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HomeMy WebLinkAbout1997-0401 Council Mtg MIN MINUTES FOR THE REGULAR MEETING �i ASHLAND CITY COUNCIL April 1, 1997 PLEDGE OF ALLEGIANCE Mayor Golden called the meeting to order at 7:00 p.m., Civic Center Council Chambers. ROLL CALL Councilors Laws, Hauck, Hagen, Wheeldon and DeBoer were present. Councilor Reid was absent. APPROVAL OF MINUTES The minutes of the Regular meeting of March 18, 1997 were approved with the following amendments on page 3 under Public Forum, paragraph two and three. Mayor Golden requested that the minutes reflect that she did not want to pull Planning Commissioner Tom Giordano in the middle of his term. She stated that Mr. Giordano acted under the guidance of cities protocol at the time when he addressed the Planning Commission on planning actions that he was involved in. When it was realized later that he could not even speak to these issues, and he was notified, he did exactly what he was directed to do by the city. SPECIAL PRESENTATIONS & AWARDS 1. Presentation of check for $2,500 from WP Natural Gas for the Lithia Park Restoration Fund. Dennis Otte, representing WP Natural Gas presented check in the amount of$3,000 for the Lithia Park Restoration Fund to Park Commissioner Teri Coppedge. Commented on the excellence of city employees that he has had contact with. Remarked how Lithia Park is an important destination for many outside our area, and how WP Gas wanted to help in the restoration of the park. 2. Mayor's Proclamation declaring April 9, 1997 as "Arbor Day in Ashland." Mayor Golden read proclamation for "Arbor Day in Ashland". CONSENT AGENDA 1. Minutes of boards, commissions and committees. 2. Monthly Departmental Reports - March, 1997. 3. Letter from DEQ congratulating City of Ashland and Ashland Sanitary for exceeding goals of 1991 Recycling Act. 4. Letter from Workers' Compensation Division congratulating the City for Performance Award for Excellence for self-insured employees. S. Letter from League of Oregon Cities regarding Joint LOC/AOC Conference in Salem on April 21, 1997. 6. Approval of Abstract of the Vote and Mayor's Proclamation for special election on March 11, 1997. • City Council Meeting 401-97 1 Councilors Hagen/Hauck m/s to approve consent agenda. Voice vote: all AYES. Motion passed. PUBLIC FORUM Susan Wilson-Broadus/549 Wilson Road, Central Point/Spoke regarding a memo that was read at a previous council meeting of March 4, 1997 regarding use of professional engineering services through RVCOG. Commented on importance of the duties of a licensed professional civil engineer which extends beyond signing of plans prepared by others. Stated that while employed as Director of Public Works and City Engineer, she was not aware that Paula Brown, PE also served as City Engineer. Wilson-Broadus did not agree with memo from Almquist regarding number of plans signed. Stated that she signed several sets of plans. Wilson-Broadus also questioned the total billings for engineering services of $148.20, which she did feel included the thousands of dollars per month paid to RVCOG for Brown's engineering services. UNFINISHED BUSINESS 1. Approval of Findings, Conclusions and Order on a seven-lot subdivision under the Performance Standards Option located at 25 Westwood Street. Not available for approval. NEW & MISCELLANEOUS BUSINESS • 1. Letter from "B" Street Neighborhood Association requesting the appointment of a review committee to monitor performance of ICCA Center at 144 N. 2nd Street. Mayor read letter requesting a review committee to be formed. Councilor Hauck clarified that occupation of the ICCA Center was not established until April 1996. Councilor Wheeldon stated that after the decision was made for the ICCA and occupancy was established, the neighborhood and ICCA went into mediation, without the presence of the city. It was understood that the mediation would bring about what would be reviewed and then the committee would be formed. The committee, according to the Findings & Conclusions on the decision, were to be two members from the Railroad District community who were opposed and two who were in favor, as well a council person. Wheeldon commented that this is different than what was going on with the mediation. She felt that there was a hope that this would indicate there wouldn't be a need for the committee or that there would be some clarity about what the committee would be monitoring. City Attorney Nolte confirmed for council that mediation had been terminated and there was no mediated agreement that came out. Council discussed the timeliness of the review and is in favor of forming this committee. Councilor Wheeldon would be the council person on the committee. • City Cmaca Meeting 4-01-97 2 2. Request of Hospital Administration for Council approval