HomeMy WebLinkAbout2013-0219 Council Mtg PACKET
CITY OF
ASHLAND
Important: Any citizen may orally address the Council on non-agenda items during the Public Forum. Any citizen may submit written
comments to the Council on any item on the Agenda, unless it is the subject of a public hearing and the record is closed. Time permitting, the
Presiding Officer may allow oral testimony. If you wish to speak please 611 out the Speaker Request form located near the entrance to the Council
Chambers . The chair will recognize you and inform you as to the amount of time allotted to you, if any. The time granted will be dependent to
some extent on the nature of the item under discussion, the number of people who wish to speak and the length of the agenda.
AGENDA FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
February 19, 2013
Council Chambers
1175 E. Main Street
Note: Items on the Agenda not considered due to time constraints are automatically continued to the next
regularly scheduled Council meeting [AMC 2.04.030.E.j
7:00 p.m. Regular Meeting
1. CALL TO ORDER
II. PLEDGE OF ALLEGIANCE
III. ROLL CALL
IV. MAYOR'S ANNOUNCEMENTS
V. APPROVAL OF MINUTES
1. Special Meeting of February 2, 2013
2. Study Session of February 4, 2013
3. Executive Session of February 4, 2013
4. Business Meeting of February 5, 2013
VI. SPECIAL PRESENTATIONS & AWARDS
1. Presentation thanking Frank D'Entremont for his many years of service
VII. CONSENT AGENDA
1. Approval of minutes from Boards, Commissions, and Committees
2. Liquor License application for Warren Anderson dbs Ashland Texico
3. Liquor License application for Rajan Kumaran dba Tudor Guild, Inc.
4. Liquor License application for Brandon Overstreet dba Swing Tree Brewing
Co.
5. Liquor License application for Michael Ulizzi dba Club 66
6. Approval of special procurement for boundary survey work on Calle
Guanajuato
7. Approval of a special procurement for phase #2 of the Calle Guanajuato
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resurfacing project
8. Adoption of a funding agreement between the City of Ashland and the Oregon
Department of Forestry
9. Award of a public contract for a risk management advisor
10.Approval of a contract amendment with Liquivision Technology
11.Approval of the Mayor's appointment of Krista Hepford to the Public Arts
Commission
12. Consent to Legal Representation by David Lohman on Mt. Ashland Ski Area
Matters
13.Approval of a special procurement for helicopter forest thinning for the City of
Ashland's Winburn property
14. Approval of a special procurement for helicopter forest thinning for the
Ashland Forest Resiliency Project
VIII. PUBLIC HEARINGS (Persons wishing to speak are to submit a "speaker request
form" prior to the commencement of the public hearing. All hearings must
conclude by 9:00 p.m., be continued to a subsequent meeting, or be extended to
9:30 p.m. by a two-thirds vote of council {AMC §2.04.050})
None.
IX. PUBLIC FORUM Business from the audience not included on the agenda.
(Total time allowed for Public Forum is 15 minutes. The Mayor will set time limits
to enable all people wishing to speak to complete their testimony.) [15 minutes
maximum]
X. UNFINISHED BUSINESS
None
XI. NEW AND MISCELLANEOUS BUSINESS
1. Update from the ad hoc Steering Committee on Homelessness
2. Fiscal Year 2012 - 13 second quarter financial report: October - December
2012
3. Consideration of a letter of intent between Ashland Community Hospital,
Asante Health Systems, the City of Ashland, and the Ashland Community
Hospital foundation
4. Appointment to the Budget Committee
XII. ORDINANCES. RESOLUTIONS AND CONTRACTS
1. Resolution titled, "A resolution authorizing the City of Ashland to provide a city
building for a winter shelter one night per week through April, 2013, and
repealing Resolution No. 2013-01"
XIII. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL
LIAISONS
XIV. ADJOURNMENT
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting,
please contact the City Administrators 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).
ASHLAND CITY COUNCIL MEETING
February 2, 2013
Page 1 oft
MINUTES FOR THE SPECIAL MEETING
ASHLAND CITY COUNCIL
February 2, 2013
Siskiyou Room
51 Winburn Way
CALL TO ORDER
Mayor Stromberg called the meeting to order at 9:00 a.m. in the Siskiyou Room, at 51 Winburn Way.
ROLL CALL
City Administrator Kanner, Councilors Voisin, Morris, Lemhouse, Slattery, Rosenthal, and Marsh, and
two members of the public were present.
City Administrator Kanner led the group in a brainstorming session to create draft goals as follows:
PUBLIC SAFETY GOAL
Public safety and other city agencies, along with the community, collaborate effectively to
ensure security for all and improve overall livability.
Objectives:
• Increase safety and security downtown
• Review the Emergency Preparedness Plan to include food security and other shortages of
necessities
• Mitigate fire hazards in the urban interface
• Reduce risks of fire in the city via weed abatement and Firewise landscaping and building
practices
• Improve public communication and community partnerships re: public safety policies and
best practices
• Provide modern, fully equipped facilities and vehicles for city public safety functions
MUNICIPAL INFRASTRUCTURE GOAL
Collaborate with the community to ensure safe, cost-effective, and sustainable public
services, facilities and utilities to meet the urgent, immediate and future needs of Ashland.
Objectives:
• Examine the anticipated impacts of climate change on city infrastructure
• Evaluate all city infrastructure regarding planning, management, and financial resources
• Implement the conservation plan for water and complete the 10-year plan for electric
• Promote conservation as a long-term strategy to protect the environment and public utility
needs
• Maintain existing infrastructure to meet regulatory requirements and minimize life-cycle
costs
• Deliver timely life-cycle capital improvement projects
• Maintain and improve infrastructure that enhances the economic vitality of the community
• Develop a fee/rate structure that encourages conservation and pays the bills
ASHLAND CITY COUNCIL MEETING
February 2, 2013
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COMMUNITY QUALITY OF LIFE GOAL
Anticipate and identify opportunities to provide for the physical, social, economic, and
environmental health of the community.
Obiectives:
• Minimize the incidence and impacts of homelessness
• Provide opportunities for the poor to thrive and not just survive in Ashland
• Increase the number of internet-based businesses by 50% in two years
• Investigate land-use and funding strategies that provide affordable and workforce housing
units
• Support and assist foundational relationships with community partners
• Establish a permanent jobs commission
• Implement Level I implementation strategies of the Economic Development Plan as
approved by Council
• Review the Downtown Plan including zoning of areas around downtown and create a
roadmap for the future planning of downtown
• Encourage private development of affordable housing options
• Analyze the impacts of increased preservation of historic buildings in Ashland
ORGANIZATION AND GOVERNANCE GOAL
Provide high quality and effective delivery of the full spectrum of city service and
governance in a transparent, accessible and fiscally responsible manner.
Obiectives•
• Examine and improve communication tools used to communicate with the public
• Improve budget and financial reports to be clear, realistic, and effective
• Review and evaluate current commissions for their mission and feasibility
• Improve communication between commissions and Council
• Ensure the efficient and effective use of technology to enhance customer satisfaction
• Ensure the availability of front-line personnel for customer contact during business hours
ADJOURNMENT
Meeting was adjourned at 3:01 p.m.
Respectfully submitted,
Dave Kanner
City Administrator
City Council Study Session
February 4, 2013
Page 1 of4
MINUTES FOR THE STUDY SESSION
ASHLAND CITY COUNCIL
Monday, February 4, 2013
Siskiyou Room, 51 Winburn Way
Mayor Stromberg called the meeting to order at 5:32 p.m. in the Siskiyou Room.
Councilor Lemhouse, Morris, Rosenthal, Voisin, Slattery and Marsh were present.
1. Look Ahead review
City Administrator Dave Kanner reviewed items on the Look Ahead.
2. Discussion of Housing Needs Analysis
Community Development Director Bill Molnar explained the foundation for the Housing Needs Analysis
(HNA) came from past documents relating to housing like the 2002 HNA, the Rental Needs Analysis in
2007, and the Buildable Lands Inventory updated 2011. These reports often go into informing the
program and potential'Land Use policy decisions about housing. The Citizen Surveys conducted 2011
and 2012 showed low benchmarks for affordability and variety in housing. The findings and strategies in
the latest RNA was similar in the 2002 HNA regarding the need for multifamily land, discouraging the
use of multifamily land for ownership housing, and promoting and encouraging affordable ownership
housing and removing barriers to accessory residential units, conditional use permits, and manufactured
housing.
Mr. Molnar clarified adopting the 14NA report by ordinance, as a supporting document did not elevate the
importance. Adding it to the Comprehensive Plan made citizens aware staff would use these reports
regarding land use decisions that might result in code amendments. The Comprehensive Plan stated the
reports would not create new policy but the information could constitute part of the basis for new policies
or amend existing ones. Appendix A in the Comprehensive Plan referred to technical reports and
supporting documents that would support ongoing dialogue regarding land use issues that could get
complex.
Senior Planner Brandon Goldman explained the Census defined location as a place of residence where
individuals lived more than 6 months a year and included that residence in the count. The Census asked
people if they were college students, living in group housing and did not count them in two jurisdictions.
Housing Program Specialist Linda Reid confirmed the Census counted the 800 students living in group
housing and staff included that data in the housing inventory. Southern Oregon University also reported
students living in the community instead of group housing.
Mayor Stromberg expressed concern SOU students' salaries contributed to the 18% of individuals in
Ashland below poverty level. Council Lemhouse. added concern regarding the lack of solid statistical
information backing assertions made in the document. Staff was using the data available but it was not
necessarily the right data for Ashland.
Mr. Goldman explained group housing was a housing type in the housing needs model and accounted for
some of the student population but possibly not in terns of the income demographic. Many of the
potential strategies in the current RNA were also in the 2002 HNA. Staff would have revaluated
demographic shifts that disenfranchised people from Ashland or moved away due to housing costs. The
Ashland School District created a demographers report that made this specific conclusion regarding
housing costs and staff referenced it in the current HNA. Mr. Goldman agreed some of the information
was conjecture made from valid data.
City Council Study Session
February 4, 2013
Page 2 of 4
Implementing a potential suggestion would take a legislative or Type 3 planning action.
Councilor Lemhouse questioned referring to the HNA as a technical document when there were
unsupported and thought staff should limit them to measured statistics only.
Mr. Molnar noted staff could remove some information and retain the raw data that lead to the next step
of analyzing. If they did not incorporate the 2012 HNA into the Comprehensive Plan, the Planning and
Housing Commissions would still access the document for discussion regarding legislative action, code
amendments, and findings. The Department of Land Conservation and Development suggested
municipalities look at the City of Dundee case and consider identifying these types of documents in the
Comprehensive Plan as something possibly used for land use decisions. Additionally having the HNA in
the Comprehensive Plan made it transparent to the public. He recommended removing any extreme
assertions but adopting the document. It was a report that served as an appendix to the Comprehensive
Plan.
Mayor Stromberg had issues with the assumptions, the student population possibly contributing to the
poverty level, and credibility. In addition, he felt family and workforce housing was getting lost with the
emphasis on low income and family housing was important for schools. He was interested in exploring
the possibility of using capital from the private sector for public purposes and specific types of housing.
He addressed mixed use housing overlays in the El and CI districts and instead of building houses to
make money in the housing market, he thought a percentage of housing projects could go to building a
certain number of small low rent units for service workers working in those businesses. Another way of
getting low income housing was leveraging money to persuade people to renew their HUD contracts.
Councilor Lemhouse suggested instead of assertions, use caveats disclosing the information may skew the
numbers. He wanted the document be clear on how it was measured, involve the demographics of the
town and how the HNA synchronized with those demographics.
Staff would qualify assumptions, cite materials referenced in the document, review changes with City
Administrator Dave Kanner, and if Council determined they satisfactorily addressed their issues,
reschedule the second reading of the ordinance.
3. Follow up report on the resource center RFP
City Administrator Dave Kanner explained Housing Program Specialist Linda Reid contacted some of the
agencies that received the grant solicitation to find out why they did not respond. Results from that effort
showed the City was not offering enough money, funding only the facility and no operational costs. In
addition, the criteria to show how the agency would sustain after the two-year period put too much risk on
the agencies to operate that timeframe. Applicants also misinterpreted the types of things that might be
included in a resource center listed in the grant solicitation as required.
Mayor Stromberg provided additional background regarding an earlier offer from the Salvation Army to
open a day center and thrift shop they thought would be viable but was not.
Ms. Reid read a late response from Rogue Retreat Program Director Heather Hoyle-Aney: "I imagine
that all your responses have been the same. Not enough money for rent, utilities, staff, and
administrative costs. As part of a strategic plan this grant could cover part of the cost and could be
combined with other funds, however, I do not think anyone had a Resource Center planned and
other commitments requested. It is still a great idea and one that needs some thought and planning
put into it. Not sure which organization could run it, but the new OHRA (Options for Homeless
Residents of Ashland) group sounds like an obvious choice once they obtain their 501c3." Ms. Reid
City Council Study Session
February 4, 2013
Page 3 of 4
emphasized the City may not need to provide the entire $180,000-$200,000 but the agencies involved had
to expect it and plan for it because they might not have it in house.
Mr. Kanner noted the Council had three courses of actions. The first was taking no further action. The
second, try again with the understanding it would take $150,000 to get a provider. City staff would
provide funding options. The third was trying again with $50,000 only significantly scaled back.
Councilor Voisin supported the third course of action. There were several groups in the city interested in
a day use center that could start lean and efficient then possibly grow.
Council discussed sending out another RFP (request for proposal) regarding a day use center. Other
comments suggested accepting business plans prior to the RFP, provide flexibility in the RFP, possibly
use a less inflammatory title for a day use center, and not limit City funds to facilities or personnel.
Councilor Voisin explained a scaled back facility would have toilets, showers, laundry, a clothing box,
provide an address, offer some intemet access, storage lockers, or a room to leave personal belongings,
and referral services. There were six people trained in dealing with homeless individuals with mental
health issues that were willing to volunteer. Other services would include a small food pantry, warm
liquids with job training in the future. OHRA was researching a modified plan similar to the City of Palo
Alto CA that helped the homeless get into the job market that was very successful. The day use center
could also distribute bus tokens, transitional housing information, and possibly be open four days a week.
Councilor Lemhouse noted the original RFP targeted anyone in need, not just the homeless and near
homeless. Mayor Stromberg thought there were two basic groups, people on the streets with specific
needs and non-homeless needing assistance. Councilor Rosenthal suggested asking service providers the
cost of specific services instead. He was concerned the amount used reduced services elsewhere and
thought the allocation should go through the budget process.
Councilor Voisin explained OHRA and the Homelessness Steering Committee estimated it would cost
$50,000470,000 a year for five days a week, four hours a day with half the cost going towards rent.
Councilor Lemhouse noted approximately 500 families in need accessed the food bank monthly with less
than 8% of them homeless. A homeless center would not help the majority of people in need. Councilor
Voisin responded St. Vincent De Paul already offered services for that group of people, using $80,000-
$90,000 from the City.
Council needed time to identify a target audience, decide on an RFP versus a business plan model and
potential funding. Council supported the Mayor meeting with Mr. Kanner and Councilor Marsh to distill
the information discussed and come back to Council in a Study Session or regular meeting with ideas and
options.
4. Review of Mayor and Council FY2013-2015 proposed budget
Management Analyst Ann Seltzer went through the proposed budget and provided additional detail on
allocations. Under Materials and Services, 606 Other Purchased Services, $31,000 of the $43,000
covered dues that included the League of Oregon Cities (LOC), RVCOG (Rogue Valley Council of
Governments), SOREDI (Southern Oregon Regional Economic Development Inc.), and National League
of Cities. The remaining $12,000 went towards advertising meetings, personal vehicle mileage
reimbursement, attendance, meals, and lodging at the LOC. If Council were interested in a certain group,
staff would make it work within the $12,000.
City Council Study Session
February 4, 2013
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The Sister City fund allocation fell under 608 Commissions and covered airline fare for two high school
students to travel to Guanajuato, a breakfast, or lunch for visitors from Guanajuato, and one person to fly
to Guanajuato for their festivities.
Funds were available if the City lobbied for ecommerce at the State level. If Council went over budget,
staff would do a budget transfer. Ms. Seltzer confirmed an aberration occurred in the 2012 608
Commission budget but could not recall the reason.
Section 520 Fringe Benefits budgeted benefit packages for all six Councilors and the Mayor. At the time
staff set up the FTE (full time equivalent), they had not envisioned people not wanting benefits.
Meeting adjourned at 7:10 p.m.
Respectfully submitted,
Dana Smith
Assistant to the City Recorder
ASHLAND CITY COUNCIL MEETING
February 5, 2013
Page I of 5
MINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
February 5, 2013
Council Chambers
1175 E. Main Street
CALL TO ORDER
Mayor Stromberg called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers.
ROLL CALL
Councilor Voisin, Morris, Lemhouse, Slattery, Rosenthal, and Marsh were present.
MAYOR'S ANNOUNCEMENTS
Mayor Stromberg announced that the City was accepting applications for annual appointments to the
various Commissions and Committees. The deadline for applications was March 15, 2013.
APPROVAL OF MINUTES
The minutes of the Study Session of January 14, 2013, Executive Session of January 14, 2013, Business
Meeting of January 15, 2013 and Executive Session of January 24, 2013 were approved as presented.
SPECIAL PRESENTATIONS & AWARDS
The Mayor's proclamation of February 10-16, 2013 as Violence Against Women Prevention Week was
read aloud.
Fire Chief John Karns invited Council and the public to attend the dedication of Fire Station No. 2 and
public art element, "Open Minded" 4:00 p.m. February 14, 2013.
Police Chief Terry Holderness provided an update on the Police Department remodel and expansion.
CONSENT AGENDA
1. Approval of minutes from Boards, Commissions, and Committees
2. Resolution authorizing signatures, including facsimile signatures, for banking services on behalf
of the City of Ashland
3. Approval of a Fire Prevention & Safety grant application
4. Liquor License application for Warren Anderson, dba BIMOR Station, Inc.
5. Liquor License application for Steve Hoxmeier, dba IDA's, Inc.
6. Approval of a special procurement for installation of playground equipment at Garfield Park
7. City of Ashland risk management report for FY 2011-2012
8. Report on City of Ashland's sweatfree purchasing policy, program, and participation in the
Sweatfree Purchasing Consortium
Councilor Slattery pulled Consent Agenda item #3 to acknowledge staff's efforts on the Risk
Management report. Administrative Services Director Lee Tuneberg noted the dedication of the staff
involved, the importance of an active risk management program, and the City's focus on safety.
Councilor Marsh commented on the low level of worker's compensation claims.
Councilor Slattery/Rosenthal m/s to approve Consent Agenda. Voice Vote: all AYES. Motion
passed.
ASHLAND CITY COUNCIL MEETING
February 5, 2013
Page 2 of5
PUBLIC HEARINGS
1. First Reading by title only of an ordinance titled, "An ordinance amending the City of Ashland
Comprehensive Plan to adopt the Transportation System Plan as a supporting document and to
amend the street dedication map."
Planning Manager Maria Harris provided an overview and explained the amendment to the Ashland
Comprehensive Plan was the Transportation System Plan (TSP) update that resulted in amendments to the
Street Dedication Map. The TSP was a planning document that outlined the projects, studies, and
programs needed to address the transportation demand over the next twenty years. Amendments to the
Street Dedication Map related to the analysis that came from developing the TSP and served as a long-
range map showing future street network and access to undeveloped areas primarily in the Urban Growth
Boundary (UBG). A TSP was required to address the statewide planning goal on transportation and the
content and structure of the document followed state requirements outlined in the Administrative Rule on
implementing the plan.
The Transportation and Planning Commissions worked together throughout the project. The Planning
Commission recommended approval of the adoption of the amendment with seven revisions:
1. Include the updated and adopted Jackson County population projection in the plan.
2. Include updated population maps from the latest Census.
3. Add a reference to the adopted City street standards for pedestrian and bicycle facilities.
4. Changes for consistency with the Comprehensive Plan's goals and structures.
5. A revision to the street projects listed in the table showing a new street from Clay Street to
Tolman Creek Road with a notation the street connection would occur at the time of
redevelopment of the manufactured home park.
6. The second project on Tolman Creek Road and Mistletoe Road to make it consistent with the
approved Croman Mill District Plan.
7. Corrections to one of the map legends.
During the initial Planning Commission meeting, public comment included concern regarding the
location and feasibility of a street connection from Winter Street to Ashland Street. Public Works
Director Mike Faught indicated staff would remove the street dedication from the map with a notation
added to the roadway projects table stating they would define the exact location and design of the street at
the time of annexation.
Planning Commission Chair Melanie Mindlin shared background on the Planning Commission's role in
the TSP. Weaknesses in the plan included railroad crossings in the Railroad District, referencing a
Railroad Master Plan in the TSP where the City adopted parts instead of the whole plan, a failure to
address the impacts to the Railroad District when they removed the 4m Street crossing and not knowing
the outcome of the Normal Street crossing. At times, there were disconnections with the work the
Planning and Transportation Commissions did together. The Commissions did not adopt any of the
consultants' ideas and Commissioner's ideas never gained traction. There were issues regarding
connectivity with Clay Street not addressed and Chair Mindlin did not think they did enough for the
downtown area.
Community Development Director Bill Molnar clarified the 4`h Street crossing was not eliminated but
identified as an at grade pedestrian crossing. The general nature of the Planning Commission discussion
that occurred was the implications on future business mixture on the north side of the tracks should the
City go to an at grade pedestrian crossing and eliminate the vehicular.
Chair Mindlin did not think the TSP needed to be re-done but thought the group did not address the more
challenging issues. She noted the four goals of a green template for other communities, safety in
corridors, restoring small town character and system wide balance for modes of transportation. The
ASHLAND CITY COUNCIL MEETING
February 5, 2013
Page 3 of 5
Commissions addressed all of them except the green template for other communities.
Transportation Commission Chair Dave Young explained the Joint Commissions tried to strike a balance
between visioning for the future, anticipating growth in the economy and population as well as
infrastructure and transportation demand. It was an imperfect science given many exigencies such as
economic jolts or upticks. The analysis was gap driven and how to fill those gaps over a twenty-year
period, prioritize them cognizant of the resources available and leverage funding from State and Federal
revenues.
One of the key elements of the TSP was modal equity, livability, and fully functioning infrastructures for
all modes of transportation, and transit. Plan elements included policies that added street classifications,
person trips, looking at all potential modes of transportation regarding development and assessing the
SDCs (System Development Charges). The Joint Commissions filled in gaps for connectivity, sidewalks,
bicycle network, changed classifications of streets, and established a fee in lieu policy based on certain
development. They included new transit proposed routes, a transit hub for future needs at 4th Street and
recommended no railroad closures. They took the highest priority projects and built a constrained
financial plan. The Commissions did not address the downtown because it was too big and important of a
project, and there were more stakeholders than the Commissions had at their disposal.
Public Works Director Mike Faught shared transit improvements that established a new transit route
down Oak Street to North Mountain, then North Main, Ashland Community Hospital, and the Senior
Center. They were able to increase ridership for Rogue Valley Transit District (RVTD) through 20-
minute routes and expanded service to evenings and Saturdays. Listing detailed projects on master plans
set system development charges and made the City eligible for state and federal grants.
The fee in lieu of policy would allow the City to put in sidewalks using fees from streets with topography
constraints that prohibited sidewalks. They identified specific streets for shared roads with all modes of
transportation. Additional studies on Siskiyou pedestrian crossings would occur as well as bikeway
networks. A rubber tire trolley shuttling tourists from downtown to Exit 14 was a viable consideration in
the future as well. The Road Diet pilot came from the TSP multi modal process. The Washington Street
extension was an important connection regarding future congestion on Highway 66 that may require a
median all the way to Tolman Creek Road.
Some of the top priority projects within the financial constraint plan were gap fills in existing sidewalks,
reviewing pedestrian crossings on Siskiyou Boulevard and establishing bikeways. The East Nevada
Street extension and intersection improvements for East Main, Siskiyou Boulevard, Lithia Way, and
Ashland Street and Oak Knoll would improve traffic.
Mayor Stromberg provided background on the rubber tire trolleys. RVTD was interested in incorporating
them in the Rogue Valley as shuttle service and the Mayor thought it might work in Ashland.
Public Hearing Open: 8:12 p.m.
Matt Warshawsky/821 Indiana Street/Noted he served on the Transportation and Traffic Safety
Commission for five years. He supported the TSP and thought it was forward thinking in its multi modal
design. The goals presented were reasonable and achievable in scope and cost. It struck a balance
offering solutions to encourage other forms of transportation while maintaining and improving the driver
experience and making everyone safer. He referenced Planning Commission Chair Mindlin's earlier
testimony and questioned why a Commission Chair would present a personal opinion during a
presentation and not represent their Commission.
ASHLAND CITY COUNCIL MEETING
February 5, 2013
Page 4 of 5
Brent Thompson/582 Allison Street/Thought the scope of the project exceeded the capacity of the
Commissions and during the course of the project lost several commissioners. He stressed the need to
ensure the money was there to pay for implementation. The railroad tracks made it complicated and he
did not agree the City needed to give something up to create railroad crossings. The Federal
Transportation Commission should modify or no longer apply criteria for towns with railroad tracks but
no train traffic. A crossing at 4°i Street would create a tremendous opportunity for the Railroad District.
They still needed to address parking issues around the Ashland Food Coop. The TSP was a marathon
project and he hoped the City could come up with the funds to implement the priority projects.
Public Hearing Closed: 8:18 p.m.
Council expressed appreciation for the commitment of the Commissions and their efforts on the plan.
Councilor Lemhouse/Marsh m/s to approve First Reading of ordinance and place on the agenda for
Second Reading. DISCUSSION: Councilor Lemhouse noted it was a large project and could never be a
perfect plan but served as a guide. He agreed with the decision not to assume the downtown portion of
the plan. Councilor Marsh added the plan required a high-level view versus a detail oriented one.
Council would prioritize the projects and the TSP was a wonderful road map. Councilor Rosenthal
thought the argumentation was sound, the rationale clearly articulated, the over all goals were logical,
defensible and pertinent and the concepts plausible. However, he did not think the deliverables or the
need for the downtown parking analysis was clear enough and Section 13 Sustainability Plan seemed
more editorial than policy.
Council Voisin supported the plan. It gave the City the opportunity to be shovel ready for state and
federal government grants. She wanted transit and ordinances brought forward first as priorities.
Councilor Morris thought there were many good things in the plan and would support it but if the City did
another one it needed to be more focused and better defined. Council also needed to be careful how they
used volunteers and resources. Mayor Stromberg thought the public transit backbone needed to be
accurate in case the city had to depend on public transportation and it would guide future development of
the community. The three areas identified as pedestrian places along the public transit route would
become the heart of the structure of the community. He thought the City should allow more height for
high-density nodes and streamlined development processes. Roll Call Vote: Councilor Voisin,
Lemhouse, Marsh, Slattery, Morris, and Rosenthal, YES. Motion passed.
PUBLIC FORUM
Cate Hartzell/892 Garden Way/Requested Council add an agenda item to their next Council meeting to
discuss allowing homeless people with dogs to use the City provided facility for shelter on Thursday
nights.
Councilor Voisin/Rosenthal m/s to put at the end of the meeting consideration of allowing pets in
Thursday shelter. DISCUSSION: Councilor Voisin noted volunteers running the shelter indicated they
were turning away a significant number of people due to pets and had a proposal for Council to allow pets
in the shelter. Roll Call Vote: Councilor Voisin, Marsh, Slattery, Morris, and Rosenthal, YES;
Councilor Lemhouse, NO. Motion passed 5-1.
UNFINISHED BUSINESS (None)
NEW AND MISCELLANEOUS BUSINESS
1. Selection of Park Commissioner Position #3
City Recorder Barbara Christensen explained Council directed the Parks Commission to conduct the
advertising and interview process for the vacant Parks Commission vacancy and were asking Council's
ASHLAND CITY COUNCIL MEETING
February 5, 2013
Page 5 of 5
approval of their recommendation.
Councilor Rosenthal/Slattery m/s to appoint Michael Gardiner to the vacant seat of Park
Commissioner Position #3 with a term ending December 31, 2014.
DISCUSSION: Councilor Rosenthal served with Mike Gardiner for 8 years on the Parks Commission
and was very pleased with the Parks Commission recommendation. Councilor Slattery and Voisin
supported the recommendation.
Voice Vote: Councilor Lembouse, Slattery, Marsh, Voisin, Morris and Rosenthal, YES. Motion
passed.
ORDINANCES, RESOLUTIONS AND CONTRACTS (None)
OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS
Councilor Lemhouse announced signup for Little League would occur February 9-10, 2013 with details at
http:Hashlandoregonlittlelea ue e.ore/. The Ashland High School Football team was hosting a fundraising
event at the Old Ashland Armory February 9, 2013 to raise funds for the Pacific Rim Bowl in Japan.
Councilor Voisin/Rosenthal m/s to put on the agenda for February 19, 2013, reconsidering allowing
pets in the Thursday night shelter. DISCUSSION: Councilor Voisin explained the volunteers running
the shelter were tracking the number of people turned away with pets. They also contacted the faith
communities hosting shelters to learn their process and results regarding pets in their shelters. Both
shelters had not experienced any issues allowing pets and those same people with pets accessed the
Thursday night shelter. Councilor Rosenthal was interested in hearing the new information. This issue
was a barrier to a service the City voted unanimously to provide.
Councilor Slattery was not in favor of allowing pets. It was important to run the shelter as originally
designed to ensure success. He had concerns regarding liability issues that came with dogs and dogs that
were unlicensed and not vaccinated. He preferred addressing changes in policy next season. Councilor
Lemhouse did not support allowing pets because of the potential risk issues involved. Public entities
could not afford to make decisions that added risk the way private entities could. Councilor Morris noted
his original concern allowing dogs was vaccinations and licensing but was willing to listen to new
information. Councilor Marsh thought the request was essentially reconsideration for the shelter but
supported allowing pets initially and still did. Roll Call Vote: Councilor Morris, Rosenthal, Marsh
and Voisin, YES; Councilor Slattery and Lemhouse, NO. Motion passed 4-2.
ADJOURNMENT
Meeting adjourned at 8:51 p.m.
Barbara Christensen, City Recorder John Stromberg, Mayor
CITY OF
ASHLAND
ASHLAND HOUSING COMMISSION
MINUTES
October 24, 2012
CALL TO ORDER
Chair Regina Ayars called the meeting to order at 4:10 p.m. at the Council Chambers located at 1175 East Main St.
Ashland, OR 97520.
Commissioners Present: Council Liaison
Regina Ayars Carol Voisin
Ben Scott
Barb Barasa Staff Present:
Evan Lasle Linda Reid, Housing Specialist
Carolyn Schwendener, absent
Commissioners Absent:
Michael Gutman
Brett Ainsworth
APPROVAL OF MINUTES
Lasley/Scott m/s to approve the minutes of the September 26, 2012 regular Housing Commission meeting. Voice
Vote: All Ayes; minutes were approved as presented.
PUBLIC FORUM
No one spoke
VACATION RENTAL DISCUSSION
Bill Molnar, Community Development Director was present to brief the Commission on an issue that has come
before the City Council. Molnar asked the question "What impact does the way the City treats vacation rentals in
the community have on our housing inventory?" Council has directed staff to look at possible changes to the
zoning. Because there is an impact on housing the Council would like the Housing Commission to participate and
weigh in on this discussion. The purpose of this presentation is to give the Housing Commission some
background.
Short term accommodations traditionally are the motels, hotels, and bed and breakfasts where a guest can stay
less than 30 days. Ashland has prohibited the renting out of homes in single family residential neighborhoods on a
short term basis. It is prohibited by the land use ordinance. As part of the Community Development Department
we also address Code Compliance as it relates to zoning violations, stated Molnar. We have seen an increase in
activity not only from complaints but from looking at internet sites. The department took an aggressive compliance
effort in the summer and sent out forty to fifty code compliance letters to those properties they were aware of that
did not have a land use permit and were not paying transient occupancy tax. This created some frustration from
those individuals bringing about the question; should we create some flexibility with the zoning code? There is also
the issue of fairness for those who follow the guidelines and rules.
