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HomeMy WebLinkAbout2012-1105 Study Session PACKET CITY OF ASHLAND CITY COUNCIL STUDY SESSION AGENDA Monday, November 5, 2012 Siskiyou Room, 51 Winburn Way 5:30 p.m. Study Session 1. Look Ahead review 2. Discussion Regarding Appointment of Council Position #6 3. Discussion Regarding Allowing Meeting Attendance by Electronic Means 4. Discussion of City Policy Regarding Air Force Flyovers (request of Councilor Slattery) 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 I). COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9 VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US • City of Ashland Court eeting Look Ahead • *'***THIS IS A DRAFT ANDOBJECT TO CHANGE***** Departments Responsible 11/19 11/20 1213 1214 12/17 12118 12131 ill 1114 1115 214 215 2118 2119 11 19 Stud Session in $iski ou Room 11 1s 1 Discussion of new city rant application process Lee Finance SS 11/19 Executive Session 11119 2 Pursuant to ORS 192.660(2)(e) Real Estate EXEC 11"20 Re ular Council Meetin 11/20 3 Approval of letter of intent for Braumbacher street project PW CONS Mike a Financing for streets stormdrain wastewater projects Lee Finance CONS 5 Electric Rates Lee Elec. Finance PH 6 Supplemental Budget Lee Finance PH 7 Acceptance of FY11-12 annual financial report Lee Finance NEW 8 Second reading of Housing Needs Analysis Bill CD ORD-2 9 Second reading of update to Chapter 3 of AMC regarding HR Legal ORD-2 personnel Tina/ Dave L. 1113 Stud Session in $iski ou Room ® ® ~ 14l3 Discussion of commissions numbers, quorum requirements, Admin Legal 10 excused absences, etc. (request of Mayor Stromberg) (Dave Recorder SS K./ Dave L./ Barbara 11 Interviews with applicants to fill Council vacant Barbara Recorder SS M Re ular Council Meetin 1z/a 12 Proclamation and Resolution declaring nomination of elected Recorder CONS candidates/measures Barbara 13 Approval of Public Art for Plaza Ann Admin CONS 14 Approval of new city rant application process Lee Finance CONS 12/17 Stud Session in $iski •ou Room 1.2/17 12/18 Re ular Council Meetin 12118 15 Annual appoint. of budget committee members Barbara Recorder NEW 16 Vote to fill Council vacant Barbara Recorder NEW t•2131 Stud Session Cancelled due to New Year Holida S _ _ 1.2/31 111 Re ular Meetin Cancelled due to New Year Holiday 111 Page 1 oft 11/112012 ' • City of Ashland Co Meeting Look Ahead • *****THIS IS A DRAFT A UBJECT TO CHANGE***** Departments Responsible 11119 11120 1213 1214 12117 12118 12131 1/1 1114 1/15 214 215 2118 211 1 t Stud Session ip Siski ou Room ~~~~_~~~5 tna : 1/15 Re ular Council TIM-Pet 17 Swearing in of new Council members Barbara Recorder SWR 18 Mayor's State of the City Mayor PRES 19 Election of Council President Barbara Recorder NEW 2/a Stud Session in Siski ,ou Room ~ _ 2/a 2/5 Re ular Council Meetin 2/5 03 Stud Session Canceiied due to P,resitlentis Da - ® - e ® 2/18 2/1s Re ular Council Meetin ® ?/y19 Ems mm =M OWN MM slum Ems Lon Term P,CO e'cts Telecom Franchise Agreements 8 Right of Way Usage Discussion of regulating the growing of medical marijuana in residential areas Ordinance changes regarding VRBO zoning Day use facility for homeless Discussion of direction to staff for study of water rate structure that rewards conservation and _ help for low-income individuals with water bills Page 2 of 2 .11/112012 CITY OF ASHLAND Council Communication November 5, 2012 - Study Session Discussion Regarding Appointment of Council Position #6 FROM: Barbara Christensen, City Recorder, christeb@ashland.or.us SUMMARY On October 21, 2012, Councilor David Chapman presented his resignation from the City Council effective October 26, 2012. The Council must now agree on a process for filling that vacancy. BACKGROUND AND POLICY IMPLICATIONS: City Charter does not provide for a special election for filling a vacant elective office. City Charter states that a vacant elective office shall be filled within sixty (60) days (which in this case is December 25, 2012) by the City Council electing some qualified person to fill the vacancy. The appointee's term of office shall begin immediately upon appointment and shall continue until a successor, elected at the next biennial election takes office for the unexpired term. The next biennial election will be November, 2014) Past Council practice has been to advertise (as outlined below), determine a set of questions to be asked, interview and vote on appointment. As the Elections Officer for the City of Ashland, the City Recorder will work with the City Council with advertising and scheduling of meetings for the appointment of this vacancy. STAFF RECOMMENDATION AND REQUESTED ACTION: Council consideration of the following schedule: 1. Advertise for this position in the local newspaper and City website beginning November 6, with a deadline for applications on Friday, November 16. (The ten day advertisement time period meets the normal procedure for notification of election proceedings) 2. Council will be provided copies of applications by those individuals interested in the position at the November 20 Council meeting. 