of proposed expansion • of surgical wing at Ashland Community Hospital. Jim Watson, Ashland Community Hospital Administrator and Peggy Cockrell, Human Resources Director and Special Projects requested approval under the terms of their lease agreement 8.2b which required approval anytime there is to be major alteration to the hospital. There are two triggers, one where there is any alteration over $100,000 or any alteration that changes the exterior walls. This project exceeds both of these triggers. The purpose of the expansion request is to meet a growing need for additional space in their surgical department. The hospital currently has two surgical theaters. Watson submitted graphs to council which outlined growth of 134% in out-patient surgical procedures and significant growth in special studies. Peggy Cockrell explained to council the addition and use of space involved in the expansion of the hospital. Construction costs have been budgeted with the first phase at $857,000 and further costs for phases to be determined later. Councilors Hagen/Hauck m/s to approve request. Voice vote: all AYES. Motion passed. 3. Discussion of Funding of Siskiyou Boulevard Planning Process. Janine Ellsworth/660 B Street and Russell Rickert/164 Ahneda/Members of the Bicycle Safety Committee. Would like to get information to the community as to what plans are • being made. They believe that to have an artist rendition would be the best way to show the proposed plans. Council is requested to make available education fund monies, that are currently budgeted, and use it for this project. Councilor Hagen spoke regarding dispelling the idea that the medium strip will be lost with the bicycle plan. Rickert stated that the design did not include removing the meditun strip. Council discussion regarding this being the next step in the planning process of Siskiyou Boulevard and whether there is a need for this much detail. It was commented that the next step of planning is public information. Council shared the difficulties involved in areas of the city that are not bicycle friendly. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Second reading by title only of "An Ordinance Adopting the North Mountain Neighborhood Plan, Changing the Comprehensive Plan Map and Zoning Map Designations for the North Mountain Area, Adding Chapter 18.30 NM No. Mountain Neighborhood to the AMC Land Use Ordinance, Modifying Section 18.62.070.M of the Land Use Ordinance, and Adding Section VII 'North Mountain Neighborhood Design Standards' to the Site Design and Use Standards." • City Cou xn Meeting 401-97 3 . Councilors Hagen/Wheeldon m/s to approve second reading of Ordinance # 2800. Roll call vote: Hauck, Hagen, Wheeldon, DeBoer and Laws, YES. Motion passed. 2. Reading by title only of "A Resolution Setting Forth Policies on Expenditure of Monies from the Arterial Street Assistance Account in the Capital Improvement Fund." City Administrator Brian Almquist read resolution with the purpose of clarifying the account which added additional recommendations from the committee on Local Improvement District policies. Councilor Wheeldon commented on some of the challenges that face residents on arterials and requested council to consider providing an additional 25% for sidewalks out of this fund for arterials. Wheeldon suggested a modification to provide one half of traffic calming expenses. Wheeldon felt that the more specific this is, the easier it would be to see how useful this could be. Councilor Laws pointed out that this is an ongoing fund and will take time to accumulate and asked if it would be possible to look at a set dollar amount that could be borrowed against. Almquist agreed that during the first year, this could be done up to $50,000 and initiated as of July 1, 1997. Almquist clarified with council that amendment to resolution would be to add one half of traffic calming expenses to Section 2(d) and that the resolution that contains the sidewalk policy would be amended to increase arterial streets to 50%. • Councilor Laws discussed putting the additional 25% of the sidewalk match in something more flexible so that council could be more discretionary with the use and priority of this 25%. Wheeldon explained that there is a $20,000 sidewalk fund for links which is prioritized, and also $30,000 which is available for residential LEYs. There was question as to favoring arterial streets or other streets for the extra incentive money. Mayor Golden commented that there are a number of arterial streets that do not have sidewalks and the problem is that some of the older neighborhoods and have been developed without sidewalks. These arterial streets tend to need a safer place for pedestrians than other residential areas that move more slowly. There is a tendency to travel at a higher rate