Molnar stated the key issues for future discussion are: What is the impact on available housing in the community
due to this circumstance? Does this increase the cost of housing? Ultimately these homes are taken out of the
rental market.
1
The long term history in Ashland as a community has been the concern about growing outward. The desire has
been to maintain a compact community that promotes alternative modes of transportation. The City has taken a
position in the region where they adopted the City Urban Growth boundary (UGB) thirty years ago (1981) being one
of the few cities if not the only city in the state who has never increased the UGB. The City chose not to identify
future areas to expand the UGB but offered to develop more innovative land use strategies to accommodate future
business, employment and housing over the next twenty years using the current land base.
Molnar explained that the next step will be, after the first of the year the staff will know what direction the Planning
Commission would like them to take. Ultimately before they write any specific ordinance language staff will bring
suggestions from both the Planning Commission and the Housing Commission back to the Council.
The Commissioners asked for a profile of the rental houses. They were curious if people are renting high end
housing or inexpensive housing. Molnar conveyed that the preliminary internet searches for code compliance
showed rentals for smaller inexpensive homes within walking distance to the downtown. The proximity to
downtown seemed to out weight the amenities that might be offered.
Abi Maghamfar owner of Abigail's Bed & Breakfast (B&B) located on North Main Street spoke. Maghamfar
explained that he understands the situation that has arisen regarding the problem with illegal units being rented.
Maghamfar stated he is just looking for a fairness level playing field. As long as the houses operating as a vacation
rental are permitted properly and provide adequate insurance and safety features just the way Bed & Breakfast and
hotels offer he has no concern. Competition is a good thing as long as it's an even and fair playing field. Though
forty to fifty letters went out to properties that the Planning Department was aware of, Maghamfar stated there is
evidence that as many as one hundred and fifty houses are actively being rented for vacation rentals. With that
number of units being out of the short term housing market it is his opinion it does make a difference to the City's
housing inventory. These are homes that would otherwise be available to those wishing to live in Ashland. People
coming into town do have a place to stay as the Bed & Breakfasts in town are not 100% full.
Ellen Campbell, Campbell addressed the question of what the typical profile of the rental houses is. She stated
that they are not just second homes for people it's an entire range of scenarios. In the last twelve years the
industry has seen an eighteen percent decrease in the number of B&B's that are operating in Ashland. Though it
would make sense that the current B&B's would absorb that increase in occupancy the opposite has happened. In
the last ten years the occupancy has either been stable or declined due to the increase of illegal units in town.
Campbell commented that it might be tempting for the City to allow these additional vacation rentals in order to
receive the Transient Occupancy Tax. She believes that the City could in fact receive an increase in tax by not
allowing those illegal rentals which would increase the occupancy of the legal units.
PROPOSED CHANGES TO UNIFORM POLICIES FOR COMMISSIONS AND COMMITTEES DISCUSSION AND
RECOMMENDATION
Reid pointed out that City Recorder, Barbara Christianson and City Attorney Dave Lowman took the information
provided to them by the Commissions and created three options for the Commissioners to vote between.
After the discussion the Commissioners made the following recommendation.
Lasley/Scott m/s to recommend Section 2.10.025 of Option Two with Section 2.10.040 of Option Three and Section
2.10.050 of Option Three with the definition of excused absence the same as defined adding the following ('An
excused absence is defined as an urgent personal or job related matter or a matter where the member has no
control over their ability to attend a meeting.)
Ayars made an amendment to the motion adding the following sentence after the definition of excused absence to
say "also a Commissioner is allowed a single annual excused absence for a vacation"
The Commissioners' voted on the amendment. Voice Vote: All Ayes, amendment passed unanimously
The Commissioners voted on the original motion. Voice Vote: All Ayes. Motion passed unanimously to include the
amendment
2
COMMISSIONER AND SOU LIAISON RECRUITMENT DISCUSSION
Lasley announced the Commission will soon have a new SOU Liaison. He spoke with the President. of ASSOU and
there is a freshman who is interested in the position. Lesley sent the person an email for confirmation and the
Commission would like to have them on board by the January meeting.
The Commission is down one member and each Commissioner agreed to make an effort to try and recruit
someone as soon as possible.
LIAISON REPORTS
Council - Voisin acknowledged that Reid did an excellent job presenting the Fair Housing Ordinance to the City
Council.
Staff - Reid reported the Fair Housing Ordinance passed first reading at Council and will be going to second
reading on the sixth of November along with the first reading of the Housing Needs Analysis. The Fair Housing
Council of Oregon has hired a three quarter time person, Louise Dix, to serve the Jackson, Josephine, Curry, Coos
and Klamath regions. She will be stationed at ACCESS and is expected to be down next month. Ms Dix recently
left the city of Gresham though prior to that she was the CDBG administrator for the City of Medford. She was on
the Medford Housing Commission, Chair of the Homeless task force as well as the Chair of the Southern Oregon
Housing Resource Center.
Reid gave an update from the Homeless Steering Committee. A joint meeting was held with members of the faith
based community. Good things came out of the meeting; Trinity Episcopal announced they will add a weekly
shelter night on Wednesdays starting Thanksgiving week. The Universal Unitarian Church is considering also
hosting a weekly shelter night; they are continuing to take up a special collection to provide materials like sleeping
bags. A shelter training is being organized.
General Announcements - The Council meeting may change from November 6`h to the 7`n due to the general
election. Councilman Chapman has resigned and there is a process for appointing a new Council person. The City
has sixty days to appoint a new person.
GOAL SETTING RETREAT AGENDA DISCUSSION
Voisin will not attend the goal setting retreat. She did encourage the Commissioners to send their suggested goals
to the Council no later than January. Suggested topics were:
• Co-housing ordinances and zoning issues. More and more seniors are considering co-housing
experiences.
• Review the recommendations in the Housing Needs Analysis.
• Review the 2012 goals to see what has been accomplished and what may need to carry over to 2013.
• A more in depth look at the Housing Trust Fund. Still need a revenue source.
• Dot Exercise/Goal prioritization
• Discussion of Fair housing for students
UPCOMING EVENTS AND MEETINGS
Normal Avenue Neighborhood Design Workshop - October 25`h, Ashland Middle School 7:00 - 9:00 P.M.
Public Hearing - First Reading Housing Needs Analysis - November 6' , City Council Chambers 7:00 - 10:00 P.M.
Discussion of policy changes for commissions and committees - December 3rd City Council Study Session,
Community Development Building 5:30-7:00 P.M.
Next Meeting-Housing Commission Retreat
9:00-12:00 PM; November 17th (Lunch included from 12:00-1:00)
ADJOURNMENT - The meeting was adjourned at 5:50 p.m.
Respectfully submitted by Carolyn Schwendener
3
CITY OF
ASHLAND
ASHLAND PLANNING COMMISSION
REGULAR MEETING
MINUTES
January 8, 2013
CALL TO ORDER
Chair Melanie Mindlin called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers, 1175 East Main Street.
Commissioners Present: Staff Present:
Troy J. Brown, Jr. Maria Harris, Planning Manager
Michael Dawkins April Lucas, Administrative Supervisor
Richard Kaplan
Debbie Miller
Melanie Mindlin
Absent Members: Council Liaison:
None Mike Morris
ANNOUCEMENTS
No announcements were made.
CONSENT AGENDA
A. Approval of Minutes.
1. December 11, 2012 Regular Meeting.
Commissioners Miller/Brown nits to approve the Consent Agenda. Voice Vote: all AYES. Motion passed 5-0.
PUBLIC FORUM
No one came forward to speak.
UNFINISHED BUSINESS
A. Approval of Findings for PA-2012-01414,180 Nutley Street.
Ex Pane Contact
No ex parte contact was reported.
Commissioner Kaplan questioned the accuracy of a statement contained at the bottom of page 3, which reads: "The Planning
Commission finds the application does not satisfy the approval criteria 18.100.020.C for a Variance which requires that the
circumstances or conditions have not been willfully or purposely self-imposed. " He clarified his concern is including the terms
"willfully' and "purposefully' in the Findings and is worried this may open the document up to challenges. Planning Manager
Maria Harris clarified that during the public hearing several commissions stated they believed this was a self-imposed condition,
and while they did not specifically say willfully or purposefully, staff assumed the Commission's determination was that this
criteria had not been met. The Planning Commission held further discussion and most felt the Findings accurately represented
their decision. Commissioner Kaplan suggested revising the variance criteria to address this issue and the Commission agreed
this was something they should look into.
Commissioners Brown/Dawkins m/s to approve the Findings for PA-2012-01414,180 Nutley. Voice Vote: all AYES.
Motion passed 5-0.
Ashland Planning Commission
January 8, 2013
Page 1 of 3
DISCUSSION ITEMS
A. Unified Land Use Ordinance - Part 5: Application Review Procedures and Approval Criteria.
Planning Manager Maria Harris explained tonight's meeting will focus on Part 5 - Application Review Procedures and Approval
Criteria, and provided an overview of the proposed amendments to this section of the code.
1) Combined Type 111 and Legislatives Procedures. Ms. Harris clarified this amendment does not change the actual
procedures and the intent of combining the two existing categories is to eliminate duplication and provide clarify for use and
administration.
2) Expedited Land Divisions. Ms. Harris explained the Oregon Model Code recommends including a reference to the
Oregon Revised Statutes (ORS) rather than including the four pages of text, and since this provision has not been used in
Ashland since its inclusion in 2008, staff recommends deleting this section and adding a reference to the ORS instead.
3) Effective Date of Type 1 Decisions. It was clarified the proposed amendment would change the effective date from 13
days to 12 days in order to be consistent with the ORS.
4) Effective Date of Type H Decisions. Ms. Harris clarified this amendment would change the effective date from 13 days to
10 days. She added a timeframe is not required by state law, but 10 days is consistent with what other jurisdictions do.
Commissioner Brown questioned if this is defined as calendar days or working days and recommended this be clarified in
the definitions section.
5) Submitting Information to Complete an Application. It was clarified this amendment would provide applicants 180 days
to provide missing information, which is consistent with state law.
6) Site Review Submittals. Ms. Harris explained this amendment would include requirements for site review applications to
include information on pedestrian and bicycle circulation, outdoor lighting, mail boxes and bus stops, and a preliminary
grading plan for sites that are''/2 acre of larger. Commissioner Mindlin expressed concern with the preliminary grading plan
requirement and stated this could be a potential waste of money for the applicant if the site plan is altered. Ms. Harris
shared an example where having this information earlier on would have been beneficial.
7) Final Plat Submission. It was clarified this amendment would consolidate the procedure for final plan submissions and
both partitions and subdivisions will receive 18 months.
8) City Facilities Approval Criteria. Ms. Harris stated the recommended amendment would better clarify the criteria for
adequate capacity of city utilities and transportation facilities. Specifically, the language for paved access would be changed
to "to andthreugh throughout the development."
9) Target Use for the C-1 and E-1 Zones. Ms. Harris explained staff is recommending increasing the target use in C-1 and
E-1 zoned properties to.5 FAR. She elaborated on how this criteria is applied to conditional use permit applications and
stated this adjustment would reflect the recent updates to the Detail Site Review Zone requirements. Commissioner Mindlin
expressed hesitation about adopting a .5 FAR blanket comparison for all conditional use applications in the C-1 and E-1
zones, but none of the other commissioners expressed concern with this change.
10) Variance Criteria. Ms. Harris clarified staff is suggesting two new approval criteria for variance applications that were taken
from the Model Code. One addresses the minimum necessary to address the special circumstances of the site, and the
other requires consistency with all other applicable regulations.
11) Issuing a Building Permit for an Approved Variance. It was clarified this amendment would allow the issuance of a
building permit on the effective date of the decision, which will insure the local appeal period has passed and the decision is
final.
12) Chapter 18-5.6 Modifications to Approved Planning Applications. Ms. Harris explained this new chapter is based on
the Oregon Model Code and uses thresholds to distinguish major and minor modifications. Commissioner Dawkins
expressed concern with applicants reverting to previous approvals and cited the Heiman Baths and the development at
Siskiyou and Bellview as examples. Ms. Harris explained the proposed changes would not influence the situations
described by Dawkins. In regards to Helman Baths, she believes his concerns relate more to the performance standards
options for subdivisions; and regarding the development on Bellview, Ms. Harris stated she does not see this as a
modification issue but rather how phased developments are treated.
Questions of Staff/Commission Discussion
The Commission offered their final comments and questions to staff regarding this section of the Unified Land Use Code.
Ashland Planning Commission
January 8, 2013
Page 2 of 3
• Comment was made questioning the required widths for flag drives, which varies depending on how many units they
serve. Ms. Harris stated she believes this is based on Fire Code but would verify this for the Commission. Additional
comment was made questioning the requirement for flag drives to be paved.
• Comment was made regarding the grading plan requirements and whether they should consider a trigger of .5 acres
and a certain amount of slope before this would be required. Additional suggestion was made to add the language "or
as deemed necessary by the Staff Advisor" which may provide more discretion.
• Comment was made questioning the statement on page 5-55 (B.2) which reads "if a lot is nonconforming to any City
standard it shall not be made more conforming by the property line adjustment" and Ms. Harris agreed this is a typo.
An additional typo was noted on page 5-32 (8.1). The statement should be corrected to read "...landscaping plans
shall be at least one inch equals fifty feet".
• Comment was made suggesting the Commission consider expanding the noticing area requirements.
• Suggestion was made to modify the sentence on page 5-69 (item 4) to read "A change in the type and/or location of
vehicle access points or approaches, driveways, or parking areas affecting off-site traffic if the change could cause a
significant adverse impact".
B. Input on Council Goals.
Planning Manager Maria Harris explained the City Council's goal setting session is coming up and they have asked for input
from all the City commissions. The following ideas/suggestions were put forward by the Commission:
• Continue to develop green building standards and sustainable development standards. Increase the use of alternative
energies (including possible requirements for solar panel installation on new developments) to address Tier 2 power
demands. Support urban agriculture and farming, and businesses that use and provide regional products.
• Provide policy direction for infill planning.
OTHER BUSINESS
A. Bi-Annual Attendance Report (July - December 2012)
Informational item only. No discussion was held.
ADJOURNMENT
Meeting adjourned at 8:55 p.m.
Ashland Planning Commission
January 8, 2013
Page 3 of 3
CITY OF
-ASHLAND
ASHLAND PLANNING COMMISSION
SPECIAL MEETING
MINUTES
January 22, 2013
CALL TO ORDER
Chair Melanie Mindlin called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers, 1175 East Main Street.
Commissioners Present: Staff Present:
Michael Dawkins Bill Molnar, Community Development Director
Richard Kaplan Amy Gunter, Assistant Planner
Debbie Miller April Lucas, Administrative Supervisor
Melanie Mindlin
Absent Members: Council Liaison:
Troy J. Brown, Jr. Mike Morris
ANNOUCEMENTS
Community Development Director Bill Molnar announced the City Council will conduct their annual goal setting on Saturday,
January 26, 2013, and mentioned the Council will take up the Housing Needs Analysis again at their February Study Session.
PUBLIC FORUM
No one came forward to speak.
UNFINISHED BUSINESS
A. Approval of Findings for PA-2012-01511, Transportation System Plan Update.
Commissioners Miller/Kaplan mis to approve the Findings for PA-2012.01511. Voice Vote: all AYES. Motion passed 4-0.
DISCUSSION ITEMS
A. Potential Code Amendments Related to the Establishment and Operation of Short-Term Vacation Home Rentals.
Community Development Director Bill Molnar presented this item for discussion and explained that short term rentals are only
allowed in R-2 and R-3 zones with a conditional use permit (CUP) and in Ashland are primarily Bed & Breakfast establishments.
He provided some history on Ashland's travelers accommodation ordinance and explained as part of the City's code compliance
efforts staff has noticed a dramatic increase in the number of homes being rented out on a short term basis that are operating
without permits. He added either they are located in an R-2 or R-3 zone and have not gone through the CUP approval process,
or they are located in an R-1 zone where short term rentals are prohibited. Mr. Molnar explained after the City sent out
compliance request notices to property owners operating illegal rentals, a citizen approached the City Council and asked them
to look into potential changes, and Council directed staff to bring this forward at a future meeting. At the City Council's August
2012 Study Session, the Council determined the most appropriate avenue was for the Planning Commission to review the
travelers accommodation ordinance and put forth suggestions on what to do, if anything.
Mr. Molnar reviewed a number of considerations for the Commission to consider, including the protection of neighborhood
character and potential impacts on Ashland's housing supply and affordability. He also presented some potential benefits to
providing more flexibility, including the collection of the City's transient occupancy tax, business license revenue, and an
increased choice for visitors. Mr. Molnar called attention to the discussion questions outlined in the packet materials and
suggested the Commission work through each item. He clarified if the Commission is interested in increasing opportunities for
these types of rentals and allowing them throughout the multi-family zone, approximately 600 properties would become eligible.
Ashland Planning Commission
January 22, 2013
Page 1 of 4
Questions of Staff
Assistant City Planner Amy Gunter commented briefly on the special use permits and minor conditional use permits utilized by
other jurisdictions. She also provided some detail on the types of complaints being reported to the City of Ashland. She
explained most of the complaints are related to noise and traffic, but reminded the Commission that the Community
Development Department is only informed of land use complaints and other compliance issues are handled by the Police
Department. Ms. Gunter stated in the past two years the Community Development Department has received approximately 20
complaints related to illegal vacation rentals, but stated the Police Department may have received more. Comment was made
questioning if there is a way to differentiate the number of complaints for vacation rentals compared to long-term rental units.
Ms. Gunter clarified general complaints are directed to the Police Department and Community Development staff does not hear
about them unless the complainant files a code compliance complaint form.
Comment was made questioning the purpose of the 200 ft. from an arterial street requirement. Mr. Molnar stated when this was
added to the code the idea was that visitors should not generate a lot of non-local traffic on neighborhood streets, and to try to
keep these types of establishments closer to the higher traffic infrastructure.
Mr. Molnar pointed out the Housing Commission would be discussing this topic at their meeting this week, and stated staff is
interested to hear their thoughts on potential impacts to housing. He noted the concern regarding loss of long term housing
stock, and clarified the Comprehensive Plan states that permitted uses should not disrupt the character of a neighborhood and a
discretionary approval process should be used to determine if they are appropriate. He also noted Ashland's position in the
Regional Problem Solving Plan to accommodate future growth within the current urban growth boundary.
Public Input
Donnan Runke11586 East Main/Stated she is the owner of Anne Hathaway's Bed and Breakfast. Ms. Runkel explained many of
their long time guests are choosing illegal vacation rentals over them because it costs less. She stated many of these units have
not gone through the required inspections, do not carry the necessary insurance, do not collect the City's lodging tax, and do not
report the income they receive. She added licensed rentals also have to pay commercial utility rates for water, sewage and
electricity. Ms. Runkel stated there should be a level playing field for everyone in the lodging industry and the City's travelers
accommodation rules should be enforced. She added it gives everyone in the industry a black eye when someone operating an
illegal rental does not deliver on their promises.
Lois Van Aken1140 Central/Stated she is the owner of Central Avenue Cottages. Ms. Van Aken stated there are two issues
before them; one is the code and regulations as they exist right now, and the other is whether the City wants to look at changing
the code. She stated the owners of Ashland's legal accommodations encourage the City to enforce the laws in existence today;
and if they want to look into changing rules that is fine, but they have been dealing with an unlevel playing field for a long time.
She stated legal units have higher utility rates, are required to hold a valid business license and collect the required taxes, but
visitors don't know the difference and often choose the lower cost rental.
Barbara Hetland1985 East Main/Stated she has a studio apartment above her garage and went through the City's approval
process this summer to get a conditional use permit. Ms. Hetland stated it was a fair process and it pains her to find out there
are unpermitted travel accommodations in Ashland. She stated these illegal units are not collecting taxes and are cheating the
City, and she is also concerned that these units are not carrying the proper insurance. Ms. Hetland stated the City's approval
process for these types of units is fair, and asked that the rules be enforced.
Mark Schoenleber160 WimerlStated he is the owner of two legal rental cottages and noted there are over 100 units listed on
the VRBO website. He mentioned the inspections legal units are required to go through and also commented on the potential to
allow units beyond 200 ft. of an arterial street. He stated his units comply with the CUP requirements for parking, but parking is
still a huge issue in their neighborhood and asked the Commission to consider this. Mr. Schoenleber voiced agreement with the
other issues that have already been pointed out and stated he would like to see compliance.
Tracy Egan1111 North Third/Stated she is the owner of the Black Swan Inn and also manages Second Street Cottages. Ms.
Egan stated she is a legal operator and complies with all the City's requirements. She remarked that a prospective guest
recently called her and asked whether her establishment charged Ashland's lodging tax, and when she replied "Yes" the guest
was no longer interested in staying there. She stated this has become a competitive advantage for those operating illegally and
Ashland Planning Commission
January 22, 2013
Page 2 of 4
asked the City to enforce the laws that are already on the books. Ms. Egan also discouraged the City from opening this up to the
R-1 zone, and questioned why they would expand this to other areas when they can't enforce it in the allowed zones.
Commission Discussion/Deliberations
Commissioner Mindlin thanked the audience for coming and encouraging the City to enforce its laws, but clarified the Planning
Commission does not have a role in dealing with compliance issues. She stated the task before them is to review the ordinance
and make recommendations to the City Council about potential code changes.
Commissioner Dawkins stated he has given this issue a great deal of thought and is very concerned with the narrative in the
staff report about the amount of money a property owner can make renting out their unit short term versus long term. He stated
it is logical to assume that if they loosen the requirements, this will become an investment tool for people to come in and buy up
land and homes for this use. Dawkins stated the City's travelers accommodation ordinance has been successful and does not
support expanding this use to the R-1 zone. He stated having a level playing field in the lodging industry is critical and
suggested limiting the number of permitted short term rentals in the same way the City has limited drive-up windows.
Commissioner Kaplan agreed with Mindlin that enforcement is not under the Commission's purview, but as a citizen he
encouraged the city administrator to enact a level playing field so that health and safety is protected. Kaplan stated he did not
realize this was such a potentially significant problem in Ashland and believes it is appropriate to look at the code language and
determine if it still makes sense. He stated the 200 ft. from an arterial requirement, whether units need to be owner occupied,
the requirement for units to be at least 20 years old, and whether to permit this use in the R-1 zone are all valid issues that
deserve discussion.
Commissioner Miller noted the difference between renting out a room or two in your home, and a home that is purchased by an
absentee owner purely for investment purposes and turned into a year round vacation rental. Because of this, she is supportive
of the requirement for the property owner or business manager on remain on site.
Mr. Molnar was asked to elaborate on the Community Development Department's code compliance program. He explained the
department no longer has a dedicated code compliance specialist and staffs efforts are focused on working with property
owners to reach compliance. He stated typically after a phone call, several letters, and a warning of a fine people usually
comply; but staff has found that in the cases of illegal rentals, our efforts have not been effective.
Commissioner Mindlin recommended the Commission work through the discussion questions as outlined in the packet:
• Question #1: Should changes to the Land Use Ordinance be considered that provide more opportunity for
property owners to operate vacation home rentals?
There was general consensus supporting the review of potential changes to the land use ordinance.
• Question #2a: Should the area eligible for establishing a vacation home rental be increased to include all land
within Ashland's multi-family zoning districts?
Mr. Molnar clarified this would make 600 properties eligible for short term vacation home rentals. Several
commissioners voiced support for removing the 200 ft. from an arterial or collector street requirement. Commissioner
Dawkins stated he would support allowing short term rentals in all of the multi-family zone only if they placed a limit on
the total number of units permitted and included a provision that this be revisited at a later date.
• Question #2b: Should a property owner/business owner/manager be required to live on site in the case of a
property where only one, individual vacation rental is in operation?
Commissioner Dawkins stated the reality is that most of these property owners do not live on site. Commissioner
Kaplan voiced support for removing the live on site requirement if it is one unit, but would want a requirement for the
property manager's contact information to be posted. Commissioner Miller was hesitant to this change. She stated she
has concerns about the impact on the neighbors and questioned what would happen if a major problem occurred and
there was no one on site to address it. Mr. Molnar clarified the Commission could consider language similar to what
other cities use requiring that contact information be posted on site and distributed to neighbors, and for the contact to
Ashland Planning Commission
January 22, 2013
Page 3 of 4
live within a certain proximity to the rental. Commissioner Mindlin voiced support for not requiring a property owner on
site for individual vacation homes.
• Question #3: Should vacation home rentals be allowed in single family zoning districts (R-1)?
There was no interest expressed by the Commission in expanding this use to the R-1 zone.
• Question #4: Should establishing a vacation home rental be subject to a land use application, such as a
conditional use permit, with public notice provided to surrounding neighbors?
Mr. Molnar stated staff believes that a conditional use permit is the appropriate process to use and the Commission
agreed.
The Commission briefly discussed the 20 year old housing stock requirement. Commission Dawkins commented that the intent
was to preserve Ashland's wonderful Victorian homes and sees no reason to remove this requirement. Ms. Gunter clarified the
vast majority of homes in the R-2 and R-3 zones are at least 20 years old, and the Commission agreed this is a good safeguard
to keep in place.
Mr. Molnar clarified staff would summarize the Commission's recommendations and bring this back at the next meeting for final
approval before it is forwarded to the City Council.
ADJOURNMENT
Meeting adjourned at 8:55 p.m.
Ashland Planning Commission
January 22, 2013
Page 4 of 4
CITY OF
ASHLAND
Council Communication
February 19, 2013, Business Meeting
Liquor License Application for Warren Anderson DBA-Ashland Texico
FROM:
Barbara Christensen, City Recorder, christeb@ashland.or.us
SUMMARY
Approval of a Liquor License Application from Warren Anderson dba Ashland Texico located at 2371
Ashland Street.
BACKGROUND AND POLICY IMPLICATIONS:
Application is for a change in ownership.
The City has determined that the license application review by the city is set forth in AMC Chapter
6.32 which requires that a determination be made to determine if the applicant complies with the city's
land use, business license and restaurant registration requirements (AMC Chapter 6.32).
In May 1999, the council decided it would make the above recommendations on all liquor license
applications.
FISCAL IMPLICATIONS:
N/A
STAFF RECOMMENDATION AND REQUESTED ACTION:
Endorse the application with the following:
The city has determined that the location of this business complies with the city's land use
requirements and that the applicant has a business license and has registered as a restaurant, if
applicable. The city council recommends that the OLCC proceed with the processing of this
application.
SUGGESTED MOTION:
Under Consent agenda item, a motion to approve liquor license for Warren Anderson dba. Ashland
Texico located at 2371 Ashland Street
ATTACHMENTS:
None
Page 1 of 1
~r,
CITY OF
ASHLAND
Council Communication
February 19, 2013, Business Meeting
Liquor License Application for Rajan Kumaran dba Tudor Guild, Inc.
FROM:
Barbara Christensen, City Recorder, christeb@ashland.or.us
SUMMARY
Approval of a Liquor License Application from Rajan Kumaran dba Tudor Guild, Inc. located at 15 S
Pioneer.
BACKGROUND AND POLICY IMPLICATIONS:
Application is for new license.
The City has determined that the license application review by the city is set forth in AMC Chapter
6.32 which requires that a determination be made to determine if the applicant complies with the city's
land use, business license and restaurant registration requirements (AMC Chapter 6.32).
In May 1999, the council decided it would make the above recommendations on all liquor license
applications.
FISCAL IMPLICATIONS:
N/A
STAFF RECOMMENDATION AND REQUESTED ACTION:
Endorse the application with the following:
The city has determined that the location of this business complies with the city's land use
requirements and that the applicant has a business license and has registered as a restaurant, if
applicable. The city council recommends that the OLCC proceed with the processing of this
application.
SUGGESTED MOTION:
Under Consent agenda item, a motion to approve liquor license for Rajan Kumaran dba Tudor Guild,
Inc.
ATTACHMENTS:
None
Page 1 of 1
ImAil
CITY OF
ASHLAND
Council Communication
February 19, 2013, Business Meeting
Liquor License Application for Brandon Overstreet dba Swing Tree Brewing Co.
FROM:
Barbara Christensen, City Recorder, christeb@ashland.or.us
SUMMARY
Approval of a Liquor License Application from Brandon Overstreet dba Swing Tree Brewing
Company located at 300 E Hersey Street Suite 7.
BACKGROUND AND POLICY IMPLICATIONS:
Application is for new license.
The City has determined that the license application review by the city is set forth in AMC Chapter
6.32 which requires that a determination be made to determine if the applicant complies with the city's
land use, business license and restaurant registration requirements (AMC Chapter 6.32).
In May 1999, the council decided it would make the above recommendations on all liquor license
applications.
FISCAL IMPLICATIONS:
N/A
STAFF RECOMMENDATION AND REQUESTED ACTION:
Endorse the application with the following:
The city has determined that the location of this business complies with the city's land use
requirements and that the applicant has a business license and has registered as a restaurant, if
applicable. The city council recommends that the OLCC proceed with the processing of this
application.
SUGGESTED MOTION:
Under Consent agenda item, a motion to approve liquor license for Brandon Overstreet dba Swing
Tree Brewing Company.
ATTACHMENTS:
None
Page I of 1
I`,
CITY OF
ASHLAND
Council Communication
February 19, 2013, Business Meeting
Liquor License Application for Michael Ulizzi dba Club 66
FROM:
Barbara Christensen, City Recorder, christeb@ashland.or.us
SUMMARY
Approval of a Liquor License Application from Michael Ulizzi dba Club 66 located at 1951 Ashland
Street.
BACKGROUND AND POLICY IMPLICATIONS:
Application is for new license.
The City has determined that the license application review by the city is set forth in AMC Chapter
6.32 which requires that a determination be made to determine if the applicant complies with the city's
land use, business license and restaurant registration requirements (AMC Chapter 6.32).
In May 1999, the council decided it would make the above recommendations on all liquor license
applications.
FISCAL IMPLICATIONS:
N/A
STAFF RECOMMENDATION AND REQUESTED ACTION:
Endorse the application with the following:
The city has determined that the location of this business complies with the city's land use
requirements and that the applicant has a business license and has registered as a restaurant, if
applicable. The city council recommends that the OLCC proceed with the processing of this
application.
SUGGESTED MOTION:
Under Consent agenda item, a motion to approve liquor license for Michael Ulizzi dba Club 66.
ATTACHMENTS:
None
Page 1 of I
MEN
CITY OF
ASHLAND
Council Communication
February 19, 2013, Business Meeting
Approval of Special Procurement for Boundary Survey Work on the Calle
Guanajuato.
FROM:
Don Robertson, Director, Ashland Parks and Recreation, don.robertson@ashland.or.us
SUMMARY
This is a request for City Council, acting as the Local Contract Review Board, to approve an
exemption from the competitive bid process and directly award a contract to Terra Survey to provide a
boundary survey, individual deed references and a field traverse around the buildings along the Calle
Guanajuato, in order for Parks and Recreation staff to work with property owners to resolve any
boundary line issues prior to resurfacing the Calle Guanajuato this Fall 2013.
BACKGROUND AND POLICY IMPLICATIONS:
The Parks department is scheduled to resurface the Calle Guanajuato beginning in late fall of 2013.
Many details have to be worked out before the project can begin. Terra Survey will be conducting a
boundary survey that will be used by Parks and Recreation staff to resolve any boundary line issues
prior to resurfacing of the Calle Guanajuato. Terra Survey provided a detailed topographic survey of
the Calle in 2007 and a deed plot in 2008. Their prior work makes them uniquely qualified to do this
boundary survey.