3. Candidate interviews conducted during the December 3 study session and appointment for the position is made at the December 18 Council meeting. OR Candidate interviews conducted at a time specified by Council other than above but prior to the December 18 Council meeting. ATTACHMENTS Minutes of June 6, 2005 Minutes of June 8, 2005 Page 1 of I Mr, CITY COUNCIL SPECIAL MEETING JUNE 6, 2005 PAGE 1 of 4 MINUTES OF THE CITY COUNCIL - SPECIAL MEETING June 6, 2005 - 5:15 p.m. Civic Center Council Chambers, 1175 E. Main Street Meeting was called to order at 5:15 p.m. by Mayor John Morrison. ROLL CALL Councilors Hardesty, Amarotico, Hartzell, Jackson and Silbiger were present. COUNCIL DISCUSSION / QUESTIONS REGARDING INTERVIEW PROCESS Councilor Hardesty suggested the following question: Do you think the council should be more aggressive in setting the agenda? Suggestion was made that the questions be common and asked of all candidates. It was noted that resumes had been provided and have been helpful to the Council to learn more about the candidates. Council discussed the initial questions that the council had considered. These questions are: 1) What do you believe you would contribute to the City Council based on your experience? What are you good at? 2) What do you want to accomplish while serving on the City Council? 3) What do you think are the biggest issues facing the city? 4) Relative to the key issues mentioned, what approach would you recommend the Council take? Council continued to discuss the number of questions to ask and to allow a little time for ad lib questions. INTERVIEW CANDIDATES Michael Riedeman 1) Stated that he would contribute good decision making, cooperate experience, and consensus building to the Council. He stated he has experience in research on various issues including technical, building, construction and environmental issues. He stated that interactive communication is one of his strong traits and stated that he was a good listener. Commented that he prefers to hear people out before making decisions. 2) Stated that he would like to: make the council more pro-active, find a means to reduce planning disputes, provide a dedicated budget for an economic vitality committee, maintain and enhance the watershed and the quality of air, provide guidance to the downtown planning process with primary focus on areas other than parking, focus on AFN and the possible lawsuit against predatory pricing, small business development, sustainable programs, find a solution to the closing of Ashland schools, and address the homeless issues. 3) Stated that some of the biggest issues facing the council are: making the council less of a dispute moderator, the economic budget and the livable wage, affordable housing and a sustainable economy, preservation, the local media and the downtown planning process. 4) Stated that regarding the council's role as a dispute moderator, some ways to address this would be to create a mechanism to reduce the number of planning disputes, create a more pro-active appeal system and establish an elected appeals board. Regarding the economic vitality and affordable housing issues, these could be addressed through: Community Development Block Grants and more grant writing, an ordinance to increase the minimum wage, a more sustainable economy, and more proactive programs. Regarding the downtown planning process, the council could: focus on more than just parking issue, look at overall aesthetics and goals, protect against communal spaces CITY COUNCIL SPECIAL MEETING JUNE 6, 2005 PAGE 2 of 4 being taken over by cars, enhance bike lines, include mass transit and develop more pedestrian and access ways. David Chapman 1) Stated that he is a good problem solver and noted his experience as a commissioner where he is able to listen to public input and make decisions that make everyone happy. 2) Stated that he would like the council to accomplish fixing the appeals process. Noted his interest in trails, open space, clean air and transportation. Stated that he also has an interest in the criteria for downtown development and voiced support for a mix of building sizes in the downtown area. He also noted his experience with the Nevada Street LID process. 3) Stated the biggest issues facing the City are: reducing the number of appeals, AFN (stated that this issue was not as simple as whether it makes a profit or not and thinks that it should be a system than everyone can afford to use), and the pressure of money and people on a nice small working system and what affect that is having. He stated that these pressures arc the root cause of the downtown building arguments. Commented that one of his personal goals was to get low density mass transportation in the valley and noted that he has been involved in the Master Trail Plan. 4) In regards to how to approach the issues raised, he stated the Master Trail Plan was being addressed by a group of city councilors, parks departments, and citizens at large who visited neighborhoods and prepared reports on what the residents stated they would and would not like to see. Regarding the money pressure and people