HomeMy WebLinkAbout2012-1217 Study Session PACKET
CITY OF
ASHLAND
CITY COUNCIL STUDY SESSION
AGENDA
Monday, December 17, 2012
Siskiyou Room, 51 Winburn Way
5:30 p.m. Study Session
1. Look Ahead review
2. Discussion of possible changes to the uniform policies and operating procedures for
Advisory Commissions and Boards (request of Mayor Stromberg)
3. Status report on the plaza final redesign
4. Discussion of whether to add to future agenda a change to the cold weather shelter
rules (Request of Councilor Voisin)
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 of Ashland Council Meeting Look Ahead
*****THIS IS A DRAFT AND SUBJECT TO CHANGE***'*
Departments ss a coc :er :e .sr ce
Responsible 12411 In V14 IM 1124: 11M 2M 05 2118 21111 2)21 WA 315 S.43 3114 .*0 31116 30: 414 412
416 4116
12131 Stud Session Cancelled due to New Year Holiday 12131
111 Regular Meeting Cancelled due to New Year Holiday
1114 Stud Session in Siski ou Room 1114
1 Discussion of criteria for banking services Barbara Recorder SS
Discussion of allowing Lithia Artisan's Market to expand to the Adrnin
2 Plaza (request of Councilor Lemhouse Dave ss
1115 Regular Council Meeting Ills
3 Swearing in of new Council members Barbara Recorder SWR
4 Mayor's State of the City Mayor PRES
s Annual risk management report Lee Finance CONS
s Annual report on sweatshop free purchasing Lee Finance CONS
7 Approval of Council Liaisons for 2013 (Diana/Mayor) Admin CONS
8 Award of bid for Plaza construction Mike PW CONS
s Approval of Natural Hazards Mitigation Plan John Fire CONS
10 Results of citizen survey Ann Admin NEW
11 Election of Council President Barbara Recorder d v
1124 Joint Meeting between City Council/ Parks Commission/
Budget Committee in Council Chambers 1124
214 Stud Session in Siski ou Room 214
2 Discussion of IIOUsin Needs Analysis (Bill) CD SS
215 Regular Council Meeting 215
13 A ointment of Park Commissioner to vacant seat #3 Barbara Recorder uNFIN
14 Ordinance adopting new Transportation System Plan (Mike) PW PH_ ORD-2
_ oRD1
2118 Stu Session Cancelled due to President's Da 2118
2119 Regular Council Meeting 2119
is Ordinance adopting new Transportation System Plan Mike PW ORD-1 ORD-2
2121 Budget Committee kick-offltrainin 2121
Page 1 of 2 1211312012
City of Ashland Council Meeting Look Ahead
*****THIS IS A DRAFT AND SUBJECT TO CHANGE*****
I; :rr :r
88 CC 'IM
Resporlsiblia '121311 ill 71M4 11115 V24
Il_ ;il
314 Stud Session in Siski ou Room 3~4
its Discussion of possible ordinance regardin VRBOs (Bill) CD ss
315 Regular Council Meeting 315
3113 Budget Committee - social Svcs. rants review 3113
3/14 Budget Committee - social Svcs. rants review 3114
311a Stud Session in Siski ou Roomy 3118
3119 Regular Council Meeting 3119
3120 Budget Committee - Econ & Cultural rants review 3120
3121 Budget Committee - Econ & Cultural rants review 3/21
411 Stud Session in Siski ou Room 4/1
412 Regular Council Meeting 4/2
4115 Stud Session In Slsk ou Room 4115
4119 Regular Council Meeting 4118
Lan Tenn Pro._
Te--rn Fancr:se Agreements 8 Rght of Way Usage
Dlscu_sion of regulating the growing of medical marijuana in res;denlrl area,
Ordinance changes regarding VRBO zoning
Dayuse facility for homeless
Disassion of direction to staff for study of water rate structure that rewards conservation and help
for low-intone individuals wdh water bills
Page 2 of 2 12/1312012
CITY OF
ASHLAND
Council Communication
December 17, 2012, Study Session
Discussion of Possible Changes to Uniform Policies and Operating Procedures
for Advisory Commissions and Boards
FROM:
Barbara Christensen, City Recorder, christeb@ashland.or.us
Dave Lohman, City Attorney, david.lohman@ashland.or.us
SUMMARY:
This study session discussion is for Council members to provide input to staff for purposes of
preparing specific proposed changes to the Code provisions on uniform policies and procedures for the
City's advisory commissions and boards ("Uniform Guidelines").
BACKGROUND AND POLICY IMPLICATIONS:
In February, 2010, Council adopted uniform policies and procedures for its advisory commissions and
boards. In November, 2011, the Council adopted clarifying language on the number of members of
such commissions and boards necessary to constitute a quorum.
Over the last few months, City Attorney and City Recorder have met with most of the City's advisory
commissions and boards to advise them on the public meetings, public documents, and ethics
requirements, as well as provisions in the Uniform Guidelines. Now that these boards and
commissions (collectively referred to herein as "boards") have had a reasonable period of time to work
within the Uniform Guidelines and have expressed interest in some clarifications and changes, and
with the time for appointment of new members to some of these boards fast approaching, review of the
Uniform Guidelines seems timely.
Attached to this Council communication are the current Uniform Guidelines (AMC 2.10) and a
Uniform Guidelines discussion outline identifying issues for Council review. Each section in the
discussion outline identifies an issue area, the current rules regarding that issue, possible alternative
rules, and factors to consider (among others) in deciding whether to change the current rules.
FISCAL IMPLICATIONS:
N/A
STAFF RECOMMENDATION AND REQUESTED ACTION:
N/A
SUGGESTED MOTION:
N/A
Page I of 2
Pr,
CITY OF
ASHLAND
ATTACHMENTS:
AMC Chapter 2.10
Uniform Guidelines Discussion Outline
Page 2 of 2
~r,
ASHLAND MUNICIPAL CODE
Chapter 2.10
UNIFORM POLICIES AND OPERATING PROCEDURES FOR ADVISORY
COMMISSIONS AND BOARDS
Sections:
2.10.005 Purpose
2.10.010 Created or Established.
2.10.015 Appointment.
2.10.020 Terms, Term Limits and-Vacancies.
2.10.025 Meetings and Attendance.
2.10.030 Removal.
2.10.035. Public Meeting Law.
2.10.040 Quorum and Effect of Lack Thereof
2.10.045 Council Liaison.
2.10.050. Election of Officers, Secretary, and Subcommittees.
2.10.055. Role of Staff.
2.10.060 Agendas and Minutes.
2.10.065. Goals.
2.10.070. Rules and Regulations.
2.10.080. Code of Ethics.
2.10.085. Deliberation.
2.10.090 Council as Final Decision Maker
2.10.095 Gifts.
2.10.100 Budget, Compensation and Expenses
2.10.105 Reports.
2.10.110. Lobbying and Representing the City.
Section 2.10.005 Purpose
Advisory commissions and boards (advisory bodies) require uniform rules, policies and operating
procedures to assure maximum productivity and fairness for members and the public. Except where
otherwise provided in this Code, the following policies and procedures govern all the City's commissions
and boards, as well as ad ho entities. Nothing herein removes the requirement for compliance with more
specific regulations and guidelines set forth by state statute, administrative rule, ordinance, or resolution
specific to the advisory body. These rules do not apply to the elected Parks and Recreation Commission.
(Ord 3003, added, 02/18/2010)
Section 2.10.010 Created or Established.
See individual Commission or Board Code Chapters codified, between AMC 2.11 and AMC 2.25.
(Ord 3003, added, 02/18/2010)
Section 2.10.015 Appointment.
See AMC 2.04.090.C.
(Ord 3003, added, 02/18/2010)
Section 2.10.020 Terms, Term Limits and-Vacancies.
Page I of 5
ASHLAND MUNICIPAL CODE
All successors to original members of an advisory commission or board, shall have a three (3) year term,
except as otherwise provided in the appointment order. Notwithstanding the three year limitation,
Planning Commissioners shall serve four (4) year terms. All regular terms shall commence with
appointment and shall expire on April 30 of the third year, unless otherwise provided in the appointment
order. The appointing authority may stagger terms in the original appointment order as necessary.