FISCAL IMPLICATIONS:
The cost of this piece of the project is $8,900. The funds were budgeted in FY `13 in the Capital
Improvement Fund.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends approval of the Special Procurement to Award contract.
SUGGESTED MOTION:
I move that Council, acting as the Local Contract Review Board, adopt the findings set forth in the
attached Special Procurement Request for Approval and approve the Special Procurement described
therein.
ATTACHMENTS:
Special Procurement-Request for Approval (Written Findings)
Page 1 of I
117MLA&S-11
CITY OF
ASHLAND
FORM #4 -
DETERMINATIONS TO PROCURE
PERSONAL SERVICES
$5,000 to $75;000
To: Dave Kanner, Public Contracting Officer
From: Don Robertson, Parks and Recreation Director
Date: 2-8-13
Re: DETERMINATIONS TO PROCURE PERSONAL SERVICES
In accordance with AMC 2.50.120(A), for personal services contracts greater than $5,000, but less
than $75,000, the Department Head shall make findings that City personnel are not available to
perform the services, and that the City does not have the personnel or resources to perform the
services required under the proposed contract. However, the City Attorney, the Public Contracting
Officer, or Local Contract Review Board, can require a formal solicitation for bids to ensure that
the purposes of this chapter are upheld.
Background
The department's intent is to contract with Terra Survey by February 28, 2013 for a boundary survey in
preparation for the resurfacing project on the Calle Guanajuato scheduled for this Fall 2013.
The department would like to contract with Terra Survey to provide a boundary survey, individual deed references
and a field traverse around the buildings along the Calle Guanajuato, in order for Parks and Recreation staff to work
with property owners to resolve any boundary line issues prior to resurfacing the Calle Guanajuato this Fall 2013
The estimated cost and amount budgeted is $8900.
The timeline of the intended contract will be February 28, 2013 through June 30, 2013.
The department has developed and fully plans to implement a written plan for utilizing such services,
which will be included in the contractual statement of work.
Pursuant to AMC 2.50.120(A), has a reasonable inquiry been conducted as to the availability of
City personnel to perform the services, and that the City does not have the personnel and resources
to perform the services required under the proposed contract?
The City and Parks staff do not have the personnel and resources to perform the services required under
this contract.
Form #4 - Department Head Determinations to Procure Personal Services, Page 1 of 1, 2/12/2013
CITY OF
FORM #9 ASHLAND
,SPECIAL PROCUREMENTI
REQUEST FOR APPROVAII
To: City Council, Local Contract Review Board
From: Don Robertson, Ashland Parks and Recreation
Date: 2-8-13
Subject: REQUEST FOR APPROVAL OF A SPECIAL PROCUREMENT
In accordance with ORS279B.085, this request for approval of a Special Procurement is being presented
to the City Council for approval. This written request for approval describes the proposed contracting
procedure and the goods or services or the class of goods or services to be acquired through the special
procurement and the circumstances that justify the use of a special procurement under the standards set
forth ORS 279B.085(4).
1. Requesting Department Name: Ashland Parks and Recreation
2. Department Contact Name: Rachel Dials
3. Type of Request: Class Special Procurement X Contract-specific Special Procurement
4. Time Period Requested: From February 28, 2013 To: June 30, 2013
5. Total Estimated Cost: $8900
6. Short title of the Procurement: Special Procurement for Boundary Survey work on the Calle Guanajuato
Supplies and/or Services or class of Supplies and/or Services to be acquired:
Terra Survey to provide a boundary survey, individual deed references and a field traverse around the buildings
along the Calle Guanajuato, in order for Parks and Recreation staff to work with property owners to resolve any
boundary line issues prior to resurfacing the Calle Guanajuato this Fall 2013.
7. Background and Proposed Contracting Procedure: Provide a description of what has been done
in the past and the proposed procedure. The Agency may, but is not required to, also include the
following types of documents: Notice/Advertising, Solicitation(s), Bid/Proposal Forms(s), Contract
Form(s), and any other documents or forms to be used in the proposed contracting procedure. Attach
additional sheets as needed.
Background: This contract specific special procurement is being used to seek an exemption
from the competitive bid process to directly award a contract to Terra Survey. Terra Survey h
worked with the department and the City within the past 10 years on a topographic survey for the
Calle Guanajuato, deed plots and the most current for the Ashland Plaza project. See the attached
letter.
Form #9 - Special Procurement- Request for Approval, Page 1 of 3, 2/1212013
Proposed Procedure: Directly award contract to Terra Survey
8. Justification for use of Special Procurement: Describe the circumstances thatjustify the use of a
Special Procurement. Attach relevant documentation.
In 2007 Terra Survey provided a detailed topographic survey of the entire Calle from from
W inburn Way to North Main street and worked on a deed plot for the Calle in 2008. See attached
letter.
9. Findings to Satisfy the Required Standards: This proposed special procurement:
X (a) will be unlikely to encourage favoritism in the awarding of public contracts or to
substantially diminish competition for public contracts because:
Terra Survey already has knowledge of the Calle because of their previous topographic survey and
deed plot work.
(Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.); and
(b)(i) will result in substantial cost savings to the contracting agency or to the public because:
(Please provide the total estimate cost savings to be gained and the rationale for determining the cost savings); or
(b)(ii) will otherwise substantially promote the public interest in a manner that could not
practicably be realized by complying with the requirements of ORS 27913.055, 279B.060, 279B.065,
or 27913.070, or any rules adopted thereunder because:
(Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.)
Form #9 - Special Procurement - Request for Approval, Page 2 of 3, 211212013
Public Notice:
Pursuant to ORS 279B.085(5) and OAR 137-047-0285(2), a Contracting Agency shall give public
notice of the Contract Review Authority's approval of a Special Procurement in the same manner as a
public notice of competitive sealed Bids under ORS 279B.055(4) and OAR 137-047-0300. The public
notice shall describe the Goods or Services or class of Goods or Services to be acquired through the
Special Procurement and shall give such public notice of the approval of a Special Procurement at
least seven (7) Days before Award of the Contract.
After the Special Procurement has been approved by the City Council, the following public notice will
be posted on the City's website to allow for the seven (7) day protest period.
Date Public Notice first appeared on www.ashland.or.us - February 20, 2013 (f approved by Council)
PUBLIC NOTICE
Approval of a Special Procurement
First date of publication: February 20, 2013
A request for approval of a Special Procurement was presented to and approved by the
City Council, acting as the Local Contract Review Board, on ifapproved, Februarv 19,
2013.
This is a "contract specific special procurement " to directly award a contract to Terra
Survey to provide a boundary survey, individual deed references and afield traverse
around the buildings along the Calle Guanajuato, in order for Parks and Recreation staff
to work with property owners to resolve any boundary line issues prior to resurfacing the
Calle Guanajuato this Fall 2013.
The timeline of the intended contract will be February 28, 2013 through.lune 30, 2013
It has been determined based on written findings that the Special Procurement will be
unlikely to encourage favoritism in the awarding of public contracts or to substantially
diminish competition for public contracts, and result in substantial cost savings or
substantially promote the public interest in a manner that could not be realized by
complying with the requirements that are applicable in ORS 279B.055, 279B.060,
279B.065, or 279B.070.
An affected person may protest the request for approval of a Special Procurement in
accordance with ORS 279B.400 and OAR 137-047-0300. A written protest shall be
delivered to the following address: City of Ashland, Ashland Parks and Recreation,
Rachel Dials, 340 S. Pioneer St. Ashland OR 97520. The seven (7) protest period will
expire at 5:00pm on February 27, 2013
This public notice is being published on the City's Internet World Wide Web site at least
seven days prior to the award of a public contract resulting from this request for approval
of a Special Procurement.
Form #9 - Special Procurement- Request for Approval, Page 3 of 3, 2/1212013
TERRASURVEY, INC. TELEPHONE (541) 482-0474
PROFESSIONAL LAND SMIVEYORS ELF. TRONIQ trmdn@)blsp.uoA
274 FOURTH STREET ASHLAND, OREGON 97520
ASHLAND, ORIYAON 97520
PROPOSAL
DATE: February 5, 2013
CLIENT: PARKS
JOB SITE ADDRESS: Calle Guanajuato
MAP NO: 39 1 E 09BB
TAX LOT:
ORDERED BY: BILL TO:
Rachel Dials Same
Recreation Superintendent
City of Ashland
Parks and Recreation
340 S. Pioneer Street
Ashland, Oregon 97520
SCOPE OF WORK:
We propose to provide a boundary survey to determine the line between the private properties and
the City of Ashland property through the alley know as Calle Guanajuato. Initially, as part of the
boundary survey, we will research the individual deed references and complete a field traverse
around the buildings involved. The traverse will locate existing survey monuments and corners of
buildings. We will then combine the deed information and results of the traverse to resolve the
boundary. Once the boundary is resolved, we will set survey monuments and file a Map of Survey in
the office of the County Surveyor. The information from the boundary survey can be combined with
site information (building locations, stairs, planters, etc.) gathered by this office as part of a
topographic survey completed in 2007.
ESTIMATE: $8,900 for budgeting purposes
Work to complete the above scope of work will be billed on an hourly basis at the rates
listed on page 2 of this proposal
Page I of 2
THIS PROPOSAL AND ESTIMATE IS FOR THE SCOPE OF WORK DESCRIBED ABOVE. ANY
REQUESTED ADDITIONAL WORK ABOVE AND BEYOND THE SCOPE OF WORK SO
DESCRIBED WILL BE BILLED AT THE FOLLOWING RATE:
OFFICE $ 80/HR
PROFESSIONAL $ 95/HR
FIELD(TWO PERSON CREW) $ 150/14R
THERE ARE NO UNDERSTANDINGS OR AGREEMENTS EXCEPT AS HEREIN EXPRESSLY
STATED.
BILLS ARE RENDERED UPON COMPLETION OF THE WORK DESCRIBED ABOVE, AND ARE
DUE AND PAYABLE UPON RECEIPT. AN INTEREST CHARGE OF 1.5% PER MONTH (18%
PER YEAR) WILL BE CHARGED FOR OVERDUE FEES. IF IT BECOMES NECESSARY TO FILE
SUIT IN THE COURTS TO COLLECT FEES DUE, REASONABLE LEGAL COSTS, INCLUDING
ATTORNEY FEES, SHALL BE PAID BY THE SIGNING RESPONSIBLE PARTY.
UNLESS OTHERWISE STATED IN THE ABOVE SCOPE OF WORK, ALL FIELD NOTES AND
ELECTRONIC FILES GENERATED BY THIS SURVEY ARE TO REMAIN THE SOLE PROPERTY
OF TERRASURVEY, INC.
WORK DESCRIBED TO BE PERFORMED IN THIS AGREEMENT WILL NOT BE UNDERTAKEN
UNTIL THIS WORK AGREEMENT IS SIGNED BY THE REQUESTING RESPONSIBLE PARTY.
THIS ESTIMATE SHALL EXPIRE 60 DAYS FROM THE ABOVE DATE.
TERRASURVEY, INC. ATE
SIGNATURE OF RESPONSIBLE PARTY DATE
Print Name
Page 2 of 2
TERRASURVEY, INC. TELEP110Nh- (541) 482-0474
1110 F.ESSIONAL LAND SURVEYORS ELR(T IONIC tcrrnin a hisiinct
274 IbUR199: STREET
ASULAN), OREGON 97520
Terrasurey, Inc. has been the primary surveyor for the City of Ashland under the
public works General Surveying Services contract since October of 2000. As such we
have been involved with numerous surveying projects for the Department of Public
Works as well as the Department of Parks and Recreation which involved property
boundaries, property line adjustments, partitions, and easement descriptions.
Those projects specific to the Calle area include the following:
2002 We provided a topographic survey for Kerry Kencaim & Associates to design
a stairway and landscaping along the west side of the creek opposite the Calle.
2006 We surveyed the area adjacent to Munchies Restaurant at the north end of the
Calle and prepared a legal description for a landscaping easement
2007 We provided a detailed topographic survey of the entire Calle from Winbum
Way to North Main street for the Department of Parks and Recreation
2008 Working with a deed plot provided by Jim Olson, City Surveyor, we employed
our existing survey control network to marked an approximate deed line with
paint for the purpose of initiating a dialog with property owners about public
vs. private ownership limits in the Calle. At this time, Jim provided us with
copies of the deeds which he used to prepare hisvey.
2012 We provided a topographic survey of the Ashland Plaza for Covey-Pardee
Associates for design of the Ashland Plaza Project.
We believe our history working with the City of Ashland and our familiarity with the
proposed project and project area makes us ideal candidates.
For additional information about TerraSurvey, please visit our website at:
www.ter-rasurveyinc.com.
CITY OF
ASHLAND
Council Communication
February 19, 2013, Business meeting
Approval of Special Procurement for Phase #2 of
Calle Guanajuato Resurfacing Project
FROM:
Don Robertson, Parks and Recreation Director, don.robertson@ashland.or.us
SUMMARY
This is a request for City Council, acting as the Local Contract Review Board, to approve an
exemption from the competitive bid process and directly award a contract to OBEC to provide project
management, coordination of utilities, land use permitting, preparing plans, specifications and final
design and cost estimates for the Calle Guanajuato resurfacing project.
BACKGROUND AND POLICY IMPLICATIONS
The Parks department is scheduled to resurface the Calle Guanajuato beginning late fall of 2013. Many
details have to be worked out before the project can begin. Currently, OBEC Engineering is working
with the department on Phase #1 of the project, including survey work and engineering. Staff would
like to continue working with the same company, OBEC, for Phase 42: final design of the Calle
resurfacing project.
FISCAL IMPLICATIONS:
The cost of this project phase is $40,649. The funds were budgeted in FY'13 in the Capital
Improvement Fund.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends approval of the Special Procurement to Award contract.
SUGGESTED MOTION:
I move that Council, acting as the Local Contract Review Board, adopt the findings set forth in the
attached Special Procurement Request for Approval and approve the Special Procurement described
therein.
ATTACHMENTS:
Special Procurement-Request for Approval (Written Findings)
Page I of I
Iin,
CITY OF
ASHLAND
FORM #4
)DETER MINAT3IONS TO PROCURE
PERS6Nfk RV GES
$5,000 to $75000
To: Dave Kanner, Public Contracting Officer
From: Don Robertson, Parks and Recreation Director
Date: 2-8-13
Re: DETERMINATIONS TO PROCURE PERSONAL SERVICES
In accordance with AMC 2.50.120(A), for personal services contracts greater than $5,000, but less
than $75,000, the Department Head shall make findings that City personnel are not available to
perform the services, and that the City does not have the personnel or resources to perform the
services required under the proposed contract. However, the City Attorney, the Public Contracting
Officer, or Local Contract Review Board, can require a formal solicitation for bids to ensure that
the purposes of this chapter are upheld.
Background
The department's intent is to contract with OBEC, with whom we are currently contracting for Phase 1.
We would like to move into Phase 2 of the Calle Guanajuato repaving project by February 28, 2013.
The department would like to contract with OBEC for Phase 2, which includes: project management and
coordination of utilities, land use permitting, preparing plans, specifications, final design, cost estimates
and bid assistance for the Calle Guanajuato repaving project.
The estimated cost and amount budgeted is $40,649
The timeline of the intended contract and Phase 2 of the project will be February 28, 2013, through
December 31, 2013.
The department has developed and fully plans to implement a written plan for utilizing such services,
which will be included in the contractual statement of work.
Pursuant to AMC 2.50.120(A), has a reasonable inquiry been conducted as to the availability of
City personnel to perform the services, and that the City does not have the personnel and resources
to perform the services required under the proposed contract?
The City and Parks staff do not have the personnel and resources to perform the services required under
this contract.
Form #4 - Department Head Determinations to Procure Personal Services, Page 1 of 1, 211212013
CITY OF
FORM #9 ASHLAND
,SPECIAL PROCUREMENT
REQUEST FOR APPROVAL
To: City Council, Local Contract Review Board
From: Don Robertson, Ashland Parks and Recreation
Date: 2-8-13
Subject: REQUEST FOR APPROVAL OF A SPECIAL PROCUREMENT
In accordance with ORS27913.085, this request for approval of a Special Procurement is being presented
to City Council for approval. This written request for approval describes the proposed contracting
procedure and the goods or services or the class of goods or services to be acquired through the special
procurement and the circumstances that justify the use of a special procurement under the standards set
forth ORS 279B.085(4).
1. Requesting Department Name: Ashland Parks and Recreation
2. Department Contact Name: Rachel Dials
3. Type of Request: Class Special Procurement X Contract-specific Special Procurement
4. Time Period Requested: From 2-28-13 To: 12-31-13
5. Total Estimated Cost: $40.649
6. Short title of the Procurement: Calle Guanajuato Resurfacing Project-OBEC
Phase 2
Supplies and/or Services or class of Supplies and/or Services to be acquired:
Phase 2: Final Design, engineering, environmental permitting and utility coordination services in
preparation for resurfacing the Calle Guanajuato.
7. Background and Proposed Contracting Procedure: Provide a description of what has been done
in the past and the proposed procedure. The Agency may, but is not required to, also include the
following types of documents: Notice/Advertising, Solicitation(s), Bid/Proposal Forms(s), Contract
Form(s), and any other documents or forms to be used in the proposed contracting procedure. Attach
additional sheets as needed.
Background: Initial contract in the amount of $18,531 for Phase #1 was awarded by direct
appointment. This contract specific special procurement is being used to seek an exemption from the
competitive bid process to directly award a contract of Phase #2 to the same company.
Form #9 - Special Procurement- Request for Approval, Page 1 of 4, 2/12/2013
Proposed procedure:
Directly award a contract to OBEC for Phase #2 of the Cal le project. Will be completed with Phase
#1 of the project by late February 2013.
8. Justification for use of Special Procurement: Describe the circumstances that justify the use of a
Special Procurement. Attach relevant documentation.
Initial contract in the amount of $18,531 for Phase #I was awarded by direct appointment. Seeking an
exemption for the competitive bid process to award Phase #2 to the same company.
9. Findings to Satisfy the Required Standards: This proposed special procurement:
_X_ (a) will be unlikely to encourage favoritism in the awarding of public contracts or to
substantially diminish competition for public contracts because:
The company already has knowledge of the project and previously worked on a Calle project, prior to
the 1997 flood.
(Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.); and
(b)(i) will result in substantial cost savings to the contracting agency or to the public because:
N/A
(Please provide the total estimate cost savings to be gained and the rationale for determining the cost savings); or
(b)(ii) will otherwise substantially promote the public interest in a manner that could not
practicably be realized by complying with the requirements of ORS 27913.055, 27913.060, 27913.065,
or 27913.070, or any rules adopted thereunder because:
(Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.)
Form #9 - Special Procurement - Request for Approval, Page 2 of 4, 2/12/2013
Public Notice:
Pursuant to ORS 279B.085(5) and OAR 137-047-0285(2), a Contracting Agency shall give public
notice of the Contract Review Authority's approval of a Special Procurement in the same manner as a
public notice of competitive sealed Bids under ORS 279B.055(4) and OAR 137-047-0300. The public
notice shall describe the Goods or Services or class of Goods or Services to be acquired through the
Special Procurement and shall give such public notice of the approval of a Special Procurement at
least seven (7) Days before Award of the Contract.
After the Special Procurement has been approved by the City Council, the following public notice will
be posted on the City's website to allow for the seven (7) day protest period.
Date Public Notice first appeared on www.ashland.or.us - February 20, 2013 (If approved by Council)
Form #g - Special Procurement- Request for Approval, Page 3 of 4, 2/12/2013
PUBLIC NOTICE
Approval of a Special Procurement
First date of publication: February 20, 2013
A request for approval of a Special Procurement was presented to and approved by the
City Council, acting as the Local Contract Review Board, on if approved, February 19,
2013
This is a "Contract-specific special procurement " to directly mrard a contract to OBEC
for Phase 2of the Calle Guanajuato Resurfacing project which includes: project
management and coordination of utilities, land use permitting, preparing plans,
specifications, final design, cost estimates and bid assistance .
The estimated cost and amount budgeted is $40,649
The timeline of the intended contract and Phase 2 of the project will be February 28,
2013 through December 31, 2013
It has been determined based on written findings that the Special Procurement will be
unlikely to encourage favoritism in the awarding of public contracts or to substantially
diminish competition for public contracts, and result in substantial cost savings or
substantially promote the public interest in a manner that could not be realized by
complying with the requirements that are applicable in ORS 2798.055, 27913.060,
2796.065, or 279B.070.
An affected person may protest the request for approval of a Special Procurement in
accordance with ORS 27913.400 and OAR 137-047-0300. A written protest shall be
delivered to the following address: City of Ashland, Ashland Parks and Recreation,
Rachel Dials, 340 S. Pioneer St. Ashland OR 97520. The seven (7) protest period will
expire at 5:00pm on February 27, 2013
This public notice is being published on the City's Internet World Wide Web site at least
seven days prior to the award of a public contract resulting from this request for approval
of a Special Procurement.
Fonn #9 - Special Procurement- Request for Approval, Page 4 of 4, 2112/2013
January 22, 2013
Don Robertson
Director
Ashland Parks & Recreation Department
340 S. Pioneer Street
Ashland, OR 97520
RE: Calle Guanajuato Resurfacing Project, Phase 2
OBEC Proposal No. P505-004
Dear Mr. Robertson:
OBEC Consulting Engineers appreciates the opportunity to provide the Ashland Parks &
Recreation Department with this proposal to provide final design engineering, environmental
permitting, and utility coordination services for resurfacing the Calle Guanajuato along Ashland
Creek in downtown Ashland. This proposal presents our understanding of Phase 2 of the
project, our proposed scope of work, and our not-to-exceed budget for Phase 2 services.
Project Backaround
The Calle Guanajuato is a linear'` "A
pedestrian plaza adjacent to Lithia
Park along Ashland Creek
between Winburn Way and North
Main Street. The Ashland Parks &
Recreation Department owns the
Calle and commonly rents space
along the alleyway to members of
the Lithia Artisans Market and
adjacent restaurants for outdoor
seating. Supply vendors often
drive supply trucks on the Calle to deliver food and supplies to the back entrances of
restaurants and retail businesses.
Starting in June of 2012, OBEC began working on Phase 1 of the Calle Guanajuato Resurfacing
Project. The scope of these services included collecting topographic survey and utility data, land
use permit coordination, and preparing preliminary design concepts and cost estimates. OBEC is
currently working on completing Phase 1 of this project. Remaining items include preparing
preliminary design drawings with an itemized cost estimate and further coordination with
underground utilities within the project area.
Don Robertson
January 22, 2013
Page 2
OBEC has prepared the following scope of services for Phase 2 of the project.
Scope of Work (Phase 1)
Task 1 - Project Management and Coordination
Sub-Task 1.1: Project Management & Coordination - The major objectives of this task are to
schedule, coordinate, and supervise project work and to establish lines of communication
between OBEC and City of Ashland staff. OBEC shall keep the Ashland Parks & Recreation
project manager informed of the Project work progress and aware of changes that may
affect the Project, the schedule, and related costs. OBEC shall prepare and provide monthly
project invoices with progress reports to Ashland Parks.
Sub-Task 1.2: Design Review Meetings - For budgeting purposes, it is assumed that two (2)
OBEC staff members from the Medford office will attend two (2) design review meetings to
discuss the project with Ashland Parks and Recreation staff and coordinate design details.
Task 2 - Information Gathering/Topographic Survey and Mapping
-Reserved-
Task 3 - Land Use Permit Coordination
Task 3.4: Final Land Use Permitting Coordination - OBEC shall provide final coordination
with Ashland Parks & Recreation staff and City of Ashland Planning staff in obtaining
necessary land use permit(s). The Ashland Parks & Recreation Department will be responsible
for paying all fees associated with the permits, as necessary.
Task 4 - Prepare Preliminary Design Concepts and Cost Estimates
-Reserved-
Task 5 - Utility Coordination
Task 5.1: Ongoing Utility Coordination -OBEC shall identify and locate all utilities within the
project limits, initiate contacts with utilities, and coordinate relocations needed for construction
of the Project. This work includes, but is not limited to, coordinating and collecting utility-
provided three-dimensional location of any underground utilities that may be in conflict with
the Project work, and coordinating with the utility owners to resolve those potential conflicts.
Task 5.2: Utility Coordination Site Visits - OBEC shall schedule, attend and document on-site
meetings with potentially affected utilities. The meetings shall be conducted on the Project site
after impacts have been identified. For budgeting purposes, attendance at a maximum of
three (3) site meetings is anticipated, each of which may last up to two (2) hours including
travel time.
Task 5.3: Conflict Letter Notifications - For each utility found in potential conflict with the
proposed design, OBEC shall prepare a Utility Conflict Notification Letter informing the utility
of the potential conflict and the need to relocate/adjust the utility facility and required timing
Don Robertson
January 22, 2013
Page 3
of relocation. OBEC shall work with each utility to verify a relocation plan that is not in conflict
with the Project. Once OBEC has confirmed the relocation plan with each utility, a Timing
Requirements Letter will be sent to the each affected utility. When Consultant has made
proper arrangements with each utility owner, to either clear the right of way of their utility
facilities prior to construction, or for relocation to occur during construction so as to not delay
the contractor, OBEC shall provide the City with a written summary.
Task 6 - Prepare Advance (90%)Plans, Specs & Cost Estimate
Task 6.1: Prepare Advance Plans - OBEC will prepare and submit Advance (90%) contract
plans for review by Parks Staff. City feedback from the preliminary plans will be
incorporated into the advance plans. OBEC will incorporate City of Ashland standards into
the drawing set, as needed. Project elements will include the installation of concrete pavers,
reinforced concrete walkways, and minor stormwater improvements. All plan sheets will be
produced in 1 1" x 17" format and submitted on paper and electronically for review.
Task 6.2: Prepare Advance Specifications - OBEC shall prepare draft specifications and
special provisions for review and comment by Ashland Parks Staff. Specifications shall
conform to the 2008 Oregon Standard Specifications for Construction and City of Ashland
Standards.
Task 6.3: Prepare Advance Quantities/Cost Estimate - OBEC shall calculate detailed
construction quantities and generate a detailed Engineer's Cost Estimate to accompany the
Advance plans for review by Ashland Parks Staff.
Task 6.4: Advance QA/QC Review - According to OBEC policy and procedures, OBEC shall
conduct an independent QA/QC review of all design deliverables and quantities prepared
and submitted to Ashland Parks. Documentation of this internal review will be kept in OBEC's
project files and will be available to Ashland Parks & Recreation upon request.
Task 7 - Prepare Final Plans, Specs & Cost Estimate
Task 7.1: Prepare Final Plans - OBEC will prepare and submit final contract plans for the
purposes of bidding. City feedback from the advance plans will be incorporated into the
final plans. All plan sheets will be produced in 1 1" x 17" format and submitted on mylar film.
Task 7.2: Prepare Final Specifications - OBEC shall prepare final specifications and special
provisions for the puposes of bidding. Specifications shall conform to the 2008 Oregon
Standard Specifications for Construction and City of Ashland Standards.
Task 7.3: Prepare Final Quantities/Cost Estimate - OBEC shall calculate detailed construction
quantities and generate a detailed Engineer's Cost Estimate to accompany the final plans.
Task 7.4: Final QA/QC Review - According to OBEC policy and procedures, OBEC shall
conduct an independent QA/QC review of all design deliverables and quantities prepared
and submitted to Ashland Parks. Documentation of this internal review will be kept in OBEC's
project files and will be available to Ashland Parks & Recreation upon request.
Don Robertson
January 22, 2013
Page 4
Task 8 - Bid and Award Assistance
Task 8.1: Bid Assistance - OBEC shall assist Ashland Parks Department during the bidding
process for the project by answering bidder questions and preparing addenda, as necessary.
Ashland Parks will be responsible for advertisement, duplication and distribution of bidding
documents, and receipt of all bids. OBEC will assist Ashland Parks with evaluation of bids, if
requested.
Fee
OBEC proposes to complete Tasks 1 through 8 on a time-and-materials basis with a not-to-
exceed limit of $40,649.00. A breakdown of projected hours per task is attached in Table 1.
Project billings will be prepared on a monthly basis based on the attached 2012 OBEC rate
sheet.
We appreciate the opportunity to present this proposal to you for this project. Please do not
hesitate to contact me if you have any questions or need additional information.
Sincerely,
Jeff Bernardo, PE
CITY OF
ASHLAND
Council Communication
February 19, 2013, Business meeting
Adoption of a Funding Agreement between the City of Ashland and the Oregon
Department of Forestry
FROM:
Ali True, Firewise Communities Coordinator, Ashland Fire & Rescue, ali.true@ashland.or.us
SUMMARY
With Council approval, Ashland Fire & Rescue will enter into an agreement with the Oregon
Department of Forestry (ODF) for $75,000 dollars to support the removal of fire-prone vegetation
around Ashland homes and Firewise Community neighborhoods. This grant will reimburse
homeowners for removing fire-prone vegetation after completing a free wildfire safety home
assessment, and reimburse Firewise Communities for removing fire-prone vegetation according to
their Firewise Action Plans. There is no match required from the City. Administration time and -
supplies are included as approved grant expenses.
BACKGROUND AND POLICY IMPLICATIONS:
This grant is similar to previous ODF-funded grants that have assisted Ashland residents in creating
defensible space around their homes with the intent of preventing home loss to wildfire, and limiting
the spread of wildfire in Ashland. Grant reimbursement is limited to City of Ashland residents who
have not previously completed a grant. The maximum amount of reimbursement will be $500 for
removal/modification of fire-prone landscaping within 30 feet of a home, or work approved in a
Firewise Community Action Plan. Grass and weed cutting expenses are not eligible under this grant.
To participate in the program, residents must first obtain a free wildfire safety home assessment that
will include site-specific recommendations for creating defensible space around a structure, or be a
recognized Firewise Community. Work must be completed by December 1, 2013, to be eligible for
reimbursement. A homeowner or contractor can do the work. All debris must be removed from site
before reimbursement. All efforts made toward creating defensible space around homes in the City of
Ashland support Ashland's Firewise Communities and progression towards a Fire Adapted
Community. This funding will allow the treatment of up to 15 Firewise Communities and 100 homes.
The grant source is the Oregon Department of Forestry, dispersing U.S. Forest Service funds intended
for biomass removal.
FISCAL IMPLICATIONS:
The cost of administering this grant is an approved use of grants funds. There are no costs to the City
for accepting this grant.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends adopting the funding agreement.
Page t of 2
~r,
CITY OF
ASHLAND
SUGGESTED MOTION:
I move to adopt the funding agreement with the Oregon Department of Forestry for Ashland Firewise
and Community Biomass Fuel Reduction.
ATTACHMENTS:
Funding Agreement
Page 2 of 2
11F W,
Federal Grant Name: Ashland Firewise and Community Biomass Fuel Reduction
Federal Grant Number: 12-DG-11062764-027 Termination Date: 12131/2014
ODF Project Number: 449990-11 Project Award: $75,000
Grant Contract Agreement Between
OREGON DEPARTMENT OF FORESTRY
And
CITY OF ASHLAND, FIRE & RESCUE
Ashland Firewise and Community Biomass Fuel Reduction
This contract is entered into between the State of Oregon acting by and through the Oregon
Department of Forestry (Grantee, hereinafter referred to as "ODF), and City of Ashland, Fire &
Rescue, (Sub-Grantee). In accordance with the terms and conditions of this contract, ODF shall
sub-Grant to City of Ashland, Fire & Rescue a maximum sum of $75,000 for the purpose of
providing the City of Ashland Fire and Rescue with funding to assist property owners in completing
fuels removal projects that are in accordance with their Firewise assessment mitigation plans using
funds provided through the U.S.D.A. Forest Service. This contract is contingent upon the
availability of Federal funds. The parties agree and acknowledge that their relationship is that of
independent contracting parties and that Sub-Grantee is neither an officer, employee, or agent of
the State of Oregon as those terms are used in ORS 30.265 or otherwise.
