,140 27.4% 283,823 Contingency - 100,000 0.0% 100,000 - TotalStreetFund 3,539,404 6,792,671 52.1% 3,253,267 Airport Fund Materials and Services 50,735 64,950 78.1% 14,215 Debt Service 38,536 43,536 88.5% 5,000 Contingency - 5,000 0.0% 5,000 Total Airport Fund 89,271 113,486 78.7% 24,215 12 Jun M2 Rna, R MlA Ch ,I. 3 711WOU i I Schedule of Budgetary Compliance Per Resolution #2011-18 As Amended Per Resolutions 2011-33, 2012-11, 2012-19 & 2012-20 - Preliminary close for the twelfth month ended June 30,2012 Fiscal Year 2012 Year-To-Date Fiscal Year 2012 Percent Actuals Amended Used Balance Capital Improvements Fund PublicWorks-Facilities 1,633,905 4,269,180 38.3% 2,635,275 Administrative Services-SDC(Parks) - 121,350 0.0% 121,350 Administrative Services-Open Space(Parks) 327,060 1,785,650 18.3% 1,458,590 Transfers 47,800 121,982 39.2% 74,162 Other Financing Uses-(Interfund Loan) 208,000 208,000 100.0% - Contingency - 50,000 0.0% 50,000 Total Capital Improvements Fund 2,216,765 6,556,162 33.8% 4,339,397 Debt Service Fund Debt Service 2,134,309 2,248,574 94.9% 114,265 Total Debt Service Fund 2,134,309 2,248,574 94.9% 114,265 Water Fund Electric-Conservation 144,332 171,526 84.1% 27,194 Public Works-Forest Lands Management Division 484,344 1,843,458 26.3% 1,359,114 Public Works-Water Supply 382,899 620,922 61.7% 238,023 PublicWorks-Water Treatment 960,048 1,056,289 90.9% 96,241 PublicWorks-Water Division 2,195,174 2,347,519 93.5% 152,345 PublicWorks-ReimbursementSDC's 94,138 110,000 85.6% 15,862 PublicWorks-ImprovementSDC's 44,804 250,000 17.9% 205,196 Public Works-Debt SDC's 124,860 124,860 100.0% 0 Debt Service 560,196 560,298 100.0% 102 Other Financing Uses(Interfund Loan) 200,000 200,000 100.0% - Contingency - 194,000 0.0% 194,000 Total Water Fund 5,190,795 7,478,872 69.4% 2,288,077 WasteWater Fund Public Works-Wastewater Collection 1,681,110 1,937,482 86.8% 256,372 PublicWorks-Wastewater Treatment 2,325,659 2,478,433 93.8% 152,774 Public Works-Reimbursements SDC's 1,298 21,250 6.1% 19,952 PublicWorks-ImprovementsSDC's 188,209 351,912 53.5% 163,703 Debt Service 1,641,674 1,670,573 98.3% 28,699 Contingency - 160,000 0.0% 160,000 Total Wastewater Fund - 5,838,150 6,619,650 88.2% 781,500 Electric Fund Electric-Conservation Division 526,489 549,841 95.8% 23,352 Electric-Supply 5,934,651 7,095,300 83.6% 1,160,649 Electric-Distribution 5,895,656 6,164,617 95.6% 268,961 Electric-Transmission 852,382 953,000 89.4% - 100,618 Debt Service 24,564 24,565 0.0% 1 Contingency 385,000 0.0% 385,000 Total Electric Fund 13,233,742 15,172,323 87.2% 1,938,581 12 Jun FY12 nna al Repotldcb Niy 4 71162°12 Schedule of Budgetary Compliance Per Resolution #2011-18 As Amended Per Resolutions 2011-33, 2012-11, 2012-19 &2012-20 Preliminary close for the twelfth month ended June 30,2012 Fiscal Year 2012 Year-To-Date Fiscal Year 2012 Percent Actuals Amended Used Balance Telecommunications Fund - IT-Internet Personal Services 593,180 670,620 88.5% 77,440 IT-Internet Materials&Services 809,114 856,959 94.4% 47,845 - IT-Internet Capital Outlay 53,542 140,640 38.1% 87,098 Debt-To Debt Service Fund" 409,000 409,000 100.0% - Contingency - 100,000 0.0% 100,000 Total-Telecommunications Fund 1,864,836 2,177,219 85.7% 312,383 "Note:In Internet appropriation - Central Services Fund Administration Department 1,211,000 11364,801 88.7% 153,801 IT-Computer Services Division 1,086,312 1,188,042 91.4% 101,730 Administrative Services Department 1,698,610 1,736,601 97.8% 37,991 City Recorder - 319,848 330,756 96.7% 10,908 Public Works-Administration and Engineering 1,384,447 1,390,453 99.6% 6,006 Contingency - 125,000 0.0% 125,000 Total Central Services Fund 5,700,217 6,135,653 92.9% 435,436 Insurance Services Fund Personal Services 81,616 84,580 96.5% 2,964 Materials and Services 673,591 701,500. 96.0% 27,909 Contingency - - 120,000 0.0% 120,000 Total Insurance Services Fund 755,207 906,080 83.3% 150,873 Equipment Fund PublicWorks-Maintenance 968,241 1,018,614 95.1% 50,373 Public Works-Purchasing and Acquisition 799,438 800,000 99.9% 562 Contingency - 17,000 0.0% 17,000 Total Equipment Fund 1,767,679 1,835,614 96.3% 67,935 Cemetery Trust Fund Transfers 4,805 20,000 24.0% 15,195 Total Cemetery Trust Fund 4,805 20,000 24.0% 15,195 12 JUn{Y1T Fina,tl°I Rep°M1 iCCbsug.xhx 5 iflNA12 i Schedule of Budgetary Compliance Per Resolution #2011-18 As Amended Per Resolutions 2011-33, 2012-11, 2012-19 &2012-20 Preliminary close for the twelfth month ended June 30,2012 Fiscal Year 2012 Year-To-Date Fiscal Year 2012 Percent Actuals Amended Used Balance Parks and Recreation Fund Parks Division 3,430,912 3,500,240 98.0% 69,328 Recreation Division 1,029,983 1,103,040 _ 93.4% 73,057 Golf Division 398,788 432,890 92.1% 34,102 Transfers 349,000 349,000 100.0% - Contingency - 50,000 0.0% 50,000 Total Parks and Recreation Fund 5,208,684 5,435,170 95.8% 226,486 Youth Activities Levy Fund - Materials and Services 20,000 0.0% 20,000 Total Youth Activities Levy Fund - 20,000 0.0% 20,000 Parks Capital Improvement Fund Capital Outlay 68,296 70,000 97.6% 1,704 Total Parks Capital Improvement Fund 68,296 70,000 97.6% 1,704 Total Appropriations $ 62,888,117 $ 77,526,195 -81.1% $ 14,638,078 12.