Members may serve three (3) terns on any single commission or board, after which time the Mayor and
Council will give due consideration to other qualified candidates before making a reappointment. Any
vacancy shall be filled by appointment by the Mayor, with confirmation by the City Council, for any
unexpired portion of the term as provided in AMC 2.04.090.C.
(Ord 3003, added, 02/18/2010)
Section 2.10.025 Meetings and Attendance.
Unless otherwise provided by law, the number of meetings related to business needs of an advisory
commission, or boards may be set by the advisory body. All members are expected to attend all
regularly scheduled meetings, study sessions and special meetings, when applicable. If a member will be
absent from a meeting the member must notify the chair or the staff liaison at least two hours prior to the
meeting. Any member who has two or more unexcused absences in a six month period [i.e. January I-
June 30 or July I - December 31] shall be considered inactive and the position vacant. Further any
member not attending a minimum of two-thirds (2/3) of all scheduled meetings (inclusive of study
sessions and special meetings) shall be considered inactive and the position vacant. Attendance shall be
reviewed by the commission or board during the regularly scheduled meetings in January and July, with a
report sent to the Mayor and City Council advising of the need for appointment or re-appointment, if
necessary.
(Ord 3003, added, 02/18/2010)
Section 2.10.030 Removal.
See AMC 2.04.090.F.
(Ord 3003, added, 02/18/2010)
Section 2.10.035. Public Meeting Law.
All meetings of advisory commissions and boards are subject to strict compliance with public meeting
laws of the State of Oregon. Notwithstanding notice requirements under Oregon law, advance notice of
at least 36 hours shall be provided for all meetings. Notice shall be sent to a newspaper with general
local circulation and posted on the city' s website. In the case of emergency or when a state of
emergency has been declared, notice appropriate to the circumstances shall be provided and reasons
justifying the lack of 36-hour notice shall be included in the minutes of such meeting.
(Ord 3003, added, 02/18/2010)
Section 2.10.040 Quorum and Effect of Lack Thereof
Unless otherwise ordained, a meeting quorum shall consist of more than one-half of the total number of
authorized members of the body, including any vacant positions. Non-voting ex officio members, staff
and liaisons do not count toward the quorum. A majority of the quorum is necessary to adopt any
motion. Members need not be physically present at a meeting if another means of attendance (e.g.
telephonic, internet etc.) has been established by the membership and public meetings law requirements
are met. If there is no quorum for a meeting, no official business shall be conducted and all matters
advertised shall automatically be continued to the next regularly scheduled meeting.
Page 2 of 5
ASHLAND MUNICIPAL CODE
(Ord 3050, amended, 11/1812011; Ord 3003, added, 02/18/2010)
Section 2.10.045 Council Liaison.
See AMC 2.04.100.
(Ord 3003, added, 02/18/2010)
Section 2.10.050. Election of Officers, Secretary, and Subcommittees.
At its first meeting of the year the advisory commission or board shall elect a chair and a vice chair who
shall hold office at the pleasure of the advisory body. Neither the chair nor vice-chair shall serve as an
officer for more than two consecutive terms. Without the need for an appointment, the head of the City
Department staffing the commission, committee or board shall be the Secretary and shall be responsible
for keeping an accurate record of all proceedings. The Department head may delegate such tasks to a
staff liaison. Subcommittees may be formed for the purpose of gathering information and forming a
recommendation to be brought forward to the full advisory body. Provided however, only the full body
can make recommendations to the City Council. Subcommittees must comply fully with the
requirements of Oregon Public Meetings law.
(Ord 3003, added, 02/18/2010)
Section 2.10.055. Role of Staff.
At least one staff person is assigned to work with each advisory commission or board. The staff liaison
provides professional guidance, continuity, and insight into City policy and attends all regular and special
meetings and workshops. The staff liaison supports the group as a whole and shall not do work at the
request of individual members. Each staff liaison has a limited amount of time to devote to the group.
If additional staff time is needed the request should be made to the City Administrator or appropriate
Department Head.
(Ord 3003, added, 02/18/2010)
Section 2.10.060 Agendas and Minutes.
The chair or staff liaison will be responsible for the agenda of all meetings of advisory commissions and
boards. A member or staff liaison will be responsible for taking minutes. Agendas and minutes will be
posted on the city's web site. Members are encouraged to access those documents from the web site.
Staff will email or mail documents to members upon request. The Council Liaison shall periodically be
given the opportunity to report to the commission or board.
(Ord 3003, added, 02/18/2010)
Section 2.10.065. Goals.
Advisory commissions and boards are encouraged to establish annual goals and action items that reflect
the body' s charge as stated in the specific commission ordinance. Advisory bodies are expected to
suggest, support and advance Council goals and are encouraged to look for ways within their own unique
responsibilities to do so.
(Ord 3003, added, 02/18/2010)
Section 2.10.070. Rules and Regulations.
Page 3 of 5
ASHLAND MUNICIPAL CODE
The advisory commission or board may make such rules and regulations as are necessary for its
governance, including the conduct of meetings, when not inconsistent with Ashland City Charter,
Ashland Municipal Code or Oregon law. These rules may be less formal than Roberts Rules of Order.
In the event of conflicts that cannot be resolved less formally, Roberts Rules of Order shall be used as the
standard for meeting rules and procedures. Failure to strictly follow Roberts Rules of Order shall not be
cause to void or otherwise disturb a decision or action. The body will strive to be clear in its
proceedings.
(Ord 3003, added, 02118/2010)
Section 2.10.080. Code of Ethics.
The City of Ashland is committed to the highest ethical standards for its public officials. To ensure public
confidence, all members of advisory commissions and boards must be independent, impartial, responsible
and not use their position for personal gain or to benefit or harm others. Advisory commissions and
boards shall operate in the general public interest serving the community as a whole and shall serve no
special interests. Advisory commission and board members shall not endorse in their official capacity
any commercial product or enterprise. Members should be aware the criminal codes, ethics and conflict
of interest laws set forth in state statutes and city ordinances, including but not limited to the State of
Oregon Criminal Code, ORS 244 and in AMC Chapter 3.08.
(Ord 3003, added, 02/18/2010)
Section 2.10.085. Deliberation.
It is the duty of the chair or presiding officer to ensure that each member has the opportunity to speak.
Members speak only for themselves and shall be open, direct and candid. Members shall strive to
deliberate to a decision and shall rely upon the chair to keep the discussion moving. No member shall
speak more than once until every member choosing to speak shall have spoken or waived their right to do
so. No member shall speak more than twice on the same motion without leave of the presiding officer.
(Ord 3003, added, 02/18/2010)
Section 2.10.090 Council as Final Decision Maker
With the exception of certain delegated quasi-judicial actions, most advisory commissions and boards do
not make final decisions subject to appeal but rather make recommendations to, or act in an advisory
capacity to the council. The City Council is the final decision-maker on all city policies and the use of
city resources. Proposals by boards and commissions for endorsement or sponsorship of events, activities
or programs must receive approval by City Council as provided by Resolution.
(ORD 3057, amended. 04/03/2012)
Section 2.10.095 Gifts.
Subject to the acceptance of the City Council, an advisory body may receive gifts, bequests or devises of
property in the name of the City to carry out any of the purposes of the advisory commission or board,
which funds, if required by the terms of the gift, bequest or devise, shall be segregated from other funds
for use with the approval of the City Council.
(Ord 3003, added, 02/18/2010)
Section 2.10.100 Budget, Compensation and Expenses
Page 4 of 5
ASHLAND MUNICIPAL CODE
Money is set aside in department budgets for Commission and Board expenses. Should an advisory
body require additional funds, requests should be submitted to the department head through the staff
liaison. Regular members of the advisory commissions and boards shall receive no compensation for
services rendered. Members must receive permission and instructions from the staff liaison in order to
be reimbursed for training or conferences and associated travel expenses related to official business.
Procedures and criteria for boards and commissions to obtain approval of expenditures are established by
Resolution.
(ORD 3057, amended, 04/03/2012; Ord 3003, added, 02/18/2010)
Section 2.10.105 Reports.
Advisory commissions and boards shall submit copies of its minutes to the city council and shall prepare
and submit such reports as from time to time may be requested by the Mayor and City Council. Unless
otherwise expressly provide in the Ashland Municipal Code or State Law, all reports or recommendations
of City advisory bodies committee shall be considered advisory in nature and shall not be binding on the
mayor or city council.
(Ord 3003, added, 02/18/2010)
Section 2.10.110. Lobbying and Representing the City.