This contract, including Exhibits A-C, constitutes the entire contract between the parties. The failure
of a party to enforce a provision of this contract does not constitute a waiver by that party of that or
any other provision. A copy of the Project Plan is hereby considered to be a part of this contract
(Exhibit A).
STATEMENT OF WORK
Sub-Grantee shall perform the work as set forth in the Project Plan (Exhibit A) in accordance with
the terms and conditions of this contract.
SECTION 1: TERMS AND CONDITIONS
1.1. General Assurances. Sub-Grantee shall comply with all applicable Federal, State, and
local laws, and all regulations, policies, standards, and guidelines provided in, but not
limited to: OMB Circular A-133 entitled "Audits of States, Local Governments and Non-
Profit Organizations"; 2 CFR part 215; OMB Circular A-87, entitled "Cost Principles for
State, Local and Indian Tribal Governments"; OMB Circular A-102, Uniform Administrative
Requirements for Grants and Cooperative Agreements to State and Local Governments;
OMB Federal Register Notice; Forest Service Award Provisions; Oregon Revised Statutes
(Chapter 477, Fire Protection of Forests and Vegetation)
hftp://www.leg.state.or.us/ors/477.htmi and associated administrative rules (OAR Chapter
629, Division 43) hftp://arcweb.sos.state.or.us/rules/OARS 600/OAR 629/629 043.html;
the Oregon Forest Practices Act (ORS 527) hfti)://www.leg.state.or.us/ors/527.html; and,
administrative rules (OAR 629, Divisions 600-680
hftp://arcweb.sos.state.or.us/rules/OARS 600/OAR 629/629 tofc.html. Copies of OMB
circulars may be found at: hftp://www.whitehouse.gov/omb/circulars/index.html.
1.2. Impermissible Uses. Grant funds are not available to retire any debt, supplant or replace
funds or other resources that would otherwise have been made available for the Project, to
construct new buildings or remodel existing facilities, to purchase land, to purchase
buildings, to provide or support for activity outside the scope or timeframe of the project, or
1
to cover any costs incurred prior to the effective date of this contract or after termination of
this contract.
1.3. Term of Contract This Contract is effective on the date it has been signed by all parties
and all required State of Oregon approvals have been obtained, and shall continue in full
force until 3/31/2014, unless extended by written contract of all parties or terminated per the
following contract provisions.
1.3.1. Inadequate or Non-performance. ODF reserves the right to terminate this grant award
for inadequate or non-performance of the Project Plan, and Sub-Grantee agrees to return
any grant funds in the event the terms, conditions, or certifications of this contract are not
met to the satisfaction of ODF.
1.3.1.1. Inadequate performance is defined as problems in the administration or delivery of
accomplishments. ODF shall provide written notice to Sub-Grantee describing the
performance deficiency. ODF may provide Sub-Grantee with a time period for
corrective action not to exceed ninety (90) calendar days from the date of effective
notice.
1.3.1.2. Non-performance is described as specific provisions provided in the contract, Federal
regulations, and State regulations (particularly the Forest Practices Act) governing this
contract. ODF shall provide Sub-Grantee with a time period for corrective action not to
exceed thirty (30) calendar days from the date of effective notice.
1.3.2. Notice of Termination. This contract may be terminated by either party, or performance
suspended by either party, with thirty (30) calendar days' advance notice in writing under
the following conditions:
1.3.2.1. In the event that funds for the continuation of the program become, for any reason,
unavailable or so substantially curtailed as to make continued performance an
unreasonable burden upon either party.
1.3.2.2. In the event that Sub-Grantee determines that the grant activities herein contemplated
are no longer appropriate services to be provided by the Sub-Grantee organization.
1.3.3. Responsibilities after Termination. Termination of this contract shall not affect the Sub-
Grantee obligations under this contract or ODF's right to enforce this contract in
accordance with its terms. Specifically, termination of this contract shall not affect the Sub-
Grantee representations and warranties, reporting obligations, indemnification obligations,
obligations regarding use of the grant funds, record-keeping, audit, access and
confidentiality obligations, obligations to comply with applicable federal requirements, or the
ODF's right to recover from Sub-Grantee grant funds actually received by Sub-Grantee. In
addition, termination of this contract shall not affect ODF's obligation to reimburse Sub-
Grantee, or Sub-Grantee's right to obtain reimbursement from ODF, in accordance with
Section 1.6 of this contract, for all actual allowable costs necessarily incurred by Sub-
Grantee, during the period commencing on the effective date of this contract and ending on
the termination date of this contract.
1.4. Fiscal Accountability. Financial Records, and Records Retention. Unless applicable
federal law requires Sub-Grantee to utilize a different accounting system, Sub-Grantee
shall create and maintain all fiscal records in accordance with generally accepted
accounting principles and in sufficient detail to permit ODF, the Secretary of State's Office
of the State of Oregon, the United States Department of Agriculture Forest Service, and
their authorized representatives to verify how grant funds were used.
1.4.1. Expenditures. All grant expenditures shall be documented in such a way as to readily
identify and distinguish expenditures specific to this contract from other federal or non-
federal funding sources.
1.4.2. Funds Received. Sub-Grantee shall assume liability for all funds received pursuant to this
2
contract and shall assume responsibility for repayment to ODF of any expenditures not
authorized by the contract.
1.4.3. Documentation. Sub-Grantee shall retain all documents (whether in electronic or hard
copy form) relevant to the contract (fiscal, program, and administrative) for a period of at
least seven (7) years from the date of termination of the contract.
1.5. Audits. Sub-Grantee will comply with requirements and standards under OMB Circular A-
133. In the event that Sub-Grantee expends $500,000 or more per year in federal funds,
an audit pursuant to this circular is required.
1.5.1. Qualify for OMB Circular A-133 Audit. If Sub-Grantee qualifies for an OMB Circular A-
133 audit, Sub-Grantee shall notify ODF in writing of such qualification promptly after Sub-
Grantee determines that it so qualifies. Sub-Grantee shall report the grant funds received
hereunder as pass-through funds on Sub-Grantee Schedule of Expenditures of Federal
Grants, and promptly after completion of the audit shall furnish ODF with a written copy of
all audit findings applicable to Sub-Grantee project or notify ODF in writing that the audit
resulted in no findings applicable to Sub-Grantee project. Sub-Grantee shall assist in all
compliance audits of Sub-Grantee's project conducted by ODF, the Secretary of State
Office of the State of Oregon, the United States Department of Agriculture Forest Service,
or their duly authorized representatives.
1.5.2. Record Availability. At any time during normal business hours, all records including
landowner participant, program, and financial records pertaining to this contract, shall be
available and accessible to the ODF or any of their duly authorized representatives for the
purpose of audit, monitoring, or examination.
1.5.3. Record Retention. If there are unresolved audit questions at the end of the seven-year
period, Sub-Grantee shall retain the records until Sub-Grantee receives notice from ODF
that the audit questions have been resolved.
1.6. Basis of Payment This is a reimbursable grant program. Sub-Grantee must complete or
make progress on the Project Plan before grant funds will be disbursed. Grant funds are
made on a reimbursable basis, after the Sub-Grantee has completed Project Plan work on
the project. Sub-Grantee may request disbursement of the grant funds for up to a three
month period, but no more than once per month, using the Request for Reimbursement,
Financial and Accomplishment Report form (Exhibit B).
1.6.1. Funds Disbursement. As described in more detail in Exhibit A, ODF shall disburse grant
funds within forty-five (45) calendar days of receiving a properly completed, including, but
not limited to, being true and accurate Request for Reimbursement, Financial and
Accomplishment Report form from Sub-Grantee. The invoice shall also include the number
of acres accomplished, the project targets, the number of workers, and the total number of
hours invoiced.
1.6.2. Recovery of Grant Funds. In the event of Sub-Grantee's default hereunder and in
addition to any other remedies that may be available to ODF, ODF may demand repayment
of any or all of the grant funds previously disbursed to Sub-Grantee hereunder and Sub-
Grantee shall repay such sums to ODF upon ODF's demand.
1.7. Amendments. Amendments to this Contract, including, but not limited to the following
types of changes, shall require a written Amendment between Sub-Grantee and ODF.
1.7.1. Significant Change. A significant change, as determined by ODF, in program content or
scope of work as described in the attached (Exhibit A) project application materials.
1.7.2. Contract Provisions. A change in any of the provisions of this contract.
1.7.3. Term of Contract. A change in the Term of the contract (as outlined in section 1.3) to
extend the time period of the contract.
3
1.8. Reporting Requirements. Request for Reimbursement, Financial and Accomplishment
Report (Exhibit B) will be submitted to the Field Project Coordinator at the ODF Medford
office.
1.9. Program Income. Except as provided herein, Sub-Grantee may not collect cash
associated with activities carried out under this grant. If, for any reason, program income is
anticipated, Sub-Grantee shall provide ODF with a written description of such resource.
Prior approval by ODF and Federal representatives will be required before any source of
program income can be collected. Examples of possible program income include
commercial timber sales and biomass utilization revenues.
1.10. Terms of Contract. Sub-Grantee is subject to the terms of that certain contract between
ODF and the United States Forest Service, attached hereto as Exhibit C.
SECTION 2: PROGRAM IMPLEMENTATION GUIDANCE
2.1. Project Site Inspection. Sub-Grantee agrees to allow the ODF the right to periodic
inspection, without notice to Sub-Grantee, of the proposed project site.
2.2. Publications. In addition to the requirement in Section 5.16, any product, publication,
and/or publicity must list the ODF and the USDA Forest Service as grant sponsors and/or
financial contributors to the project. ODF will receive, from Sub-Grantee, two (2) copies of
any publication or report arising from the use of these grant funds.
2.3. Forest Practices Act Compliance. All treatment areas are considered forest operations
and must comply with the Oregon Forest Practices Act of 1971 rules and the Oregon
Revised Statutes (Chapter 477, Fire Protection of Forests and Vegetation). These rules
apply to timber harvesting, reforestation, road construction and repair, slash disposal
(treetops, branches, brush, and tree limbs), chemical use and stream, and lake and
wetland protection. Sensitive resource sites, such as bird nesting and roosting locations,
and threatened and endangered species sites are also protected under the rules. Sub-
Grantee must notify ODF of any forest activity at least fifteen (15) calendar days before
beginning such activity by completing a Notification of Operations form at the Medford ODF
office.
2.4. Suspension and Debarment Sub-Grantee certifies pursuant to 31 CFR Part 19 that
neither it nor its contractors are presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from participation in this grant contract by any
federal department or agency. Contractor(s) refers to those contracted by Sub-Grantee to
conduct the work in the grant.
2.5. Confidentiality. Subject to Section 2.5.2, each party shall use reasonable efforts to
maintain the confidentiality of any Confidential Information received from the other party
and shall not use such Confidential Information except in performing. its obligations
pursuant to this Contract. For purposes of Section 2.5, "Confidential Information" means
information marked or designated in writing by either party as "confidential" prior to initial
disclosure.
2.5.1. Exceptions. The confidentiality obligations imposed by Section 2.5 do not apply to: (a)
information that becomes part of the public domain through lawful means and without
breach of any confidentiality obligation by ODF; (b) information subsequently and
rightfully received from third parties who have the necessary rights to transfer the
information without any obligation of confidentiality; (c) information that was known to
ODF prior to the Effective Date without obligation of confidentiality; (d) information that is
independently developed by ODF and documented in writing without use of, or reference
to, any Confidential Information of the other party; or (e) information required to be
disclosed by compulsory judicial or administrative process or by law or regulation;
provided that if either party is required to disclose Confidential Information under clause
4
(e), that party shall first give the other party notice and shall provide such information as
may reasonably be necessary to enable the other party to take action to protect its
interests.
2.5.2. Public Records. ODF may disclose Confidential Information to the extent disclosure is
required by the Oregon Public Records Law (ORS 192.410 to 192.505). If ODF receives
from a third party any request under the Oregon Public Records Law for the disclosure
of Sub-Grantee Confidential Information, ODF shall notify Sub-Grantee within a
reasonable period of time of the request. Sub-Grantee is exclusively responsible for
defending Sub-Grantee's position concerning the confidentiality of the requested
information. ODF is not required to assist Sub-Grantee in opposing disclosure of
Confidential Information.
SECTION 3: GENERAL PROVISIONS
3.1 Force Maieure. No party shall be held responsible for delay or default caused by fire, civil
unrest, natural causes, and war that is beyond that party's reasonable control. Each party
shall, however, make all reasonable efforts to remove or eliminate such cause of delay or
default and shall, upon the cessation of the cause, diligently pursue performance of its
obligations under this contract.
3.2 Indemnification. Sub-Grantee assumes all responsibility for compliance with the
regulations and guidelines and agrees to defend or cause to be defended and to indemnify
and hold harmless (subject to any limitation imposed by ORS chapter 180 and ORS
30.260 to 30.300 (Oregon Tort claims Act) the State of Oregon, the Oregon Board of
Forestry, the State Forester, and the Oregon Department of Forestry, it's officers, agents,
employees, and members against any and all claims, suits, liens, damages, or causes of
action for damages of any nature resulting from or arising out of the project activities of
Sub-Grantee, its contractors, subcontractors, agents, or employees under the activities of
this contract.
3.3 Sub-Grantee's Sole Liability. Sub-Grantee, pursuant to this agreement with the State
of Oregon, shall assume sole liability for Sub-Grantee's breach of the conditions of the
grant, and shall, upon Sub-Grantee's breach of grant conditions that causes or requires
the State of Oregon to return funds to the grantor, hold harmless and indemnify the State
of Oregon for an amount equal to the funds which the State of Oregon is required to pay
to Sub-Grantee.
SECTION 4: CONTACTS
4.1 ODF Field Representative. Matt Krunglevich, Field Project Coordinator (541-664-3328)
Address: 5286 Table Rock Rd, Central Point, OR 97502
• Contact for implementation activities and questions.
• Receives reporting documentation and payment requests for review and approval.
• Assistance with meeting requirements of the Oregon Forest Practices Act.
• Assistance with questions related to tax reporting requirements.
• On-site monitoring and visitations.
• Initial and final site assessment for NFPORS reporting on Fire Classification
percentages and levels.
4.2 ODF Contract Monitoring and Management. Norm Miller, Salem Grant Coordinator
(503-945-7419)
Address: 2600 State Street, Salem, OR 97310
• Technical assistance on contract provisions
s
• Receives reports and payments requests from ODF Southwest Oregon District for
reporting compilation and payment processing
4.3 Sub-Grantee Representative. John Karns, Fire Chief (541482-2770);
Alternate: Ali True (541-482-2770).
Address: Ashland Fire Department, 455 Siskiyou Blvd., Ashland, OR 97520
6
SIGNATURES
NOW, THEREFORE, in consideration of the foregoing premises and other good and
valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the
parties hereto agree. IN WITNESS WHEREOF, the parties hereto have caused this
contract to be duly executed as of the dates set forth with their respective signatures.
OREGON STATE DEPARTMENT OF FORESTRY:
Norman Miller Date
Partnership Development Program Director
City of Ashland, Fire & Rescue is a public organization duly organized and validly existing
under the laws of the State of Oregon. Sub-Grantee has full power, authority and legal
right to make this contract and incur and perform its obligations hereunder.
John Karns Date
City of Ashland, Fire & Rescue
7
Exhibit A
Project Plan
Ashland Firewise and Community Biomass Fuel Reduction
The information below describes the purpose and need for the Ashland Firewise and
Community Biomass Fuel Reduction Grant (Grant). The resulting contract is between the
Oregon Department of Forestry (ODF) being the Grantee, and the City of Ashland, Fire &
Rescue being the Sub-Grantee.
Scope The purpose of this project is to provide funding to the Sub-Grantee so that they
can expend the funds among recognized Ashland Firewise Communities and individual
landowners outside of Firewise communities for the purpose of creating defensible space
around homes. Specifically, the Sub-Grantee will provide funding both to individual
landowners within and outside of Firewise Communities and to the Firewise Community
groups to remove hazardous vegetative material from home ignition zones and common
areas so that they are in accordance with the Firewise assessment mitigation plans. Each
individual landowner may apply for a maximum of $500 to be reimbursed once the work is
completed by the contractor of their choice or by themselves and approved by the Firewise
Coordinator and Firewise Community groups will be eligible for an amount between $1500
and $2500, depending on size of community, also reimbursed after the work has been
completed and approved. Sub-grantee administrative and supply costs associated with
this grant are eligible for reimbursement in the project award.
The benefits of the project are that it will:
• Support Firewise Communities programs throughout Ashland, strengthening ownership
in fire mitigation and helping to disseminate the education and prevention message to a
wider audience.
• Allow for individual neighborhood solutions to hazard reduction with options for onsite
chipping, drop-off points, or scheduled pick-ups with the details and arrangements made
by the neighborhoods utilizing the services.
• Provide the opportunity to gain experience and collect data to determine the best, most
cost-effective solutions for future fuels removal projects.
• Distribute funds among recognized Ashland Firewise Communities, providing
geographical relevance for the Firewise Community Protection Achievement certification.
• Support the creation of defensible space around Ashland homes, removing hazardous
vegetation to prevent the spread of wildfire within the City of Ashland.
The objectives are to:
1. Complete National Fire Plan Operations and Reporting System forms for the Grant to
record types of treatments and acres treated.
2. Deliver a report to the CWPP Fuels Committee on the types of solutions used by each
Neighborhood and their effectiveness to be used as a resource for future fuels removal
projects through Firewise Communities.
Targets.
The Ashland Fire & Rescue Firewise Coordinator plans to perform Firewise evaluations
and reduce hazardous fuels around approximately 100 individual landowner homes and
within up to 15 Ashland Firewise Communities groups.
8
Statement of Work.
The Sub-Grantee will provide funds to each Firewise Community and some individual
landowners outside a Firewise Community to reimburse landowners or the Community
group to remove, chip and/or transport excess forest residual material that is considered a
fire hazard within home ignition zones and common areas. The Sub-Grantee will ensure
that all vegetation removal plans are in accordance with the approved Firewise Action Plan
on file. The Sub-Grantee will also provide free wildfire assessments for individual property
owners to remove fire-prone vegetation according to the assessment, encouraging
residents who do not live within a recognized Firewise Community to also create
defensible space and reduce fire spread within the City of Ashland. The Sub-Grantee will
review the completed projects and approve payment and subsequently request
reimbursement from the Grantee.
The biomass collected from project sites will be transported to a collection site to be used
for parks material or compost. Material will not be either sold or burned.
Treatment Specifications. The treatments will be done in accordance with the Firewise
home assessment procedures for individual landowners and Firewise assessment
mitigation plans for each neighborhood.
Responsibilities
The ODF and Sub-Grantee duties as it pertains to this contract are described below.
Methods are subject to change in order to satisfy requirements of this Grant's reporting,
or to accommodate developing Sub-Grantee or ODF methodologies.
City of Ashland Fire & Rescue Responsibilities:
1. Sub-Grantee will solicit landowner and Community group participation in a
Firewise inspection and accept applications for treatments to achieve the
objective of hazardous fuels reduction.
2. Sub-Grantee will approve applications, estimate the acreage to be treated, set
the rate of reimbursement, and monitor for compliance with treatment
specifications.
3. Sub-Grantee will reimburse the landowners the agreed upon reimbursement
rate.
4. Billing Packet. Sub-Grantee will prepare a billing packet for completed units to
be submitted to the ODF Field Representative for payment through the grant.
Sub-Grantee may submit a billing packet each calendar month or at least each
calendar quarter.
The packet will include:
a. A completed Exhibit B - Request for Reimbursement, Financial and
Accomplishment Report.
b. A detailed list of completed Firewise inspections and treatments with the
amount reimbursed to each landowner or Community group.
c. Details of Sub-grantee personnel costs with name, date worked, hours,
hourly rate, and total amount paid.
d. Detail of supply costs - what was purchased and cost.
ODF Responsibilities:
9
1. ODF may visit site(s) during and after operational periods to monitor work to
ensure compliance with this contract and the Oregon Forest Practices Act.
2. ODF field representative will receive the billing packets from Sub-Grantee and
review them for proper content.
3. When the billing packet is signed by the ODF field representative, the ODF field
representative will prepare a cover page illustrating:
a. Payment amount
b. Homes treated
c. Acres treated
d. Green tons collected, if known.
4. The ODF field representative will forward the completed billing packet to the
Partnership Development Office in Salem for official processing and approval.
10
Exhibit B
REQUEST FOR REIMBURSEMENT, FINANCIAL AND ACCOMPLISHMENT REPORT
ODF Project /Phase 449990-11 Ashland Firewise and Community Biomass Fuel Reduction
Sub-Grantee Name: City of Ashland Fire & Rescue
Address: 455 Siskiyou Blvd., Ashland, OR 97520
Phone Number: 541-482-2770
TIN Number DUNS Number:
Reporting Period:
Sub-Grantee Signature:
Date Submitted:
(report rant costs only)
Personnel/Labor
FINANCIAL Supplies
REIMBURSEMENT Contractual Services
TOTAL
A ACCOMPLISHMENT
Number of acres treated
Community Affected
i3RU_ S_ HjSHRUB
JQON~TjROL
3-A Brush Control/Release- Chemical
1-A Brush Control -Chipping
1-E Brush Control/Release -Mowing/ Mastication
PILING
1-C Hand Piling-Including Pullback
1-F Machine Piling
SL'A°SHJTjREATLMENiT
2-A Burn-Broadcast
2-C Burn -Piles- Hand
2-E Burn Piles-Piles- Machine
1-A Chipping
1-D Lo or Cut and Scatter
1-E Mastication-Slash buster
1-G Biomass Removal- Acres
PRUN_I_NG
1-H Pruning
THI_NNIIVG
1-H Thinnin - Manual/Hand or Mechanical
1-H Thinning- Slashbuster
Field Project Coordinator Date
Federal Grant Coordinator Date
Revised 7/2010
11
Exhibit C
Insert: Contract between ODF and the United States Forest Service
12
CITY OF
ASHLAND
Council Communication
February 19, 2013, Business Meeting
Public Contract Award for Risk Management Advisor
FROM
Lee Tuneberg, Finance Director, tuneberl@ashland.or.us
SUMMARY
The City's Finance Department seeks approval to award a contract to Beecher Carlson Insurance
Agency to perform comprehensive insurance advisory services, excluding employee benefits. The
advisor will provide management advice and support to the City's risk management team, including
but not limited to, annual insurance renewal, evaluating alternatives, negotiating changes, policy and
procedure development, report preparation and presentations relating to insurance. The contract will be
for a term of two years with the option to renew the contract annually for up to three additional years; a
maximum term of five years.
BACKGROUND AND POLICY IMPLICATIONS:
The sourcing method for this procurement is a Competitive Sealed Proposal (Request for Proposal).
The City mailed the RFP to 49 interested proposers and received five (5) proposals in response to the
City's RFP. The proposals were evaluated and scored by a four-person evaluation committee in
accordance with the evaluation process and criteria outlined in the RFP. Upon the completion of the
evaluation process, Beecher Carlson Insurance Agency was declared the highest ranked proposer.
Section 2.50.080 Formal Processes - Competitive Sealed Bidding and Proposals
Except as otherwise expressly provided herein, in addition to the requirements of the Model Rules and
the Oregon Public Contracting Code:
C. The Local Contract Review Board shall approve the award of all contracts for which the
Ashland Municipal Code or the Oregon Public Contracting Code require formal competitive
solicitations or formal competitive bids.
FISCAL IMPLICATIONS:
These funds are budgeted for FY 2012-2013 and will be included for BI 2013-2015.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends the public contract be awarded to Beecher Carlson Insurance Agency.
SUGGESTED MOTION:
The Council, acting as the Local Contract Review Board, moves to approve the public contract award
to Beecher Carlson Insurance Agency.
ATTACHMENTS:
RFP - Evaluation Summary
Page I of I
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CITY OF
ASHLAND
Council Communication
February 19, 2013, Business Meeting
Approval of a Contract Amendment with Liquivision Technology
FROM:
Steve Walker, Water Quality and Distribution Supervisor, walkers@ashland.or.us
SUMMARY
This contract amendment is required to pay an additional amount not approved in the original contact
with Liquivision Technology for reservoir cleaning.
BACKGROUND AND POLICY IMPLICATIONS:
The City of Ashland Water Department contracted with Liquivision Technology to clean and inspect
Crowson and Alsing reservoirs. Liquivision Technology specializes in cleaning and inspecting potable
water storage reservoirs through the use of certified and specially trained divers. The initial contract
required Liquivision to inspect both reservoirs and remove up to two inches of accumulated sediment
from the bottom of the tanks. During the inspection and sediment removal process it was discovered
that additional cleaning of the tanks walls should be done to remove a residue build up. Routine
cleaning and inspection of the City's potable water reservoirs is essential to maintain the integrity of
both the structure and the City's drinking water.
FISCAL IMPLICATIONS:
The original approved contract with Liquivision Technology was $7,300. The amendment to the
original contract is $3,840.00. The final total cost for cleaning amounted to $11,140.00 resulting in a
53% increase over the original contract amount. The additional monies are accounted for within the
water distribution budget.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends approval of a $3,840.00 amendment to the existing contract with Liquivision
Technology
SUGGESTED MOTION:
Move to approve a contract amendment with Liquivision Technology in the amount of $3,840.00.
ATTACHMENTS:
Contract Amendment-Liquivision Technology
Page I of 1
~r,
ADDENDUM TO CITY OF ASHLAND
CONTRACT FOR PERSONAL SERVICES LESS THAN $35,000
Addendum made this eighth day of February, 2013, between the City of Ashland
("City") and Liquivision Technology ("Consultant").
Recitals:
A. On 12-10-2012 the City and Consultant entered into a "City of Ashland Contract for
Personal Services Less than $35,000" (further referred to in this addendum as "the
agreement").
B. The parties desire to amend the agreement to increase the compensation to be paid
Consultant.
City and Consultant agree to amend the agreement in the following manner:
1. The maximum price as specified in the original contract between the City and
Consultant is increased to $11,140.
2. Except as modified above the terms of the agreement shall remain in full force and
effect.
CONSULTANT: CITY OF ASHLAND:
BY BY
Department Head
Its Date
DATE
Purchase Order#
Acct. No.:
(For City purposes only)
1- CITY OF ASHLAND, ADDENDUM TO CONTRACT FOR PERSONAL SERVICES
CITY OF
ASHLAND
Council Communication
February 19, 2013, Business Meeting
Appointment to Public Arts Commission
FROM:
Barbara Christensen, City Recorder, christeb@ashland.or.us
SUMMARY
Confirm Mayor's appointment of Krista Hepford to the Public Arts Commission with a term to expire
April 30, 2016.
BACKGROUND AND POLICY IMPLICATIONS:
This is confirmation by the City Council on the Mayor's appointment to the Public Arts Commission
on application received. Ashland Municipal Code (AMC) Chapter 2.17.020
FISCAL IMPLICATIONS:
N/A
STAFF RECOMMENDATION AND REQUESTED ACTION:
None
SUGGESTED MOTION:
Motion to approve appointment of Krista Hepford to the Public Arts Commission with a term to expire
April 30, 2016.
ATTACHMENTS:
Application received
Page 1 of I
~r,
RECEIVED CITY Of
NOV z s 2012 ASHLAND
APPLICATION FOR APPOINTMENT TO
CITY COMMISSION/COMMITTEE
Please type or print answers to the following questions and submit to the City Recorder at
City Hall, 20 E Main Street, or email christehaashiand.or.us. If you have any questions,
please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary.
Name Krista Hepford
Requesting to serve on: -Public Arts Commision
Address 885 Clay Ashland, OR
Occupation- Art Education Director, Madcap Logic
Phone: Home- 785-979-4038 (cel)
Email- krista@kdhstudios.com
Education Background
What schools have you attended? Fort Hays State University- KS
Arkansas Tech University, Baker University
What degrees do you hold? Bachelor- Art
What additional training or education have you had that would apply to this position?
10+ years in teaching art - continued education in the art of various cultures
1. Related Experience
What prior work experience have you had that would help you if you were appointed to
this position?
3years managing a photo studio, 4years running creative studio, ran community art
outreach programs and school shows
Do you feel it would be advantageous for you to have further training in this field, such
as attending conferences or seminars? Why?
Sure. I enjoy opportunities for lifelong learning.
2. Interests
Why are you applying for this position?
It's an area I feel confident in and I want to be part of this new beautiful
community. We moved here just this year and I am searching for a way to
contribute.
3. Availability
Are you available to attend special meetings, in addition to the regularly scheduled
meetings? Do you prefer day or evening meetings?
Yes, evening meetings would work well for me. My husband can be home with my
daughter so that you may have my undivided attention.
As for the regular meetings at 8:15 every 3`d Friday, I must bring my 10 year old daughter
with me. She is schooled part time with me and part time at Willow Winds. She can
busy herself with studies while we meet, though I wouldn't mind if she learned about
contributing to community - an important lesson in itself.
4. Additional Information
How long have you lived in this community? 5 months and here to stay -
My husband acquired a great position at a local accounting firm and my daughter is
very happy with her new education and various community activities for children.
Please use the space below to summarize any additional qualifications you have for this position
With a degree in design and experience in cultural studies in art, I feel that I would
benefit the committee. As a new member of the community, I would be able to offer
fresh insights. My previous experience organizing community art events and
running a studio gives me the added advantage of understanding finances and
people. A strong commitment to art in our daily environment and enhancing
existing beauty by having art work in harmony with our surroundings is evident in
Ashland, and something I would like to be a part of in the future.
-201Z Date Signatu
~r,
CITY OF
ASHLAND
Council Communication
February 19, 2013, Business Meeting
Consent to Legal Representation by David Lohman on
Mt. Ashland Ski Area Matters
FROM:
David H. Lohman, City Attorney, lohmand@ashland.or.us
SUMMARY
This item seeks Council approval to authorize the Mayor to sign a letter consenting to legal
representation of the City by David Lohman on matters related to the Mount Ashland ski area,
notwithstanding his former law partner's advocacy for Mt. Ashland Association.
BACKGROUND AND POLICY IMPLICATIONS:
Until June 5, 2011, City Attorney David Lohman was a partner at the law firm of Huycke, O'Connor,
Jarvis & Lohman, LLP. Another partner in that fine represented Mt. Ashland Association ("MAA") in
Mt. Ashland Association v. City of Ashland Although Lohman did not participate in any way in the
representation of MAA and was not privy to any confidential information about the association, MAA
was a client of the firm and is nominally Lohman's former client, as defined in the Oregon State Bar's
Code of Professional Responsibility. Because Lohman received no confidential information about
MAA that could be used in the future to the detriment of MAA, the association has executed a written
consent to and waiver of any conceivable right it might have to object to Lohman's representation of
the City in future matters involving the Mt. Ashland ski area. Similarly, the Council is being asked in
this agenda item to make a formal decision on whether to have Lohman represent the City in future
matters touching on the Mt. Ashland ski area notwithstanding his former law partner's legal work on
behalf of MAA. The attached consent letter explains that no actual client conflict exists under these
circumstances. The only reason for these formal mutual waivers is bring this issue to public attention
and make clear that the Council has, with full knowledge of the relevant facts, consented to having
Lohman perform legal work for the City on matters related to Mt. Ashland ski area.
FISCAL IMPLICATIONS:
Not applicable.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends Council authorize the Mayor to provide such written consent on behalf of the City.
SUGGESTED MOTION:
I move Council authorize the Mayor to sign a formal consent to legal representation of the City by
David Lohman on matters related to the Mount Ashland ski area.
ATTACHMENTS:
1) Consent letter to Mt. Ashland Association dated 11/21/2011;
2) Consent letter to Mayor John Stromberg dated 2/14/2013.