pressure problem, thinks that this is kind of a hopeless problem and does not currently know how to address this problem. Regarding AFN, stated that this is a utility and does not think it is as simple as to sell or don't sell, and stated that cable television was not as important as internet access and stated that everyone should have access to it. In regards to the problem with appeals, he stated that he does not have a distinct idea on how to handle this problem. Noted that a key problem was that Planning could only base their decisions on the criteria and stated that often there are other issues involved. Suggested that there be some sort of review committee that could resolve some of these issues. Stated that it is nice to have constraints but it seems that there needs to be more flexibility. Tom Dimitre 1) Noted his ability to problem solve and his ability to do research and bring people on opposing sides of the issues together. Stated that he frequently uses the mediation process and thinks this would be a valued asset on the council. Stated that he has the ability to scrutinize legal contracts and figure out if the contract language is correct or if there are loopholes. Stated that he often brings people together, such as organizing meetings and quorums. Stated that he works with a diverse group of people with varying opinions and stated that it is always a challenge to bring those opinions together. Stated that he is a hard worker and prides himself on being very honest. Stated that some of his core values include equal rights and commented that he feels very strongly about the downtown. Stated that his values and experience would translate well to the council and noted his experience with problem solving in his current occupation. 2) Stated that if selected to be on the council, he would like to work on the Downtown Plan and the Big Box Ordinance. He also noted the number of appeals regarding downtown development and stated that it needs to be clarified as to what the requirement are. Stated that he would like to see an even stricter Big Box Ordinance. Commented that the uniqueness of downtown is what brings most people to live here and visit and stated that this needs to be preserved. He noted the AFN issue and stated that they need to determine whether the citizens should be subsidizing this. He also voiced support for affordable housing and stated that he would like to see if there are additional things that could be done. 3) Stated that the three most pertinent issues facing the City are: the Downtown Plan, AFN and the CITY COUNCIL SPECIAL MEETING JUNE 6, 2005 PAGE 3 of 4 appeals process. He noted the additional issue of needing to stay in touch with constituency by allowing more public input. 4) In regards to the Downtown Plan, stated that the process for this was already in place. He stated that in general, obtaining more public input was a key goal. As far as AFN, he stated that the hiring of an administrator was a good start, and stated that they need to wait and see if this helps to improve the situation. If it doesn't improve in 6 months to a year, he would suggest getting more citizen input and determining what action the citizens would support. Regarding affordable housing, he stated that the council was doing a great job and supports what is being clone. John Gaffey l) Noted his communication skills and his problem solving ability. Stated that he is a good listener, is enthusiastic and is very interested in the issues before the city. 2) Stated that he was concerned with AFN and would like to see the City either get out or figure out how to make this work. He stated that he is interested in the downtown process and understands the impetus for the downtown plan. He commented that public input was important for the downtown plan process. He voiced his concern that the council was getting bogged down and noted their inability to get through the agenda without postponing issues. Stated that he would like to see something done about this. 3) Noted the visioning process and stated that he was concerned that the city plays such a large role and questioned whether the visioning documents should come from the community. He stated that when then Waste Water Treatment Plant was built the DEQ had indicated that they would implement Point Source Temperature regulations and questioned when this issue would be coming back to the council. He noted his desire to address the AFN and Downtown Planning; issues and presented the council with an example of a problem solving situation. Steve Hauck 1) Noted that he had previously served on the Council and was aware of the process and time commitment involved. Noted his experience in social services, economic development, affordable housing, communication, working with people and noted that he has a masters degree in management. 