&n R12 Rn.ml Pepat ld OWry ss 6 711=12 City of Ashland Statement of Resources,Requirements,and Changes in Fund Balance Preliminary Close for 6/30/2012 Fiscal Year 2012 Percent Fiscal Year 2011 Fiscal Year 2011 Year-To-Date Fiscal Year Collected Year-TO-Date End-of-Year Actuals 2012Amended Expended Balance Actuals Actuals 110 General Fund - - Tun $ 11,309,091 $ 11,908,650 95.0% S (599,559) $ 11,595,561 $ 12,121,415 Licenses and Permit 1,340,102 - 482,750 277.6% 857,352 479,760 482,275 Intergovernmental 604,454 760,188 79.5% (155,734) 647,272 655,817 Charges for Services 1,508,029 1,450,510 104.0% 57,519 1,547,218 '1,489,665 Fines 167,749 165,000 101.7% 2,749 178,396 183,239 Interest on Investments 19,033 40,000 47.6% (20,967) 19,619 19,619 Miscellaneous 224,197 62,600 358.1% 161,597 154,283 157,334 Transfer In(Cemetery Fund) 4,805 20,000 24.0% (15195) 5,625 5,298 Total Revenues and Other Sources 15,177,461 14,889,698 101.9% 287,763 14,628,734 15,114,663 Administration 90,544 258,829 35.0% 168,285 182,899 182,883 Administration-Library 365,786 376,720 97.1% 10,934 355,132 355,132 Administration-Municipal Court 430,507 452,123, 95.2% 21,616 431,229 432,486 Finance-Social Servces Grants 120,995 122,710 98.6% 1,715 118,558 118,568 Finance-Economic B Cultural Grants 602,293 626,078 96.2% 23,785 571,455 571,455 Finance-Miscellaneous 58,988 127,546 46.2% 68,558 61,012 61,012 Finance-Band 51,357 58,500 87.8% 7,143 56,214 56,214 Police Department 5,630,049 5,648,481 99.7% 18,432 5,225,219 5,232,383 Fire and Rescue Department 5,438,311 5,628,781 96.6% 190,470 5,242,569 5,251,735 Public Works-Cemetery Da'sion 328,331 341,125 96.2% 12,794 - 297270 297,274 Community Development-Planning Division 1,172,170 1,183,310 99.1% 11,140 1,140,838 1,141,351 Community Development-Building Division 631,788 632,533 99.9% 745 588,856 589,185 Transfers(Cemetery and Reserve Fund) 150,500 150,500 100.0% - 361,000 361,000 Contingency - 71,340 0.0% 71,340 - - TotalExpendiWresandOtherUses 15,071,618 15,678,576 96.1% 606,958 14,632,250 14,650,678 Excess(Deficiency)of Revenues and Other Sources over Ezpendiures and Other Uses 105,843 (788,878) 113.4% 894,721 (3,517) 463,985 Fund Balance,Jul 1,2011 2,938,556 2,518,066 116.7% 420,490 2,474,570 2,474,570 Fund Balance,Jun 30,2012 $ 3,044,399 S 1.729.188 176.1% $ 1315 211 $ 2,471,053 $ 2,938,555 Reconciliation of Fund Balance: Restricted and Committed Funds 780,735 Una*ned Fund Balance $ 2,263.664 rzrm:F..mv�mmeem _ 7 myna i City of Ashland Statement of Resources,Requirements,and Changes in Fund Balance Preliminary Close for 613 012 01 2 Fiscal Year 2012 Percent Flscal Year2011 Fiscal Year 2011 Year-To-Date Fiscal Year Collected) Year-To-Date End-of-Year Actuate 2012 Amended Expended Balance Actuals Actuals 250 Community Development Block Fund Intergovernmental S 166,694 $ 266,145 62.6% S (99451) $ 241,324 E 238,794 Total Revenues and Other Sources 166,694 266,145 62.6% (99,451) 241,324 238,794 Personal Services - .37,020 44,300 83.6% 7,280 41,556 41,556 Materials and Services 167,320 221,845 75.4% 54,525 200025 200, 38 Total Expenditures and Other Uses 204,340 266,145 76.8% 61,805 241,581 241,794 Excess(Deficiency)of Revenues and Other Sources over Expenditures and Other Uses (37,646) - WA (37,646) (257) (3,000) Fund Balance 1,2011 34,424 WA 34,424 37424 37,424 Fund Balance,Jun 30,2012 E (3222) $ - NIA _L__13222) E 37167 E 34424 Reconciliation of Fund Balance: Resticted and Committed Funds (3222) Unassigned Fund Balance S - v.a„nn nobrgm+acuy� g mvrors City of Ashland Statement of Resources, Requirements,and Changes in Fund Balance Preliminary Close for 6/30/2012 Fiscal Year 2D12 Percent Fiscal Year 2011 Fiscal Year 2011 Year-To-Date Fiscal Year' Collected Year-To-Date End-of-Year Actuals 2012 Amended Expended Balance Actuals Actuals 255 Reserve Fund Interest on Investments $ 5,229 $ 10,000 52.3% $ (4,771) $ 930 $ 930 Transfer In(General Fund) 150,000 - WA - 360,500 - Transferin(PahsGeneralFund) 349000 349,000 100.0% - - 360,500 Total Revenues and Other Sources 504,229 359,000 140.5% - 361,430 361,430 Total Expenditures and Other Uses - - WA - - Exc ss(DefidencY)of Revenues and Other Sources over Expenditures and Other Uses 504,229 359,000 140.5% 145229 361,430 3fi1,430 Fund Balance,Jul 1,2011 509,502 510,172 99.9% (670) 148,072 148,072 Fund Balance,Jun 3D,2012 $ 1013 731 $ 869172 116.6% $ 144,559 $ 509,502 $ 509.502 Reconciliation of Fund Balance, Resticted and Committed Funds 1,013,731 Unassigned Fund Balance $ (DI filnrYfi Rseallly�l if 6igd„ 9 IIINRt3 City of Ashland Statement of Resources, Requirements,and Changes in Fund Balance Preliminary Close for 6130/2012 Fiscal Year 2012 Percent Fiscal Year2011 Flscal Year2011 Year-TO-Date Fiscal Year Collected) Year-To-Date End-of-Year Actuals 2012 Amended Expended Balance Actuals Actuals 260 Street Fund Taxes Street 43.388 $ 50.000 86.6% $ (6,612) $ 39,582 $ 52,848 Intergovernmental 1,966,707 3,007,495 65.4% (1,040,788) 1,319,244 1,319,244 Charges for Services-Rates 1,896,310 2,015,800 94.1% (119,490) 1,890,667 1,890,667 Charges for Services-Misc.Service Fees 17,719 10,200 173.7% 7,519 11,471 17,789 System Development Charges 381,738 40,000 954.3% 341,736 80,061 80,061 Assessments 43,542 5,000 870.8% 38,542 17,867 17,867 Interest on Investments 14,879 19,000 78.3% (4,121) 17,900 17,900 Miscellaneous 1,249 5,000 25.0% (3,751) 5,101 5,101 Other Financing Sources - 1,300,000 OA% (1300000) - - TotalRevenuesandOtherSources 4,365,531 6,452,495 67.7% (2,086,964) 3,381,893 3,401,477 Public Works-Street Opeatons 2,754,952 5,040,020 54.7% 2,285,068 2,910,264 2,986,071 Public Works-Stan Water Operations 539,745 713,551 75.6% 173,8D6 586,704 586,524 Public WoNS-Transportation SDC's 119,923 401,110 29.9% 281,187 196,265 196,484 - Pubric Works-Storm Water SDCs 17,467 146,850 11.9% 129,383 37,057 41,289 Public Works-Local Improvement Districts 107,317 391,140 27.4% 283,823 175,326 175,326 Contingency - 100,000 0.0% 100,DD0 - - TotalFxpendituresandOtherUses 3,539,404 6,792,671 52.1% 3,253,267 3.905,616 3,985,694 Fxcess(Deficiency)of Revenues and Other Sources over Expenditures and Other Uses 826,127 (340,176) 342.9% 1,166,303 (523,723) (584,217) Fund Balance,Jul 1,2011 2,236,300 2,545,596 87.8% (309296) 2,820,517 2820,517 Fund Balance,Jun 30,2012 $ 3,062,427 $ 2205,420 138.9% $ 857,007 $ 2,296,794 $ 2,236,300 Reconciliation of Fund Balance: - Restricted and Comnided Funds 1,960,292 Unassigned Fund Balance $ 1082,135 aa.rrnn�e�mum.am 10 . mvma City of Ashland Statement of Resources,Requirements,and Changes in Fund Balance Preliminary Close for 6/3012012 Fiscal Year 2012 Percent FlscalYear2011. Fiscal Year 2011 Year-TO-Date Fiscal Year Collected Year-To-Date End-of-Year Actuals 2012 Amended Expended Balance Actuals Actuate 280 Airport Fund Charges for Services-Rates $ 112506 $ 115,000 97.8% $ (2,494) $ 109,644 $ 125,835 Interest on