of speed on arterials along with volume of traffic. Golden suggested that council consider amending the resolution to include a primary emphasis in arterials with a secondary, so that if a project comes up that is of concern, based on volume and needs in terms of pedestrian traffic, that the council would have the option to be more discretionary. Councilors Laws/Wheeldon m/s to approve Resolution #97-15 with the proposed amendments to Section 2(b) and 2(d) with clarification that primary focus will be arterial streets allowing the council to use discretion in other areas where there may be extenuating circumstances that would demand additional funds to retrofit. Roll call vote: Hagen, Wheeldon, DeBoer, Laws and Hauck, YES. Motion passed. City C==U Meeting 401-97 4 • 3. Reading by title only of "A Resolution Amending the City's Deferred Compensation Plan." City Attorney Paul Nolte clarified for council that this proposed resolution is in response to a change in Federal Law regarding Deferred Compensation Plans. It requires that those funds set aside for deferred compensation be placed in a trust not owned by the city. Councilors Wheeldon/Hauck m/s to approve Resolution #97-12. Roll call vote: Wheeldon, DeBoer, Laws, Hauck and Hagen, YES. Motion passed. 4. Reading by title only of "A Resolution Supporting the Efforts of the Patrons of I ithia Park and The Ashland Parks Foundation to Identify Funding Sources for the Restoration of Lithia Park." Councilors Wheeldon/Hagen m/s to approve Resolution #97-14. Roll call vote: DeBcer, Laws, Hauck, Hagen and Wheeldon, YES. Motion passed. 5. Reading by title only of "A Resolution Supporting a Proposed Serial Tax Levy by Jackson County Fire District No. 5 and Clarifying Automatic Aid Policies." Fire Chief Woodley and Dan Marshall, Fire Chief for Fire District No.5 presented resolution. Shared concerns regarding the consequences if the proposed serial tax levy by Jackson County is passed. Stated that Ballot Measure 47 and the corresponding reduction in revenue are placing extreme burden on the financing ability of Fire District No. 5 and their ability to maintain current services. Fire District No. 5 has proposed on May 20th a serial • levy to restore anticipated loss of revenue as a result of Ballot Measure 47. If this levy does not pass, it will affect the relationship between the City of Ashland and Fire District No. 5. Currently, Fire District No. 5 back-ups the City of Ashland and vice-versus to Fire District No. by the City of Ashland. Woodley stated that if Fire District No. 5 ability to provide first response service in their district is diminished or eliminated as result of loss of funding, that will impact the City of Ashland under the current arrangement. Woodley commented that he expects rural residents will expect the City of Ashland to provide first response service. This would put a strain on fire protection within the city and jeopardize the level of services currently available. If the levy fails, he believes there would need to be an adjustment in the agreement and residents of their district would need to be aware that the City of Ashland will have to adjust the level of service they are willing to provide. Woodley proposes for city policy, that if the levy fails, that the city not commit our resources to a first response if District No. 5 does not already have equipment responding or on the scene. Marshall spoke regarding the impact to the service areas that encompass the Ashland area and how it would affect Fire District 5. Councilor Laws commented on the importance of the relationship between the city fire department and Fire District No. 5, but believes that it is wrong for a government to tell the • City Council Meefing 401-97 5 • people of another government how to vote or to even urge them to vote in a particular way. Stated that he is opposed to Section 1 of the proposed resolution and that Section 2, the way that it is worded, almost seems like a threat. Laws would rather see the word "shall" changed to "may". Mayor Golden commented that if the citizens who live in the county choose to not support the serial levy, thinking that the city will respond at the city taxpayer dollar and that this will cost them nothing, they need to understand that the reason the city responds is because of the relationship enjoyed with Fire District No. 5. Golden felt that the residents in the county need to be made aware of the reality. That, if Fire District No. 5 is not there, the City of Ashland will not be there. The first obligation of the city must be to the taxpayers of Ashland that are within the city limits for fire protection. Council discussion regarding their taking a position on the impact of supporting this resolution. There was general agreement among council that there was importance of informing voters of the impact of this serial levy should it fail. Councilors Deboer/Wheeldon m/s to approve Resolution #97-16 with amendment to Section 2, first sentence changing "shall" to "may". Discussion: Marshall commented on the worst case scenarios including layoff of employees, Woodley commented on the moral responsibility of supporting and informing voters. Laws commented on the uncovering of the ambiguities surrounding the failing of the levy and to go beyond stating "may" is a mistake. Roll call vote: Hauck, Hagen, Wheeldon and Deboer, YES; • Laws, NO. Motion passed 41. 