2) Stated that he had been following the goal setting process and stated that there are several goals that he was interesting in, including: developing a working economic development plan, affordable housing, and the public participation plan. 3) Stated that the biggest issues facing the City were affordable housing and how they are driving the people who work here and families out of town, and dealing with the affects of growth and how it is changing the character of the city. 4) Regarding affordable housing, stated that the plan that has already been developed is a way to move forward but it going to take a lot of community buy-in. Noted economic development and broadening the base of what is currently being offered. He suggested developing a concrete plan that looks at our strengths and weaknesses and what works and what areas they should concentrate on. He stated that in terns of growth, they needed to have a concrete goal of what they want the community to look like and suggested that they do another visioning process. Noted that he would likely not run for a full four year term due to personal commitments. Don Laws 1) Stated that he would contribute context to the decisions that the council can make and hopes that he would be able to contribute consensus building. Noted that he would use his patience and stated that in some cases it was appropriate to speed up the process, however they need to be aware that it may take longer to build consensus. 2) Stated that he would like to accomplish bringing the community together and stated that there are CITY COUNCIL SPECIAL MEETING JUNE 6, 2005 PAGE 4 of 4 two problems in the city: the first is fear and noted that citizens are fearful that the city is changing, and second is distrust with the city council because they have not been able to stop the change. He noted that one of his goals if appointed would be to spend one afternoon each month visiting a different neighborhood and talking to the citizens. He stated that the council needs to make sure that all of the different stakeholders are involved in the process and stated that they need to create a means of getting people involved who aren't just the directly affected persons. 3) Stated the biggest issues facing the city are: the fear that people have that the community is changing, and distrust that of the city council because they have not been able to stop this from happening. Other issues include: AFN, the watershed and affordable housing, which are all based on our concern for growth and stated that they are somewhat in conflict with each other. 4) Noted the need to clarify ordinances in regards to land use matters in order to relieve some of the ambiguities and reduce the number of appeals. Stated that the council needs to be willing to find out where the different interests are in the community and bring them together. Stated that he considers himself a cautious liberal and would like to bring people together and make compromises. Greg Lemhouse 1) Noted his experience in public safety and stated that he has been a police officer for the past 10 years. Stated that he could bring his professional experience to the city as an inside source to help people understand the challenges that public safety faces. Thinks that one thing that police departments in generally do not do as good a job of is explaining themselves to the public and educating people as to why they do the things they do and the reasoning behind their actions. Professionally, he would be able to bring his experience to the council. Personally, he is a young man with a young family, and stated that he could bring a different perspective to the council. 2) Stated that the most important issue before the council was growth and how they would address this. He stated that the Rogue Valley would inevitable be faced with growth and questioned what we could do in the mean time to manage the growth so when it happens they will be equip to deal with it. Stated that this valley is above the norm in elderly population moving to the valley and noted that the elderly people in his line of business are often victimized and questioned if they were doing enough from a public safety sense to deal with this ahead of time. Stated that studying the growth issue and how it affects all of the parts of city government would be his focus. 3) Stated that the biggest issue facing the city was growth and stated that this issue branches out and affects others areas such as crime, city services, environmental issues, traffic, and the number of children in the school system. Stated that they need to try and address these smaller issues before they become larger issues. Stated that in his professional field, the number one problem is drugs, and noted that this is a high intensity drug trafficking area. 4) Stated that in terms of the growth issue, they need to stay creative and keep an open mind to new ideas. Stated that the council make up would be best served if it had differing views to approach different problems. Stated that one of the problems with government was its lack of creativity and stated that in terms of the drug and crime problem, they need to be proactive ADJOURNMENT Meeting was adjourned at 7:00 p.m. Barbara Christensen, City Recorder Kate Jackson, Council Chair CITY COUNCIL SPECIAL. n-n_ETtNG JUNG 8, 2005 PAGGIoiS MINUTES OF THE CITY COUNCIL - SPECIAL MEETING June 8, 2005 -12:00 p.m. Civic Center Council Chambers, 1175 E. Main Street Mayor Morrison called the meeting to order at 12:00 p.m. ROLL CALL Councilor Hardesty, Amarotico, Hartzell, Jackson and Silbiger were present. The Council discussed the method for how they would make their selection. Mayor Morrison suggested that the individual who is selected be chosen by a majority vote. INTERVIEW CANDIDATES The questions are: I ) What do you believe you would contribute to the City Council based on your experience? What are you good at? 2) What do you want to accomplish while serving on the City Council? 