Investments 356 300 118.7% 56 219 219 Total Revenues and Other Sources 112,862 115,300 97.9% (2,438) 109,863 126,054 Materials and Services 50,735 64,950 78.1% 14,215 59,595 59,595 Debt Service 38,536 43,536 88.5% 5,000 38,536 38,536 Contingency 5,000 0.0% 5,000 - TotalFxpenditaresandOlherUses 89,271 113,486 78.7% 24,215 98,131 96,131 Fxcess(DeWency)of Revenues and Oher sources wer Expenditures and Other Uses 23,591 1,814 1300.5% 21,777 11,732 27,923 Fund Balance,Jul 1,2011 60,083 42,573 141.1% .17,510 32,160 32,160 Fund Balance,Jun 30,2012 $ 83,674 $ 44,387 188.5% $ 39,287 $ 43,892 $ 60,083 Reconciliation of Fund Balance: Restricted and Committed Funds 83,674 Unassigned Fund Balance $ 10) ixrnvraa�nmomym 11 rmma City of Ashland Statement of Resources, Requirements,and Changes in Fund Balance Preliminary Close for 6130/2012 Fiscal Year2012 Percent Fiscal Year 2011 Fiscal Year 2011 Year-TO-Date FisalYear Collected) Year-To-Date Endrof-Year Actuals 2012Amended Expended Balance Actuals Actuate 410 Capital Improvements Fund Taxes $ 323,476 $ 432,000 74.9% 3 (108,524) $ 302,742 $ 398,224 Intergovernmental 33,069 175,000 18.9% (141,931) 4,734 1,428,253 Charges for Services-Internal 928,627 930,000 99.9% (1,373) 1,105,526 1,105,526 Charges for Services-Msc.Service Fees 54,355 80,000 67.9% (25,645) 49,660 58,345 System Development Charges 46,490 22,000 211.3% 24,490 22,701 22,701 Interest on investments 19,971 24,000 83.2% (4,029) 14,784 14,784 Mscellmeous 1,301 1,000 130.1% 301 8,577 81,077 Other Financing Sources 3,060434 4,670,000 65.5% (1609566) - - TotalRevenuesandOtherSources 4,467,723 . 6,334,000 70.5% (1,866,277) 1,508,724 3,108,910 Public Works-Facilities 1,633,905 4269,180 38.3% 2.635,275 1,308,919 2,222,865 Administrative Services-SOO Tarks) - 121,350 0.0% 121,350 - - AdministralNe Services-Open Spam(Parks) 327,050 1,785,650 18.3% 1,458,590 57,645 52,509 Transfers(Debt Service Fund) 47,800 121,982 39.2% 74,182 631,051 631,051 Interfund Loan(Equipment Fund) 208,000 208,000 100.0% - 208,000 208,000 Contingency - 50,000 0.0% 50,000 - Total Expend0ures and Other Uses 2,216,7fi5 6,556,162 33.8% - 4,289,397 2,205,615 3,114,425 Excess(Deficiency)of Revenues and Other Sources over Expenditures and Other Uses 2250,958 (222,162) 1113.2% 2,473,120 (696,891) - (5,515) Fund Balance,Jul 1,2011 2,132,661 2,050,612 104.0% 82,049 2,138,176 2138,176 Fund Balance,Jun 30,2012 $ 4,383,619 $ 1,828,450 239.7% $ 2,555,169 $ 1441,285 $ 2,132,661 Reconciliation of Fund Balance: Restricted and Commifted Funds 3,875,358 Unassigned Fund Balance $ 508.261 n rerun n.�p�va®a>m 12 - mrm�x i I City of Ashland Statement of Resources, Requirements,and Changes in Fund Balance Preliminary Close for 6130/2012 Fiscal Year 2012 Percent Fiscal Year 2011 Fiscal Year 2011 Year-TO-Date Fiscal Year Collected Year-To-Date End-of-Year Actuals 2012Amended Expended Balance Actuate Actuals - 530 Debt Services Taxes E 995,945 E 989,750 100.6% E 6,195 $ 405,591 $ 405,655 Charges for Services-Internal 1,154,300 1,153,878 100.0% 422 1,430,DDD 1,430,000 Charges for Services-Usc.Service Fees 73,824 74,511 99.1% (687) 68,888 72,081 Interest on Investments 4,083 5,000 81.7% (917) 3,312 3,312 A5sce8aneous 29,302 29,302 100.0% (0) 29,302 29,302 Tmnsfer In(CIP) 47,800 121,982 39.2% (74182) 631,051 631,051 Total Revenues and Other Sources 2,305,253 2,374,423 97.1% (69,170) 2,568,144 2,571,401 Debt Service 2,134,309 2,248,574 94.9% 114,265 2,524,351 2,524,351 Total Expenditures and Other Uses 2,134,309 2,248,574 94.9% 114,265 2,524,351 2,524,351 Excess(Deficiency)of Revenues and Other Sources war Expenditures and Other Uses 170,944 125,849 135.8% 45,095 - 43,793 47,050 Fund Balance,Jul 1,2011 809,248 894.697 90.4% (85449) 762,199 762,199 Fund Balance,Jun 30,2012 $ 980,192 $ 1020,546 96.0% $ (40354) $ 805,992 $ 809,248 Reconciliation of Fund Balance: - Restreed and Committed Funds 980,192 Unassigned Fund Balance $ - n.Mrvvo,.da�tao,w 13 tnvron City of Ashland Statement of Resources, Requirements,and Changes in Fund Balance Preliminary close for 6/30/2012 Fiscal Year2012 Percent Flscal Year2011 Fiscal Year 2011 Year-To-Date Fiscal Year Collected) Yeardo-0ate End-of-Year Actuals 2012Amended Expended Balance Actuals Actuals 670 Water Fund Taxes E 52 $ 50 104.5% E 2 $ 45 $ 45 Intergovernmental 282,055 1,669,965 16.9% (1,387,910) 344,398 344,396 Charges for Services-Rates 4,772,573 4,738,430 100.7% 34,143 4,232,169 4,230,879 Charges for Services-Misc.Service Fees 118,659 14,470 820.0% 104,189 18,O86 19,376 System Development Charges 491,612 100,000 491.6% 391,612 180,604 180,604 Interest on lnvestmelAs 11,674 13,200 88.4% (1,526) 10,006 10,006 k6sceianeous 8,678 31,200 27.8% (22,522) 21297 21297 Intedund Loan - - WA - 550,000 550,000 Total Revenues and Other Sources 5,685,305 6,567,315 86.6% (882,010) 5,356,605 5,355,603 Sectiic-Conservation 144,332 171,526 84.1% 27,194 175,448 175,495 Public Works-Forest Lands Management 464,344 1,843,458 26.3% 1,359,114 368,873 369,116 Public Works-Water Supply 382,899 620,922 61.7% 238,023 283,735 299,099 Public Works-Watu Trealment 960,048 1,056,289 919% 96,241 989,210 993,703 Pubic Works-Water Operations 2,195,174 2,347,519 93.5% 152,345 2,284,214 2,284,546 Pubic Works-Reimbursement SDC's 94,138 110,000 85.6% 15,862 94,864 113,549 Pubic Works-Improvement SDC's 44,804 250,000 17.9% 205,196 47,815 48,783 Public Works-Debt Service SDC's 124,860 124,860 100.0% 0 124,992 124.992 Debt Service 560,196 560,298 100.0% 102 586,805 586,805 Interfund Leon(EquIpment Fund) 200,000 200,000 100.0% - - - Confingency - 194,000 0.0% 194,000 - Total Expenditures and Other Uses 5,190,795 7,478,872 69.4% 2,288,D77 4,955,956 4,996,067 Fxcess(Deficiency)of Revenues and Other Sources war Expendita es and Other Uses 494,510 (911,557) 154.2% 1,406,067 400,649 360,516 Fund Balance,Jul 1,2011 2,212,401 2,033,088 108.8% 179,313 1,851,885 1,851,885 Fund Balance,Jun 30,2012 $ 2,706,911 $ 1,121,531 241.4% $ 1,585,380 $ 2,252,534 5 2,212,401 Reconciliation of Fund Balance: Restricted and Comrnitled Funds 