Page I of I
pr,
CITY OF
ASHLAND
LEGAL DEPARTMENT
David H. Lohman, City.Attwney
Douglas M. McGeary, Asst City Attorney
Kris Bechtold, Paralegal
November 21, 2011
Fro) r, I fl -
Mr. Kim Clark vD EC 1 2011
General Manager
Mt. Ashland Association
P.O. Box 220 Oy- -
Ashland, OR 97520
Re: Mt. Ashland Association Expansion
Our File No. 100.3K
Dear Kim:
As you know, l was a partner at Huycke, O'Connor, Jarvis & Lohman, LLP, until June, 2011. I
left to become City Attorney for Ashland. Because my former partner Darrell Jarvis represented
Mt. Ashland Association ("MAN) in ML Ashland Association v. City of Ashland, any work I
were to do in the future for the City on matters affecting the ski area could be perceived to be
contrary to the conflict of interest rules in the Oregon State Bar's Code of Professional
Responsibility. This letter is to explain why there is no such conflict and to request your
assistance in reducing the possibility that someone might mistakenly perceive such a conflict by
formally consenting to my representation of the City on future matters in which the Mt. Ashland
Association may have an interest.
Now that litigation has been concluded and the parties have agreed in writing on transferring the
Forest Service Special Use Permit to MAA, along with specified real and personal property
within the permit area, the City would like me to provide legal advice oil MAA matters going
forward, instead of relying on contracted outside counsel.
To ensure there are no misunderstandings, I am advising the City of the full extent of my past
involvement in and knowledge of MAA matters during my tenure with my former law firm and
requesting the City's formal consent to my legal services on its behalf going forward. Similarly,
this letter is to advise MAA of the fidl extent of my past involvement in and knowledge of MAA
matters, including any confidential matters, and to request MAA's formal consent to my legal
services on the City's behalf hereafter.
When an attorney leaves a firm, the firm's clients technically become former clients of the
attorney. When that attorney thereafter considers representing an entity whose interests.may
LEGAL DEPARTMENT Tel: 541-488-5350 davld.lohman@ashl=d.or.us
20 East Main Street Pax: 541-552-2092 legalcontractor@ashland.ormss
Ashland, Oregon 97520 TTY: 800-735-2900 bechtoldk®ashland.onus OVER
d1 ~wx vm,im,wne<entml
Mr. Kim Clark
Mt. Ashland Association
November 21, 2011
Page 2
conflict with those of such a former client, the attorney should notify the former client and
provide a written statement on whether there is a material risk that the work the lawyer now
proposes to do for his/her current client will unfairly or inappropriately undercut the work that
the lawyer or his/her former firm previously performed or may perform in the future for the.
former client. Of particular concern is whether information the former client disclosed in
confidence to members of the firm might be used to the former client's detriment hereafter.
In the present context, there is no possibility my past association with Mr. Jarvis, or with what
was then Huycke, O'Connor, Jarvis & Lohman, LLP could disadvantage MAA. I say this
because I did not perform any work of any kind for MAA and did not receive from Mr. Jarvis or
anyone else in the firm any information about MAA in greater scope or depth than that contained
in public news media articles. Prompted by such articles, I occasionally asked Mr. Jarvis about
MAA's prospects for prevailing in the case, to which he responded with a general prognosis.
These conversations, which occurred many months before I was considered for or went to work
as Ashland's City Attorney, never got into details, strategies, or matters that seemed at all
confidential.
After consulting with Oregon State Bar Association staff, I believe the foregoing facts relieve me
of the obligation to obtain informed consent from MAA and the City before representing the City
on matters affecting MAA. Nevertheless; such mutual consents might prevent possible
misunderstandings by third parties. Accordingly, I ask that you carefully consider this matter
and let me know whether the MAA is willing to provide the consent below notwithstanding my
previous law firm's representation of Mt. Ashland Association.
I recommend that you consult independent counsel prior to deciding whether to consent to my
representation of the City on future matters in which MAA may have an adverse interest. For
that purpose, I am sending a copy of the email to which this letter is attached to your current
attorney, Sarah Crooks.
If, after such review as you deem appropriate, you are willing to consent to my representation of
the City on matters of potential interest to MAA, please sign the enclosed extra copy of this
letter and return it to me for my files. Should you need any additional information that I can
provide in order to assist you in your review, please contact me.
Sin ?Itly'
67~
avid H. Lohman
cc: Sarah Crooks, Esq.
Darrell Jarvis, Esq.
(via email)
I
i..
Mr. Kim Clark
Mt. Ashland Association
November 21, 2011.
Page 3
I, l'1 JYh l /art on behalf of the Mt. Ashland Association, hereby consent
to David H. Lohman's represen tion of the City of Ashland hereafter in matters of potential
interest to Mt. Ashland Association and waive any potential conflict arising from Mr. Lohman's
partnership in the law firm which has represented the Mt. Ashland Association in the past,
Huycke, O'Connor, Jarvis & Lohman, LLP.
Dated: Mt. Ashland Association
sY wit
is 66i-n-,A-,rcn -
1
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. x.ewfiv:mS
C I T Y OF
-AS H LAN D
LEGAL DEPARTMENT
David H. Lohman, City Attorney
Douglas M. McGeary, Asst City Attorney
Kris Bechtold, Paralegal
February 14, 2013
Mayor John Stromberg
City of Ashland
20 East Main Street
Ashland, OR 97520
Re: Mt: Ashland Association Expansion
Our File No. 100.3K
Dear Mayor Stromberg:
As you know, the City Council has expressed interest in having me represent the City in matters
involving Mt. Ashland Association ("MAA") following the successful negotiation of an
agreement by which the City transferred the Forest Service Special Use Permit to MAA.
Because my former partner Darrell Jarvis at Huycke, O'Connor, Jarvis & Lohman, LLP
represented MAA in Mt. Ashland Association v. City of Ashland, any work I do in the future for
the City on matters affecting the ski area could raise conflict of interest questions.
This letter is to explain why there is no such conflict and to request your assistance in reducing
the possibility that someone•might mistakenly perceive such a conflict by formally consenting to
my representation of the City on future matters in which may affect MAA.
To ensure there are no misunderstandings, I have advised MAA of the full extent of my past
involvement in and knowledge of MAA matters during my tenure with my former law firm and
have obtained MAA's formal consent to my providing future legal services to the City.
Similarly, this letter is to advise the City of the full extent of my past involvement in and
knowledge of MAA matters, and to request the City's informed consent to my advising the City
on matters potentially affecting MAA.
When an attorney leaves a firm, the firm's clients technically become former clients of the
attorney. When that attorney thereafter assumes representation of an entity whose interests may
be adverse to those of such a former client, the attorney is obligated to notify the "new" client of
this past connection and provide a written statement on whether there is a material risk that any
loyalty to the former client may interfere with zealous representation of the "new" client.
LEGAL DEPARTMENT Tel: 5541-488-5350 daviA lohmanCaashland.ocus
20 East Main Street Fax: 541552-2092 legelcontractor®ashland or.us
Ashland, Oregon 97520 TTY: 800-735-2900 bechtoldkPashland.ocus
I WA oomconn nu CMtM,
Mayor John Stromberg
City of Ashland
February 14, 2013
Page 2
In the present context, there is no possibility my past association with Mr. Jarvis, or with what
was then Huycke, O'Connor, Jarvis & Lohman, LLP, could disadvantage the City. I say this
because I did not perform any work of any kind for MAA and did not receive from Mr. Jarvis or
anyone else in the firm any information about MAA in greater scope or depth than that contained
in public news media articles, Therefore, I participated in representing MAA only in the
technical sense that one of my partners served as its attorney for a time without any involvement
or knowledge of confidential matters on my part.
After consulting with Oregon State Bar Association staff I believe such consent is not required
from either the City or MAA in these circumstances. Nevertheless, putting such consent on the
public record might prevent possible future misunderstandings by third parties. Accordingly, I
ask that you carefully consider this matter and let me know whether the City is willing to provide
the consent below notwithstanding my previous law firm's representation of Mt. Ashland
Association.
If the City is willing to consent after such review and consideration by the City Council as you
deem appropriate, please sign the enclosed extra copy of this letter and return it to me for my
files.
Yo ruly,
David H. unan
City Attorney
Enc
1, Mayor John Stromberg, on behalf of the City of Ashland, hereby consent to David'H.
Lohman's representation of the City of Ashland in matters of potential interest to Mt. Ashland
Association and waive any potential'conflict arising from Mr. Lohman's partnership in a law
firm which has represented the Mt. Ashland Association in the past, the former Huycke,
O'Connor, Jarvis & Lohman, LLP.
Dated: 2013. CITY OF ASHLAND
John Stromberg, Mayor
CITY OF
ASHLAND
Council Communication
February 19, 2013, Business meeting
Approval of Special Procurement for Helicopter Forest Thinning for City of
Ashland Winburn Property
FROM:
Chris Chambers, Forest Division Chief, Ashland Fire & Rescue, chamberc@ashland.or.us
John Karns, Fire Chief, Ashland Fire & Rescue, karnsj@ashland.or.us
SUMMARY
The Fire Department seeks approval of a special procurement to award a contract for helicopter forest
thinning and log transport to Columbia Helicopters, Inc., to implement the Council-approved "City
Forestlands Restoration Project Phase III: Winburn Parcel (2009)."
BACKGROUND AND POLICY IMPLICATIONS:
The City issued a Request for Proposal in 2012 for helicopter thinning and fuels reduction associated
with the Ashland Forest Resiliency Stewardship Project (AFR). The successful contractor, Columbia
Helicopters, Inc. met all requirements and gained valuable experience during the first phase of work on
AFR. In conjunction with the request for a special procurement for phase two of the AFR helicopter
thinning project, the Fire Department is seeking approval of a special procurement to directly award a
similar contract to Columbia Helicopters on the City of Ashland Winburn property. Due to the
Winburn Project's relatively small number of acres and volume, there is a unique opportunity to
partner with the adjacent work in the AFR project and take advantage of grant funding available from
The Nature Conservancy for the Winburn work. The cost of completing the Winburn project alone has
prohibited implementation since 2009.
FISCAL IMPLICATIONS:
100% of the cost of the Winburn project will be covered by a grant as well as the value of the material
to be removed. The contract amount is included in this year's budget.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends approval of the special procurement for the City Forestlands Restoration Project
Phase III: Winburn Parcel.
SUGGESTED MOTION:
I move that the City approve the special procurement to allow direct award of a contract with
Columbia Helicopters Inc. for the City Forestlands Restoration Project Phase III: Winburn Parcel.
ATTACHMENTS:
Special procurement form 49
Page 1 of 1
PFL,
CITY OF
FORM #9 ASHLAND
SPECIAL PROCUREMENT
REQUEST FOR APPROVAL
To: City Council, Local Contract Review Board
From: John Karns and Chris Chambers, Ashland Fire & Rescue
Date: February 12, 2013
Subject: REQUEST FOR APPROVAL OF A SPECIAL PROCUREMENT
In accordance with ORS279B.085, this request for approval of a Special Procurement is being presented
to the City Council for approval. This written request for approval describes the proposed contracting
procedure and the goods or services or the class of goods or services to be acquired through the special
procurement and the circumstances that justify the use of a special procurement under the standards set
forth ORS 279B.085(4).
1. Requesting Department Name: Fire Department
2. Department Contact Name: Chris Chambers. Forest Division Chief
3. Type of Request: Class Special Procurement X Contract-specific Special Procurement
4. Time Period Requested: From: 2/27/2013 To: 6/15/2013
5. Total Estimated Cost: Up to $335,000
6. Short title of the Procurement: City Forestlands Restoration Project Phase III: Winbunr Parcel
Supplies and/or Services or class of Supplies and/or Services to be acquired:
Contractor will provide tree falling helicopter yarding, and too transport services to accomplish the
City Council approved plan (2009) titled "City Forestland Restoration Project Phase III: Winburn
Parcel.
7. Background and Proposed Contracting Procedure: Provide a description of what has been done
in the past and the proposed procedure. The Agency may, but is not required to, also include the
following types of documents: Notice/Advertising, Solicitation(s), Bid/Proposal Forms(s), Contract
Form(s), and any other documents or forms to be used in the proposed contracting procedure. Attach
additional sheets as needed.
Background: The City's W inburn restoration project has not been implemented to date due to
financial limitations. The combination of a favorable market. grant funding through The Nature
Conservancy, and the adjacent Ashland Forest Resiliency (AFR) helicopter forest thinning work
present a unique opportunity for the City to accomplish this important forest health and fire hazard
reduction project without additional City funding.
Form #9 - Special Procurement- Request for Approval, Page 1 of 3, 2113/2013
Proposed procedure: If City Council authorizes the Special Procurement, and upon expiration of the
waiting period we expect to begin cutting operations in early March and helicopter yarding in April
depending on helicopter availability.
8. Justification for use of Special Procurement: Describe the circumstances that justify the use of a
Special Procurement. Attach relevant documentation.
Columbia Helicopters, Inc., having been successful in the initial RFP and implementing phase one of
AFR project helicopter work in the city's watershed is now familiar with the intricacies of working
with City staff and the community. Columbia has successfully interfaced with the public, met very
specific requirements for resource protection and established a working relationship with City staff in
a complicated and dynamic environment. In tandem with the associated Special Procurement for
similar services in the AFR project phase two, there is a unique opportunity to pair the Winbum
project with a larger adjacent project.
9. Findings to Satisfy the Required Standards: This proposed special procurement:
(a) will be unlikely to encourage favoritism in the awarding of public contracts or to
substantially diminish competition for public contracts because:
A Request for Proposal was issued by the City for the first phase of the AFR project with the caveat
that future work was a possibility for the successful bidder. Without the work already completed by
Columbia Helicopters as a result of a competitive bidding process, the City would not have this
opportunity to move ahead on two critical projects at once. There was only one additional bidder in the
original RFP process in 2012.
(Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.); and
(b)(i) will result in substantial cost savings to the contracting agency or to the public because:
The combination ofa larger contract for the adjacent and simultaneous AFR project work with the
smaller Winbum Project creates a cost savings to the City by spreading fixed costs over a larger
volume of work Offered on its own, the W inbum Project is a relatively small volume of work and
with long flight distances would leave the City with few opportunities to get theWinburn Project
completed without takine on much of the cost with City funds.
(Please provide the total estimate cost savings to be gained and the rationale for determining the cost savings); or
(b)(ii) will otherwise substantially promote the public interest in a manner that could not
practicably be realized by complying with the requirements of ORS 27913.055, 279B.060, 279B.065,
or 279B.070, or any rules adopted thereunder because:
With AFR phase one completed Columbia Helicopters is in a unique position with knowledge of local
influences relationships, and opportunities that lead to a successful operation in a highly sensitive
location The City also believes that Columbia's helicopters are best suited to meet production
timelines that meet our funding deadlines in the AFR and Winbum projects.
(Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.)
Form #g - Special Procurement- Request for Approval, Page 2 of 3, 2113/2013
Public Notice:
Pursuant to ORS 279B.085(5) and OAR 137-047-0285(2), a Contracting Agency shall give public
notice of the Contract Review Authority's approval of a Special Procurement in the same manner as a
public notice of competitive sealed Bids under ORS 279B.055(4) and OAR 137-047-0300. The public
notice shall describe the Goods or Services or class of Goods or Services to be acquired through the
Special Procurement and shall give such public notice of the approval of a Special Procurement at
least seven (7) Days before Award of the Contract.
After the Special Procurement has been approved by the City Council, the following public notice will
be posted on the City's website to allow for the seven (7) day protest period.
Date Public Notice first appeared on www.ashland.or.us-February 20r4, 2013
PUBLIC NOTICE
Approval of a Special Procurement
First date of publication: February 20°i, 2013 (if approved by Council on February
19i4)
A request for approval of a Special Procurement was presented to and approved by the
City Council, acting as the Local Contract Review Board, on February 19t4, 2013
Services to be provided are cutting and helicopter removal ofexcess treesfrom the City's
Winburn Parcel and including transportation to a local milling facility to be chosen by the
City. This is a Contract-speck special procurement. The City intends to award the
contract directly to Columbia Helicopters, Inc. Cost is not to exceed 5335, 000 to be
completed by June 1514, 2013.
It has been determined based on written findings that the Special Procurement will be
unlikely to encourage favoritism in the awarding of public contracts or to substantially
diminish competition for public contracts, and result in substantial cost savings or
substantially promote the public interest in a manner that could not be realized by
complying with the requirements that are applicable in ORS 27913.055, 27913.060,
279B.065, or 279B.070.
An affected person may protest the request for approval ofa Special Procurement in
accordance with ORS 27913.400 and OAR 137-047-0300. A written protest shall be
delivered to the following address: City of Ashland, Fire Department, c/o Chris
Chambers at 455 Siskiyou Boulevard, Ashland, OR 97520. The seven (7) protest period
will expire at 5:00pm on February 27 4, 2013.
This public notice is being published on the City's Internet World Wide Web site at least
seven days prior to the award of a public contract resulting from this request for approval
of a Special Procurement.
Form #9 - Special Procurement- Request for Approval, Page 3 of 3, 2113/2013
CITY OF
ASHLAND
Council Communication
February 19, 2013, Business meeting
Approval of Special Procurement for Helicopter Forest Thinning for
The Ashland Forest Resiliency Project
FROM:
Chris Chambers, Forest Division Chief, Ashland Fire & Rescue, chamberc@ashland.or.us
John Karns, Fire Chief, Ashland Fire & Rescue, karnsj@ashland.or.us
SUMMARY
The Fire Department seeks approval of a special procurement to award a contract for helicopter forest
thinning to Columbia Helicopters, Inc., for work on the Ashland Forest Resiliency Stewardship
Project. The purpose of the project is to reduce wildfire hazard in the City's watershed.
BACKGROUND AND POLICY IMPLICATIONS:
The City issued a Request for Proposal in 2012 for helicopter thinning and fuels reduction associated
with the Ashland Forest Resiliency Project (AFR). As a partner with the federal government and two
non-profit entities, the City, acting on behalf of the AFR partnership, contracted with Columbia
Helicopters, Inc., with funding provided by the federal economic stimulus program. A second phase of
helicopter thinning was mentioned in the original RFP and the Fire Department is seeking a special
procurement to continue the successful relationships and experience built during the first phase of
work in the City's watershed in 2012. Due to the level of detail and involvement, continuing with
Columbia will save time and translate to a better product on the ground. Columbia's price is below
that of the nearest competing bid in the original RFP response.
FISCAL IMPLICATIONS:
100% of the cost of the AFR project contracting is paid by federal stimulus funding dedicated to this
work. The contract amount is included in this year's budget.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends approval of the special procurement for Ashland Forest Resiliency helicopter
thinning work.
SUGGESTED MOTION:
"I move that the City approve the special procurement to allow direct award of a contract with
Columbia Helicopters, Inc., for the Ashland Forest Resiliency Project."
ATTACHMENTS:
Form #9 for special procurement
Page I of 1
~r,
CITY OF
FORM #9 ASHLAND
SPECIAL PROCUREMENT
REQUEST FOR APPROVA_
To: City Council, Local Contract Review Board
From: John Karns and Chris Chambers, Ashland Fire & Rescue
Date: February 12, 2013
Subject: REQUEST FOR APPROVAL OF A SPECIAL PROCUREMENT
In accordance with ORS279B.085, this request for approval of a Special Procurement is being presented
to the City Council for approval. This written request for approval describes the proposed contracting
procedure and the goods or services or the class of goods or services to be acquired through the special
procurement and the circumstances thatjustify the use of a special procurement under the standards set
forth ORS 279B.085(4).
1. Requesting Department Name: Fire Department
2. Department Contact Name: Chris Chambers, Forest Division Chief
3. Type of Request: Class Special Procurement X Contract-specific Special Procurement
4. Time Period Requested: From 2/27/2013 To: June 30, 2013
5. Total Estimated Cost: Up to $975,000
6. Short title of the Procurement: Ashland Forest Resiliency Helicopter Fuels Reduction
Supplies and/or Services or class of Supplies and/or Services to be acquired:
Contractor will provide tree falline, helicopter yarding, and to transport services to accomplish the
Ashalnd Forest Resiliency Project goal of a safer and more resilient community and municipal
watershed.
7. Background and Proposed Contracting Procedure: Provide a description of what has been done
in the past and the proposed procedure. The Agency may, but is not required to, also include the
following types of documents: Notice/Advertising, Solicitation(s), Bid/Proposal Forms(s), Contract
Form(s), and any other documents or forms to be used in the proposed contracting procedure. Attach
additional sheets as needed.
Background: The City issued a Request for Proposal in 2012 for helicopter thinning and fuels
reduction associated with the Ashland Forest Resiliency Project (AFR). As a partner with the federal
government and two non-profit entities, the City, acting on behalf of the AFR partnership, contracted
Columbia Helicopters, Inc. with funding provided by the federal economic stimulus program. A
second phase was mentioned in the original RFP with the successful bidder having the opportunity to
negotiate a price and terms with the City as long as both parties were satisfied with the outcome of the
Form #9 - Special Procurement- Request for Approval, Page 1 of 3, 2/13/2013
first contracted phase. The first portion of the project is complete and has met expectations and contact
specifications. The second phase has been offered to Columbia Helicopters with agreed upon price and
terms pending approval of a Special Procurement by City Council.
Proposed procedure: If City Council authorizes the Special Procurement, we expect to begin cutting
operations in early March followed by helicopter yarding and tog hauling sometime in April.
8. Justification for use of Special Procurement: Describe the circumstances that justify the use of a
Special Procurement. Attach relevant documentation.
Columbia Helicopters, Inc., having been successful in the initial phase of helicopter work in the city's
watershed, is now familiar with the intricacies of working with the City and our AFR project partners.
Columbia has successfully interfaced with the public, met very specific requirements for resource
protection, and established a working relationship with City staff and Forest Service inspectors in a
complicated and dynamic environment. The agreed upon price for phase two is less than the
competing bid in the original phase one RFP process.
9. Findings to Satisfy the Required Standards: This proposed special procurement:
(a) will be unlikely to encourage favoritism in the awarding of public contracts or to
substantially diminish competition for public contracts because:
A Request for Proposal was issued by the City for the first phase of the AFR project with the caveat
that future work was a possibility for the successful bidder. The project therefore, was conceived in a
competitive process with prior knowledge of future work with all responding contractors. The
continuation of work is of like tvve and amount in the second phase of helicopter thinning forest
thinning.
(Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.); and
(b)(i) will result in substantial cost savings to the contracting agency or to the public because:
The second phase proposed pricing from Columbia is lower than the rate quoted by the one other
company from whom we received a bid for phase one in similar conditions. Though higher than the
rate the City paid in the phase one contract, the proposed pricing in this second phase of the AFR work
combined with similar work by Columbia Helicopters the City desires to contract on its own W inbum
Property, is a substantial cost savings when combined operationally (though two separate contracts as
proposed. Functionally, fixed costs are spread over a larger volume of work, creating economy of
scale and cost savings to the City.
(Please provide the total estimate cost savings to be gained and the rationale for determining the cost savings); or
(b)(ii) will otherwise substantially promote the public interest in a manner that could not
practicably be realized by complying with the requirements of ORS 279B.055, 2796.060, 279B.065,
or 27913.070, or any rules adopted thereunder because:
With phase one completed, Columbia Helicopters is in a unique position with knowledge of local
influences, relationships, and opportunities that lead to a successful operation in a highly sensitive
location. The City also believes that Columbia helicopters are best suited to meet production timelines
that meet our funding deadlines in the AFR and Winburn projects.
(Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.)
Form #9 - Special Procurement- Request for Approval, Page 2 of 3, 2113/2013
Public Notice:
Pursuant to ORS 279B.085(5) and OAR 137-047-0285(2), a Contracting Agency shall give public
notice of the Contract Review Authority's approval of a Special Procurement in the same manner as a
public notice of competitive sealed Bids under ORS 279B.055(4) and OAR 137-047-0300. The public
notice shall describe the Goods or Services or class of Goods or Services to be acquired through the
Special Procurement and shall give such public notice of the approval of a Special Procurement at
least seven (7) Days before Award of the Contract.
After the Special Procurement has been approved by the City Council, the following public notice will
be posted on the City's website to allow for the seven (7) day protest period.
Date Public Notice first appeared on www.ashland.or.us -February 20`x', 2013
PUBLIC NOTICE
Approval of a Special Procurement
First date of publication: February 20', 2013
A request for approval of a Special Procurement was presented to and approved by the
City Council, acting as the Local Contract Review Board, on February 19`x', 2013
Services to be provided are cutting and helicopter removal of excess trees for fire hazard
reduction and transportation to a local millingfacility as part of the Ashland Forest
Resiliency Stewardship Project. This is a Contract-specific special procurement. The City
intends to directly award the contract to Columbia Helicopters, Inc. Cost is not to exceed
5'950,000 to be completed by June 15`", 2013.
It has been determined based on written findings that the Special Procurement will be
unlikely to encourage favoritism in the awarding of public contracts or to substantially
diminish competition for public contracts, and result in substantial cost savings or
substantially promote the public interest in a manner that could not be realized by
complying with the requirements that are applicable in ORS 279B.055, 279B.060,
27913.065, or 27913.070.
An affected person may protest the request for approval of a Special Procurement in
accordance with ORS 279B.400 and OAR 137-047-0300. A written protest shall be
delivered to the following address: City of Ashland, Fire Department, c/o Chris
Chambers at 455 Siskiyou Boulevard, Ashland, OR 97520. The seven (7) protest period
will expire at 5:00pm on February 27, 2013.
This public notice is being published on the City's Internet World Wide Web site at least
seven days prior to the award of a public contract resulting from this request for approval
of a Special Procurement.
Form #9 - Special Procurement- Request for Approval, Page 3 of 3, 2113/2013
CITY OF
ASHLAND
Council Communication
February 19, 2013, Business Meeting
Council consideration of a letter of intent between Ashland Community Hospital,
Asante Health Systems, the City of Ashland and the Ashland Community Hospital
Foundation
FROM:
Dave Kanner, city administrator, dave.kanner@ashland.or.us
SUMMARY
The board of directors of Ashland Community Hospital (ACH) voted in December to begin a period of
exclusive negotiation with Asante Health Systems of Medford on an affiliation agreement under which
ACH would become part of the Asante system. The City of Ashland, as the sole shareholder in the
ACH corporation, must consent to any affiliation agreement and, as the owner of the hospital property,
must agree to terms under which the property is conveyed to Asante. As a first step in those
negotiations, ACH, the City and Asante have developed a non-binding letter of intent (LOI) that lays
the groundwork for terms of a definitive agreement that will complete the affiliation. The Ashland
Community Hospital Foundation is also a signatory to this letter of intent.
This LOI spells out the City's intent to transfer its sole corporate membership in ACH to Asante.
Under the definitive agreement that will be based on this LOI, Asante will agree to operate ACH as a
general hospital for at least 15 years. If it fails to do so within the first three years of the agreement,
corporate membership will revert to the City and the property will revert to the ACH corporation. If it
fails to operate ACH as a general hospital in years four through 15 of the agreement, Asante will pay
the City $4 million in what is the equivalent of liquidated damages. In addition, should Asante fail to
operate ACH as a general hospital in the first three years of the agreement, thus causing reversion to
the City, Asante will pay the City $8 million to cover the balance of an outstanding construction loan
that is collateralized by the hospital property.
This letter of intent was approved by the Ashland Community Hospital Board of Directors at its
meeting of February 8, 2013.
BACKGROUND AND POLICY IMPLICATIONS:
Ashland Community Hospital CEO/President Mark Marchetti and former Board Chair Dr. Doug Diehl
met with the City Council in August, 2011, and at that time presented a recommendation - which was
approved by the Council - for seeking an affiliation with a larger hospital group, in order to address
ACH's dire financial situation.
Following that meeting, the hospital, working with Huron Consulting, sent a request for proposals to
25 hospital systems across the United States and received proposals from five. After reviewing the
proposals and hearing presentations, the ACH Board selected Dignity Health, a San Francisco-based
Page] of 3
PI,
CITY OF
ASHLAND
hospital system with 42 hospitals in its portfolio. In April 2012, the hospital and Dignity entered into a
due diligence period aimed at developing a merger and affiliation agreement. However, in October,
Dignity broke off those negotiations and withdrew its proposal.
In November, the ACH Board voted to pursue negotiations on an affiliation agreement with Asante
Health Systems of Medford, which owns and operates Rogue Regional Medical Center in Medford and
Three Rivers Hospital in Grants Pass. Following two months of discussions that included the City and
the Ashland Community Hospital Foundation, the parties have arrived at a non-binding letter of intent
that spells out the terms that will now spell out the terms of a to-be-negotiated definitive agreement
that will complete the affiliation process. Because the City is the sole shareholder in the ACH
corporation and the owner of the hospital property, the City must approve any affiliation agreement
and any agreement affecting disposition of the real property.
From the City's perspective, the key provisions of the LOI are as follows:
1. The City agrees to transfer its sole corporate membership in ACH to Asante. (§12.1)
2. The City agrees to transfer title in all real property to the ACH corporation. 13.1 )
3. Asante agrees to operate ACH as a general hospital per Oregon Administrative Rule 333-500-
0032(2)(a) for a period three years. If Asante fails to do so, sole corporate membership in ACH
will revert to the City, along with a payment of $8 million to cover the outstanding balance on a
construction loan from Umpqua Bank that is secured by the hospital property. (§12.4)
4. Asante agrees to make $10 million in capital improvements in ACH in the first three years,
with not less than $2.5 million of that by the end of the first year and $5.5 million by the end of
the second year. Should Asante fail to do so, it will pay the difference between those amounts
and what it actually invested to the ACH Foundation. 12.4)
5. There is a known pension liability that accrues to the hospital. Should that liability exceed $16
million in the first three years of the agreement or should an unknown liability arise that
exceeds $4 million in the first three years, Asante may, at its option, revert sole corporate
membership in ACH to the City. 12.5, § 12.6)
6. Beginning in year four of the agreement and continuing through year 15, Asante agrees to pay
to the City $4 million should it cease to operate ACH as a general hospital. However, the City
would have no right of reversion. 13.6)
7. The ACH Board of Directors will dissolve and the Asante Board of Directors will become the
sole governing body of the Asante hospital system, including ACH. The ACH Board will
become the Asante Ashland Community Hospital Quality Committee. 16)
8. The City and the ACH Foundation agree to not compete with Asante/ACH unless the
reversionary interest of one of the parties is invoked. 17)
9. Asante commits every effort to offer - but not to guarantee - employment to all current ACH
employees. (§18)
Roy Vinyard, CEO of Asante Health Systems, has been personally involved in the development of this
LOI and he will attend the February 19 City Council meeting to answer any questions you have.
FISCAL IMPLICATIONS:
There are many indirect fiscal implications for the City related to the 400 jobs provided in the
community by ACH, although there are no direct fiscal implications in this agreement. However, the
hospital property, which is owned by the City, is encumbered by the above-referenced construction
Page 2 of 3
IPFE`,
CITY OF
ASHLAND
loan and it is therefore in the City's interest to ensure that an agreement is in place to continue debt
service payments on that loan or to otherwise provide for payment of the loan.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends approval of this letter of intent.
SUGGESTED MOTION:
I move approval of letter of intent of affiliation between Asante and Ashland Community Hospital and
authorize the mayor and the city administrator to sign the letter as presented.
ATTACHMENTS:
Letter of Intent
V~NU
&OA" V
4rs/k-
Page 3 of 3
~r,
MASANTE®
CONFIDEN'rIAL
Letter of Intent
Affiliation between Asante and Ashland Community Hospital
February 13, 2013
Ashland Community Hospital
Ashland Community Hospital Foundation
City of Ashland
Asante
Re: Affiliation Agreement
Asante, an Oregon nonprofit public benefit corporation is pleased to present this
nonbinding Letter of Intent ("LOI' to enter into discussions regarding the feasibility of
Ashland Community Healthcare Services dba Ashland Community Hospital ("ACH")
integrating into Asante. This LOI must be mutually acceptable to all Parties, based upon the
following general terms and conditions and the LOI shall include the entire agreement of the
Parties:
PURPOSES. PRINCIPLES. VISION AND VALUES
A. Purpose and Principles. These principles set forth the mutual understanding and
agreement that has been reached regarding the proposed plan for integration of
ACH and Asante.