3) What do you think are the biggest issues facing the city? 4) Relative to the key issues mentioned, what approach would you recommend the Council take? Andrew Ainsworth I ) Stated that he has watched the Council and is aware of the issues. Felt that he would bring a younger voice to the Council and noted the need for diversity. Stated that he would bring a fair voice that listened to the citizens, and take into account the wellbeing of all citizens, not just the vocal ones. Stated that all citizens should have equal opportunity to preserve their quality of life. If appointed, stated that he would delay his attendance to college. 2) Staled that affordable housing was an issue, but noted that this was only one part of the greater problem of economic development. Stated that it is one thing to create housing, but where are they going to work? Stated that he would like to see the city become more proactive in encouraging more living wagejobs in Ashland and work on growing and diversifying our economy. 3) Stated that economic development, affordable housing, and increase in traffic were all issues facing the city. Commented that he did not see any major problems with the City at this time or any problems that could not be solved through local participation and well thought out ideas and actions by the Council and Mayor. 4) In regards to the economic development and affordable housing issues, he encouraged the Council to be more proactive and seek additional businesses to our community which would encourage a greater working class in Ashland. Commented that Ashland should not grow too large, but stated that growth is not a bad thing if it is done properly. Commented on his experience with debate and how he had to familiarize himself with issues.. Stated that he would bring diversity to the Council and hoped that they would consider choosing a moderate individual for this position. Larry Medinger I ) Stated that his biggest concern was affordable housing and stated that this was an area that he knows a lot about technically. Noted his experience and participation in setting up the program for affordable housing. Stated that his experience would contribute to the Council and noted that there are many other issues before the Council that he finds intriguing. 2) Commented on the fear that citizens have in regards to change. Stated that the thing he fears the most is the potential loss of diverse income. He noted that affordable housing was the main issue facing Ashland and everything else seems to stem from that. Stated that he is hopefiil that he can CITY COUNCIL SPECIAL NIFETWG JUNE 8, 2005 PAGE 11 ot'5 contribute to solving this problem. 3) Stated that another key issue aside from affordable housing was AFN and explained that AFN needed to be more competitive and ran like a business. He noted that open space preservation was a concern of his and gave examples of where additional open space could happen. 4) Noted the effort to access the ditch trail. Stated that practical solutions are normally the better way to go. Provided an example of how to address city problems given the issue of budget constraints. ` Michael Morris I ) Stated that he is good at working with people and coming to solutions and conclusions. Shared his experience as an engineer and how he worked with design and criteria. 2) Stated that he would like to see Ashland become more cohesive and would like to see a plan of what Ashland wants to be in the future. Suggested that the Council obtain more input on a vision for the community. 3) Stated that the biggest issue that encompasses all of them was a lack of positive vision for the future of Ashland. He noted that as a Planning Commissioner, most of what they have to confront is what the community does not want and stated that in order to progress you need to know where you want to go. He noted an additional concern was the Council's reliance on emails to get things . done and noted the absence for the public to be able to access these emails and the openness of this process. He stated that this was not an open and upfront process when decisions are made in this manner. 