2,271,147 Unassigned Fund Balance $ 435,768 n m,mxn-+.ac rnxaoray,m 14 mvxnx City of Ashland Statement of Resources,Requirements,and Changes in Fund Balance Preliminary Close for 61306012 Rscal Year2012 Percent natal Year2011 Fiscal Year 2011 Year-To-Date Fiscal Year Collected) Year-To-Date Em:14-Year Actuals 2012Amended Expended Balance Actuals Actuals 675 Wastewater Fund Taxes $ 1,293,903 $ 1,728,000 74.9% $ (434,097) $ 1,210,966 $ 1,592,897 Charges for Services-Rates 3,586,913 3,558,000 100.8% 28,913 3,373,748 3,373,748 Charges for Services-Misc.Service Fees 14,987 12,000 124.9% 2,987 12,000 12,000 System Development Charges 81,998 40,000 205.0% 41,998 -68,956 68,956 Interest on Investments 17,637 30,000 58.8% (12,363) 22,476 22,476 Miscellaneous 2,145 - WA 2,145 - - Other Financing Sources - 467,200 0.0% (467200) 324400 324,400 Total Revenues and Other Sources 4,997,583 5,835,200 85.6% (837,617) 5,012,546 5,394,477 Public Works-Wastewater Collection 1,681,110 1,937,482 86.8% 256,372 1,550,887 1,552,808 Public Works-Wastewater Treatment 2,325,659 2,478,433 93.8% 152,774 1,942,924 1,954,120 Public Works-Reimbursements SDC's 1,298 21,250 61% 19,952 2,255 2,606 Public Works-Improvements SDC's 188,209 351,912 53.5% 163,703 193,471 210,606 Debt Service 1,641,874 1,670,573 98.3% 28,699 1,920,235 1,920.235 Congngemcy, - - 160,000 0.0% 160,000 - Total Expenditres and Other Uses 5,838,150 6,619,650 882% 781,500 5,609,772 5,640,375 Excess(Deficiency)of Revenues and Other Sources over Expenditures and Other Uses (840,567) (784,450) -72% (56,117) (597,226) (245,898) Fund Balance,Jul 1,2011 3,250.111 3116,654 104.3% 133,457 3,496,009 3,496,009 Fund Balance,Jun 30,2012 S 2,409,544 $ 2,332,204 103.3% $ 77,340 $ 2,898,783 $ 3,250,111 Reconciliation of Fund Balance: . Restricted and Committed Funds 2,5951482 Unassgned Fund Balance rzrrrrzn.damwwmam 15 mxmnx i City of Ashland Statement of Resources, Requirements,and Changes in Fund Balance Preliminary Close for 6/30/2012 I Fiscal Year2012 Percent Fiscal Year2011 Fiscal Year2011 Year-TO-Date Fiscal Year Collected) Year-To-Date . End-of-Year Actuals 2012 Amended Expended Balance Actuals Actuals 690 Electric Fund Intergovernmental $ 125,153 $ 145,000 86.3% $ (19,847) $ 161,119 $ 187,436 Charges for Services-Rates 12,305,176 12,548,455 98.1% (243,279) 12,126,401 12,126,401 Charges for Services-Misc.Service Fees 222,804 115,000 193.7% 107,804 112,315 112,315 Interest on Investments 9,464 19,500 48.5% (10,036) 10,817 10,817 Miscellaneous 534,195 145,500 367.1% 388,696 154,965 154,772 Other Financing Sources 1,000,000 NIA (1000DD0) - Total Revenues and Other Sources 13196 792 13,973,455 94A% (776,663) 12,565,617 12,591,741 Electric-Conservation Division 526,489 549,841 95.8% 23,352 546,776 547,421 Electric-Supply _ 5,934,651 7,095,300 83.6% 1,160,649 5,573,812 5,573,812 Electric-Distribution 5,895,656 6,164,617 95.6% 268,961 5202,172 5,210,098 Elecbic-Transmission 852,382 953,000 89.4% 100,618 814,013 814,013 Debt Service 24,564 24,565 100.0% 1 24,836 24,836 Contingency - 385,000 0.0% 385,000 - - TotalExpendauresandOtherUses 13,233,742 15,172,323 87.2% 1,938,581 12,161,609 12,170,180 Excess(Deficiency)of Revenues and Other Sources over Expenditures and Other Uses (36,949) (1,198,868) 96.9% 1,161,919 404,008 421,561 Fund Balance,Jul 1,2011 2,476 294 2,290,459 1081% 185,835 2,054,733 2,054,733 Fund Balance,Jun 30,2012 $ 2439,345 $ 1,091,591 223.5% $ 1,347,754 $ 2,458,741 $ 2,476,294 Reconciliation of Fund Balance: _ Restricted and Committed Funds Unassigned Fund Balance $ 2,439,345 o wxrrn r,omay=nmceym 16 rnazun City of Ashland Statement of Resources,Requirements,and Changes in Fund Balance Preliminary Close for 613 012 01 2 Fiscal Year 2012 Percent - Fiscal Year 2011 Fiscal Year 2011 Year-To-Date Fiscal Year Collected) Year-To-Date End-of-Year Actuate 2012 Amended Expended Balance Actuate Actuals 691 Telecommunications Fund Charges for Services-Rates $ 1,916,508 $ 2,056,000 932% $ (139,492) f 1,968,574 $ 1,944,758 Interest on lmmstments 1,727 5,000 345% (3,273) 2,348 2,348 &fscellaneous 1 2,500 0.0% (2499) 11,781 12,481 Total Revenues and Other Sources 1,918,236 2,063,500 93.0% (145,264) 1,982,703 1,959,587 Personal Services 593,180 670,620 88.5% 77,440 629,561 629,561 Materials&Services 809,114 -856,959 94.4% 47,845 857,584 858,492 Capital Ouflay 53,542 140,640 38.1% 87,098 206,934 206,933 Debt-Transfer to Debt Service Fund 409,000 409,000 100.0% - 700,000 700,000 Contngency - 100,000 0.0% 100,000 - - TotalFxpendituresandOtherUses 1,864,836 2,177,219 85.7% 312,383 2,394,078 2,394,986 Excess(Deficiency)of Revenues and Other Sources war Expenditures and Other Uses 53,400 (113,719) 147.0% 157,119 (411,375) (435,399) Fund Balance,Jul 1,2011 517,916 453,183 114.3% 64,733 953,315 953,315 Fund Balance,Jun 30,2012 $ 571.316 $ 339,464 168.3% $ 231852 $ 541,940 $ 517,916 Reconcilia8on of Fund Balance: Restricted and Committed Funds Unassigned Fund Balance $ 571,316 a.r,frarwrmam�mcr.�sav 17 ninon City of Ashland Statement of Resources,Requirements,and Changes in Fund Balance Preliminary Close for 6130!2012 Fiscal Year 2012 Percent Fiscal Year2D11 Fiscal Year2011 Year-TO-Date Fiscal Year Collected) Year-TO-Date End-of-Year Actuals 2012Amended Expended Balance Actuals Actuals 710 Central Service Fund Taxes $ 51,090 $ 42,000 121.6% $ 9,090 $ 46,791 $ 56,534 Intergovernmental - 2,820 0.0% (2,820) 2,820 2,820 Charges for Services-Internal 5,612,800 5,613,200 100.0% (400) 5,447,906 5,447,906 Charges for Services-Mss.Service Fees 403,772 81,000 498.5% 322,772 146,591 146,591 Interest on lmrestmen6 5,099 5,000 102.0% 99 3,685 3,685 k4scellaneous 107,574 100,000 107.7% 7,674 77,429 84,795 Total Revenues and Other Sources 6,180,436 5,844,020 105.8% 335,416 5,725,222 5,742,332 Administration Depadtment 1,211,000 1,364,801 88.7% 153,801 1,190,409 1,194,059 IT-Computer Services Division 1,086,312 1,168,042 91.4% 101,730 1,104,620 1,110,765 Administrative Services Department 1,699,610 1,736,601 97.8% 37,991 1,601,600 1,616,191 City