6. Energy Sales Agreement between PG&E Energy Power Services and the City of Ashland, Oregon. City Administrator Brian Almquist read memo that outlined the Power Sales Contract Replacement. Councilors Hauck/Hagen m/s to approve agreement. Voice vote: all AYES. Motion passed. 7. Contract with Rogue Disposal. Conservation Manager Dick Wanderscheid, Jackson County representative Brad Prior and Rogue Disposal representative Don Cordell presented contract to council for Rogue Disposal. Wanderscheid gave brief oral report which outlined the change of Valley View Landfill to Valley View Transfer Station in January 1997, which no longer accepts solid waste. Presently Ashland Sanitary is hauling Ashland's garbage to southstage in Jacksonville and that landfill is scheduled to close in December 1998. After December 1998, Dry Creek Landfill in White City will be the only remaining operating landfill in Jackson County. Dry Creek Landfill has an agreement with Jackson County. The proposed agreement to the council refers to this agreement between the county and Dry Creek Landfill. • City Coma Meeft 4-01-97 6 • Agreement has been reviewed by City Attorney Paul Nolte with suggested minor changes amended to the contract, these changes have been incorporated into the agreement. The agreement between the city and Dry Creek Landfill requires the city to acquire our solid waste franchisee to deliver solid waste to Dry Creek Landfill. In exchange for this, Dry Creek Landfill agrees to maintain a sufficient capacity at their disposal site for Ashland's waste and establishes tipping fees that were determined in the county agreement. Franchise agreement with Ashland Sanitary will need to be brought back to council to include this requirement prior to their switching over from Jacksonville to White City for approval. This same agreement has been approved by the City of Medford, Central Point, Phoenix and Jackson County. Brad Prior, Jackson County Sanitary spoke regarding the agreement including tipping fees, setting of rates, and other items covered in the agreement. Explained that is an extension of an existing agreement for solid waste disposal and landfill capacity. Services will remain the same. Councilors Hagen/Wheeldon m/s to approve contract. Voice vote: all AYES. Motion per• OTHER BUSINESS FROM COUNCIL MEMBERS Councilor Wheeldon requested that the Ashland Watershed Partnership Preliminary General Findings & Recommendations be placed on the agenda. • Councilors Wheeldon/Laws m/s to approve placement of this Item on the agenda. Voice vote: all AYES. Motion passed. Scott Kurtz and Rick Landt presented preliminary General Findings & Recommendations. Commented that this group had made a commitment to assess the effects of the flood and make recommendations based on their on-ground observations. Believe that there may be many uses for this information and suggested ways that the city could immediately begin putting this information to use. Suggested that the relevant recommendations in the document be incorporated into the work that OTAK has been contracted to do for the city. They would also like to begin establishing a working relationship with city staff. Commented that they are currently setting up a meeting with Planning Director John McLaughlin, Assistant City Administrator Greg Scoles, Conservation Manager Dick Wanderscheid and Public Works Manager Dennis Barnts to discuss these recommendations, costs and implementation. Requests council support with these meetings. Additionally, they would urge that the work that the city is currently doing be limited to restoring vital services until a comprehensive plan of action, including public review and input is completed. • City Cmncil Meefiog 4-01-97 7 • Some of the recommendations presented are as follows: 1) A process be created where city staff can utilize the resources of the Ashland Watershed Partnership; 2) An assessment of all stream flow impediments in the floodway for their potential for debris collection; 3) Re- evaluating the FEMA and City designated 100 year flood plain maps to insure accuracy and adequacy for prediction of flood elevations throughout Ashland watersheds; 4) Explore an alternative concept of Arizona crossings (low areas