4) Stated that he would like to have a balanced Council that has an open process. He felt that there are citizens who do not feel they are represented and stated that the balance of people should be looked at. Commented on his longevity in the community and stated that he has a connection to the community that is missing from the Council. Commented that the biggest financial issue was AFN; however this was not the issue that the majority of citizens were worried about. Stated that it seems odd to him that the City would spend more on three trucks for the water department than they would for their downtown plan. Noted the need for direction from the Council. Also clarified that the older generation group and younger working group are not currently being represented by the Council. Eric Navickas I ) Shared his background in architectural design and noted his experience with planning applications. He stated that he has been involved in city government for some time and has a good understanding of what the Council does. Feels that he represents a demographic that does not get much representation in the city government, which is the younger generation of more progressively minded individuals. Thinks that the Council should consider appointing someone the represents this group that if often excluded from politics. 2) Stated that the big issues facing the city revolve around growth. Commented on the large building standards and feels that the city should take a strong position in enforcing these standards. Also commented on the water issue and noted that there are a lot of pressures on the city to allow the TAP line to extend to Ashland. Stated that this would have severe repercussions with regard to growth. Would like to take a strong position against any further growth of the urban growth boundary and the potential for the TAP line to affect that. Also commented on the protection of the municipal watershed and the need to look for a lighter-handed fuels reduction project. 3) Spoke regarding the growing intolerance in Ashland and cited examples. Felt that tite business community was against diversity and suggested that the city take a more aggressive position in promoting diversity. Noted the pressure from increased property values on affordability and suggested that the city take an aggressive role in lobbying the state to obtain progressive legislation CI FY COUNCIL SPECIAL MEETING JUNE 8, 2005 I'AGE 3 of 5 on the state level. Stated that he believes in being responsible with our spending, but not to the point where it restricts the city's potential to support important programs like affordable housing and the arts. 4) Recommended that the city not move forward with the TAP project and look to aggressive conservation and a shift in the development patterns towards higher density development that don't require single family houses with individual lots and yards. With regard to the large scale development standards and the downtown plan, stated that he would like to see the city do an inventory of the size of buildings currently in the downtown area and look at a real size limitation that meets the current height restriction. Stated that the city should strengthen its Big Box Ordinance, especially in the downtown. With regard to the UGB, thinks that the city should be very strict in maintaining the boundary and not rapidly expanding it. Noted the opportunity of the railroad property for high density housing and noted the need for more housing in the downtown area. Gave examples of buildings in the downtown area that are used for housing. Stated that the city needed to promote smaller square footages in the housing downtown. Colin Swales 1) Noted his experience on the Planning Commission and how this would be a benefit to the Council. He also commented on his training in architectural design. Stated that he could bring to the Council his skills in land use and city planning. 2) Stated that he would like to make sure that this community remains the best place to live. He noted some of the benefits of the community that first brought him to Ashland. 3) Noted some of the Council goals and stated that one of the big problems facing the Council was their inability to get through their business. Stated that he would like to work with the Council and the Planning Department to make sure that the reasons for the planning appeals are lessened so that the Council can get on with itsjob of governing the city. Noted the downtown plan and the railroad property plan are two items that he would like to see brought forward. Noted his concern of not having a year round economy in Ashland and stated that he would like to work toward attracting businesses that could provide year-round, living wage employment for the citizens. 4) Noted the talent of the city department heads and the talent at the lower levels of stall. Hoped that the Council would reach out to the entire city staff and listen to them. Stated that he was supportive of AFN when it started out, but thinks there have been some inefficiencies in the way it has been managed. Stated that he would look to the people who have the expertise and have studied the issue for a solution, but stated that this problem needed to be sorted out very quickly. Also commented on Measure 37 and would like for the city to look at creative ways to deal with this. Laurel Sutherlin I ) Noted his role as a community organizer and stated that he would bring to the Council a re- energized civic involvement from many parts of the community that aren't as active. Noted his role as a media spokesperson for the forest protection campaign involving the Biscuit logging projects. 