Recorder Division 319,848 330,756 96.7% 10,908 299,474 300,356 Pubic Works-Admin"station and Engineering 1,384,447 1,390,453 99.6% 6,006 1,292,028 1,296,235 Contigenc7 - 125,000 0.0% 125,0D0 -- - Total ExpendrWres and Other Uses 5,700,217 6,135,F53 92.9% 435,436 5,488,131 5,517,606 Excess(Deficiency)of Revenues and Other Sources over Expenditures and Other Uses 480,219 (291,fi33) 264.7% 771,852 237,091 224.726 Fund Balance,Jul 1,2011 491,546 301,659 162.9% 189,887 266,819 266,820 Fund Balance,Jun 30,2012 $ 971,765 $ 10,026 9692.4% E 961,739 $ 503,916 1 491,546 Reconcilia0on of Fund Balance: Restricted and Committed Funds Unassigned Fund Balance S 971,765 rzrn mz nde�nuorsm 10 - mman i i City of Ashland Statement of Resources,Requirements,and Changes in Fund Balance Preliminary Close for 613 012 01 2 I Fiscal Year2012 Percent Fiscal Year2011 Fiscal Year2011 Year-To-0ate Fiscal Year Collected Year-Wate End-of-Year Actuals 2012 Amended Expended Balance Actuals Actuals 720 Insurance Service Fund Charges for Services-Internal $ 729,545 $ 729,705 100.0% $ (160) $ 635,390 $ 635,747 Interest on Investments 4,597 9,200 50.0% (4,603) 5,770 5,770 Uscelaneous 193,379 30,000 644.6% 163379 21,992 21,992 Total Revenues and Other Sources 927,521 '768,905 120.6% 158,616 663,152 663,509 Personal Services 81,616 84,580 96.5% 2,964 77,145 77,134 Materials and Services 673,591 701,500 96.0% 27,909 564,351 620,542 Contingency - 1202000 0.0% 120,000 - - Total Expenditures and Other Uses 755,207 906,080 83.3% 150,873 641,496 697,676 Excess(Defidency)cl Revenues and Other Sources wer Fxpenditures and Other Uses 172,314 (137,175) 225.6% 309,489 21,656 (34,167) Fund Balance,Jul 1,2011 605,943 783.477 77.3% (177534) 640110 640,110 Fund Balance,Jun 30,2012 $ 778257 $ 646,302 120.4% $ 131,955 $ 661,766 $ 605,943 Reconciliation of Fund Balance: Reshided and Committed Funds 400,000 Unassigned Fund Balance $ 378,257 ,xmrvu r...raymrawM+eo 19 mvmu City of Ashland Statement of Resources,Requirements,and Changes in Fund Balance Preliminary Close for 6/3012012 Fiscal Year 2012 Percent Fiscal Year2011 Fiscal Year 2011 Year-TO-Date Fiscal Year Collected Year-To-Date End-of-Year Actuals 2012 Amended Expended Balance Actuals Actuals 730 Equipment Fund Intergovernmental $ 76,825 S - WA $ 76,825 S - S 26,264 Charges for Services-Internal 1,761,563 1,761,563 100.0% - 1,838,688 1,838,688 Charges for Services-Misc.Service Fees 27,116 50,000 000 6 .1 (7,085) 64,042,055 24,055 Interest on Investments Miscellaneous 29,330 55,000 53.3% (25,670) 11,131 11,271 Interfund Loan(GIP and Equipment Fund) 408.000 408,000 100.0% - 208,000 208,000 Total Revenues and Other Sources 2,387,370 2,309,563 103.4% 982 2,145,916 2,172,320 Public Works-Maintenance 968,241 1,018,614 95.1% 50,373 976,829 983,346 Public Works-Purchasing and Acquisition- 799,438 800,000 99.9% 562 54D,021 540,310 Intelfund Loan - NIA - 550,000 Contingency - 17,000 0.0% 17,000 - 550,000 Total Expenditures end Other Uses 1,767,679 1,835,614 95.3% 67,935 2,D66,850 2,073,656 Excess(Defidency)of Revenues and Other Sources over Expenditures and 0ther Uses 619,691 473,949 130.8% 145,742 79,066 98,664 Fund Balance,Jul 1,2011 1,858.969 650,551 285.8% 12D8418 1,760,305 1,760,3D5 Fund Balance,Jun 30,2012 $ 2,478,660 $ 1,124,500 220.4% $ 1354160 $ 1839 371 $ 1,858,969 Reconciliation of Fund Balance: Restricted and Committed Funds Unassigned Fund Balance $ 2478660 a.+.,rrneo,dwwn,en.`yw. 20 mvnu City of Ashland Statement of Resources,Requirements,and Changes in Fund Balance Preliminary Close for 610012012 Fiscal Year 2012 Percent Fiscal Year 2011 Fiscal Year2D11 Year-To-Date Fiscal Year Collected Year-To-Date End-of-Year Actuals 2012 Amended Expended Balance Actuals Actuals 810 Cemetery Fund Charges for Services $ 27,459 $ 22,000 124.8% $ 5,459 $ 23,305 $ 23,305 Interest on Investments 4,043 20,000 202% (15,957) 5,298 5,298 Trensfer(General Fund) 500 5OD 100.0% - 500 500 Total Revenues and Other Sources 32,001 42,5DD 75.3% (10,499) 29,103 29,103 Transfers. 4,805 20,000 24.0% 15,195 5,625 5,298 Total Expenditures and Other Uses 4,805. 20,000 24.0% .15,195 5,625 5,298 Excess(Deficianq)of Revenues and Ober Sources over Expenditures and Other Uses 27,196 22,500 120.9% 4,696 23,478 23,805 Fund Balance,Jul 1,2011 831,602 830,297 100.2% 1305 807,797 807,797 Fund Balance,Jun 30,2012 $ 858,798 $ 852,797 100.7% $ 6,001 S 831,275 S 831,602 Reconciliation of Fund Balance: Restricted and Committed Funds 858,797 Unassigned Fund Balance $ 0 rz.m mxn,.mwrn mae<xam 21 rnvmn City of Ashland Statement of.Resources, Requirements,and Changes in Fund Balance Preliminary Close for 6130f2012 Fiscal Year2012 Percent Fiscal Year2011 Fiscal Year2011 Year-To-Date FlscalYear Collected) Year-To-Date End-of-Year Actuals 2012 Amended Expended Balance Actuate Actuals 211 Parks and Recreation Fund Taxes Parks 4,352,079 $ 4,263,200 102.1% $ 88,879 $ 4,189,723 $ 4,192,178 Intergovernmental - 15,000 0.0% (15,000) 14,623 21,139 Chalgestor Services 923,987 827,000 111.7% 96,987 869,831 879,023 Interest on Investments 14,194 20,000 . 71.0% (5,806) 14,441 14,441 Miscellaneous 22,257 22500 98.9% (243) 47,288 47,888 Total Revenues and Other Soumes 5,312,517 5,147,700 103.2% 164,817 5,135,906 5,154,669 Parks DWBion 3,430,912 3,500,240 98.0% 69,328 3,136,823 3,372,135 Recreation Division 1,029,983 1,103,040 93.4% 73,057 1,040,806 1,050,140 GeV Division 398,788 432,890 92.1% 34,102 303,868 306,146 Other Financing Uses-Transfers 349,000 349,000 100.0% -Contingency - 50,000 0.0% 50,000 - - Total Expenditures and Other Uses 5,208,684 5,435,170 95.8% - 226,486 4,481,497 4,728,421 Excess(Deficiency)of Revenues and Other Sources over Expenditures and Otter Uses 103,833 (287,470) 136.1% 391,303 654,409 426,248 Fund Balance,Jul 1,2011 2214031 1991,310 111.2% 222721 1,787,781 1,787,781 Fund Balance,Jun 30,2012 E 2.317,864 S 1,703,940 136.0% E 614,024 $ 2,442,190 6 2,214,031 Reconciliation of Fund Balance: Resi icled and Committed Funds - . Unassigned Fund Balance $ 2,317,864 22 22 111.12 City of Ashland