1. Community Benefit. The integration of these organizations is being
undertaken to serve the community interest and is being done in the best
interests of all relevant constituent groups in the region. The Asante and
ACH Board members believe this plan for integration will provide significant
benefits to:
i. The community by enhancing a community health resource dedicated
to having the ability to improve the health status of the population
while managing the per capita costs;
ii. The patients by providing access to a patient focused continuum of
high quality, integrated healthcare services through convenient local
primary care access points and specialty services; and
iii. The physicians by creating growth opportunities for existing
physician practices, increasing access to specialists, and assuring the
continued availability of local primary care physicians and expanding
practice support services.
B. Vision and Values. The parties share the common values of the need for the
strong involvement of community leaders in the delivery of health care. The
parties desire a healthcare system providing the Ashland area community with
quality healthcare providers conveniently accessible and capable of meeting the
full range of needs of the community. The parties desire to combine their efforts
Page I
MASANTE®
to further improve health care in the Ashland area as well as the delivery of
patient and person-centered health care to the region and the enhancement of
service availability and access.
1. Parties:
a. Asante, an Oregon nonprofit public benefit corporation, located at 2650
Siskiyou Blvd., Medford, Oregon, 97504
b. ACH, an Oregon nonprofit public benefit corporation, with an address at
280 Maple Street, Ashland, OR 97520
c. Ashland Community Hospital Foundation ("ACH Foundation'), an Oregon
nonprofit public benefit corporation, with an address at 280 Maple Street,
Ashland, OR 97520
d. City of Ashland, an Oregon municipal corporation ("City") with an address
at 20 East Main Street, Ashland, OR 97520
e. Individually referred to as "Party" and collectively as the "Parties"
2. The Parties hereby represent that they have not worked with or consulted any
broker or entity that may be entitled to compensation with respect to this
affiliation.
3. The term of this LOI shall be ninety (90) days from the date of the signed
acceptance by the Parties below. The term may be extended or discontinued by
mutual written agreement by the Parties.
4. No Party shall disclose the terms of or negotiations with respect to this LOI until
such time as public notice is published for public consideration of the LOI by
the Ashland City Council. No Party shall disclose the terms of or negotiations
with respect to the Definitive Agreements until such time as public notice is
published for public consideration of the Definitive Agreement by the Ashland
City Council. See Public Statements Section 20 below.
5. The Parties acknowledge and agree that this LOI was developed in good faith,
but does not constitute a binding commitment with respect to the transactions
and arrangements described in this LOL The Parties further acknowledge and
agree that a binding commitment with respect to the transactions and
arrangements described in this LOI will result only from the execution and
delivery, if any, of a binding written Definitive Agreement setting forth the
respective rights, obligations and duties of the Parties and which will contain
terms normal and customary in a transaction of this type and such other terms as
the Parties may agree upon. Notwithstanding anything to the contrary in this
LOI, the provisions of Sections 2, 3, 4, 5, 6, 8, 9, 10, 11, 20, 21, and 22 of this
LOI are fully binding on the Parties upon the execution of this LOI, unless and
until they are superseded by the Definitive Agreement or other written
agreements executed by the Parties.
6. This LOI shall be deemed withdrawn and revoked if not executed by ACH, the
ACH Foundation, and the City of Ashland by written signed acceptance below
and returned to Asante on or before February 20, 2013.
Page 2
Y ASANTE®
7. All Parties agree that time is of the essence in moving this LOI forward and,
contingent upon a transaction being mutually agreed to, finalizing the Definitive
Agreement.
8. The Parties acknowledge and agree they are each a party to the Confidentiality
and Non-Disclosure Agreement (CNDA) made on or about December 19, 2012,
and that the CNDA remains in full force and effect.
9. The Parties shall each pay their respective expenses (including fees and expenses
of legal counsel, investment bankers, brokers, and/or other representatives and
consultants) in connection with the proposed transactions, whether or not
consummated.
10. The material terms of the proposal set forth in this LOI are intended to be the
subject of further negotiation and then incorporated into legally binding and
definitive agreements (the "Definitive Agreements"). The Definitive Agreements
will contain, in addition to the terms and conditions set forth in this LOI, such
terms and conditions as mutually agreed upon by the Parties. In addition, the
Definitive Agreements shall indicate that the respective obligations of the Parties
will be conditioned upon approval by each Party's Board or other governing
body on or before the closing date as to the transactions proposed hereunder,
and receipt by the Parties on or before the closing date of any regulatory
approvals required in connection therewith.
11. This LOI shall be governed by the laws of the State of Oregon.
12. Transaction Structure
1. The City of Ashland will transfer its sole membership interest in Ashland
Community Hospital to Astaire at the closing of the transaction specified in
the Definitive Agreements.
2. The ACH Foundation shall retain its legal structure as an independent public
benefit corporation until such time as the ACH Foundation and Asante
mutually agree to closer affiliate. Asante will maintain a staffed ACH
Foundation office on the ACH campus as long as the ACH Foundation
exists to provide financial support exclusively to ACH. Asante, ACH, and the
Foundation will comply with the terms of any restricted grant or fund.
3. No other consideration not specified in this LOI shall be provided to ACH,
ACH Foundation or the City by Asante.
4. Asante agrees that during the first three years after closing it will:
• Operate ACH as a general hospital in accordance with OAR
333-500-0032(2)(a) (hereinafter, "General Hospital"); and
■ Make minimum investments in ACH capital improvements
of at least $10 million consisting of no less than $2.5 million
invested within the first year, no less than a cumulative total
of $5.5 million invested within the first two years and no less
than a cumulative total of $10 million invested within the first
three years.
Page 3
01ASANTEa
In the event Asante does not operate ACH as a General Hospital during the first
three years after closing as described in Section 12.4 first bulletpoint, and in the
event none of the grounds exist in Section 12.5 (either or both bulletpoints) for
Asante to activate the reversionary clause in Section 12.6, the City will have the
right to activate this reversionary clause, at its sole discretion, which will include
the following two provisions: (1) Asante will orderly transfer its sole membership
and operations in ACH to the City and the City will have the right to deal with
ACH in accordance with the Cites rights as the sole member of ACH, and (2)
Asante will pay to ACH $8 million in full satisfaction of any liability or claim for
damages, injunctive relief or otherwise owing to the City of Ashland and/or
ACH Foundation arising out of the Definitive Agreement except for (1) the
City's interest as an additional insured under Asante's or ACH's general liability
policy from the signing of the Definitive Agreement until the earlier of three
years or any reversion of Asante's sole membership interest in ACH to the City
under this paragraph, and (2) the agreement to fund capital improvements in
Section 12.4 second bulletpoint or to pay to the Foundation the sums required to
be paid in Section 12.4 in the second paragraph after the second bulletpoint up
to the date of any default, whichever is applicable, prorated for the month or
partial month of the year in which Asante defaults in the payment of the sums
required to be paid in Section 12.4 in the second paragraph after the second
bulletpoint, if at all. The property conveyed by the City into ACH at closing of
the Definitive Agreement will remain in ACH upon this reversion.
In the event Asante defaults in payment of no less than $2.5 million in the first
year in Section 12.4 second bulletpoint, Asante will pay the ACH Foundation the
difference between $2.5 million and the amount Asante actually paid during the
first year. In the event Asante defaults in payment of not less than a cumulative
total of $5.5 million within the fast two years, Asante will pay the ACH
Foundation the difference between $5.5 million and the amount Asante actually
paid during the first two years. In the event Asante defaults in payment of not
less than a cumulative total of $10 million within the first three years, Asante will
pay the ACH Foundation the difference between $10 million and the amount
Asante actually paid during the first three years. Any payments due to the ACH
Foundation under this paragraph shall be made within 90 days of the end of the
year in which the default occurred, and the payments shall be subject to written
verification and/or audit of the amounts actually paid by Asante for investments
in ACH capital improvements. Any payments by Asante in this paragraph with
respect to default in payment of the $10 million or any portion thereof shall be in
full satisfaction of any liability or claim for damages, injunctive relief or otherwise
owing to the City, ACH, or ACH Foundation arising out of the Definitive
Agreement, except for (1) Asante's agreement to operate ACH as a General
Hospital during the first three years after closing as provided in Section 12.4 first
bulletpoint, or, in the event Section 13.6 is applicable, except for Asante's
agreement to operate ACH as a General Hospital in Section 13.6 in years four
through 15 after closing, (2) the City's interest as an additional insured under
Asante's or ACH's general liability policy from the signing of the Definitive
Agreement until the earlier of three years or any reversion of Asante's sole
membership interest in ACH to the City under this paragraph, and (3) the
Page 4
MASANTE®
agreement to fund capital improvements in Section 12.4 second bullerpoint or to
pay to the Foundation the sums required to be paid in Section 12.4 in the second
paragraph after the second bulletpoint up to the date of any default, whichever is
applicable, prorated for the month or partial month of the year in which Asante
defaults in the payment of the sums required to be paid in Section 12.4 in this
paragraph, if at all.
5. If either or both of the following events occurs within the first three years
after closing, it will be at Asante's sole discretion to determine to activate the
reversionary clause in Section 12.6:
• The unfunded defined benefit pension liability exceeds $16
million; or
• Any unknown liabilities or known liabilities arising from acts
or omissions that occurred prior to closing and are not
quantifiable at the time of the closing of the Definitive
Agreement (this excludes the defined benefit pension liability
described above, and the existing Umpqua Bank loan, and all
liabilities in the amount stated on the ACH Balance Sheet, as
of the date of closing), that have a negative impact of $4
million or more, or acts or omissions that occurred prior to
closing that cause the ACH federal tax-exempt status to be
revoked or Medicare or Medicaid provider status to be
terminated or revoked. Any liabilities arising from Asante's
negligent acts or omissions after closing will not be counted
in determining a negative impact of $4 million or more.
6. If either or both of the events listed in Section 12.5 occurs and Asante
triggers this reversionary clause at its sole discretion, As-ante agrees to
orderly transfer the sole membership and operation of ACH back to the City.
Any such transfer of sole membership by Asante to the City described in this
Section 12.6 is in full satisfaction of any liability or claim for damages,
injunctive relief or otherwise owing to the City arising out of the Definitive
Agreement, except for the agreement to fund capital improvements in
Section 12.4, second bulletpoint, up to the date Asante triggers the
reversionary clause, prorated for the month or partial month of the year in
which Asante triggers the reversionary clause, if at all. In the event of a
reversion pursuant to Section 12.6, the defined benefit pension liability and
Umpqua Bank liability of ACH will remain with ACH after the reversion and
Asante will have no liability with respect to those liabilities.
13. Real Estate Arrangements with the City of Ashland and ACH Foundation
1. At the closing, the City of Ashland enters into an agreement to convey to
ACH all the City's assets currently leased by ACH, including without
limitation the land, buildings, and fixed equipment. The conveyance to ACH
of the City's assets currently leased by ACH will be by a statutory warranty
deed or bargain and sale deed and bill of sale and will be free and clear of all
Page 5
Mr ASANTE®
liens and encumbrances except for the Umpqua Bank loan currently
outstanding on these assets.
2. The ACH Foundation agrees to convey to ACH fee simple title to five
specific real property holdings of the ACH Foundation, including without
limitation the land, buildings, and fixed equipment which will be critical to
the successful operation of ACH. The specific assets are:
o 317 Maple Street, Ashland, Oregon (house used for storage)
o 530 Catalina Street, Ashland, Oregon (parking lot)
o 628 N Main Street, Ashland, Oregon (medical office building)
o 49 Talent Avenue, Talent, Oregon (medical office building)
o 209 N. Pacific Highway, Talent, Oregon (commercial building to be
used for storage and possibly offices)
One additional asset located at 588 North Main Street, Ashland, Oregon will
not be conveyed but guaranteed for unrestricted use of 10 parking spaces for
visitors to ACH Family Medicine. The conveyance to ACH of the ACH
Foundation's five specific assets will be by a statutory warranty deed or
bargain and sale deed and bill of sale and will be free and clear of all liens and
encumbrances other than the existing lien for approximately $82,000
encumbering the property at 209 North Pacific Highway in Talent, Oregon
which Asante assumes and agrees to pay.
3. This agreement includes a reversionary clause which states that the assets
conveyed from ACH Foundation to ACH are conveyed back to ACH
Foundation in the event Asante does not operate ACH as a General Hospital
as described in Section 12.4 first bulletpoint.
4. Should Asante default on operating ACH as a General Hospital as described
in Section 12.4 first bulletpoint, or if Asante activates the reversionary clause
with respect to its sole membership in ACH in Section 12.6 at its sole
discretion, it will be in ACH Foundation's discretion to determine whether to
activate the reversionary clause in Section 13.3.
5. In the event the reversionary clause in Section 13.3 is applicable (i.e., in the
event Asante does not operate ACH as a General Hospital for the first three
years described in more detail in the first bulletpoint in Section 12.4) or in the
event Asante activates the reversionary clause in Section 12.6 in its sole
discretion, the reconveyance of the assets by ACH to ACH Foundation is in
full satisfaction of any liability or claim for damages, injunctive relief or
otherwise owing to ACH Foundation that Asante is obligated to meet or
perform the agreement to operate ACH as a General Hospital in Section 13.3
first bulletpoint, except for the agreement to fund capital improvements in
Section 12.4 second bulletpoint or to pay to the Foundation the sums
required to be paid in Section 12.4 in the second paragraph after the second
bulletpoint, whichever is applicable, up to the date Asante triggers the
reversionary clause, prorated for the month or partial month of the year in
which Asante triggers the reversionary clause, if at all. Any reconveyance of
the ACH Foundation assets by ACH to ACH Foundation pursuant to this
Section 13.5 will be subject to any liens and encumbrances which existed on
such assets as of the date of the closing except for the existing lien described
in Section 13.2, but will not be subject to any liens and encumbrances created
or suffered by Asante after the closing.
Page 6
MY ASANTE®
6. After the first 3 years after closing, and in the event (1) Asante has not
activated the reversionary clause in Section 12.6 and (2) Asante does not
cease operating ACH as a General Hospital during the first three years after
closing as provided in Section 12.4 first bulletpoint, Asante further agrees
that it will operate ACH as a General Hospital for an additional twelve (12)
years. In the event the twelve (12) year period of ACH operating as a General
Hospital is not satisfied, Asante will pay to the City of Ashland $4 million in
full satisfaction of any liability or claim for damages, injunctive relief or
otherwise arising out of the Definitive Agreement, including without
limitation any liability or claim that Asante is obligated to operate ACH as a
General Hospital for an additional twelve (12) years except for any required
payment from Asante to ACH Foundation under the second bulletpoint of
Section 12.4. The parties desire to combine their efforts to further improve
health care in the Ashland area as well as the delivery of patient and person-
centered health care to the region and the enhancement of service availability
and access.
14. Finances
1. City of Ashland assumes any ACH liability related to PERS.
15. Hospital Name
1. The name/branding of ACH will be Asante Ashland Community Hospital
(or similar, as mutually agreed), which shall be operated by and under Asante
in a manner substantially consistent with its existing hospital facilities, Asante
Rogue Regional Medical Center and Asante Three Rivers Medical Center.
16. Governance
1. On closing, Asante will elect a new Board of Directors for ACH. ACH will
form an "Advisory Board" of community members which will consist of the
current membership of the ACH Board of Directors, to include the current
and immediate past chiefs of the ACH Medical Staff and up to two
additional medical staff members.
2. The Chair of the ACH Advisory Board shall become an ex-offdo, voting
member of the Asante board.
3. The current Chief of the ACH Medical Staff shall become an ex-officio, non-
voting member of the Asante Board.
4. The ACH Advisory Board will have specific responsibility for monitoring
patient safety and quality of care, and for confirming credentialing and other
decisions of the ACH Medical Staff. The ACH Advisory Board actions and
minutes will be submitted to the Asante Board of Directors, which will have
the final approval authority.
5. It is the intent of all Parties that the ACH Advisory Board will become the
Asante Ashland Community Hospital Quality Committee. The agreements in
Section 16.1 through 16.4 will be in effect until the date the ACH Advisory
Board becomes the Asante Ashland Community Hospital Quality
Committee. Thereafter, the level of representation of the Ashland
community on the Asante Board of Directors will be in accordance with
Asante Board bylaws.
Page 7
RIASANTE®
6. It is Asante's desire to merge ACH into Asante. The timing of this desire will
be at Asante's sole discretion.
17. Covenant Not to Compete
1. The City and the ACH Foundation will not directly or indirectly own or
operate or be affiliated with a hospital or other healthcare facility or service
in competition with Asante Ashland Community Hospital in Jackson County,
Oregon for the lesser of 15 years from the date of closing or the date of a
reversion in Sections 12.4, 12.5, and 13.3. ACH Foundation's ownership or
indirect operation of a retirement and care facility at 548 N. Main Street shall
not be considered to violate the foregoing agreement.
18. Current ACH Employees
1. Asante will extend every effort to offer employment for as many ACH
employees as possible at Asante or Asante Physician Partners, but cannot
guarantee that all ACH employees will be employed once the affiliation is
complete.
2. Employees at risk for not being employed in their current roles by Asante or
Asante Physician Partners will be eligible to apply for other positions within
Asante as though they were internal applicants of Asante.
3. Employees losing their jobs as a result of the affiliation will be offered a
severance payment in fine with ACH's current severance guidelines.
4. ACH employees that are offered employment at Asante or Asante Physician
Partners will maintain their seniority ("years of service"), paid time
off/vacation balances, and comparable compensation and benefits.
19. Medical Staff
1. The ACH Medical Staff will remain an independent organization with
separate medical staff bylaws which will be subject to the approval of the
ACH Advisory Board and the Asante Board of Directors.
2. The ACH Medical Staff will be responsible for credendaling and scope of
services, subject to overall quality requirements of Asante and requirements
of Asante's liability coverage. Their credential and peer review decisions will
need to be approved by the ACH Advisory Board and the Asante Board of
Directors.
20. Public Statements. Subject to Section 2.5 of the CNDA:
1. All Parties will work together to expeditiously develop mutually agreed upon
talking points to be shared with the media and general public.
2. No public statements about the proposed affiliation between Asante and
ACH will be provided by any spokesperson for any of the Parties without
prior approval of the other Parties, provided however, such approval will no
longer be required with respect to the LOI after notice of Ashland City
Council's public consideration of the LOI has been published and will no
longer be required with respect to the Definitive Agreement after notice of
Ashland City Council's public consideration of the Definitive Agreement has
been published.
Page 8
CIASANTEa
3. Notwithstanding Sections 20.1 and 20.2, individual Ashland City Councilors
may respond to questions from the news media or their constituents as to
their views with respect to proposed affiliation between Asante and ACH.
21. Due Diligence. The Parties have been conducting due diligence since prior to
the execution of the CNDA. Subject to Section 23.5, the Parties will continue to
conduct reasonable due diligence permitting the other Party or Parties and its or
their employees, lenders, financial advisors, attorneys, accountants and other
authorized representatives reasonable access to the Party's premises, employees,
accountants, and books and records, including without litnitatfon corporate
compliance, to complete such due diligence investigations customary for
transactions of this nature. Each Party shall cause all requested due diligence
documents and information to be delivered to the other promptly. All
inspections will only occur at times and in a manner as will not unreasonably
disrupt the delivery of care to patients or the other transaction of business by a
Party.
22. Definitive Agreement, Conditions, and Closing
1. All Parties will use best efforts to agree on a Definitive Agreement as
described in Sections 5 and 10 within 90 days of a signed and returned LOI.
2. At the time the LOI is executed, ACH will operate the hospital in the normal
and ordinary course of business consistent with past practices and any
material (defined as more than $100,000) unplanned, unbudgeted,
extraordinary debt, obligation, contractual relationship, agreement
investment or outlay of resources will be disclosed to and approved by
Asante in advance of being undertaken.
3. During the due diligence process, the ACH CEO will be notified of all
identified issues that need immediate attention/resolution and will address
these issues in a timely fashion.
4. Asante will seek and file for regulatory approvals required prior to or just
after closing and such approvals will be required in order to complete the
affiliation.
5. Asante will use best effort to complete its due diligence activity within 60
days after a signed and returned LOI agreement.
6. As part of an affirmative obligation agreement, any additional information
discovered by any of the Parties during the due diligence process that has the
potential to extend the timeline for successful completion of the definitive
agreement or cause the integration of ACH into Asante to not happen must
disclose this information to the other Parties immediately. All Parties agree
to work in good faith to resolve any issue caused by this additional
information, if possible, in an expeditious manner.
7. Interim hurdles include the following: initial draft of the Definitive
Agreements by March 29, 2013.
23. Management Services Agreement
Should ACH request Asante will work with ACH to develop a mutually
acceptable Management Services Agreement by which Asante would provide
executive management to ACH under usual and customary terms and conditions
Page 9
CIASANTEa
for such agreement until such time as the Definitive Agreement is executed.
24. Insurance
The Definitive Agreement will include a commitment by Asante to maintain or
cause ACH to maintain insurance coverage on the ACH property, structures and
equipment at replacement value, to pay any insurance deductibles in the event of
a covered loss, and to name the City of Ashland as an additional insured party
under such insurance for as long as Asante or any successor entity operates ACH
as a General Hospital, up to three years from the closing of the Definitive
Agreement.
Any and all terms herein are subject to confirmatory due diligence. Access to data, executives
and other resources to complete such diligence is required and delays in such efforts could
influence the timing when the affiliation is completed. By signing this LOI, each party
represents that their respective governing body has approved the terms of this LOI.
Sincerely,
ASANTE
By: By:
William D. Thorndike Date Roy Vinyard Date
Board Chair President and Chief Executive Officer
ACCEPTED AND AGREED this day of , 2013
Ashland Community Hospital
By: By:
Anne Golden Date Mark Marchetti Date
Board Chair Chief Executive Officer
Ashland Community Hospital Foundation
By: By:
Sandra Slattery Date Tom Grimland Date
Board Chair Past Board Chair
Page 10
RIASANTE®
City of Ashland
By: By:
John Stromberg Date Dave Kanner Date
Mayor Administrator
Page 11
CITY OF
ASHLAND
Council Communication
February 19, 2013, Business Meeting
Fiscal Year 2012-13 Second Quarter Financial Report: October - December 2012
FROM:
Lee Tuneberg, Finance Director, Administrative Services Department, tuneberl@ashland.or.us
SUMMARY
The Administrative Services Department submits reports to Council on a quarterly basis to provide
assurance of budget compliance and for informational and comparative purposes throughout the year.
This report covers the second quarter and first half of FY 2012-2013 and provides comparative
information to the same quarter in the prior year.
BACKGROUND AND POLICY IMPLICATIONS:
This report will be the basis for projecting revenues and expenses for this year and will be used
throughout much of the budget process. The reports are intended to present information in formats
consistent with the department, fund and business activity presentations included in the adopted FY
2012-2013 budget document and the manner in which they will be shown in the end of year report.
The reports are intended to present information in formats consistent with the department, fund and
business activity presentations included in the adopted FY 2012-2013 budget document and the
manner in which they will be shown in the end of year report. Unaudited, detailed balance sheets,
revenues and expenditure reports are available for your review in the Administrative Service
Department office should you require any additional information.
FISCAL IMPLICATIONS:
The City experienced declining balances in cash for various reasons during the last decade,
endangering its financial position since the total unrestricted amount was often below established
target minimums during some years, especially in some key funds. In the last few years we have been
successful at generating sufficient revenues and holding down expenditures to reverse the trend of cash
reductions and to hold balances steady.
In FY 2011-12 most target cash balances were improved and carried forward to this year. The total
balance at December 31, 2012, was $29,978,942. This is $464,000 less than this time last year.
Approximately 49% of it ($14.7 million) is restricted in use. Of that restricted amount, 44% or $6.4
million is systems development reserves held for "growth" related projects and 29% ($4.3 million) for
projects not growth-related or whose specific use has yet to be determined.
Total Unassigned is $15.3 million, down $2.9 million from the prior year which represents uses of cash
for operations and projects. This total is more in line with the Unassigned amount of $14.6 million two
years ago.
Page 1 of 2
Ir,
CITY OF
ASHLAND
The presented amounts will change throughout the year, often decreasing, however any improved
position will be needed as we move into the biennium and deal with capital costs and increased PERS
costs.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends that Council accept the quarterly report.
SUGGESTED MOTION:
I move to accept the second quarter financial report for FY 2012-2013.
ATTACHMENTS:
Quarterly Financial Report
Financial Statements
Page 2 of 2
C I T Y OF
quarterly Financial Report
ASH LAND ecomd ~ uarter o FY 2012-2013
This Quarterly Financial Report covers the period from July 2012 through December 2012.
Summary of Cash and Investments
This summary is intended to give the reader an understanding of changes in the City's cash position
across funds and investment types. The City-wide cash balance has decreased $463,719 between
fiscal years at the end of December.
First Half of FY 2012-13 Cash Balance Change Compared to Prior years
$32,500,000 .
20% -2%
$30,000,000
$27,500,000
o
1 0 8.8%
$25,000,000
$22,500,000 The alternate line showing 8.8% and 8.5% - 09, represents cash balances adjusted for
-2
$20,000,000
1 12/31/2008 12/31/2009 12/31/2010 12/31/2011 12/31/2012
Balance $20,538,431 $22,216,629 $25,395,499 $30,442,658 $29,978,942
Material chanoes in cash balances between fiscal years:
The major changes were in General Fund, Capital Improvements Fund (CIP), the Equipment
Fund, the Water Fund, and the Wastewater Fund. Additional discussion of fund activity follows
later in this report.
1. The first distribution of property taxes to the General Fund contributed to the increase in
cash.
2. The CIP Fund's reduction was primarily from spending bond proceeds for the construction
of fire station 2 and general reserves for the Police Department building expansion.
3. The Equipment Fund spent less on equipment year-to-date than in the prior year.
4. The Water Fund's cash increase resulted primarily from the increased rates.
5. The Wastewater Fund's spent $600,000 more on capital so far this year than last year.
Changes in cash and investment balances:
Total Cash is $30 million with 97% held in the local government investment pool. It was 95% the
prior year at the end of December.
Page 1 of 8
~r,
Statement of Revenues and Expenditures - Citywide
This schedule is intended to provide an overall sense of the City's financial activity for the first six
months of this fiscal year, compared to budget and prior year actual information.
City-wide revenues, operating expenditures and capital outlay increased for the first six months
between years:
1. There was a 7.5% increase in revenues from $34.9 million in the prior year to $37.5 million
for the first six months of this fiscal year. The $37.5 million is 53.4% of budget.
a. The major increases were intergovernmental revenue (32%), charges for services (6%),
system development charges (SDC) (130%), and miscellaneous revenue (157%).
b. Intergovernmental revenue increased in the Water Fund from grants for the Ashland
Forest Resiliency Stewardship Project (AFR), and the Equipment Fund received a grant
for fire equipment during this period.
c. Charges for services revenue increased in the General Fund, Water Fund and Electric
Fund. The General Fund increase in charges for services was from recorded fees for
the Southern Oregon University (SOU) dorm project, and the budgeted payment from
Parks. Water Fund increase was from increased rates and sales. Electric Fund
increase was from increased sales.
d. SDC revenue increases included the SOU expansion. Miscellaneous revenue
increased in the Street Fund for the Laurel/Hersey railroad crossing project grant
funding. Miscellaneous revenue increased in the Debt Service Fund due to receipt of a
pre-payment from OSF on the Hargadine note payoff.
2. Operating expenditures increased eight percent from $28.6 million to $30.9 million at the
end of the first six months over the prior year. Operating Expenditures are 47% of budget.
a. Personal services increased four percent over the prior year, materials & services
increased nine percent, and debt service increased 23.5%.
b. The increases in personal services were mostly in the Water Fund and in the Fire
Department from vacant positions being filled. Debt service increase was a result of the
payoff of the Hargadine note.
c. The increases in materials and services were mostly in the Water Fund, and the
Telecommunication Fund, which will be detailed in the "Financial Analysis of the City of
Ashland's Funds" below.
3. Capital Expenditures increased 150% from $2 million to $5 million and it reflects spending
on the new fire station, police station and on street & wastewater projects.
Schedule of Budgetary Compliance
The Schedule of Budgetary Compliance presents expenditures on a budget basis by fund,
consistent with the resolution adopting appropriation levels for the year.
1. There was one budget appropriation transfer resolution, one supplemental budget, and no
budget violations for the second quarter of the fiscal year 2012-13.
2. Total City-wide expenditures (in aggregate) are below the prorated 50% level anticipated
for the second quarter.
3. The exceptions to the anticipated 50% level expended for the second quarter were the
normal exceptions for economic and culture grants, debt service payments,
intergovernmental loans payments, and capital outlay.
Page 2 of 8
FINANCIAL ANALYSIS OF THE CITY OF ASHLAND'S FUNDS
Governmental Funds
Governmental funds are generally used to account for tax-supported activities. There are four
categories of governmental funds, general purpose funds, special revenue funds, debt services
funds, and capital improvement funds. Governmental funds for the City of Ashland include the
General Fund, Street Fund, Capital Improvements Fund, Debt Service Fund,, Reserve Fund,
CBDG Fund, and the Airport Fund.
The analyses for the Governmental Funds below are limited to the funds with the major changes
in revenue and expenditures between the second quarters of this year and last year. The major
changes in revenues and expenditures are in the General Fund, the Street Fund, the Capital
Improvements Fund, and the Debt Service Fund.
General Fund
Between fiscal years, for the first six months, revenue increased more than expenses increased.
It caused an increase in the excess of revenues over expenditures of 7.6%.
1. General Fund revenues have increased four percent overall. The major changes in this
fund are tax revenue and charges for services. This year the fund recorded more tax
revenue with a three percent increase in property taxes, nine percent increase in internal
franchise taxes, and a two percent increase in hotel tax. The revenue increase in charges
for services is a result of the agreed upon $263,000 payment from Parks.
2. Operating expenditures in the General Fund increased three percent over the prior year.
Personal services for all of the General Fund's departments have increased an average of
four percent. There was a six percent decrease in the Administrative Department, a seven
percent increase in both the Community Development and Fire Departments' personal
services; all relating to staffing changes. Materials and services in the General Fund has
held steady from the prior year.
Street Fund
The Street Fund had a shortfall of <$197,868> for the end of the second quarter of this year while
this fund had an excess of revenue over expenditures of $535,845 at the end of the second
quarter of the prior year. Changes in Capital outlay are the major cause of this fluctuation.
1. Please note that this fund receives state revenue sharing in the form of Gas Tax so it has
been classified as a general type fund rather than as an enterprise as might be expected.
At mid-year the fund has received $573,407 as compared to last year's $562,801.
2. Street Fund revenue and operating expenditures held steady for the six month period
between years.
3. The Street Fund's capital outlay on transportation projects for this year is over twice the
amount spent last at this time. It is $1,332,752 year-to-date and is 29% of the current year
budget.
Capital Improvements Fund
The Capital Improvements Fund had a shortfall of <$1,979,624> for the second quarter of this
year and this fund had an excess of revenue over expenditures of $3,032,529 for the second
quarter of the prior year resulting in a $5 million change.
1. Elements of such a large change include the $3 million of financing in the prior year,
combined with a $2 million increase in capital expenditures this year, while revenue and
operating expenditures held flat from between years.
Page 3 of 8
2. The increase in capital outlay was for the fire station funded by bond proceeds, police
station remodel funded by reserves and forfeitures, and golf course improvements paid for
by Food & Beverage tax proceeds. Tax proceeds to date in this fund equal $146,347 as
compared to the year-to-date proceeds last year of $139,405 (up 4.9%).
Debt Services Fund
A larger increase in revenue and resources than the increase in debt service payments for the first
six months of this year resulted in an increase in excess revenues by eight percent as compared
to the first six months of last year. The elements of this change include an increase in the
technology fee revenue, increase in revenue from an OSF payment, and an increase in an
interfund loan resource, offset by a smaller increase in debt service payments.