2) Stated that he was excited about the current composition of the Council and the opportunities to push forward a progressive agenda. Thinks this Council has moved into sync with the community and would like to see Ashland further some of the innovative programs currently underway. Would like to see the city focus on improving alternative transportation and public transportation. Stated the he is very interested in the city preserving other programs such as requiring open space and preserving the quality of life for this community. 3) Commented on growth and economic pressure that if facing Ashland with the influx of people CITY COUNCIL SPECIAI, KIEE"PING JUNE 8, 200? PAGE 4 of 5 who are moving in, and the pressure for the City to change its character and direction. Would like to finds ways to incorporate the inevitable growth, but do so in a way that maintains the character of the city. Thinks that AFN is an economic issue and solutions need to be found. Stated that the pressure for development and changing the nature of the city was the biggest threat facing the city. 4) Voiced his support for the current approach the city is taking with the Charter Review process. Sees himself in a support role for the positive direction the city is currently taking. Noted that his work has been in the non-profit sector and noted his understanding of lack of funds when trying to promote programs. Felt that they could draw from the level of community support for certain projects. Stated that this community has an economic opportunity that is not available to most communities. He also noted that his experience in grant writing. David Williams 1) Stated that he would contribute a view that reflects the mature members of the community. Noted that he also has a point of view as someone who grew up in Ashland. Noted his interest in preserving Ashland and would like to see the city not get carried away with growth. Stated that his strong financial background could be useful and noted his experience in management and team leadership. Stated that he is good at getting along with people and noted that he has had success in dealing with difficult people. 2) Noted his interest in government and stated that he would look forward to learning more about how city government works. Stated that he would represent those people who prefer a fiscally responsible type of government, one that is efficient and addresses the interests of a long term Ashland. 3) Stated that growth was a key issue in Ashland and noted that this was evident by what we are seeing downtown and the noticeable increase in traffic. Would like to see the city be careful with high density housing. Stated that the issue for Ashland was the preservation of the Ashland that many have know for years and to not become like the other communities that have allowed growth to become unchecked. Stated that the reality is that land is going to get more expensive because Ashland is a very desirable place to live. Stated that Ashland should not feel responsible for acquiring any further population than what is necessary and it is not Ashland's responsibility to grow. Stated that Ashland has become more of a community of retirees, and this is likely to continue. Stated that other communities will remain the centers of employment and Ashland should maintain itself as a desirable place to live. 4) Recommended continuation and even more emphasis on not allowing too much growth other than what is dictated by state statute. Stated that more than necessary growth was not desirable and stated that he would like to see things stay the way they are. COUNCIL DELIBERATION ON VACANCY COUNCIL POSITION #6 Mayor Morrison went over the process for selection and ballots were provided to the Council. The following are the results of the three voting sessions: Round 1 XX Andrew Ainsworth X Larry Medin er XX David Chapman Michael Morris XXX Tom Dimitre Eric Navickas John Gaffe XX Michael Riedeman Steve Hauck Laurel Sutherlin Don Laws XXX Colin Swales XX Greg Lemhouse David Williams CI"I'Y COUNCIL. SPECIAL n1EETING JUNL S, 2005 PAGE 5 of '5 Round 2 Candidates: Andrew Ainsworth, David Chapman, Tom Dimitre, Greg Lemhouse, Michael Riedeman and Colin Swales. Councilor Amarotico David Cha man Councilor Hartzell David Chapman Councilor Silbi er David Chapman Councilor Jackson Michael Riedeman Councilor Hardesty Michael Riedeman Round 3 Candidates: Tom Dimitre, Colin Swales, and David Chapman. Councilor Amarotico David Chapman Councilor Hartzell Colin Swales Councilor Silbi er David Cha man Councilor Jackson David Cha man Hardes Colin Swales Councilor Councilor Amarotico/Jackson m/s to appoint David Chapman to Council Seat 46. Voice Vote: all AYES. Motion passed. ADJ URNMENT: Meeting adjourned at 1:56 p.m. Barbara, Christensen, City Recorder Kate Jackson, Council Chair CITY OF ASHLAND Council Communication November 5, 2012, Study Session Discussion of Allowing Meeting Attendance by Electronic Means FROM: David