Members shall only represent the opinion or position of the advisory body if specifically authorized by
the full membership at a duly advertised meeting. Unless specifically directed by the City Council to
state the city's official position on federal, state or county legislative matters, no lobbying before other
elected bodies or committees will be undertaken by members of advisory commissions and boards. An
individual member is free to voice a position on any issue as long as it is made clear that the speaker is
not speaking as a representative of the city or as a member of an advisory commission or board.
Advisory body members are prohibited from engaging in political activity in accordance with ORS
260.432.
(Ord 3003, added, 02/18/2010)
Page 5 of 5
DISCUSSION OUTLINE:
UNIFORM BOARD AND COMMISSION GUIDELINES
1. QUORUM DEFINITION
Current Rule:
• Quorum defined as majority of authorized positions, including vacancies.
Alternatives:
• Could define quorum as majority of currently-serving members, disregarding
vacancies.*
• Could establish a membership range, instead of a set number. For example, "no
fewer than 5 and no more than 7. *
• Could expressly allow meetings that do not achieve a quorum to continue as long as
public is permitted to attend, minutes are kept, and no deliberations occur. Criteria
above and beyond statutory requirements would need to be spelled out in ordinance.
Considerations:
• Current rule serves as an incentive to get vacancies filled.
• Current rule keeps pressure on sitting members to show up for meetings.
• Members of several City boards and commissions (hereinafter referred to collectively
in the plural as "boards" or as "board" in the singular) are frustrated at showing up for
meetings only to find that having to count vacancies towards a quorum means they
have too few members to conduct business.
• Having to cancel quorum-shy meetings wastes members', staff s, and audience's
time; allowing presentations with no deliberations would result in at least some
greater efficiency.
• Staff time required even for cancelled meetings.
• Setting membership at a number between X and Y would reduce the difficulty of
achieving a quorum (necessarily means a quorum would be based on currently-sitting
members).
• About a year ago, the Council amended board quorum requirements to make it clear
that vacancies must be counted; it may be too soon thereafter to evaluate whether a
change is in order.
2. ATTENDANCE REQUIREMENTS
Current Rule:
• Members are expected to attend "all regularly scheduled meetings, study sessions and
special meetings, when applicable" and cannot have more than one "unexcused"
absence in any one half of calendar year.
• Must attend at least two-thirds of all scheduled study sessions and special meetings.
Alternatives:
• Could require removal from office upon failure to attend at least 75% of scheduled
meetings per calendar year.*
Page 1 of 4
• Could make attendance requirements apply only to the full board's regularly
scheduled meetings and study sessions - not to committee and subcommittee
meetings.*
Considerations:
• Because some boards have many meetings per year and some have very few,
attendance requirements should be based on a minimum percent (say, at least 75%) of
scheduled meetings within a specified time period (say a calendar year). Requiring
removal if more than a specified maximum number of meetings are missed (such as,
"absent more than 3 scheduled meetings per year") may be onerous for boards with
many meetings per year.
• Current "2/3 Rule" is ambiguous: Could mean missing more than 33% of all meetings
during board member's term; missing more than 33% of all meetings in any calendar
year; or missing more than 2 out of any 3 meetings.
• The current requirement to have no more than one unexcused absence applies to all
regularly scheduled meetings, study sessions, and special meetings, "when
applicable." It is not clear how to interpret "when applicable" or who is to decide
whether that limitation applies in a specific instance.
• It is not clear whether the current attendance rules apply to board committee and
subcommittee meetings.
• The burden of attendance requirements might be reduced by periodic review of how
often meetings are really needed.
3. ATTENDANCE BY PHONE OR OTHER ELECTRONIC MEANS
Current Rule:
• Each board has discretion to allow attendance by telephone or Internet.*
Alternatives:
• Could require physical presence.
Considerations:
• Because most boards make recommendations rather than final decisions, the
disadvantages of participation by electronic means at board meetings are less
consequential than for Council meetings.
• In order to participate in quasi-judicial decision making, a Planning Commission
member must be physically present to hear all the evidence or must listen to and/or
read all the evidence and testimony presented. This would have to be taken into
account in any provision for electronic attendance at Planning Commission meetings.
• Not allowing electronic attendance at City Council meetings while allowing it for
boards seems inconsistent.
4. ADVANCE NOTICE OF ABSENCES
Current Rule:
• Must notify chair or staff liaison at least 2 hours before absence. Not clear whether
proper notice automatically makes absence "excused."
Page 2 of 4
Alternatives:
• Could require that advance notice of absence be sent to all board members at least
two hours before a scheduled meeting.*
• Notice rule could be set by each board.
Considerations:
• Could reduce the burden of board service, if all board members could find out in
advance when a meeting is sure to be or likely to be cancelled for lack of quorum.
5. EXCUSED OR UNEXCUSED ABSENCES
Current Rule:
• Cannot have two "unexcused" absences in any one half of calendar year.
Alternatives:
• Could scrap the notion of excused or unexcused absences altogether, basing removal
instead on the more objective criteria of failure to provide advance notice and failure
to attend a specified percentage of meetings.*
Considerations:
• "Unexcused" is undefined, as is who is responsible for determining whether an
absence qualifies as "excused." This is an awkward call for a board chair or a staff
liaison to have to make.
• Not clear whether current "2/3 Rule" applies if the absences are excused.
• Sporadic attendance diminishes board effectiveness whether or not the reasons for the
absences are compelling. Since it is the absences that matter, and the reasons for
them do not, adjudging the validity of the reasons is an extraneous undertaking.
6. OFFICER ELECTIONS
Current Rule:
• Chair and vice chair elected at first meeting of the year.
Alternatives:
• Chair and vice chair elected in the first month after annual appointment process is
completed.
Considerations:
• Current rule is ambiguous in that "year" could refer to the first 12 month period after
a completion of annual appointment process (typically starting April); to the City's
fiscal year; or to the calendar year.
7. OFFICER TERMS
Current Rule:
• Officers elected annually, but may not hold office for more than two consecutive
annual terms.
• Officers hold office at the pleasure of the board.
Alternatives:
• Could increase the consecutive annual terms allowable to three.*
Page 3 of 4
Considerations:
• Periodic turnover in board leadership is beneficial in many ways.
• Some board members don't have time or don't have interest in assuming board
leadership, while others are so experienced and/or such good leaders that the other
board members prefer to have them continue as chair as long as they are willing to
serve.
• For some boards, it takes a chair up to 2 years, or even longer, to reach optimum
effectiveness; requiring new leadership after 2 consecutive annual terms may deprive
the board of needed leadership expertise and arbitrarily limit the members' discretion
as to who should lead their board.
* = Staff recommendations.
Page 4 of 4
CITY OF
ASHLAND
Council Communication
December 17, 2012, Study Session
Status Report of Plaza Final Redesign
FROM:
Scott A. Fleury, Engineering Services Manager, fleurys@ashland.or.us
SUMMARY
Staff and CoveyPardee Landscape Architects will present a status update for the final plaza redesign
plans and associated construction timeline.
BACKGROUND AND POLICY IMPLICATIONS:
At the August 21, 2012 Business meeting the City Council approved the conceptual plaza design
created by CoveyPardee. After approval of the conceptual design the City contracted with Covey
Pardee to create the final construction plans and specifications for the plaza redesign. The final design
plans include; the specific materials and colors for the permeable pavers; seat walls; benches along
with the planting plan of trees; shrubs; and groundcover.
In developing final plans, CoveyPardee worked closely with staff and the Public Arts Commission to
incorporate a public art component. The public art element consists of a ceramic frieze on the face of
concrete seat walls. The public art element was approved by the City Council at the December 4,
regular business meeting.
During the process staff and CoveyPardee met numerous times to discuss the final plans and
construction coordination. A final meeting to discuss the 90% construction plans, specifications and
coordination was held December 10. A large portion of the project will consist of the coordination of
City crews to complete all necessary work prior to a contractor laying pavers and constructing seat
walls. City crews will remove the existing concrete, relocate existing utilities, and installation of new
electrical conduit for the plaza lights.
Timeline
The Engineering Department expects to publicly bid the project December 20, 2012 and open bids
January 10, 2013. The construction contract will be presented before the City Council at the January
15, 2012 regular business meeting. All internal work done by the City is expected to start January 2,
2013 with the relocation of the existing above ground utility box to its new location behind the
information booth. City crews will also remove all existing concrete and install new electric utility
conduit that will supply power to the new Sternberg light fixtures and tree up lights. City staff expects
the contractor to start laying pavers and performing all concrete improvements in late January, with the
project to be substantially complete in mid March.