Statement of Resources, Requirements,and Changes in Fund Balance Preliminary Close for 6/30!2012 Fiscal Year 2012 Percent Fiscal Year 2011 FlsalYear2011 Year-To-Date Fiscal Year Collected) Year-ToDate End-of-Year Actuals 2012 Amended Expended Balance Actuals Actuals 221 Youth Activities Levy Fund Taxes E 11,537 $ 20.000 57.7% $ (6463) S 19360 4 18,141 Total Revenues and Other Sources 11,537 20,000 57.7% (8,463) 19,360 18,141 Materials and Services - 20,000 0.0% 20,000 30,776 30,776 Total Expenditures and Other Usas - 20,000 0.0% 20,000 30,776 30,775 Excess(Oe0cienc7)of Revenues and Other Sources war Expenditures and Other Uses 11,537 - 0.0% 11,537 (11,416) (12,635) Fund Balance 1,2011 9,899 - 0.0% (9899) 22,534 22,534 Fund Balance,Jun 30,2012 $ 21,436 $ 0.0% $ 1,638 $ 11,118 $ 9,899 Reconciliation of Fund Balance: Restricted and Commided Funds 21,436 Unassigned Fund Balance $ - o 23 rnvanz i I City of Ashland Statement of Resources,Requirements,and Changes in Fund Balance Preliminary Close for 6/30/2012 Fiscal Year2012 Percent Fiscal Year20tl Fiscal Year2D11 Year-To-Date Fiscal Year Collected) Year-To-Date End-of-Year Actuals 2012Amended Expended Balance Actuals Actuals 411 Parks Capital Improvement Fund Charges for Services $ 8,671 $ 33,D00 26.3% $ (24,330) $ 7,335 $ 222,335 Interest on Investments 2,369 2,000 118.4% 369 1,655 1,655 Miscellaneous 13,522 WA - Total Revenues and Other Sources 24,561 35,000 701% (23,961) 8,990 223,990 Capital Oullay 68,296 70,000 97.6% 1,704 43,987 -43,987 Total Expenditures and Other Uses 68,296 70,000 97.6% 1,704 43,987 43,987 Excess(Deficiency)of Revenues and Other Sources over Expenditures and Other Uses (43,735) (35,000) -25.0% (8,735) (34,997) 180,003 Fund Balance,Jul 1,2011 432,866 228,504 189.4% 204,362 252,864 252,864 Fund Balance,Jun 30,2012 $ 389,131 $ 193,604 201.1% $ 195627 $ 217,867 $ 432,866 Reconciliation of Fund Balance: Restricted and Committed Funds 265,000 Unassigned Fund Balance $ 124,131 a.ae,rrn ru.�wpm mceae.m 24 . mMOn CITY OF ASHLAND Council Communication September 4, 2012 Business Meeting Council approval of a letter to the Jackson County Board of Commissioners expressing the Ashland City Council's support for a ban on the use of GMO seeds in Jackson County FROM: Dave Kanner, City Administrator, kannerd @ashland.or.us SUMMARY Jackson County has been exploring the feasibility of adopting or referring to the ballot an ordinance that would prohibit the use of genetically modified seeds in the County. This letter expresses the City of Ashland's support for such a ban. BACKGROUND AND POLICY IMPLICATIONS: Jackson County, through its Natural Resources Advisory Committee, has been exploring the feasibility of adopting an ordinance that would ban the use of genetically modified seeds in the County. A. number of citizen and business groups have expressed concern that plants grown with genetically modified seeds can contaminate other plants within a fairly large (up to five-mile) radius, thus posing a threat to organic farms in the County,including farms near Ashland. In addition, a citizen's group has been circulating a petition seeking to refer such a ban to the voters. This letter would add the City of Ashland to a growing list of groups encouraging the Jackson County Board of Commissioners to support a ban. FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: N/A SUGGESTED MOTIONS: I move approval of the Mayor's signature to a letter to the Jackson County Board of Commissioners expressing the Ashland City Council's support for a ban on the use of GMO seeds in Jackson County. ATTACHMENTS: Draft letter to the Jackson County Board of Commissioners Page I of I �r, CITY OF ASHLAND September 5, 2012 Jackson County Board of Commissioners 10 South Oakdale, Room 214 Medford, Oregon 97501 RE: Genetically Engineered Crops Dear Commissioners Rachor, Skundrick, and Smith, The People of the Ashland, Oregon, desiring to protect their agricultural industry,natural environment, private property rights of its citizens, and the health, safety and welfare of its people, deem it advisable and appropriate to restrict the propagation, raising, cultivation or growing of genetically engineered (GE) crops in Jackson County. • Genetically engineered crops are being developed with precipitous speed, and have been introduced into the marketplace before the potential risks and long-term effects of these products have been adequately studied. • Many companies, local businesses and foreign markets do not accept genetically engineered food products, so the danger of contaminating and thereby reducing the value of neighboring crops via wind and insect bome gene drift from genetically engineered crops creates a serious economic threat to farmers and ranchers. • The impact on our natural environment from genetically engineered crops and contamination from such is unpredictable, ultimately uncontrollable, and has received inadequate study. For all of these reasons,the propagation, cultivation, raising, or growing of genetically engineered crops in Jackson County should not be allowed. The Ashland City Council respectfully requests that the Jackson County Commissioners pass a ban on the propagation, raising, cultivation or growing of genetically engineered crops in Jackson County via County ordinance, or that such an ordinance be placed on the ballot to let the people decide. Sincerely, -j7b v" I""1�q�—�,r� G7<�✓Ll�_ / John Stromberg, Mayor OFFICE OF THE MAYOR Tel:541-0888002 �., 20 East Main Street Fax:541A88-5311 Ashland,Oregon 97520 TTY: 800-735-2900 1r www.ashland.or.us Lf 100%Post Consumer Content CITY OF ASHLAND Council Communication September 4, 2012 Business Meeting On-Line Streaming of City Council Study Sessions FROM: Ann Seltzer, Management Analyst, seltzera @ashland.or.us SUMMARY Earlier this year, the Council expressed an interest in streaming its study sessions live on the internet. With the assistance of Project A, the City Council study session on Monday, August 20 was streamed live on the Internet. Staff is