1. A $200,000 increase in revenue for internal charges for technology debt was received.
2. A $280,397 pre-payment was posted to miscellaneous income for the OSF payment.
3. An interfund loan resource came from the Central Services Fund to the Debt Service Fund
to pay off the City's portion of the Hargadine loan of $364,795.
4. The debt service payment increase of $645,192 was for the payoff of that same loan. This
payoff will provide savings in interest of $301,476 that would have been paid over the life of
the loan.
A view of the City's outstanding debt at the beginning of this fiscal year is featured below. This
chart shows the debt before paying off the Hargadine loan and before any borrowing for this
year's projects.
$50,000,000
545,000,000
$40,000,000
~1 r9
0~~ Ym
$35,000,000 i '"t DEO FFC Bond 513,180,000 GOB..d.
Water $597,810
$30,000,000 Wastewater $256,204
t L_, Fire Station One $1,785,000
Fire StaSan Two 52.805.000
Total $5,444,014
$25,000,000 r AFN Bank
Lwns
$20,000,000
Revenue Bonds:
AFN Debt fi R,%0,000 Water $3,570,000
$15,000,000 i ElecMC 521)td3
~ Total E2,78],14J
$10,000,000
$5,000,000
Oontracts paitl by fees $1,356,919 t~
50M 3001 M02 1003 3004 MOS 3000 3007 2N6 2009 2010 2011 2011 2013 M14 3015 N16 2017 3016 2019 20M M21 2022 3023 2024 2025
Page 4 of 8
Business Type Funds
Generally speaking, these are enterprise funds and are established to account for operations.
These funds are financed and conducted in a manner similar to operations of private business
enterprises, where the intent is to have the expenses of providing goods or services on a
continuing basis to the general public, financed or recovered primarily with charges to the user.
Utility Revenue Trending @ Mid-Year
$14,000,000
$12,000,000
$10,000,000
$8,000,000
$6,000,000
$4,000,000
$2,000,000
12131/2008 12/31/2009 1213112010 12131/2011 1213112012 1213112013
uTelecommunications $875,260 $909,535 $925,873 $1,025,099 $799,912 $839,908
■Storrn Drain $279,629 $287,064 $294,224 $294,852 $294,466 $306,245
O Transportation $615,013 $632,576 $649,613 $648,049 $654,380 $674,011
■Wastewater $1,367,791 51,634,187 §1,735,460 $7,836,406 $2,022,141 $2,224,355
■Water $2,431,681 52,633,772 $2,635,622 $2,870,714 §3,259,462 $3,520,219
■Electric $5,625,348 $5,612,663 $5,796,384 $5,774,504 $5,945,236 56,153,319
Water Fund
The Water Fund includes the Fire Department's Ashland Forest Resiliency program. The analysis
of the Water Fund in this section does not include the AFR program. Due to the weather and
water sales, the Water Fund typically records a "profit" in the first and last quarters of each fiscal
year and "losses" in the second and third quarters. An increase in revenue (sales) and a
decrease in capital outlay and debt service in the second quarter resulted in a larger net income
for the first six months of this fiscal year than the prior year.
1. Net income for the first six months of this fiscal year after adjusting out the AFR program
was $1,057,581 compared to $472,693 in the prior fiscal year. This improvement is
attributed to increases in charges for services-rates and SDC revenue, and a decrease in
capital outlay.
2. Water sales revenue increased 13.6% for the six months ending in December over the prior
year. Units of water sold increased four percent for the same period ending in December
over the prior year.
3. Personal services increased 15% and, materials and services increased 5.5% for the six
months ending in December over the prior year. The vacant utility worker being filled is the
Page 5 of 8
M
reason for the increased personal services. Materials and services increase is due to the
franchise tax increasing in proportion to increased revenue. The 1997 GO bond was paid
off in the prior year reducing debt service by $175,000. Capital outlay decreased 35%.
Electric Fund
An increase in revenue and a decrease in expenses for the first six months of this year resulted in
a decrease in the operating loss. This improvement is attributed to the increase in electricity
sales.
1. Electric sales revenue increased three percent for the six months ending in December over
the prior year because of an increase in units sold.
2. There was a decrease in the Conservation Division over the prior year and a slight increase
in supply, distribution and transmission between this year and last year.
3. Please note that the most recent electric rate increase did not become effective until after
the period covered by this report.
w Water and Electric Unit Sales Trending
0
y 200,000,000
v
175,000,000
s W
V 150,000,000
`0 125,000,000
• m 100,000,000
w 3 75,000,000
u' 50,000,000
O
3 25,000,000
Y _
C
FY 2007-08 FY 2008-09 FY 2009-10 FY 2010-11 FY 2011-12 FY 2012-13
Q Actual Dec
v, YTD Projected
June YTD
■cfwater-December YTD ■cfWater-June YTD ■kWh Electric - December YTD ®kWh Electric - June YTD
Water Fund - AFR Program
Grant revenue for the AFR program for the first six months of the this fiscal year was $871,443
compared to $153,087 in the first six months of the prior fiscal year. Amounts expended for the
first six months of this fiscal year were $1,020,876 compared to $220,370 in the prior fiscal year.
Wastewater Fund
A larger increase in expenses than the increase in revenue for the first six months of this year
resulted in a change from net income to a loss. The primary cause for this change was the
increase in Capital Outlay for contracted projects.
1. Revenue from rates increased ten percent for the six months ending in December over the
prior year.
2. Personal services and materials & services held steady for the six months ending in
December over the prior year.
Page 6 of 8
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3. The Wastewater Fund increased capital outlay by $619,222 for the six months ending
December, 2012 on sewer construction costs, and treatment plant filters.
Telecommunications Fund
A larger increase in expenses and a decrease in revenue for the first six months of this year
resulted in a change from net income to an operating loss as compared to the first six months of
last year. The elements of this change were a decrease in charges for services and an increase
in the first half of the year in the technology debt payment. Timing of the debt payment is the
cause since the budgeted amount between years is the same.
1. Revenue from Charges for service decreased 11 % for the six months ending in December
over the prior year consistent with the contract change for cable television services.
2. Personal services decreased 13% and materials & services held steady for the six months
ending in December over the prior year. Personal services decline resulted from a
restructuring of personnel and balancing expenses to meet the anticipated reduction in
revenue.
Internal Services Funds
These funds account for providing support between departments and they are primarily funded on
a cost allocation basis. The internal services funds include the Central Services, Insurance, and
the Equipment Fund.
Central Service Fund
A larger increase in expenses than the increase in revenue for the first six months of this year
resulted in a change from net income to a loss. The primary element of the change is interfund
loan to the Debt Service Fund for the Hargadine loan repayment.
1. There was a modest increase in internal services fees from Public Works to fund positions
in PW administration.
2. Fund requirements increased from the interfund loan to the Debt Service Fund to pay off
the City's portion of the Hargadine loan of $364,795.
Insurance Fund
A decrease in revenues and an increase in expenses resulted in a larger loss as compared to the
first six months of last year.
1. Revenue from restitutions was higher in the prior year for the six months ending in
December.
2. Materials and services are higher this year for the first six months because the City did not
receive the distribution credit from CIS as it has in the past two years.
Equipment Fund
An increase in revenue and a decrease in expenses for the first six months of this year resulted in
a recovery from a loss to net income. An additional grant and a reduction in purchases
contributed to this improvement.
1. This year the fund received a $113,616 grant for fire equipment, approved as a
supplemental budget in November, 2012.
Page 7 of 8
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2. Shop costs increased $25,175. A five percent increase for the first six months of this year.
3. This year's purchases are down from the level of purchases in the first half of last year.
Twelve percent of the $1.2 million of budgeted purchases have occurred so far this year.
Parks Funds
Parks and Recreation Fund
Excess revenue over expenditures has improved from the prior year due to increase in revenue
and a decrease in the payment from Parks to the City.
1. Property tax revenue increased 3.5% over last year at the end of the first half of the year.
2. The payment from Parks to the City was reduced from $360,500 to 263,000.
Parks Capital Fund
This fund has a larger deficit form the first half of the year compared to last year because of more
purchases and no transfers into the fund.
1. For the first six months of this year a mower, a tractor and equipment for $142,812 was
. purchased, and $99,609 was spent on contracted projects.
2. The budgeted equipment replacement fee for fiscal year 2011-12 was $20,000, and actual
payments were zero. This year $20,000 is also budgeted, with no payments year-to-date.
An additional $350,000 transfer from Parks Operations is budgeted for this fiscal year and
not yet transferred.
Unaudited, detailed balance sheets, revenue and expenditure reports, and fund statements are
available for your review in the Administrative Services Department office at City Hall should you
require any additional information.
Page 8 of 8
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City of Ashland
Summary of Cash and Investments i
December 31, 2012 i
I
Balance Balance - Change From
Fund December 31, 2012 December 31, 2011 FY 2012
I
General Fund - $ 4,990,046 $ 4,451,142 $ 538,904
Community Block Grant Fund 23,725 (1,605) 25,330
Reserve Fund 1,016,859 1,011,129 5,730 1
Street Fund 2,128,308 2,333,420 (205,112) I
Airport Fund 112,161 74,765 37,376
Capital Improvements Fund 2,997,284 5,183,745 (2,186,461)
Debt Service Fund . 1,358,156 1,161,464 196,692 '
Water Fund 2,898,191 2,256,434 641,757
Wastewater Fund 2,498,290 3,385,352 (887,062)
Electric Fund 1,534,174 1,500,434 33,740
Telecommunications Fund 257,506 374,222 (116,716)
Central Services Fund 1,059,768 906,621 153,147 I
Insurance Services Fund 922,367 833,749 88,618
Equipment Fund 3,087,542 1,861,271 1,226,271
Cemetery Trust Fund 865,583 851,321 14,262
$ 25,749,959 $ 26,183,484 $ (433,525)
Parks & Recreation Agency Fund 4,228,983 4,259,174 (30,191)
4,228,983 4,259,174 (30,191)
Total Cash Distribution $ 29,978,942 $ 30,442,658 _L__1463,716)
Manner of Investment
General Banking Accounts $ 756,738 $ 502,273 $ 254,465
Local Government Inv. Pool 29,222,204 28,940,384 281,820
City Investments - 1,000,000 (1,000,000)
Total Cash and Investments $ 29,978,942 $ 30,442,656 $ (463,716)
Dollar Distribution Cash Balance Distribution
Pa,gsand Claim$
Udni ssnv s P seen Funds Judgments,
Insur;oeand 14% sws, 34W,00g,1% Trust
E4upm Fmds i6,42g,013,22% 3%
1]%
R, 1 Unassi~md.
CehtRne,rM, E1nss,,t 5,
51%
A[¢1 FonN sed,
&57 7/d011,vl~ o.Rsusn d. i,D%
Fy,dS ( pgp N291,393. 14%
24% - 45% TOTTa,aian, {
$102,7116,6%
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City of Ashland
Statement of Revenues and Expenditures - City Wide
For the sixth month ended December 31, 2012
I
(
f
Fiscal Year 2013 Percent Fiscal Year2012 Fiscal Year 2012
Year-To-Date Fiscal Year 2013 Collected] Year-To-Date End of-Year
Resource Summary Actuate Amended Expended Balance Actuals Actuals I
Revenues
Tares $ 13,080,969 $ 19,824,473 66.0% $ (6,743,5(4) $ 12,762,575 $ 19,388,666
Licenses and Permits 289,327 508,000 57.0% (218,673) 359,697 1,340,102
Intergovernmental Revenue, 2,608273 9,101,154 28.7% (6,492,881) 1,972,067 3,450,632
Charges for Services -Rate B Internal 19,942,484 38,862,743 51.3% (18,920,259) 18,846,680 37,276,479
Charges for Services -hest Service foes 435,537 757,511 57.5% (321,974) 365,860 979,445
System Development Charges 298,346 303,000 98.5% (4,654) 129,532 1,001,838
Fares and Forfeitures 80,439 155,000 51.9% (74,561) 91,445 168,305
Assessment Payment 13,811 10,000 138.1% 3,811 7,412 43,542
Interest on lnvesbnents 84,306 167,800 50.2% (83,494) 73,184 211,369
Miscellaneous Revenues 667,304 579,402 115.2% 87,902 259,470 1,187,120
Total Revenues 3790,796 70,269,083 53.4% (32,768287) 34,867,921 65,047,499
Budgetary Resources:
Other Financing Sources - 7,928,930 0.0% (7,928,930) 3,060,434 3,060,434 i
Interfund Loans 591,795 791,795 74.7% (2110,000) 208,000 406,000
Transfers In 21,114 406,635 52% (385,521) 531,474 552,104
Total Budgetary Resources 612,909 9,127,360 6.7% (8,514,451) 3,799,908 4,020,538
Total Resources 38,113,705 79,396,443 48.0% (41,282738) 38,667,629 69,063,036
Requirements by ClassBlcation
Personal Services 12,207,623 26,158,408 46.7% 13,950,785 11,736,537 23,697,544
Materials and Services 16,065,116 34,483,923 43.6% 13,418,807 14,689,859 28,670,127
Debt Service 2,636247 5,158,979 51.1% 2,522,732 2,133,797 4,576,033
Total Operating Expenditures 30,908,986 65,801,310 47.0% 34,892,324 28,560,193 56,943,704
1
Captal Outlay ion 5,107,961 18,702,048 27.30/6 13,594,097 2,030,467 5,376,567 i
Interfund Loans 591,795 791,795 74.7% 200,000 208,W0 408,000
Trend= Out 21,114, 406,635 52% 385521 531,474 552,104
ConBrgendes - 1,847,804 0.0% 1,847,804 -
Total BudgetayRegwenents 612,909 3,046,234 20.1% 2,433,325 739,474 906,104
Total Requirements 36,629,856 87,549,592 41.8% 50,919,736 31,330,154 63$80,375
Excess (Deficiency) of Resources over
Requirements 1,483,849 (8,153,149) 1182% 9,636,998 7,337,675 5,787,662
Wor" Capital Carry- 29,410,020 25,238,267 116.5% 4,171,753 23,622.352 23,622,352
Unappropriated Ending Fund Balance $ 30,893,869 $ 17,085,118 180.8% $ 13,808,751 $ 3D,960,027 $ 29,410,020
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City of Ashland
Schedule of Budgetary Compliance Per Resolution #2012-15
As Amended Per Resolutions 2012-28, 2012-33 and 2012-40
For the sixth month ended December 31, 2012
Fiscal Year 2013
Year-To-Date FiscalYear2013 Percent
Actuals Amended Used Balance
General Fund
i
Administration $ 44,714 $ . 374,366 11.9% $ 329,652
Administration - Library 188,380 388,022 48.5% 199,642 i
Administration - Municipal Court 218,343 424,827 51.4% 206,484
Administrative Services- Social Services Grants 123,305 125,125 98.5% 1,820
Administrative Services - Economic & Cultural Grants 419,437 678,360 61.8% 258,923
Administrative Services - Miscellaneous 25,503 47,000 54.3% .21,497
Administrative Services - Band 37,929 58,500 64.8% 20,571
Police Department 3,062,337 6,068,066 50.5% 3,005,729
Fire and Rescue Department 2,957,272 5,942,575 49.8% 2,985,303
Public Works- Cemetery Division 139,450 341,793 40.8% 202,343
Community Development- Planning Division 567,385 1,259,536 45.0% 692,151
Community Development- Building Division 310,339 662,743 46.8% 352,404
Transfers 500 500 100.0% -
Contingency - 354,804 0.0% 354,804
Total General Fund 8,094,894 16,726,217 48.4% 8,631,323
Community Development Block Grant Fund
Personal Services 11,682 32,500 35.9% 20,818
Materials and Services 31,062 173,435 17.9% 142,373
Total Community Development Grant Fund 42,744 205,935 20.8% 163,191
Street Fund
Public Works- Street Operations 1,942,752 5,943,110 32.7% 4,000,358
Public Works- Storm Water Operations 395,773 808,260 49.0% 412,487
Public Works- TransportationSDC's 60,497 275,911 21.9% 215,414
Public Works- Storm WaterSDC's 150,717 198,750 75.8% 48,033
Debt - 50,000 0.0% 50,000
Contingency - 100,000 0.0% 100,000
Total Street Fund 2,549,739 7,376,031 34.6% 4,826,292
Airport Fund `
Materials and Services 31,178 83,950. 37.1% 52,772
Debt Service 19,268 38,536 50.0% 19,268
Contingency - 5,000 0.0% 5,000
Total Airport Fund 50,446 127,486 39.6% 77,040
6.D M3 Fna gr.,n a ,
i!li2013 3
Schedule of Budgetary Compliance Per Resolution #2012-15
As Amended Per Resolutions 2012-28, 2012-33 and 2012-40
For the sixth month ended December 31, 2012
Fiscal Year 2013
Year-To-Date Fiscal Year 2013 Percent
Actuals Amended Used Balance
Capital Improvements Fund
PublicWorks - Facilities 2,445,723 5,159,230 47.4% 2,713,507
Administrative Services - Open Space (Parks) 78,993 1,892,000 4.2% 1,813,007
Transfers 18,109 36,135. 50.1% 18,026
Other Financing Uses (Interfund Loan) 208,000 208,000 100.0% -
Contingency 22,000 0.0% 22,000
Total Capital Improvements Fund 2,750,826 7,317,365 37.6% 4,566,539
Debt Service Fund
Debt Service 1,888,296 2,855,241 66.1% 966,945
Total Debt Service Fund 1,888,296 2,855,241 66.1% 966,945
Water Fund
Electric - Conservation 67,940 195,070 34.8% 127,130
~
Public Works - Forest Lands Management Division 1,020,876 3,737,989 27.3% 2,717,113.
PublicWorks-WaterSupply 139,005 413,355 33.6% 274,350
PublicWorks - WaterTreatment 512,924 1,345,025 38.1% 832,101
PublicWorks - WaterDivision 1,205,801 2,631,189 45.8% 1,425,388 i
Public Works - Improvement SDC's 14,692 330,250 4.4% 315,558
Public Works - DebtSDC's 112,980 123,193 91.7% 10,214
Debt Service 338,796 399,943 84.7% 61,147
Other Financing Uses (Interfund Loan) - 200,000 0.0% 200,000
Contingency - 300,000 0.0% 300,000
Total Water Fund 3,413,014 9,676,014 35.3% 6,263,000
WasteWater Fund
Public Works - Wastewater Collection 1,222,614 2,630,514 46.5% 1,407,900
Public Works- Wastewater Treatment 1,223,070 3,363,515 .36.4% 2,140,445
Public Works - Reimbursements SDC's - 7,500 0.0% 7,500
Public Works- ImprovementsSDC's 50,081 380,506 13.2% 330,425
Debt Service 239,550 1,667,772 14.4% 1,428,222
Contingency - 160,000 0.0% 160,000
Total Wastewater Fund 2,735,315 8,209,807 33.3% 5,474,492
Electric Fund
Electric - Conservation Division 211,298 547,380 38.6% 336,082
Electric - Supply 2,953,684 7,736,300 38.2% 4,782,616
Electric - Distribution 2,896,082 6,402,580 45.2% 3,506,498
Electric - Transmission 464,677 - 971,773 47.8% 507,096
Debt Service 23,071 24,294 95.0% 1,223
Contingency 425,000 0.0% 425,000
Total Electric Fund 6,548,812 16,107,327 40.7% 9,558,515.
6Dw M3F fifty 4
223
Schedule of Budgetary Compliance Per Resolution #2012-15
As Amended Per Resolutions 2012-28, 2012-33 and 2012-40
For the sixth month ended December 31, 2012
Fiscal Year 2013
Year-To-Date Fiscal Year 2013 Percent ,
Actuals Amended Used Balance
Telecommunications Fund
IT - Internet Personal Services 265,717 629,045 42.2`y° 363,328
IT - Internet Materials & Services 415,601 887,817 46.8% 472,216
IT - Internet Capital Outlay 20,948 100,000 20.9% 79,052
Debt - To Debt Service Fund" 409,000 409,000 100.0%
100,000 0.0% 100,000
Contingency -
Total - Telecommunications Fund 1,111,266 2,125,862 52.3`y° 1,014,596
"Note: In Internet appropriation
Central Services Fund
Administration Department 638,957 1,505,343 42.4% 866,386
1T- Computer Services Division 440,657 1,158,973 38.0°% 718,316
Administrative Services Department 927,278 1,902,779 48.7% 975,501
City Recorder 164,126 324,681 50.5% 160,555
Public Works - Administration and Engineering 717,373 1,614,715 44.4% 897,342
Intefund Loan 364,795 364,795 100.0% -
Contingency - 150,000 0.0% 150,000
Total Central Services Fund 3,253,186 7,021,286 46.3% 3,768,100
Insurance Services Fund
Personal Services 39,158 83,130 47.1% 43,972
Materials and Services 430,516 676,500. 63.6% 245,984
Contingency - 150,000 0.0% 150,000
Total Insurance Services Fund 469,674 _ 909,630 51.6% 439,956
Equipment Fund
Public Works - Maintenance 509,233 993,965 51.2% 484,732
Public Works - Purchasing and Acquisition 140,487 1,150,616 12.2% 1,010,129
Intedund Loan 19,000 19,000 NIA
Contingency - 31,000 0.0% 31,000
Total Equipment Fund 668,720 2,194,581 30.5% 1,525,861 !
Cemetery Trust Fund
Transfers 2,505 20,000. 12.5% 17,495
Total Cemetery Trust Fund 2,505 20,000 12.5% 17,495
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A13 5
Schedule of Budgetary Compliance Per Resolution #2012-15
As Amended Per Resolutions 2012-28, 2012-33 and 2012-40
For the sixth month ended December 31, 2012
Fiscal Year 2013
Year-To-Date Fiscal Year 2013 Percent
Actuals Amended Used Balance
Parks and Recreation Fund
Parks Division 2,018,413 3,956,910 51.0% 1,938,497 i
Recreation Division 559,160 1,239,780 45.1% 680,620
Golf Division 219,242 485,120 45.2% 265,878 I
Transfers - 350,000 0.0% 350,000
Contingency - 50,000 0.0% 50,000
Total Parks and Recreation Fund 2,796,815 6,081,810 46.0% 3,284,995
Youth Activities Levy Fund
Materials and Services - -
Total Youth Activities Levy Fund - - -
Parks Capital Improvement Fund
Materials and Services 11,183 - NIA (11,183)
Capital Outlay 242,421 595,000 40.7% 352,579
Total Parks Capital Improvement Fund 253,604 595,000 42.6% 341,396
Total Appropriations $ 36,629,856 $ 87,549,592 .41.8% $ 50,919,736
ao.~rriawwam 2e~naa 6
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City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
December 31, 2012
Fiscal Year 2013 Percent Fiscal Year 2012 Fiscal Year 2012
Year-To-Date Fiscal Year CollectedI Year-TO-Date End-of-Year
Actuals 2013 Amended Expended Balance Actuals Actuals 4
110 General Fund
Taxes $ 7,614,597 $ 12,232260 613% $ (4,617,663) $ 7,342,872 $ 11,794200
Licenses and Permits 289,327 508,000 57.0% (218,673) 359,697 1,340,102
Intergovernmental 292,882 930,103 31.5% (637,221) 274,073 608,483
Chargesfor Services 970,863 1,737,775 55.9% (766,912) 778,918 1,488,570
Fines 80,439 155,000 51.9% (74,561) 91,445 168,305
Intereslon Investments 10,343 20,000 51.7% (9,657) 7,722 25,170
Miscellaneous 29,714 62,600 47.5% (32,886) 51,759 218,879
Transfer In (Cemetery Fund) 2,505 20,000 12.5% (17,495) 2,457 4,805
Total Revenues and Other Sources 9,290,669 15,665,738 59.3% (5,375,069) 8,908,942 15,648,514
Administration 44,714 374,366 11.9% 329,652 47,399 - 90,544
Administration - Library 188,380 388,022 48.5% 199,642 182,893 365,786
Administration - Municipal Court 218,343- 424,827 51.4% 206,484 222,272 430,507
Finance - Social Services Grants 123,305 125,125 965% 1,820 118,856 121,004
Finance -Economic &Cultural Grants 419,437 678,360 61b% 258,923 400,713 602,293
Finance -Miicelllneous 25,503 47,000 54.3% 21,497 36,850 70,988
Finance -Band 37,929 58,500 64.8% 20,571 33,756 51,35/
Police Department 3,062,337 6,068,066 50.5% 3,005,729 2,791,514 5,645,100
Fire and Rescue Department 2,957272 5,942,575 49.8% 2,985,303 2,808,910 5,444,097
Public Works- Cemetery Division 139,450 341,793 40.6% 202,343 166,813 337,724
Community Development- Planning Division 567,385 1,259,536 45.0% 692,151 536,629 1,172,050
Community Development- Building Division 310,339 662,743 46.8% 352,404 300,821 609,301
Transfers (Cemetery and Reserve Fund) - 500 500 100.0% - 150,500 150,500
Contingency 354,804 0.0% 354,804
Total Expendflu es and Other Uses 8,094,894 16,726$17 48.4% 8,631,323 7,797,926 15,091,251
Excess(Deficiency) of Revenues and Other
Sources over Expend:mres and Other Uses 1,195,775 (1,060,479), -112.8% 2,256,254 1,111,016 557,263
Fund Balance, Jul 1, 2012 3,495,819 2,624,349 1332% 871,470 2,936,556 2,938,556
Fund Balance , Dec 31, 2012 $ 4,691,594 $ 1,563,870 300.0% f 3,127,724 $ 4,049,572 $ 3,495,819
Reconciliation of Fund Balance:
Restricted end Committed Funds 593,178
Unassigned Fund Balance $ 43098,416
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City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
December 31, 2012
Fiscal Year 2013 Percent Fiscal Year2012 Fiscal Year 2012
Year-To-Date Fiscal Year CollectedI Year-To-Date End-of-Year
Actuals 2013 Amended Expended Balance Actuate Actuals .
250 Community Development Block Fund
Intergovernmental $ 31,016 $ 171,511 18.1% $ (140,495) $ 145,319 $ 203,945
Total Revenues and Other Sources 31,016 171,511 18.1% (140,495) 145,319 203,945
Personal Services 11,682. 32,500 35.9% 20,818 38,631 37,251
Materials and Services 31,062 173,435 17.9% 142,373 145,583 167,320
Total Expenditures and Other Uses 42,744 205,935 20.8% 163,191 184,214 204,571
Excess(Deficiency) of Revenues and Other
Sources over Expenditures and Other Uses (11,728) (34,424) 34.1% 22,696 (38,895) (626)
Fund Balance, Jul 1, 2012 33,798 34,424 98.2% (626) 34,424 34,424
Fund Balance, Dec 31, 2012 $ 22,070 $ - WA . $ 22,070 $ (4.4711 $ 33,798
Reconciliation of Fund Balance: _
Restricted and Committed Funds 22,070 -
Unassigned Fund Balance $
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City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
December 31, 2012
1
Fatal Year2013 Percent Fiscal Year 2012 Fiscal Year 2012 I
Year-To-Date Fiscal Year Collected) Year-To-Date End-of-Year
Acluals 2013 Amended Expended Balance Actuals Actuals
255 Reserve Fund - i
Interest on Investments S 2,949 S 6,000 492% $ (3,051) $ 2,448 $ 5,408
Transfer in (General Fund) - - WA - 150,000 150,000
Transfer In (Para General Fund) - WA 349,000 349,000
Total Revenues and Other Sources 2,949 6,000 49.2% - 501,448 504,408
Total Expenditures and Other Uses - - WA -
Excess(Deficiency) of Revenues and Other -
Sources over Expenditures and Other Uses 2,949 6,000 492% (3,051) 501,448 504,408
i
Fund Balance, Jul 1, 2012 1,013,910 1,012,502 100.1% 1,408 509,502 509,502
Fund Balance, Dec 31, 2012 $ 1,016,859 $ 1,018,502 99.8% (1,643) $ 1,010,950 E 1013910
i
Reconciliation of Fund Balance:
Restricted and Committed Funds 1,016,859
Unassigned Fund Balance $ 0
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City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance -
December 31, 2012
Fiscal Year 2013 Percent Fiscal Year20l2 Fiscal Year2012
Year-To Date Fiscal Year collected I Year-TO Date End-of-Year
Actuals 2013 Amended Expended Balance Actuals Actuate
260 Street Fund
Taxes $ 13,536 $ 50,000 27.1% $ (36,464) $ 13,032 $ 53,314
Intergovernmental 1,169,908 3,312,707 35.3% (2,142,799) 1,345,148 1,966,707
Charges for Services - Rates 948,846 1,983,000 47.8% (1,034,154) 942,901 1,896,310
Charges for Services- Mac. Service Fees 10,904 16,000 682% (5,096) 8,181 17,719 j
System Development Charges 75,723 65,000 116.5% 10,723 32,167 381,738
Assessments 13,811 10,000 138.1% 3,811 7,412 43,542
Interest on Investments 7,481 12,000 62.3% (4,519) 6,738 20,908
Miscellaneous 111,662 55,000 203.0% 56,662 - 13,376
Other Financing Sources 1,210,223 0.0% (1110,223)
Total Revenues and Other Sources 2,351,871 6,713,930 35.0% (4,362,059) 2,355,578 4,393,614
Public Works-Steel Operations 1,942,752 5,943,110 32.7% 4,000,358 1,348,400 2,788,840
Public Works- Slam Water Operations 395,773 808,260 49.0% 412,487 265,092 552,940
Public Works- Transportation SDCs 60,497 275,911 21.9% 215,414 205,881 119,923
Public Works- Stonn Water SDC's 150,717 198,750 75.8% 48,033 - 17,602
Public WOKS- Local Improvement Districts - - NIA - 360 107,317
_ Debt Service - 50,000 0.0% 50,000 - -
Contingency - 100,000 0.0% 100,000
Total Expendibires and Other Uses 2,549,739 7,376,031 34.6% 4,826,292 1,819,733 3,586,622
Fxcess(Defidency) of Revenues and Other
Sources over Expenditures and Other Uses (197,868) (662,101) 70.1% 464,233 535,945 806,992
Fund Balance, Jul 1, 2012 3,043,292 2,332,094 130.5% 711,198 2,236,300 - 2,236,300
Fund Balance, Dec 31, 2012 $ 2,845,424 $ 1,669,993 170.4% $ 1,175,431 $ 2,772,145 $ 3,043,292
Reconciliation of Fund Balance:
Restricted and committed Funds 2,845,424
Unassigned Fund Balance $ 0
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i
City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
December 31, 2012
Fiscal Year 2013 Percent Fiscal Year2012 Fiscal Year 2012
Year-To-Date Fiscal Year Collected) Yeao-To-Date Endof-Year
Actuals 2013Amended Expended Balance Actuals Actuals -
280 Airport Fund
Charges for Services - Rates E 63,128 $ 130,000 48.6% $ (66,872) $ 53,424 $ 112,506
Interest on lmmesiments 267 3DD 88.9% (33) 153 392
Intefund Loan 19,000 19,0110 100.0% - - -
TotalRevenues andOther Sources 62,395 149,300 552% (66,905) 53,577 112,898
1
Materials and Services 31,176 83,950 37.1% 52,772 25,363 50,734
Debt Service 19,268 38,536 50.0% 19,268 19,268 38,536
Contingency - 5,000 0.0% 5,000 - -
Total FxpendibNresand Other Uses 50,446 127,486 39.6% 77,040 44,631 89,270
Excess(Deficiency) of Revenues and Other
Sources over Expenditures and Other Uses 31,949 21,814 146.5% 10,135 - 8,946 23,628
Fund Balance, Jul 1, 2012 83,711 77,462 108.1% 6,249 60,083 60,083
Fund Balance, Dec 31, 2012 $ 115,660 E 99,276 116.5% $ 16,384 $ 69,029 $ 83,711
Reconcilution of Fund Balance:
Resbided and Committed Funds 115,660
Unassigned Fund Balance $ 0
co.nun.dim~,a 11 '
vnmv
i
City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
December31,2012
Fiscal Year 2013 Percent Fiscal Year 2012 Fiscal Year 2012.