Page 1 of 2
E`,
CITY OF
ASHLAND
Site Survey
The City is currently conducting a cultural resources site survey of the plaza. The State Historic
Preservation Office (SHPO) has requested a site survey be conducted due to the fact that the Plaza and
surrounding area was a known former site of the Shasta Indians. Jeff LaLande a local archaeologist
with the assistance of City crews will excavate numerous locations on the plaza in order to verify the
presence or absence of culturally significant items.
FISCAL IMPLICATIONS:
The plaza redesign project is being funded through the Transient Occupant Tax (TOT), which are
monies in a restricted fund balance for City capital projects.
STAFF RECOMMENDATION AND REQUESTED ACTION:
No action requested.
SUGGESTED MOTION:
N/A
ATTACHMENTS:
• CoveyPardee Landscape Architect 90% construction plans
• Plaza Timeline News Release
• Plaza Tree Removal document
Page 2 of 2
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i TOPOGRAPHIC SURVEY PROVIDED BY TERRASURVEY,INC. OfC ~1~
\ T C. CITY OF ASHUWDIS RESPONSIBLE FOR ALI. DEMOUMONWORJC 9pE ARC\
ld PL THIS PLAN IS PRONL£O FOR CONTRACTOR REFERENCE ONLY.
n q ~7 E
2 `A
4MOD 2 LEGEND Gi
WALK s ri y5
55 I 'r~l I>'Se£EIGUV\ REMOVE EXISTING CONCRETE PAVING
"R D 2' ILIIH J NR6 AIN O >
J'NRB ORAII
0wv O IA. ® N3iAND \,C\ REMOVE EXISTING TREE
NN" Icv 0 ® IRE wM \
O O sraE scrv ~
i ~ 0 E PA91(ING
16
1 19
22-S 9 I.2'METAL KEY NOTES
20 OS!
O
W K
O A L ti R p 5 S W ~ ELELmIC 1O REMOVE BENCH
w 10 010 B0~ 2O REMOVE FIRE HYDRANT.
J N RNN
\ J O BULLETIN BOND/gOSK(PROTECT IN PLACE) Fm
Ay
\ O RELOCATE DRWHNG FOUNTAIN WATER METER SEE LAYOUT PLAN, SHEET L101 FOR NEW LOCATION. v
VJ i ~i OS REMOVE OR RELOCATE WATER VALVE. N 0I
6o E 'y yARE O \ O REMOVE IRRIGATION CONTROL VALVE. J O
16 /LAVm I o 21 ®]Ot4rvE \ O} REMOVE LIGHT PCLE& LUMINAJRE
5 3 Q r
v
`3 O3
z U11rv E19 6 REMOVE BOLLARD LIGHT. C) c
1 O / O9 RELOCATEELECTMI PANEL.SEELAYOUT ,SHEETL101 FORNEWLOCATION,REMOVEVAOD VI O
C
Q EL C - CABINET. U LT
Bo
03
RI'J" "Dee GRAw B E5 1/ 1o REMOVEBOULDER O Z; O
9'AS4 23 \ 11 REMOVEBRICKPW?ER C
~ o L -o
11 10 SC, L O e \ \ 12 RELOCATE ELECTRICAL BOX. V O m
O 12 P2'SKEIN I3 REMOVE ASH URN. (pQ_Z
\ - 11 REMOVE CONCRETE CURB. SEE LAYOUT RN9, SHEET L101 FOR UNITS OF REMOVAL ANTI N a
INFO
e 15 REMOVE UTHN WATER SIGN AND SALVAGE FOR FUTURE RNNSTALLATCN. ^`V
BOOM
p 4 LL
O N R 16 JAPANESE MAPLE TO BE TRANSPLANTED BY PPRI(B DEPARTMENT. J
O WN"O e / N c P SAWLUT B REMOVE ASPHALT PAVING I' FROM FACE OF CURB.
O 18 RELOCATE PRESSURE REDUCING VALVE FOR DRINKING FOUNTNN. SEE SHEET L101 FOR NEW LOCATION.
ssc0 19 RELOCATE DRINKING FOJNTNN. SEE SHEET L101 FOR NEW LOCATION,
27 I P ,~II 2➢ FLAG POLE WI ELECTRICAL JUNCTION BOX AT BASE (PROTECT IN PLACE)
- N 32 l 'l T~ 21 IRRIGATION WATER METER (PROTECT IN PLACE)
J M O REMOVE INACTIVE WATER METER.
12 17 'ry / 23 RELOCATE IRRIGATION BACKFLOW PREVENTION DEUCE. BEE IRRIGATION PLAN SHEET L301 FOR NEW NO. ISSUE/REV, DATE
LOCATION, 0 90% R-m, 12/03/12
W A L K 1 A I N S`
REMOVE AREA DRNN,
GRpS / O55 WALK /
RAMP ~ F ~ 25 AREA DRAIN, R65ET TO NEW GRADE AND ALIGNMENT OF PAVERS. SEE GRACING PWJ, SHEET L201.
T 6 RELOCATE UTILITY PAY BOX BEE SHEET L101 FOR NEW LOCATION.
LIMIP WATER
lWrviAm 2T RELOCATE MAIL BOX SEE SHEET LION FOR NEW LOCATION.
- NP 2B REPLACE FOUNTAIN VAULT US.
SHEET PRE
29 JUG FILLER (PROTECT IN PI-ACE) DEMOLITION PLAN
1J
N ® REMOVE PIPNTER LVRB.
/ Oj 31 RELOCATE WATER METER, BACKFLOW PREVENTION DEVICE, AND HOSE BIB FOR DRINKNG FOUNTNNS.SEE
J'Nae dax I \ _ i / II SHEET L101 FOR NEW LOCATION.
I]t~6 1 .VW J2 INSTALL EROSIONAND SEDIMENT CCNTR0. MEASURES PRIORTO BEGINNING WORK CONTRACTOR TO DATE 9DEG 2DI2
T L\\\ 1g MATNTNN THROUGHOUT CONSTRUCTION. SCALE I-=I0'
2 31
30 DRAWN OTC
JOB Plazp
SIREET SIGN N MAIN 5T/E NAIN SI/ SHEET
KEEA alcNr/CREEK 10 WaIFAIm1A PAN' NORTH
I-LIIT-I L 100
D 5' 10' 20'
FILE 1306-0L1A0
\ `-A C TEPO
I N'
GENERAL NOTES • 295 • .
A VERIFY LOCATIONS OF ALL BELOW GRADE MILITES PRIOR TO
I Ip F Gze9°zY T. Cove
YF.
BEGINNING WORK COMPACTOR IS RESPONSIBLE FOR OREGON
_I i Ity
O COORDINATING ALL UTILITY LOCATES NTH CITY OF ASHVWO. 'y 122/2/2919/9 9 U
6 2 W
J Tom' ~ \ Oj \ B. STARE LAYOUT FOR REVN W MM I ,,,GGAPE ARCHRECT PRIOR TO OT~/
INSTALLATION. CT'T11E Nj-,
yy
rye \ C. TOPOGRAPHIC SURVEY PROWDED BY TERRASURVEY, INC. FYI
y
,B 5
E fi
'i \ 2 LEGEND P
W A'L A--- O Oj \ s Ev9
S s i ITSNYERRA, PRECAST CONCRETE PAVERS. SEE DETAIL. I SHEET 1102
C R 0 In rc ' cvRe Baax
]CVRB NPaW 11 LP [3 PRECAST CONCRET H TO BE PROVINCES
AND INSTALLED BY MY OF ASHIAND.
®.oRrl srAxB t~
P®nRE WU \ TR~ TRASH RECEPTACLE TO BE WCAGED AND INSTALLED
SOUH ISE MAY, J. BY CITY OF ASHWID.
Q -voI [ PAfflNG-
L7
to ° /Q v I YgruL KEY NOTES
v /
W ~ O O C R O 5 5 W / CBLFCW¢ 1O CONCRETE .EDIT WPLL W/ PRECAST CONCRETE CPP -FRIEZEqJE BIDE. BEE DETAIL 3 / SHEET LI02.