in roads at stream crossings where water goes over the road during floods, and through small culverts during normal flow periods) adjacent to creed road crossings, and in place of culverts and bridges for non-essential roads; 5) Stronger enforcement of City ordinances that prohibit fill within the floodplain and require that all illegally placed fill be removed; 6) Flow data be utilized; 7) Exploring the use of bioengineering; 8) Retention of all riparian trees; 9) Weather station established; 10) Notification requirement by ordinance that requires landlords notify renter(s) of floodplain status; 11) A comprehensive evaluation of what information and/or plans will increase the City's ability to respond to emergencies; 12) Evaluation of all streets, sidewalks and other impervious surfaces within the 100 year floodplain for appropriate grade and slope; 13) Ashland watershed be assessed as soon as possible; 14) Assessing and exploring opportunities for improving anadromous fish habitat in Ashland and Bear Creeks and 15) Feasibility of using sediment traps, stormwater detention ponds, and other types of constructed wetland systems to provide stormwater treatment. Councilor Laws clarified that staff was directed at the first meeting after the flood, that no action would be taken beyond what was absolutely necessary until a study had been made about what should be done in the future. It was suggested that the group come back after having met with staff at the first meeting in May with a progress report. Wheeldon informed council of forum that would be taking place on April 23rd hosted by the Chamber which will provide information on issues surrounding Measure 47, flood issues, Park renovations and the Flood Bond. Wheeldon reminded all of upcoming Budget Committee meetings and encouraged public to attend these meetings as well as the sub-committee meetings. City Administrator Brian Almquist shared with council that for the past number of years there has discussion of inter-related issues dealing with delivery of water from the Talent Irrigation District system and the possibility of blending our treated effluent water with the T1D water in the east Ashland lateral at Oak Street and Eagle Mill road. Almquist attended a meeting in April with all the area irrigation districts in the Rogue Valley hosted by the Federal Bureau of Reclamation. The purpose of the meeting was to identify projects throughout the rogue basin that would result in water conservation. BOR has allocated 1 million dollars to study water saving projects in the Deschutes and Rogue basins. The allocated funds need to be spent by September 30, 1997. • City Council Meeting 4-01-97 8 Almquist stated that he had discussed a potential project with TID manager Holly Cannon which is outlined in a concept paper between the City of Ashland and Talent Irrigation District submitted to the council. The concept paper covers topics that have been discussed for the past number of months. The basis of this concept would be study to the feasibility of using funds currently allocated for the spray irrigation component of our sewage treatment upgrade for the Imperatice property. The component of that project is estimated at between $1,500,000 and $2,000,000 to build the system to spray irrigate the property with additional ongoing electrical costs to pump the water. The potential project would take the $2,000,000 and spend it on the Ashland Lateral Canal to pipe the canal out to the Greensprings Power Plant. Almquist commented that the estimate to do this project may be around $3,500,000 to do this project. BOR grant money and other sources would be sought to help with funding. Stated that the project could have a number of benefits for the city, including delivery of water could be taken at anytime, estimated annual savings in water range from 13-15 cubic feet per second, this project would provide additional augmentation of cold water into Bear Creek and would provide a continued control of possible pesticides/herbicides spill into the water system. Almquist proposed that the City of Ashland contribute up to 25% of the costs, costs not to exceed for the City of Ashland $25,000 of a major study of all these different elements. Most of the study would be funded by the BOR grant and the estimate for total costs is around $100,000. • Councilors Hauck/Laws m/s to place item regarding authorization of work with Bureau of Reclamation and Talent Irrigation District on agenda. Voice vote: all AYES. Motion passed. Councilors Laws/Hauck m/s to approve authorization for City Administrator to work with BOR and TID on a grant application. Voice vote: all AYES. Motion passed. ADJOURNMENT Meeting was adjourned at 8:57 p.m. Barbara Christensen, City Recorder Catherine M. Golden, .A4ayer �lfayfi� City Cmxd Meeft 4-01-97 9