now seeking direction from the Council on whether or not to move forward and stream all study sessions on the Internet from the Siskiyou Room. BACKGROUND AND POLICY IMPLICATIONS: The City Council has expressed interested in broadcasting and streaming study sessions. Staff has provided the City Council with a variety of options and costs to broadcast both on television (requires meetings to occur in Council Chambers) and live Internet stream in the Siskiyou Room (requires purchasing equipment). As mentioned above, the August 20 study session was streamed live to the Internet using a free streaming service with www.ustream.com. The link to the video was sent to the council on August 21. Currently the City has a basic account with Ustream which is free but with advertisements randomly shown during a City video (study session). Should the Council decide to stream all study sessions the anticipated costs include: Audio Technica omni-directional microphone model U841 $250 Minicaster brand model HDMI $2,000 Panasonic HS900 video camera $1,400 Tripod $200 Ustream annual membership ($90 per month no ads) $1,080 TOTAL $4,930 The annual Ustream membership allows up to 50 gigabyte of archive video and 100 viewer hours and no advertisements. The attached matrix was provided to the Council at the July 16 meeting and lists the different options to broadcast study sessions. FISCAL IMPLICATIONS: Approximately $4,930 Page I of 2 P`, CITY OF ASHLAND STAFF RECOMMENDATION AND REQUESTED ACTION: N/A SUGGESTED MOTION: I move to direct staff to move forward and stream council study sessions. ATTACHMENTS: Broadcast options matrix Page 2 of 2 Options Council-Study Pros:. Cons Cost Notes Sessions Television/Web: Equipment is already in More formal setting than the Approximately$245 per meeting Study Sessions used to occur in place in Council Chambers Siskiyou Room. ($145 for the first hour and$100 Council Chambers and were k, • Least expensive. for each additional hour). televised. • System to archive and store Annual approximate cost is meetings is in place(this is $5880(based on 24 study y— covered in the agreement sessions per year) x3 wth RVTV). The Agreement for Services Council, E with RVTV provides for up to ChambefSe k ,{ twelve additional televised meetings per year. Assuming _ that allotment is not used for special meetings the allotment - would be available for study �h sessions and reduce the annual costs to approximately$3000. RVTV has the portable Expensive. • Approximately$750-$1000 per Live broadcast will depend on equipment(Tricaster"studio meeting. available bandwidth from that Siskiy&t.ROOm in a box")to televise and • Annual approximate cost building to RVTV and then to cable " : '� `� stream from Siskiyou Room. between$18,000 and$24,000. and Internet. T.eleuisibWMIi , - • Straightforward but could • Web cam is limited to about three Basic webcam's are as IT department uses gotomeeting.com get expensive. feet in distance. Audio and visual inexpensive as$30. to view demo's of Cisco products r;y _ Less formal setting than deteriorate at greater distances. Web conferencing web cam's A phone number is provided (e.g. Council Chambers. Quality would likely be so (higher quality)could run as conference call)for people to access SISgICIyOU IROOsm " compromised viewers would not high as$10,000. the audio of the meeting and a URLI IA,Web'cam/Web likely be able to ascertain who is is provided for visual of the meeting. speaking or what they were saying. Best if only one person speaks at a onlyNVebG' time. COnferenCing We will need to determine how we • ''fM^ :n will archive and store the meetings. t : 9�r": �" j After the room is equipped • Likely more complicated than other • Per Jim Teece at Project A: Cost considerations include level of other meetings options because of equipment inexpensive IP camera is quality of all equipment (commissions,special installation, requires staff time prior between$1000-$2500 Quality of stream depends on F a ", meetings could be webcast to and after meeting Minicasler which sends the video adequate lighting and quality of AV t 'r"' + from the Siskiyou Room). • High-end equipment=expensive to the internet is$1500 equipment ` # �k but high quality stream Cost for microphones depends Must use a streaming website or R�� - • Low-end equipment= less money on the type(built into the purchase a dedicated streaming �''`S�, ISICIyOU ROOM but low quality stream camera,lapel clip on or free server LIVe Streallling standing on table)but they must Ustream.com allows for live be wired to the camera or get streaming video and archiving video. Webcast wireless microphones which cost more Jim Teece has offered to test this Use ustream.com for free just to type of equipment at an upcoming stream(ad supported)pay for a Council study session if the Council .;. ustream.com account(city logo would like a demonstration. etc CITY OF ASHLAND Council Communication September 4, 2012 Business Meeting First Reading of an Ordinance Amending Ashland Municipal Code (AMC) 10.64.010 Obstructing passageways FROM: Ann Seltzer, Management Analyst, seltzera @ashland.or.us SUMMARY Ashland's municipal code prohibits using a public street or sidewalk for selling, storing or displaying merchandise, unless otherwise permitted by ordinance. This means the Farmer's Market on Oak Street, which is approved by conditional use permit, and the vendors at the 4`h of July community celebration on Winbum Way, are actually in violation of City Code. Staff proposes to clean up the code by amending it to clarify that using a street or sidewalk to sell merchandise can be allowed for holders of a conditional use permit or a special event permit. BACKGROUND AND POLICY IMPLICATIONS: July 2011 The Economic Development Strategy was adopted by the Council in 2011 and includes strategy 5 which reads: "Increase tourism in the fall, winter, and spring and diversify the types of events and activities." April 2012 The City Council approved the Special Event Policy and adopted a resolution setting