/ P
]'CAIN BRUx \ O ~ O2 CONCRETE SEAT WALL W/PRELAST CONCRETE CA➢-FWEZETWO SIDES, BEE OETNLIISHEEi Ll02.
]O CONCRETE SEAT WALL W/ ONE BENCH. SEE DETAIL I / SHEET LIM.
~ 6. +UP \ lO CONCRETE SEAT WALL W/MOBENCHES. 6EE DETAIL 11SHEET L102. ~ N
C
10 ILV SO TREE GRATE N E
D Q E
1Z UnPtE \ SO CONCRETE CURB FMIP W'DETECTAWE WARNING SURFACE PER CITY OF ASHLAND SiMIDARODETAIL i_ = p
1 o zB'PrnE \ U N
O ~ TO NEW CONCRETE CURB TO BE INSTALLED BY CITY, ~ QO
z Ip O E~ eO NEW ASPHALT PATCH TO BE INSTALLED BY CITY. O
/ / ® \ O9 NEW LOCATION OF ELECTRICAL PANEL TO BE INSTALLED BY CITY. S 0
Q N W U
SDM - 10 ITPWRER CURB. SEE DETPLS/SHEET Lt02. `
1 / ELC L
6'G4PUR c
1B V D \ 11 6- PIANTER CURB. SEE DETAIL 2/SHEET L102. O N C O
C
9 aSH9 Q \ \ \ \ 12 PRECAST CONCRETE PAVER SOLDIER COURSE. 0 i• C
U\ 1] NEW LOCATON OF EXSTNG DRINKING FOUNTAIN TO BE RELOCATED BY CITY. PRONDE<"THICK CONCRETE Z
s a ra
\ NEW T m N
PAD.
Q 11 NEW LOCATION OF VALVE BOX FOR DRINKINGFWMPIN WATER METER AND PRESSURE REGULATOR VALVE `NzI U Q
INFO TO BE PROVIDED AND INSTALLED BY CITY. T
fi BOOTH I NO A,q 15 NEW LOCATION OF EXISTING UTILITY PAY BOXAWRDINATE M CITY. nnzl m
A M LL
Q AV a 18 NEW LOCATION OF MAIL BO; COORDINATE M CITY. J
ou Y/
z IS Q C 1] 4-THICK CONCRETE PAD PER CITY STANDARD SIDEWALA( DETAIL f_
5560 O 18 NEW LOCATION OF VALVE BOA FOR WATER METER, BACKFLOW PREVENTION DEVICE. AND HOSE BIB FOR r
DRINKING FOUNTAINS. ALL EQUIPMENT TO BE PROVIDED AND INSTALLED BY CITY.
LARRR F 19 APPROAMATE LIMITS OF NEW CROSSWALK STRIPING TO BE INSTALLED BY CITY,
ORINNIN6 q
_ DIIx,aIN S
'''It9 B T NO. GSUE/REV. DATE
O / C\~~ ~V 0 90R Rev:en 12/0]/12
WALK I
5 5 OT " / Os 5O S T n
ORO OO /~~e WA<K RAVP~ F
umia wn reR F T
/ ` WNI x
LB
O SHEET TITLE
LAYOUT PLAN
oR
8
Pane oaux
10 LB 10 DATE 3 DEG 2012
O
SCALE I'=10'
I DRAWN &T6
JOB Plaza
SHEET
NORTH
I' L101
. 0 5' 10' 20
FILE 1206-I.A
y~ _ ~,1STERFO
• 95
SURFACES
KNIGHT
NNIGMT BENCH .Gregory T. CoveyF
y . 2'/9 J
R ~ 3212./92 11I2'aP BENCH FRAME Th n
MOUNTING PLATE I 4 D l
3,rr 3• B• 3• E AC
1? BS BULLNO
S R 31/3
qLL EXP EXPOSED EDGE$
2 3N" 2 Li'
\ \
AT RE64R i 17 O.C. EA
WAY, YfAR • d PI~
CONDITION AND FINISH A• UNIT 0 A a ~3~
GRADE VARIES AT BACKw PAVERS
BE WALLBE PLANS Ft ✓r d _
I. III- o ore ~aa
III-III ~p,o°o sL° o ELEVATION VIEW - SEAT WALL W/ BENCHES
loe.
-III ° - •-'A °~9 III-III-III 1/2' RADIUS BULLNOSE@ VOVERHWJG TTP. 113' RADIUS BULLNOSE®
- a ° °04 -III III-_ r ALL EXPOSED EDGES pLL EXPOSER EDGES
°O EDGE OF CONCRETE Illiddee
~II1111 I I I• °II I-III-III- I11II III EDGE OF CONCRETE ~
COMPACTED
1'$ SUBGPADE ttP. •'9
3/4' MINUS COMPACTED Y4' INSET ttP
16" INSET TTP. -1 I yG'INSET TYP.
CRUSHED ROCK CERAMIC FRIEZE
SEAT WALL w/ BENCH ON CERAMIC ON °N FACE FACE (BYO OFFERS) CERAMIC FRIEZE
ON FACE (BY (BY OTHERS) ON FACE FACE (BY (BT OTHERS)
' EDGE OF PRECAST EDGE OF PRECAST
CONCRETE CAP ' CONCRETE CAP C
y
PIAN VIEW - PIAN VIEW C
O'Hx20"W PRECPSTCONCRETE CAP G'H S2<^N PRECAST CONCRETE CAP Q E
CONCRETE PLANTER CUM (SEE NOTE A) (SEE NOTE A )
12 RADII TYP. 1? RADII ttP.
I/4' RADIUS ALL EXPOSED EDGES ~ p _ N
TOPSOIL RACKFILL O
ON CERAMIC CERAMIC FRIEZE O C d
ON PACE LE (BY IBT OTHERS) ON FACE (BT OTHERS) eeA b C
UNIT PAVERS B 1"OVERHANGTTP. / a m 1-OVERHANG TTP. E w c: ~:r C
VL 'C_
%4 REBgRQtY °.C. FA • . ~re MBREAK ®1T°.C. EA, 1'd 12 o'
AY, Y C WAY. 2' CLR.
n _ - w LR. w -
O
• w f0 G O
'O OO °~AA s w°O°°0 T ~W 3/0' INSET TYP. ELEVATION AT CERAMIC FRIEZE d' •v 34' INSET TYP. ELEVATION AT C
00 III 1 CONDITION AND FINISH 1 B 1/Y • BOTTO OF INSET TO MATCH ON FACE (BY OTHERS) BOTTOM OF INSET TO MATCH O
GRADE VARIES AT BALK FINISH ELEVATION OF PAVERS. UNIT PAVERS 34' INSET ttP ° FINISH ELEVATION OF PAVERS. U C
O 0 ° I OF wALL SEE BANS SEE L201 HL]03 ~1SEE L2018LY02 QZ L
II III II _ III- -
N a
; III-I III-III Be REBAR CONTIN0005 I-III I A .gam°°~~°"ooo°e •y o° ~~y9~o to8 A• a o~a~,oo owe •i o~ N CID
314- MINUS COMPACTED 1 I MIN 2'CLEAR III-III e• a ° UNIT ° p ~R C
CRUSHED ROCK III _I _
-I I I -III III I PAVERS III III 88fr~ g ° III III - PAUNIT
VERS F
COMPACTED SUBGRADE ttP. O •m K p O' -III-III -III-III-III-'• d O •W ie ° III-III J
F-VJNUS 6" PLANTER CURB =III III-III-III-III °Ii III- CRUSHED ROCK E° .1 -III_III-III-III-III-III INclli- CRUSHED
ROCKALTED
_ ~'_D^ COMPACTED SUSGFFDE TIP. COMPACTED 3UBGPADE TYP.