Lohman, City Attorney, David.Lohman@Ashland.or.us SUMMARY: Staff seeks direction on whether to prepare a formal agenda item approval of which would allow attendance at City meetings by electronic means, such as telephone or video conferencing. BACKGROUND AND POLICY IMPLICATIONS: ORS 192.670 implicitly gives a public body leeway to establish a policy allowing attendance at its meetings by means of telephone or other form of electronic communication. The City has no such policy for City Council meetings. However, the City's Uniform Policies and Operating Procedures for Advisory Commission and Boards (AMC 2.10), expressly leaves to commissions the decision on whether to allow electronic participation in their meetings: "Members need not be physically present at the meeting if another means of attendance (e.g. telephonic, Internet etc.) has been established by the membership and public meetings law requirements are met. " Because there is no current policy set by statute, charter, or resolution with respect to electronic attendance at Council meetings, Roberts Rules of Order is determinative. AMC 2.04.020H. Robert' s Rules says business can be transacted only at a properly called meeting that is "a single official gathering in one room or area... at which a quorum is present" - unless the organization adopts a rule allowing electronic participation in meetings. RONR (1 lth Ed.), p. 97. Article VIII, Section 3 of Ashland's Charter says, "The Council shall adopt rules for its proceedings." Therefore,.the Council could adopt a policy allowing electronic participation through an ordinance amending the Rules of City Council in AMC 2.04. One could argue that the Charter does not require procedure rules to be adopted by ordinance and that a resolution would suffice as long as it is not in conflict with AMC 2.04. However, to preclude the Qossibility of challenges to decisions made at meetings in which Councilors have participated by electronic means, the safe course would be to enact such a policy by ordinance. The Council could also allow electronic participation in a Council meeting on an ad hoc basis. A Councilor physically present.at a meeting could move to suspend the rules to allow for electronic participation by a Councilor unable to attend the meeting. Approval would require a second and four votes in favor. Page I oft CITY OF ASHLAND At this Study Session the Council may also wish to discuss mandating, allowing, or precluding the possibility of electronic participation at meetings of City boards and commissions. The issue likely will surface again in the scheduled December 3 Study Session discussion of possible changes to the meeting rules for boards and commissions. Council could reduce the time needed for discussion at the December 3 Study Session by giving direction at this November 5 Study Session on whether the electronic participation rule should be the same for boards and commission as for the Council itself. FISCAL IMPLICATIONS: None. STAFF RECOMMENDATION AND REQUESTED ACTION: This item is on your agenda for discussion only. Depending on your discussion, staff will determine whether to prepare a proposed ordinance on this topic for your consideration. SUGGESTED MOTIONS: N/A ATTACHMENTS: N/A Page 2 of 2 ~r, CITY OF ASHLAND Memo TO: Mayor and City Council FROM: Dave Kanner, city administrator DATE: November 1, 2012 RE: Air Force flyovers Councilor Slattery has requested a Council discussion of whether the City should have a policy regarding Air Force flyovers of Ashland. I was approached last March by a local citizen, Jo French, with a request that I sign a U.S. Department o of Defense form stating that the city would "sponsor" a Memorial Day flyover by fighter jets by the Air Force base in Klamath Falls. I asked a few Councilors about past practice and it was quickly clear that the City's past practice has been to allow the 4th of July flyover and no others. There was no support for allowing another one. (I didn't query all Councilors because the first four said no and that was enough.) The City has no policy about this, only a standing practice. Mr. French cited to me a survey from many years ago that showed Ashland citizens support flyovers. Upon further investigation, however, the survey was specific to the 4th of July flyover and not to flyovers generally. I'm told that survey was done because of complaints from residents who object to the 4th of July flyover. Mr. French has subsequently approached individual Councilors with his request that the City allow additional flyovers and Councilor Slattery has requested that this be added to a study session agenda for further discussion. Council can by minutes motion at a future regular business meeting express its desire to allow an additional flyover on Memorial Day or it can direct staff to draft a policy regarding flyovers for consideration at a future Council meeting. If the Council chooses the latter course, staff will need some direction as to what the Council would like to see in such a policy. DAVE KANNER, CITY ADMINISTRATOR 20 E. Main St. Ashland, OR 97520=, 541-552-2103 dave.kanner@ashland.or.us