fees for special events. Issue The Ashland Chamber of Commerce Visitor and Convention Bureau (VCB) annually produces the Ashland Culinary Festival (previously Ashland's Food & Wine Classic) held the first weekend in November. After five years, the event is now operating at capacity in the Historical Ashland Armory and the VCB is seeking additional space. They have requested closure of B Street between Oak Street and Pioneer Street to allow for vendors that cannot be accommodated in the Armory. The current language in AMC 10.64.010 prohibits the use of a sidewalks or streets for selling merchandise. A few years ago, AMC chapter 13 was updated to allow sidewalk dining. It now includes 13.03.030 Exempt Activities: City Seasonal Event Usage which permits businesses to sell merchandise on the sidewalk twice a year. It also provides for the Council, by resolution, to establish additional seasonal event days. This"exempt activities" section, however, relates to sidewalk usage not street usage. Staff initially recommended the Chamber apply for a conditional use permit(CUP) for the Culinary Festival and they have begun that process. Our land use law (including its provision for CUPS) is not designed to address once-a-year weekend events. In the case of the street closure for the Oak Street Farmer's Market, a CUP was appropriate since the potential impact to neighboring properties was to occur Page I of 2 r, CITY OF ASHLAND every weekend for a number of months. AMC 18.08.800 defines Temporary Use as "a short-term, seasonal, or intermittent use. Such use shall be approved by a conditional use permit only, with such conditions..." The street closure request for the Ashland Culinary Festival is for one weekend in November. The special event permit application requires the applicant to notify neighbors, provide a map showing the layout of the event, in this case the booths, and indicate access for emergency vehicles. The permit is not approved until it is reviewed by the various city departments including public works, police, fire and administration. Staff Rationale Staff is recommending this ordinance amendment because the Ashland Culinary Event meets the objectives of the Economic Development Strategy and the Special Event Policy. It occurs in the offseason, has grown in attendance and ticket sales over the last several years and is an organized activity that requires the use of the public right of way. In addition to adding an exemption for special event permits, staff has also proposed including an exemption for conditional use permit holders. This would allow the Farmer's Market and any future similar activities that may secure conditional use permits for the use of the public right of way for the purpose of selling merchandise to be in compliance with code: without this change, a conditional use permitee may have City approval and nevertheless be out of compliance with AMC 10.64. More Background In April of 2012,the Parks and Recreation Commission modified its long standing policy"no selling in the park"and now allows up to ten vendor booths in the Band Shell parking lot in association with an approved and permitted special event in Lithia Park. FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends approval of the ordinance amendment. SUGGESTED MOTION: I move approval of first reading of an Ordinance titled: "Ordinance Amending Ashland Municipal Code (AMC) 10.64.0 10 Obstructing passageways." ATTACHMENTS: Draft Ordinance Page 2 of 2 �r, ORDINANCE NO. AN ORDINANCE AMENDING ASHLAND MUNICIPAL CODE (AMC) 10.64.010 OBSTRUCTING PASSAGEWAYS Annotated to show ae'�s-and additions to the code sections being modified. Deletions are bold lined through and additions are bold underlined. WHEREAS, Article 2. Section 1 of the Ashland City Charter provides: Powers of the City. The City shall have all powers which the constitutions, statutes, and common law of the United States and of this State expressly or impliedly grant or allow municipalities, as fully as though this Charter specifically enumerated each of those powers, as well as all powers not inconsistent with the foregoing; and, in addition thereto, shall possess all powers hereinafter specifically granted. All the authority thereof shall have perpetual succession. WHEREAS, permitted special events benefit the City by increasing tourism and economic activity; WHEREAS, the potential impact to neighboring properties of the selling of merchandise in the public right of way has been evaluated and vetted through the conditional use permit process: THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. Chapter 10.64.010 is hereby amended to read as follows: 10.64.0 10 Obstructing passageways a. Except as otherwise permitted by ordinance or by a conditional use permit or by a special event permit, no person shall use a street or public sidewalk for selling, storing or displaying merchandise or equipment." SECTION 3. Severability. The sections, subsections, paragraphs and clauses of this ordinance are severable. The invalidity of one section, subsection, paragraph, or clause shall not affect the validity of the remaining sections, subsections, paragraphs and clauses. SECTION 4. Codification. Provisions of this Ordinance shall be incorporated in the City Code, and the word "ordinance" may be changed to "code", "article", "section", or another word, and the sections of this Ordinance may be renumbered or re-lettered, provided however, that any Whereas clauses and boilerplate provisions (i.e., Sections [No(s.)] need not be codified, and the City Recorder is authorized to correct any cross-references and any typographical errors. The foregoing ordinance was first read by title only in accordance with Article X, Ordinance No. Page I of 2 Section 2(C) of the City Charter on the day of , 2012, and duly PASSED and ADOPTED this day of 2012. Barbara M. Christensen, City Recorder SIGNED and APPROVED this_day of , 2012. John Stromberg, Mayor Reviewed as to form: David H. Lohman, City Attorney Ordinance No. Page 2 of 2