~1G~
SEAT WALL w/ PRECAST CAP ~ SEAT WALL w/ PRECAST CAP
~`J CERAMIC FRIEZE ONE-SIDE ~`yJ CERAMIC FRIEZE TWO-SIDES NO. ISSUE/REV. DATE
0 90% Germ, 12/03/I2
CONCRETE PLANTER CURB - 1". HARRIS -
ALL EXPOSER ROGER 331413 PRECAST CONCRETE UNIT PAVER
331113 AGGREGATE SETTING RED
UNIT PAVFI f TOPSOIL BACKFILL
SHEET TITLE
3314,3 AGGREGATE BASE DETAILS
O O O
,O DD- I= I1I I DgTE 3DEti pl3
_ TWO HREBAR COM 4MINUB -111- I -II MIN 3'CLEAR Ski °~.O~o• oYl° 4•: NOTES SCALE aee plm
CRUSHED ROCK
A. Precut Concrete Led as indketad an dg drawlrgs. and m DRAWN ADP
COMPACTED SUBGRADE ttP. COMPACTED SUBGRADE manulectured by Michaxfs Pracesl Cmcrele. Cmcmis shell
W emk M grey cement wMU CamenL Lan p-a PKEdigeie. JOB Plozp
and Gavle Word Ngmenl ASBI CmbaClp slid %dNnR s1Yry
_ dm.ITga erq asemgemina Lmescepe NUilen Mwdtlen SHEET
18" PLANTER CURB CURB 6 PRECAST CONCRETE UNIT PAVERS mmar.Prerr88i01wsConn-to;35sSalAemiH.„311Bm1n1.
OR 1303)fi3.
-De L 102
FILE l2p DT
I , r.•ar~~a GC,ISTER,~
I I H'ra Rr. 4•
}Yrn 11 • 295
\ C-. CragOrY T. CweYF
,J ECO GON
TO 08.83 IL 01.17 A p 12/ OR 12/29/92
1
I I"a0 \
.r
TO Wo
87 ,2 (4PE
+'Qaar yr_ \
TCWJ~ -,'20
/ TC Bi.1J / VV//
W / E,•' u~ Fe g
•80 MATCH PDE R2a \ §033(`
87.21 07 .A1 qTCURB CURB+. TYP.
~8F MT.00 ~ \
+ \ _
TV,
~I ~r y * }6 MS" 1nxEEttaw\ ~
00.90 O
ITa. 87.80 }E• j1~ Jam"
TO 67.60 07.98 87.93 x.59 'crn
39.St MDR
Q
~O1iu {yf• tin V.T'°
87.98
BB.tt • yin •
O ~\bc
NF' +LR
TO W" .POST L 2MEU
80.95 POST
iv a +ru~an
09.50 U TGFL 89.08 ' J'~° [L[ mK
B0r
W.01 r. V TGL89p2a5
09.14 {i'4fl 90.63 09.80y u
C89.)5 ° 41
n TN 9i.]0 89.EA / \ C
Hra ~ICV +kF° ~£1° r E O
+me 44r.° +11_ Box \ ~ U N
lW 9t.5T }Ir. / O
OTOrowE \-F ❑ Lo
09.W O VT° ` E? O c XIYxCEi4Lw '~a C C
+~r^ va'• LEGEND C~ En M
MATCH GRADE 89.59 }f^.u 89'9 CL6C'IRICn \ +P" EXISTING SURVEY ELEVATION
AT LURB.TVP. TW 50.9! BOS RUB ~v'n -we. Y.^n O N O
r-T5.00 PROPOSED ELEVATON 0 L -0
9"A9r if9` 90.02 \ \ u AS AREA DRAIN 0 (G
09.60 } • O M FL FLOW LINE AT GUTTER Ri n N
A mar RED a W.k! l3"SX • V l0
C Q
OF OVERFLOW CHAIN M U
~(J,V C
, 0945 0 ~ TYV iOP OF WALL (soe NOle E) ~
MATCH GRACE AT •a LB'a LL DO
PAVEMENT EDGE. TYP. !J- 4 ' 0905 TO TOP OF CURB
MATCH GRADE ° •r +6-
AT CURB. TYP. O ❑ +ru It .30 mm•F r
4
~a +M-
MATCH GRADE AT
NOTES
PAVEMENT EDGE, TYP. +,n Ritill, w
TO 89.53
cea
FE-1 11 v k
w - a varnylwzuwomall lX. b cram reululaea lxwrro
n rvwh. Cant ctmpmLde (w - NO. ISSUE/REV. DATE
-r - be9lnlrg
80.99 8913
~ w mweinaltrg ell u00ry loratn. vas Ba.:a. 13/OJ/12
}m / r TC 091 B. Tt baP0k survey gMEM 6y TereSur ey. Nc.
TO 09.20
c. larDanbahb~ar shall Install di
d-,e areas ta dreln wltM1wt laming Imh
_ 0920
9 TO BO.TY cannot be acMeved, ratty the Landscape ArOlled
a.:.R
Immedlalely for reada.,
~~S~09.1 090Tmx °
N.» Py~n D. Adwerds Wall
MnbMaela a6daviaOm.tlee SHEET TlilE
MATCH ~89OT E. Tep Olwa' ZNVatlm(TW) 0MI®Ies tee m mnueN
PAWMEWVEMENT EDGE.TYP. / 1rtt
e9 GRADING PLAN
898, wm. Fer wau wlm a P o Tw:~tn the
ekvalbn IrMUarg 1Mw cep. .p. Fw wma 1o raeiv.a
~e trenm.Tw mdlralea ure mpmwml wdltwmaoencn.
7p} 1
LTYf911pt \1
F W.
DATE 3 DEC X012
r° O ° \MATCH GRADE
{■F ATCURB.TYP. SLAL£ 1•=10'
DRAWN ApP
x
_ JOB Plpiq
vr° u SHEET
NORTH
7%-r~ 10' 20 L201
'
FILE 13GbGR
dkgrj\STE)j~o
• 295
r.cregory x. CaveYF
y 2/29/9 J
1 ?i 12/29/92 Lw
92.00 92.00 92.00 Q1 F7 v n..iY' Y+1O - ' ~rC42
~
V-
91.00 4) 91.00 E AR
91.00
90.09 90.00 -
90.00 90.00
B9 64 r 89.90
89.00 1,4
s 89.00 89.00 1sp
S SS
B 3 2i88
88.00 87.93 88.00 88.00 O
8].00 87.00 87.00 Mw
SEAT WALL - ELEVATION / n 1 SEAT WALL -ELEVATION
SCALE' 1C-I ' L SLKE 12'•1'-0' B
92.00 92.00 u 1.41 91.00 91.00
~ v
® Q
90.00
Ed IQ 90.00 O 89.83 89.00 69.00 0 0 ~
88.00 88.00
B7.00 87.00 Q E
SEAT WALL -ELEVATION NORTH O N
J SCALE: 12'=1b' 0
3} ® O c P
u~' +•1 O C
c: 0
U C m
92.00
92.00 2 ~ ~
O O
91.34 ,sue::, w.mcxanacm c
me::.nv:•mm.~wrrw-,::..?:av.:.wwerm.mms+:s a~wa~ex:w.aiarssvaafaarv:-r: wc.•x:vr:o.,..w.w..v -._ml.r-u.::,ur..ar.rr-r.K^.-ti.xa
91.00 91.00 O
i, U c
90.00 1 90.02 KEY MAP a z t
89.59 N
89.00 89.14 89.00 tYma N N
88.00 C
88.00 a J
87.00 87.00
I n 1 SEAT WALL - ELEVATION ~
Y / SCALE: 112•=r.0• NOTES .
A. v.nH laawru or all /elm. eaa. ulmtles Malmo
eeplnning wok LOmratl0l h ROPOISlde la
92.00 92.00 92.00 aoamla ti' au umit,locales. .
B. Topogaptic surrey 0m'tlEe l by Tmrasuvey. Im. NO. ISSUE/REV. DATE
91.00 91.00 91.00 to da o 0 se. Reran 12/a9/I2
C. ConVadIX shall Install all new0aremenl mtl
a.he. ro. riwitheant chly Has bttecoode If this
mn1CeeEaotlH IM eMamOe Atonal
90. 90.00 90.00
ImmeElaMy Ior mo medu4m.
89.00 89.00 89.00 D. Add 1e00de yed Nrproposed elecoAans. The nat lwo all r n meals have Bdeen anmten nx
aeuewnon.
88.00 87 961'? ' 87.68
8 88.00 87,68 t 6 96 88.00
SHEET TRLE
87.00 azoo 87.00 KEY NOTES ISHEETL2020NLTJ WALL ELEVATIONS
1 " TRICK x 20' WIDE PRECAST CONCRETE CAP.
SEAT WALL -ELEVATION SEAT WALL -ELEVATION 4SEESPECIRCATIONSADDDETAILS3941 203.
J SCALE: 12'=1V SG1LE:1?=3 O CERAMIC FRIEZE By OTHERS. DATE 3OEL 3013
O3 3 CONCRETE BAND. SEE DETAILS 3& 41 L203. SCALE ee0 Plm
O FINISHED ELEVATION OF PAVERS. BEE L201. DRAWN ACW
ELEVATION AT BOTTOM OF Y4' INSET N
MATCH FINISHED ELEVATION OF PAVERS.
JOB PI°za
SHEET
L202
HUE Qctl
a~ c.CTXSTE~O
14 1 , 4"-
IRRIGATION NOTES 295
I 1 \ ~ A. The landscape wnlregor aM1tll lnapecl Ne We and rarity wMllkna L-+C[Pg0o[y T. Coveyone mmem 7
m~a pMrto caldNCdon. 3z/z9/9z zee
B. hard impartial 3dam N Comply WIM he capes one aCirvnm MN O
-_J rcv \ WMdktknp ag.ndm. f(\
'1PE' ARC
\ C. Irrigation plan sommetlc, Plaoa,rnymon,mesInaommontrenU
xTenever pmsletla. Flew adlosuies W maim mMdal Min u101nu.
/ \ \ D. N, brame canal GO soared In -1- prose in ar and. wlicon magnates
eu for mtln canna se. LOwlo verve Wxea In aMA tabs. pp
' / E. Al wmponenla of Irrigation system shall be Installed and adjusted to )SS
Nov. complete woerage. Contractor Is ruymlda for povldir, s gtE
''I \ ewmplete waking.,tam. ESC
j TL \ E V90, mlNmnm fork walcv pressure W 45 psi at edaring relnl0
1 L-' \ comma Nemy Me Lamers, A¢MtM U aduel field data dlnma
I>"SMEEIWM \ from me ^Mnamon,
w 'I ® \ G. System Is designed to operate MN a minimum of 4D pal at Vn
fuMM Mad kcal IM pNl cf ¢nmctkn. Heap amount and
are EUetl on this data, all speorhommas sM.vn FI IM mrsonm ,
® lassos Nair Na landempa NmactifacNalfleoldatadifns Isom D
e rvv ® this lnlmmatlon.
O BmgaLLal lalerala an sped staNrg al vfre all mnWMrg In dFecllm
lbx. Reputlkns In pipe size ere laENCd OeglnnYg Nnnstra an of
'j mrresl thing. M laterals not liked are minimum W4 nort of same
/ O / nke as nearest edpwm of,.
Vet 23.0 G.P.M.
r 4.13 Fbwor, Lane num, J ' Valve size
\ J. InstaA
aeel0l llr^ge Stardom pre8423CIrdgaWn Mlmr all saved suRawam 32 ♦ ~R
K. Painfrnke Indosled am the pole. AtYw grates, transit 40 montake wl caps
/ ♦'`~i `I ♦ / \ aJeplar an am 90 Mee. go
I \ \ \ C
11 _ L. MaRkarandmat"I.ImnoldMwlid USel4gaugewlreasspedflod (n
In saWma 32 84 23. 1mgauem
7 `VY~ 1 rtv M. InsUA d2N vol at at km' prime In tiara and Imeeel Wars. India19ut.. ~ O N
am,eg voNea high pWMa In the metal So- le faclXate plans, 1`. I` w\ry,U \ m1 1M a,lem. O N Ur,
K ®20VIA \
N. Provide in4ine cheek valves as re0ulred 0 prevent Ion head dralmge. Q e e-
/i TJ"512Efply\ War O C: U) O
_ ~ \ 1 ~ ^rP ~ \ U c lT
2''4p, IRRIGATION LEGEND O v, 2 O
Y yY / - - SYMBOL RADIUS NOZZLE GPM PSI MODEL Q c =
b S' 80 024 30 Hurter MS305ereaepay head rd moots indicated. Sea reles mr oPUp stre. U V e
f `j}S/ 1 i/ 5 r \ \ O 0 m
1 \ J D. B 81-1 0A7 30 = Q Z =
® C 0 i; 6 10 MPCmnar 0.19 40 Hunter PRS40 Sepes spray Mad w/ nmzle Indicates See notes for poPUpspe. co y Q
t~ 10' Ap,D)i are 40 ~ .0
10, MPl DC0.180 0.37 40 ~y
j' Ca 12' 1,11,1000-90 0.19 40 LnL♦ J
' O 12 MP1W0.1W 0.37 40 W
O ; d 14 MPCanx 0.19 40 '
O ❑ b 14' MP1000.90 0.19 40
/ p 14' MPINO-120 0.37 40
❑ 14 MP189 037 40
/ D
■ 0 5'a15' MPLCS5LL3515 022 40
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CITY OF
ASHLAND
News Release
FOR IMMEDIATE RELEASE, PLEASE
DATE: December 14, 2012
CONTACT: Engineering Services Manager Scott Fleury
541-552-2412
Re: Plaza Construction Begins
Preparation for construction on the Ashland Plaza has begun.
City crews have begun preliminary work on the Plaza and will start demolition and removal of
the concrete on January 2, 2013. Three Plaza trees will be removed. The Parks Department will
remove and relocate the existing Japanese maple and an arborist will remove the two sweetgum
trees on December 20. For more information on why the trees are being removed please visit
www.ashland.or.us/plazatrees. The archeologist began probes on Tuesday, December 11.
Depending on the result of the probes, the project could be delayed.
The existing utility meters, currently housed in the gray shed adjacent to the information booth,
will be relocated to the backside of the booth and the shed removed. Crews will begin removing
the existing concrete, base rock, the benches and vegetation. Trenches will be dug to reroute
electrical conduit for new light poles and up-lighting. The information booth will get a facelift
with new stucco and the porcelain bowls on the Lithia fountain will be refurbished.
It is expected the Plaza will be ready for contractors to begin their work by mid-January and the
work will be substantially completed in early to mid-March. The staging area for the contractors
will be the parking slots on the Main Street side of the Plaza (opposite the Plaza businesses) and
possible two parking slots in front of City Hall.
The City of Ashland issued a Request for Proposal for this project in May 2012 and local
landscape architecture firm CoveyPardee was awarded the contract. A series of public meetings
were held to solicit input from citizens on three conceptual designs. The City Council approved
the final design in August 2012. CoveyPardee then developed construction documents and the
project was put out to bid.
The City expects to award the construction contract in the next few weeks and will require the
contractor to begin work within five days of the signed contract. The City is hopeful
construction will begin mid-January.
(end)
Why is the City removing Trees from the Plaza?
Three trees will be removed from the Plaza as a part of the upcoming Plaza improvement project.
There are currently five trees on the Plaza; after the project is complete the Plaza will have a total
of nine trees.
Japanese maple
The tree is struggling: heavy pruning has occurred because of damaged limbs due to people
climbing in the tree, and canopy dieback. In addition, the tree has suffered significant sun
scalding, the soil is compacted and the roots are starting to girdle the trunk. The Parks
Department intends to replant this tree in a more suitable location, probably in Lithia Park.
Liquidambar (sweetgum)
There are two liquidambar trees on the Plaza. One measures 31 inches in diameter and is 90 feet
tall and the other measures 21 inches in diameter and is 60 feet tall. The larger tree has severe
girdling of its roots. This happens when roots are growing and circling around the main stem of
the tree and have started to cut off and restrict the movement of water, plant nutrients and stored
food reserves. As such, the health of this tree will continue to decline and increase the likelihood
of dropping limbs. The risk of heavy limbs dropping on vehicles or pedestrians is too great to
leave the tree in place.
The second liquidambar also shows signs of girdling roots and eventually will show the same
signs of deterioration as stated above. Rather than wait for the tree to get even worse, the
decision was made to remove it. The decision was made based on the future and the safety of
pedestrians on and near the Plaza and they would be removed even if improvements to the Plaza
were not going to occur.
Liquidambars are not recommended street trees. They have aggressive, shallow roots which tend
to lift surrounding space (sidewalks, curbs etc.) and damage utilities; the fruit consists of round
seed balls which drop and create tripping hazards. It is highly advised in horticulture literature to
plant sweetgum trees in areas with open space and a long distance from foundations and
hardscapes. It was the wrong species to plant in the Plaza and other areas of Ashland years ago.
Modesto ash
Earlier this fall, the diseased Modesto ash was removed.
New Trees
The trees described above will be replaced with trees more appropriate to an urban setting.
The following trees have been identified as replacement trees suitable for the Plaza. Once
established, they are drought tolerant, their form provides shade for the Plaza but they are not too
tall for overhead lines, and the trees do not exhibit aggressive rooting habits that will disrupt
utilities, sidewalks, curbs and streets. "They are beautiful selections," says city arborist Anne
Thayer. "I can vouch for having planted and watched the trees listed grow in our parks, city-
scapes, schools, library, and right of ways."
Parrotia persica (common name: Persian ironwood or Irontree)
Size and Rate of Growth: 20 to 30 feet in height, possibly higher depending on the cultivated
selection, with 15 to 20 feet spread, and a slow to medium grown rate.
Ornamental Features: deep lustrous green summer foliage, multi-trunk form, yellow-orange, gold
to orange to rosy pink, long lasting autumn color. Attractive mottled flaking bark, flowers
(witchhazel family) appear before the leaves. Upright branching pattern keeps limbs clear of
street and sidewalks, upright ascending vase-shaped form.
Locations in Ashland with this type tree: North end of small lawn in front of Parks Office in
Lithia Park and lower duck pond, along W ightman Street in front of student housing apartments,
and on the Siskiyou Boulevard median in front of Omar's.
Acer Eriseum (common name: paperbark maple)
Size and Rate of Growth: 20 to 30 feet in height with a 10-20 foot spread, slow growth rate.
Ornamental Features: upright oval or rounded form, small trifoliate leaves turn red in autumn,
extremely attractive, peeling, reddish-brown bark.
Locations in Ashland with this type tree: In the planter beds on East Main and Pioneer Street
(behind the fountain in front of the Black Swan) and East Main and Is` Street downtown.
Zelkova serrata (common name: Japanese zelkova)
Size and Rate of Growth: 50 to 80 feet tall: moderate to fast growth
Ornamental Features: This elm tree is low branched, with a vase-shaped outline and rounded
top. As the tree matures, the bark begins to exfoliate. Dark green leaves are oval and slightly
rough on top. Fall color varies from red to yellow. Flowers and tiny woody fruits are
inconspicuous.
Locations in Ashland with this type tree: In the playground at Helman School, the playground in
Lithia Park, and the corner of A Street and Fourth Street.
Ouercus frainetto, (common name: Italian Oak, Forest Green Oak)
Size and Rate of Growth: Height 50', Spread 30'. Medium growth rate. Drought tolerant once
established.
Ornamental Features: Form is upright and oval, with a strong symmetrical shape, and glossy
deep green foliage. Fall color is yellow. Bark is light gray in color and forms small square
cracking plates
Locations in Ashland with this type tree: Dog Park along the bermed lawn behind the restroom,
Siskiyou Boulevard in front of Ashland High School (planted on arbor day Oak Knoll Golf
Course Clubhouse lawn, and at the top of Scenic Park in the picnic table area.
CITY OF
ASHLAND
Memo
DATE: December 13, 2012
TO: Mayor & Council
FROM: Lee Tuneberg, City Administrator Pro Tem
DEPT: Administrative Services
SUBJECT: Request from Councilor Voisin - amendment to Resolution 2007-11
Included on the agenda for the December 17, 2012, Study Session is a discussion of Resolution 2007-11
which set forth policies and conditions under which Ashland will provide extreme weather related
emergency shelter housing. The proposed change is to Section 1, replacing 20 degrees Fahrenheit with
33 degrees Fahrenheit. This effectively changes the definition of extreme weather conditions and is
likely to require opening shelters more often than if the resolution remains unchanged.
Councilor Voisin has indicated that the volunteers providing such facilities are prepared for this change
and the Study Session provides an opportunity for Council to discuss impacts and to consider adding this
item to the December 18, 2012, Council meeting as a resolution to repeal 2007-11, replacing it with an
amended one.
Resolution 2007-11 is attached for reference.
ADMINISTRATIVE SERVICES DEPARTMENT
D. L. Tuneberg, Director Tel: 541488-5300
20 East Main Street Fax: 541-552-2059
Ashland, Oregon 97520 TTY: 800-735-2900
w .ashland.or.us
I
i
RESOLUTION NO. 2007-
A RESOLUTION SETTING FORTH POLICIES AND
CONDITIONS UNDER WHICH ASHLAND WILL PROVIDE
EXTREME WEATHER RELATED EMERGENCY SHELTER
HOUSING
i
Recitals:
A. Ashland is located in an area that has four distinct seasons and the winter
season can have weather extremes that can be hazardous to persons without adequate
shelter. i
B. The City of Ashland desires to set forth the conditions under which it will provide
emergency shelter housing and the policies related to those staffing or utilizing such
emergency shelter. i
I
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. Provision of Emergency Shelter.
Ashland will provide emergency shelter under.the terms and conditions set forth herein
during times of extreme weather conditions. For purposes herein, weather conditions
shall be considered extreme when outside temperatures are 20° F. or below or a
combination of weather conditions, in the discretion of the city administrator, make
conditions hazardous to human life without adequate shelter.
SECTION 2. Terms and Conditions.
1) In the event of the need for an emergency shelter during extreme weather, the use
of Pioneer Hall or other available city-owned building may be used. Previously booked
groups in those locations may be subject to cancellation.
2) The shelter will be staffed by volunteers from nonprofit organizations or other
organizations in the business of providing for the needs of persons. The city's
insurance company requires organizations providing volunteers to provide a letter to the
City of Ashland stating that all shelter volunteers have received appropriate training to
staff a shelter and have passed criminal background checks.
3) Shelter(s) will open at 8:00 p.m. Doors will be locked at 9:00 p.m Guests may
leave the shelter but not re-enter after 9:00 p.m. Guests arriving at the shelter after
9:00 p.m. will not be admitted unless brought to the shelter by a police officer. All
guests must vacate the shelter no later than 8:00 a.m. the following morning.
4) Insurance requires that separate sleeping space be designated for single men,
single women and families. Appropriate signage must be displayed that warns against
Page - 1
children being left alone. Buildings must have separate restrooms for men and women.
5) The shelter will contain an emergency box containing a first aid kit. Pioneer Hall
does not have a telephone and shelter volunteers should bring their own cell phone in
case of an emergency.
SECTION 3. Emergency Shelter Activation.
Provisions for emergency shelter will be activated as follows:
1) City Administrator or designee determines that weather conditions constitute
"extreme" and when he/she. makes such determination they will contact the City's CERT
Coordinator.
2) The CERT Coordinator will contact the Parks and Recreation to determine which
facility or facilities will be used as emergency shelter.
3) The CERT Coordinator will contacts designated representatives from volunteer
organizations to arrange for staff volunteers at the shelter.
4) Volunteers and guests are responsible for following the same cleaning requirements
as other groups.
SECTION 4. Emergency Shelter Policies.
Operation of the emergency shelters shall, to the greatest extent feasible, comply with
the following policy guidelines:
1) Shelter services must be provided with dignity, care, and concern for the individuals
involved.
2) The buildings used as a shelter will comply with City, County and State Building, Fire
and Health Codes, unless exemptions have been obtained from the appropriate
agencies, and must be maintained in a safe and sanitary condition at all times,
3) In all Shelters, there should be adequate separation of families and singles, and
adequate separation of single women.
4) No drugs, alcohol, or weapons will be allowed in shelter property at any time.
5) No disorderly conduct will be tolerated.
6) No threatening nor abusive language will be tolerated.
7) No excessive noise will be tolerated, e.g. loud radios etc.
GArecorder\City Council Packets\Packet Files\2006-200712007-03061DONE\RESO - Emergency
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8) Smoking will be restricted to the outdoors in designated areas.
9) All guests should maintain their own area in an orderly condition and may be
assigned other responsibilities or tasks at the shelter.
10)There should be definitive arrival, check-inlcheck-out times, and restrictions on
staying in the area of the Shelter.
11)There should be at least two shelter volunteers on-site at all times when guests are
there.
SECTION 5. This resolution takes effect upon signing by the Mayor.
This resol bn was read by title only in accordance with Ashl wd It4u icipal Code
§2.04.0 duly PASSE d ADOPTED this 3 day of 2007.
I
Barbara Christensen, City Recorder
SIGNED and APPROVED this day of _12007.
Jo n W. Morn on, Mayor
7ev ed a
chael . Fr ell, City Attorney
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