Year-To-Date Fiscal Year CollectedI Year-To-Date End-of-Year
Actuals 2013Amended Expended Balance Actuals Actuals
410 Capital Improvements Fund
Taxes $ 146,347 $ 443,000 33.0% $ (296.653) $ 139,450 $ 426,757
Intergovernmental 86,194 490,000 17.6% (403,806) 33,069 99,591
Charges for Services - Internal 464,313 930,000 49.9% (465,687) 454,313 928,627
Charges for Services - MISC. Service Fees 34,615 50,000 692% (15,385) 32,826 42,456
System Development Charges - 26,406 22,000 120.0% 4,406 9,612 46,490
Interest on investments 11,436 12,000 95.3% (564) 6,089 23,917 _
Miscellaneous 1,891 1,000 189.1% 891 595 1,301
Other Financing Sources - 1,892,000 0.0% (1892000) 3,060,434 3,060,434
Total Revenues and Other Sources 711,202 3,940,000 20.1% (3068798) 3,746,388 4629,573
Public Works - Faalites 2,445,723 5,159,230 47.4% 2,713,507 431,109 1,725,510
Administrative Services- Open Spam (Parks) 78,993 1,892,000 42% 1,813,007 45,233 331,639
Transfers (Debt Service Fund) 18,109 36,135 50.1% 18,026 29,517 47,800
Interfund Loan (Equipment Fund) 208,000 208,000 100.0% - 208,000 208,000
C intingency - 22,000 0.0% 22,000 - - -
Total Expenditures and Other Uses 2,750,826 7,317,365 37.6% 4,544,539 713,859 2,312,949
Excess(De0ciency) of Revenues and Other
Sources over Expendtures and Oahu Uses (1,979,624) (3,477,365) 43.1% 1,497,741 3,032,529 2,316,624
Fund Baladce, Jul 1, 2012 4,449,285 4,023,003 110.6% 426282 2,132,661 2,132,661
Fund Balance, Dec 31,2012 $ 2,469,661 $ 545,638 452.6% $ 1,924,023 $ 5,165,190 S 4,449,285
Reconciliation of Fund Balance:
Restricted and Committed Funds 2,469,661
Unassigned Fund Balance S 0
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City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
December31,2012
Fiscal Year2013 Percent Fiscal Year 2012 Fiscal Year 2012
Year-To-Date Fiscal Year Collectedl Year-To Date End-of-Year
Actuals 2013 Amended Expended Balance Actuats Actuals
530 Debt Services
Taxes E 765,862 $ 852,163 89.9% $ (86,301) $ 875,848 $ 995,950
Intergovemmental - 280,397 0.0% ' (280,397) -
Chargwfor5endoes-Internal 781,650 11153,878 67.7% (372,228) 581,650 1,154,300
Charges for Services- Misc. Service Fees 37,255 74,511 50.0% (37,256) 37,162 74,512 i
Interest on lnva&nents 2,044 2,100 97.4% (56) 965 5,847
Miscellaneous 309,698 29,302 1056.9% 280,396. 29,302 29,302
Interfund can 364,795 364,795 100.0% - - -
Transfer ln(CIP) 18,109 36,135 50.1% (18021) 29,517 47,800
Total Revenues and Other Sources 2,279,414 2,793,281 81.6% (513;867) 1,554,444 2,307,711
Debt Service 1,888296 2,855,241 66.1% 956,945 1,194,688 2,134,309
Total Expenditures and Other Uses 1,888296 2,855,241 66.1% 966,945 1,194,588 2,134,309
Excess(Defidency) of Revenues and Other
Sources wer Expendl5ires and Other Uses 391,118 (61,960) 7312% 453,078 359,756 173,402
Fund Balance, Jul 1, 2012 962650 1011,586 97.1% (28936) 809,248 809,248
Fund Balance, Dec 31,2012 $ 1,373,768 $ 949,626 144.7% $ 424,142 $ 1,169,004 $ 982,650
Reconciliation of Fund Balance:
Restricted end Committed Funds 1,373,768
$
Unassigned Fund Balance
i
co:rvnnviwomm 13
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City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
December 31, 2012
Fiscal Year 2013 Percent Fiscal Year 2012 Fiscal Year2012
Year-TO-Date Fiscal Year Collected) Year-To-Date End-of-Year
Actuate 2013 Amended Expended Balance Actuals Actuals
670 Water Fund
Taxes $ 16 $ 50 31.7% 1; (34) $ 16 $ 52
Intergovernmental 871,443 3,600,000 24.2% (2,728,557) 153,087 336,811
Charges for Services -Rates 3,259,462 5,147,000 63.3% (1,887,538) 2,870,714 4,772,573
Charges for Services - Misc. Service Fees 32,344 22,000 147.0% 10,344 36,117 118,659
System Development Charges 147,947 150,000 98.6% (2,053) 59,557 491,612
Interest on Investments 7,704 10,000 77.0% (2,296) 5,831 16,598
Miscellaneous 2,246 25,000 9.0% (22,754) 6,776 9,318
Other Financing Sources - 1,117,050 0.0% (1117050) - -
Total RevenuesandOther Sources 4,321,162 10,071,100 42.9% (5,749,938) 3,132,098 5,745,623
Electric - Conservation 67,940 195,070 34.8% 127,130 78,179 145,716
Public Works-Forest Lands Management 1,020,876 3,737,989 27.3% 2,717,113 220,370 485,728
PublicWorks - Water Supply - 139,005 413,355 33.6% 274,350 207,814 414,463
Public Works - Water Treatment 512,924 1,345,025 38.1% 832,101 474,947 980,798
Public Works-Water Operations 1,205,801 2,631,189 45.8% 1,425,388 1,078,968 2,196,075
Public Works- Reimbursement SDC's - - WA - 370 96,007
Public Works -improvement SDCs 14,692 330,250 4.4% 315,558 34,641 45,273
Public Works- Debt Service Sl3Cs 112,980 123,193 91.7% 10,214 113,129 124,860
Debt Service 338,796 399,943 64.7% 61,147 618,269 560,197
Other Financing Uses (Intedund Loan). - 200,000 0.0% 200,000 - 200,000
Contingency - - 300,000 0.0% 300,000 - -
Total Expendibsesand Other Uses 3,413,014 - 9,676,014 35.3% 6,263,000 2,726,688 5249,117
Excess(Deficiency) of Revenues and Other
Sources over Expenditures and Otter Uses 908,148 395,086 229.9% 513,062 405,410, 496,506
Fund Balance, Jul 1, 2012 2,708,907 1,887,958 143.5% 820,949 2,212,401 2212,401 '
Fund Balance, Dec 31, 2012 $ 3,617,055 11 2,283,044 158.4% $ 1,334,011 $ 2,617,811 $ 2,708,907
Reconciliation of Fund Balance:
Restricted and Committed Funds .2,277200
Unassigned Fund Balance $ 1,339,855
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e. o,.rnarmavmm 14
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City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
December31,2012
- Fiscal Year2013 Percent Fiscal Year 2012 Fiscal Year2012
Year-To-Date Fiscal Year collectedI Year-To-Date End-of-Year
Actuals 2013 Amended Expended Balance Actuals Actuals
675 Wastewater Fund
Taxes $ 585,388 $ 1,735,000 33.7% $ (1,149,612).$ 557,798 $ 1,707,027
Charges for Services - Rates 2,022,141 3,935,000 51.4% (1,912,859) 1,836,708 3,585,913
Charges for Services- Misc. Service Fees 13,250 12,000 110.4% 1,250 14,685 14,987
System Development Charges 48,270 66,000 73.1% (17,730) 28,196 81,998
Interest on Investments 7,912 20,000 39.6% (12,088) 8,972 25,333
Miscellaneous 5,094 3,000 169.8% 2,094 - 2,145
Other Financing Sources - 2,309,657 H% (2,309,657) - -
Total Revenues and Other Sources 2,682,055 8,080,657 332% (5,398,602) 2,446,359 5,418,403
Public Works- Wastewater Coeecbon 1,222,614 2,630,514 46.5% 1,407,900 859,936 1,683,265
Public Works- Wastewater Treatment 1,223,070 3,363,515 364% 2,140,445 945,188 2,353,373
Pubic Works- Reimbursements SDC's - 7,500 0.0% 7,500 1,110 1,471
Public Works- Improvements SDCs 50,081 380,506 1320% 330,425 82,148 193,724
Debt Service 239,sso 1,667,772 14.4% 1,428,222 250,950 1,641,874
Contingency - 160,000 0.0% 160,000 -
Total Expenditures and Other Uses 2,735,315 8,209,807 33.3% 5,474,492 2,139,332 5,873,707
Fxcess(Defidency) of Revenues and Other
Sources over FxpendiWres and Other Uses (53,260) (129,150) 58.8% 75,890 307,027 (455,304)
Fund Balance, Jul 1.2012 2,794,809 2,365,009 1182% 429,800 3250,113 3,250,113
Fund Balance, Dec 31, 2012 $ 2,741,549 $ 2235,859 1226% $ 505,690 $ 3,557,140 $ 2,794,809
Reconciliation of Fund Balance:
Resbicted and Committed Funds 2,587,983
Unassigned Fund Balance $ 153,566
f
I,
ro~nv ri.eaagoiass 15
v621t]
City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
December 31, 2012
Fiscal Year 2013 Percent Fiscal Year2012 Fiscal Year 2012
Year-To-Date Fiscal Year Collected) Year-TO-Date End-of-Year
Actuals 2013 Amended Expended Balance Actuals Actuals
690 Electric Fund
Intergovernmental $ 31,903 $ 200,000 16.0% $ . (168,097) $ 21,372 $ 125,153
Chargesfor5ervices-Rates 5,945,236 13,109,040 45.4% (7,163,804) 5,774,609 12,305,176
Charges for Services-Mac. Service Fees 185,446 210,000 88.3% (24,554) 104,485 222,804
Interest on Inveshnenls 5,466 15,000 36.4% (9,534) 5,279 11,957
Miscellaneous 96,058 180,000 53.4% (83,942) 91,481 534,471
Other Finandng Sources - 1,400,000 0.0% (1400,000) - -
Total Revenues and Other Sources -6264109 15,114,040 41.4% (8849931) 5,997226 13,199,561
Decbic- Conservation Division 211298 547,380 38.6% 336,082 346,720 526,708
FJecbic - Supply 2,953,684 7,736,300 382% 4,782,616 2,902,310 5,934,651
Electric - Distribution 2,896,082. 6,402,580 452% 3,506,498 2,843,431 5,919,450
Electric - Transmission 464,677 971,773 47.8% 507,096 438,630 852,382
Debt Service 23,071 24,294 95.0% 1,223 23,207 24,564
ContrVency - 425,000 0.0% 425,000 - -
Total Expenditures and Other US 6,548,812 16,107,327 40.7% 9,558,515 6,554298 13,257,755
Excess(Defidency) of Revenues and Other
Sources over Expenditures and Other Uses (284,703) (993,287) 713% .708,584 (557,072) (58,194)
Fund Balance, Jul 1, 2012 2418100 2,070,401 116.8% 347,699 2,476,294 2,476,294
Fund Balance, Dec 31,2012 $ 2,133,397 $ 1,077,114 198.1% $ 1,056,283 $ 1,919222 $ 2,418,100
I
Reconciliation of Fund Balance: -
Restricted and Commifted Funds
Unassgned Fund Balance $ 2,133,397
rosmxr~,~wwh>m t6
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City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
December 31, 2012
Fiscal Year 2013 Percent Fiscal Year 2012 Fiscal Year2012
Year-To43ate Fiscal Year CollectedI Year-To-Date End-of-Year
Actuate 2013Amended Expanded Balance Actuals Actuals
691 Telecommunications Fund
Charges for Services - Rates $ 914,595 $ 1,832,582 49.9% $ (917,987) $ 1,025,099 $ 1,931,126
Interest on lnveslments 1,009 2,500 40.4% (1,491) 844 3,304
Msceoaneous 13,092 5,000 261.8% 6,092 1 1
Total Revenues and Other Sources 928,695 1,840,082 50.5% (911,386) 1,025,944 1,934,431
Personal Services 265,717 629,045 421% 363,328 306.761 593,180
Materials B Services 415,601 887,817 46.8% 472,216 417,781 809,682
Capital Outlay 20,948 100,000 20.9% 79,052 34,740 53,542
Debt- Transfer to Debt Service Fund 409,000 409,000 100,0% - 209,000 409,000
Contingency - 100,000 0.0% 100,000 -
Total FxpendAuresand Other Uses 1,111,266 2,125,862 523% 1,014,596 968,282 1,865,404 t
Excess(Deficiency) of Revenues and Other
Sources over Expenditures and Other Uses (182,570) (285,780) 63.9% 103,210 57,662 69,027
Fund Balance, Jul 1, 2012 586,943 439,778 133.5% 147,165 517,916 517,916
i
Fund Balance, Dec 31, 2012 $ 404,373$ 153,998 262.6% $ 250,375 $ 575,578 $ 586,943
Reconciliation of Fund Balance:
Restricted and Commit ed Funds
Unassigned Fund Balance $ 404,373
eosrw r,.mago~,m - - 17 .
.3
City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
December 31, 2012
_ Fiscal Year2013. Percent Flscal Year2012 Fiscal Year2012
Year-To-Date Racal Year Collected) Year-To-Date End-of-Year
Actuals 2013Amended Expended Balance Actuals Actuals
710 Central Service Fund
Taxes $ 22,421 $ 59,000 38.0% $ (36579) $ 25,455 $ 61,629
Intergovernmental - 2,820 0.0% (2,820) - -
ChargesforServices - Internal 2,892,398 5,613,200 51.5% (2,720,802) 2,806,400 5,612,800
Charges for Services - Msc. Service Fees 74,654 298,000 25.1% (223,346) 74,750 403,772
Interest on Investments 3,927 5,000 78.5% (1,073) 2,409 6,141
Miscellaneous 55,096 110,000 50.1% (54904) 56641. 118,885
Total Revenues and Other Sources 3,048,496 6,088,020 50.1% (3,039524) 2,965,655 6,203,227
. Administration Department 638,957 1,505,343 42.4% 866,386 611,324 1,215,501
rr- Computer Services Division- 440,657 1,158,973 38.0% 718,316 551,651 1,087,264
Administrative Services Department 927,278 1,902,779 48.7% 975,501 735,873 1,702,733
City Recorder Division 164,126 324,681 50.5% 160,555 151,406 319,864
Pubic Works- AdmoMrstion and Engineering 717,373 1,614,715 44.4% 897,342 705,539 1,385,000
Intefund Loan 364,795 364,795 100.0% - - -
Contingency - 150,D00 0.0% 150,000 - -
Total Expendlbires and Other Uses 3,253,186 7,021,286 46.3% 3,168,100 2,755,793 5,710,362
Excess(Deficiency) of Revenues and Other
Sources over Expenditures and Other Uses (204,690) (933,266) 78.1% 728,576 209,862 492,865
Fund Balance, Jul 1, 2012 984,411 965,774 101.9% 18,637 491,546 491,546
Fund Balance, Dec 31, 2012 $ T79,721 $ 32,508 2398.5% S 747213 S 701,408 $ 984,411
Reconciliation of Fund Balance:
Restricted and Comm'ded Funds
Unassigned Fund Balance $ 779,721
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no:nnx..aasa<eo 18
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City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
December 31, 2012
Fiscal Year 2013 Percent Fiscal Year2012 Fiscal Year 2012
Year-To-Dafo Fiscal Year Collected) Year-To-Date End-of-Year
Actuals 2013 Amended Expended Balance Actuals Actuals
720 Insurance Service Fund
Charges for Services - Internal $ 374,631 $ 734,705 51,0% $ (360,074) $ 37V89 $ 729,545
Interest on Investments 2,532 5,000 50.6% (2,468) 2,257 6,646
MsceBaneous (184) 30,000 -0.6% (30,184) 8,079 194,645
Total Revenues and Other Sources 376,979 769,705 49.0% (392,726) 381,625 930,836
Personal Services 39,158 83,130 47.1% 43,972 39,849 81,616
Materials and Services 430,516 676,500 63.6% 245,984 412,913 693,611
Contingency - 150,000 0.0% 150,000 -
Total Expeadituresand OtherUses 469,674 909,630 51.6% 439,956 452,762 775,227
Excess(Deficiency) of Revenues and Other
Sources over Fpenditures and Other Uses (92,695) (139,925) 66.2% 47,230 (71,137) 155,609 ,
Fund Balance, Jul 1, 2012 761,552 617,493 1213% 144,059 605,943 605,943
Fund Balance, Dec 31, 2012 $ 668,857 $ 477,568 140.1% $ 191,289 $ 534,806 $ 761,552
Reconciliation of Fund Balance:
Reshn-ted and Canmided Funds 400,000 -
Unassigned Fund Balance $ 268,857
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e osm~r,.daa~ao 19
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City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
December 31, 2012
Fiscal Year 2013 Percent Fiscal Ywr2012 Fiscal Year2012
Year-ToDate Fiscal Year CollectedI Year-To-Date End-of-Year
Actuate 2013 Amended Expended Balance Actuals Actuals
730 Equipment Fund -
Intergwemmental $ 124,928 $ . 113,616 110.0% $ 11,312 $ - S 76,825
Charges for Sermces - Internal 880,781 1,698,563 51.9% (817,782) 880,781 1,761,563
Charges for Services - Misc. Service Fees 47,069 75,000 62.8% (27,931) 57,653 84,536
Interest on Investments 11,845 25,000 47.4% (13,155) 15,114 33,140
Mraceltaneous 235 55,000 0.4% (54,765) 2,374 29,149
Other Financing Sources 208,000 408,000 51.0% (200000) 208,000 408,000
Total Revenues and Other Sources 1,272,858 2,375,179 53.6% (1,102,321) 1,163,922 2,393,213
Public Works - Maintenance 509,233 993,965 512% 484,732 484,058 972,839
Public Works- Purchasing and AcquisUri 140,487 11150,616 12.2% 1,010,129 683,517 799,438
Interfund Loan 19,000 19,000 100.0% - - -
Contingency - 31,000 0.0% 31,000
- - I
Total Expenditures and Other Uses 668,720 2,194,581 30.5% 1525,661 1,167,575 1,772277
Excess(Deficiency) of Revenues and Other
sources over Expendirhrres and Other Uses 604,138 180,598 334.5% 423,540 (3,653) 620,936
Fund Balance, Jul 1, 2012 2,479,905 2,372,415 104.5% 107,490 1,858,969 1,858,969
Fund Balance, Dec31,2012 $ 3,084,043 $ 2,553,013 120.8% $ 531,030 $ 1,855,316 $ 2,479,905
Reconciliation of Fund Balance:
Restricted and Commilled Funds -
Unassigned Fund Balance $ 3,084,043
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a.o.rrnn~~nav 20
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I
City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
December 31, 2012
Fiscal Year 2013 Percent Fiscal Year 2012 Fiscal Year 2012
Year-To-Date Fiscal Year Collected) Year-ToDate End-of-Year
Actuals 2013 Amended Expended Balance Actuate Actuals
810 Cemetery Fund
Chaigesfor Services $ 6,283 $ 25,000 251% $ (18,717) $ 21,011 $ 28,035
Interest on Investments 2,505 20,000 12.5% (17,495) 1,695 5,911
Tmnsfer(General Fund) 500 500 100.0% 500 500
Total Revenues and Other Sources 9,287 45,500 20.4% (36,213) 23,206 34,446
Transfers 2,505 20,000 12.5% 17,495 2,457 4,805
Total Expenditures and Other Uses 2,505 20,000 12.5% 17,495 2,457 4,805
Excess(Deficiency) of Revenues and Other
Sources over Expenditures and Other Uses 6,783 25,500 26.6% (18,717) 20,749 29,641
Fund Balance, Jul 1, 2012 861,244 867,103 99.3% - (5,859) 831,603 831603
Fund Balance, Dec 31, 2012 $ 868,027 $ 892,603 97.2% $ (24,576) $ 852,352 $ 861,244
Reconciliation of Fund Balance: ,
Restricted and Committed Funds - 868,025
Unassigned Fund Balance $ 0
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12YM] 21
City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
December 31, 2012
i
Fiscal Year2013 Percent Fiscal Year2012 Fiscal Year2012
Year-To-Date Fiscal Year Collected) Year-To-Date End-of-Year
Actuals 2013Amended Expended Balance Actuals Actuals
211 Parks and Recreation Fund
Taxes $ 3,931,681 $ 4,445,000 86.5% $ (513,319) $ 3,797,924 $ 4,339,310
Intergovernmental - - WA - - 33,117
Charges for Services 416,157 805,000 51.9% (386,843) 438,863 899,765
Interest on Investments 5,768 11,000 52.4% (5,232) 5,344 18,329
IJfiscellaneous 42,702 23,500 181.7% 19,202 12,463 22,127
Total Revenues and Other Sources 4,398,308 5,284,500 83.2% (886,192) 4,254,594 5,312,648
Parks Division 2,018,413 3,956,910 51.0% 1,938,497 1,673,470 3,488,488
Recreation Division 559160 1,239,780 45.1% 680,620 556,946 1,032,591
Golf Division 219,242 485,120 45.2% 265,678 196,799 414,373
Other Financing Uses - Transfers - 350,000 0.0% 350,000 349,000 349,000
Contingency 50,000 0.0% 50,000 -
Total ExpendduresandOther Uses 2,796,815 - 6,081,810 46.0% 3,284,995 2,776,215 5,264,452
Excess(Deficiency) of Revenues and Other i
Sources war Expendbres and Other Uses 1,601,492 (797,310) -200.9% 2,398,802 1,478,379 28,196
Fund Balance, Jul 1, 2012 2,242,227 2,087,749 107.49/6 154,478 2,214,031 2214,031
Fund Balance, Dec31,2012 $ 3,843,719 $ 1,290,439 297.9% S 2,553,280 S 3,692,410 $ 2,242,227
Reconciliation of Fund Balance:
Restricted and Commitled Funds
Unassigned Fund Balance E 3,843,719
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City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
December 31, 2012
Fiscal Year 2013 Percent Fiscal Year 2012 Fiscal Year 2012
Year-To-Date Fiscal Year Collected) Year-To-Date End-of-Year
Actuals 2013 Amended Expended Balance Actuals Actuals
221 Youth Activities Levy Fund
Taxes $ 1,121 $ 8,000 14.0% $ (6,879) $ 10,161 $ 10,427 ~
Total Revenues and Other Sources 1,121 8,000 14.0% (6,879) 10,181 10,427
Materials and Services - WA - - -
Total ExpehdiNresend Other Uses - WA - -
Excasss(Defidency) of Revenues and Other
Sources over Expendlures and Other Uses 1,121 8,000 14.0% (6,879) 10,181 10,427
Fund Balance, Jul 1, 2012 20,325 (8,000) 354.1% (28,325) 9,898 . 9,898
Fund Balance, Dec 31,2012 $ 21,446 $ 0.0% $ (35,204) $ 20,079 $ 20,325
Reconciliation of Fund Balance:
Resticted and CommNed Funds 21,446
Unassigned Fund Balance $
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City of Ashland
Statement of Resources, Requirements, and Changes in Fund Balance
December 31, 2D72
Fisml Year 2013 Percent Fiscal Year 2012 Fiscal Year 2012
Year-To-Date Fiscal Year Collected) Year-To-Date End-of-Year
Actuals 2013 Amended Expended Balance Actuals Actuate
411 Parks Capital Improvement Fund
Charges for Services $ - $ 28,000 0.0% $ (28,000) $ - S 68,671
Interest on Investments 1,118 1,900 58.9% (782) 1,325 2,369
t4scellaneous - - NIA - - 13,522
Transfer (Park Fund) - 350,000 0.0% (350,000) - -
Total Revenuesand Other Sources 1,118 379,900 0.3% (378,782) 1,325 84,562
Materials and Services 11,183 - WA (11,183) - -
CapitalOutay 242,421 595,000 40.7% 352,579 31,701 68,296
Total Expenditures and Other Uses 253,604 595,000 42.6% 341,396 31,701 68,296
Excess(Dalkiency) of Revenues and Other
Sources over Expenditures and Otter Uses (252,486) (215,100) 117.4% - (37,386) (30,376) 16,266
Fund Balance, Jul 1, 2012 449,132 457,167 98.2% (8,035) 432,865 432,866
Fund Balance, Dec 31, 2012 $ 196,646 $ 242,067 81.2% $ (45,421) $ 402,490 $ 449,132
Rnonciliation of Fund Balance:
Restricted and Committed Funds 100,000
Unassigned Fund Balance $ 96,646
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City of Ashland
Combined Statement of Financial Position By Activity
For the sixth month ended December 31, 2012 -
General Business Intra-0lty Total Parks -
Resource Summary Govemment(1) Activities (2) Activities (3) Cih7 Component Total
Revenues
Taxes $ 8,540,342 $ 585,404 $ 22,421 $ 9,148167 $ 3,932,802 S 13,080,969
Licenses and Perrms 289,327 - - 289,327 - 289,327
Intergovernmental Revenues 1,580,000 903,346 124,928 2,608,273 - 2,608,273
Charges for Services - Rate B Internal 3,235,083 12,141,433 4,147,811 19,524,327 418,157 19,942,484
Charges for Services - Mac Service Fees 82,774 231,040 121,723 435,537 - 435,537
System Development Charges 102,129 196,217 - 298,346 - 298,346
Fines and Forfeitures 80,439 - - 80,439 - 80,439
Assessment Payments 13,811 - - 13,811 - 13,811
interest on Investments 37,024 22,092 18,304 77,420 6,886 84,306
MsrzOaneous Revenues 452,965 - 116,490 55,147 624,602 42,702 667,304
Total Revenues 14,413,894 14,196,022 4,490,333 33,100149 4,400,547 37,500,796
Budgetary Resources
Other Financing Sources - - - - -
Interfund Loans 383,795 - 208,000 591,795 - 591,795
Proceeds From Debt Issuance - - - - - -
Transfers In 21,114 21,114 21,114
Total Budgetary Resource. 404,909 208,000 612,909 612,909
Total Resources 14,818,803 14,196,022 4,698,333 33,713,158 4,400,547 38,113,705
Requirements by Classification
Personal Services 5,644,877 2,592,934 2,430,253 10,668,063 1,539,560 12107,623
Materials and Services 3,796,193 9,437,776 1,562,708 14,796,677 1,268,438 16,065,116
Debt Service 1,907,564 728,683 2,636,247 2,636,247
Total Operating Expenditures 11,348,634 12,759,392 3,992,962 28,100,988 2,807,998 30,908,986
Capital Construction _ _
Capital Outlay 3,801,701 1,049,013 14,825 4,865,539 242,421 52107,961
I
Interfund Loans 208,000 - _ 383,795 591,795 - 591,795
Transfers Out 21,114 - - 21,114 - 21,114
Contingencies - - - - - -
Total Budgetary Requirements 229,114 383,795 612,909 612,909
Total Requirements 15,379,449 13,808,405 - 4,391,581 33,579,436 3,050,420 36,629,856
Excess (Deficiency) of Reswnxs
over Requirements (560,646) 387,617 306,751 133,722 1,350,128 1,483,849
Working Capital Carryover 13,963,709 8,508,759 4,225,868 26,698,336 2,711,684 29,410,020
Ending Fund Balance $ 13,403,063 $ 8,896,376 S 4,532,619 $ 26,832,058 $ 4,061,812 S 30,893,869
(1) General GaremmentActivities are those cityfunctions that benefitthe community. These funds include the General Fund, Community
Development Block Grant Fund, Sheet Fund, Airport Fund, Capital Improvements Fund, Debt Service Fund and the Cemetery Trust Fund.
(2) Business Activities are funds that rely on and should support themselves An user fees. These funds include the Water Fund, Wastewater
Fund, Electric Fund and the Telecommunications Fund.
(3) Inba-City Activities are funds that inmanly pmvide service to other city departments and are generally funded by fees assessed to them.
These funds include the Central Services Fund, Insurance Services Fund and the Equipment Fund.
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City of Ashland
Revenue Summary as of December 31, 2012
Current Year PriorYeer Current/
2012.2013 2011 2012 Prior
Recelvng
Revenue k¢m Fundl Share Month Y9fll 3 Amended %YTD `+s Y76= EOFY r Ch'anga4..i
1 r~.S.1 SkeT137 FoodBBeoemge Tax WCap. nLnpr.19.6% 7,732 § 443,000 33% § OW 104Waslevmter78.4% 3),929 1,735,000 34% 1 707,027
,707 f 1DdCentral Sv 2% 789 r .~-~u V 36,000 41% ? 46965 i H.M
Total F&B Ter 39,451 ` 7 746,6611 2,214,000 34% a dC.•714,896 { 21 r180749 ' 104 4%•
f
TransientOccupancy Tax Genera1100% 13,125 ;k 917,064 1,995,000 46% OM; 1,910,699 1619V
Ambulance General 100% 87,826 a 421 C06p 887,400 48% 5193511 957,032 at..,
5
Coud Fees It Fran General 10D% 37,611 273111 400,025 56% 335626 490,166 i 115.9%.
1 ,
Parking Fees Debt Sns-Rents 3,193 ~a 19158 38,318 5D% :19065
30,310 1 f00S%'
General Fund - 61271, 2,000 3D6% r 1,0 54 , 1,973 581.3%s
Capital Fund 565 34615. 50,000 69% ,32,8261 42,456
Centra Ss: FSes 7,809 536390000 49%51148 103,357991%:
Total Parking Fees 11,567 a 1135391 200,318 5T% 107,093 186,104 r 106,%;
(t Y i~ a6 K
Franchises General 168,946 11,197,661' 2,721,770 44% 9W13,61', 3962,594,075 ( 1071%.
Sbeets,AHWCharter C k 8,536 50,000 27% 53,314 v Ill,
Total Franchises 168,946 11,211 ,1984 2,771,710 44% '7,131,428 2,547,389 1 107.7%'
SDC's Sheets 2,732 75,723 65,000 116% ;3416381738 4Caphailmpr. 989 26,`406 22,000 120% 96123 46,490 i 2747X',
Water 9,752 147"47
150,0110 99% •9557, 491612 ' 21a4X'
Waslexatter 3,375 48,20 66,000 73% 28,196; 81,998 is 171.2%.
Total SDCs 16,848 298,3461 303,000 98% - 121,532r 1,001,838 1 23U3%
i
Planning ~ a
PenniS and Fees General lW% 21,918 158,435 264,000 60% 218,OBa1 804,126 1 6.39X: -
Changes for Services General 100% 920 77,749, 19,750 90% - 6,q25
55,294 7563X_
Total Planning 22AM X176,185 283,79 62% 22 DD,9i 89420 691
B eirg
P a,f
Permits and Fees General 100% 15,755 g 130,897 744,000 54% 1,614¢ 535,976 117
Charges for Services Genera 100% D9 5,028 7,000 83% }25. 13,384 r 1055%1
Total Building 76,057 r5945 751,000 54% - 117,139; 549,360 ' f16:T%: _
Charges for5enicss(sales)
(Excludes SDCS) Electric 1,146,161 113,109,040 45% 577460912,305,176 103.0X:
Water 318,597 5,147,000 63% 2,070744,772,573 113.'
Waste aw 316,356 3,935,000 51% 36,TUB8 3,586,913 MAW!
Telemmmunirabon 28,329 1.832,582 50% ra1.025 , 1931.125 892%7
Total Sales 1,809,4n 11141'433 24,071,822 51% 11,587,130' 22,5957Be - 105.M
Interest Al FUrds - 16,832 8!,306 167,600 509: ]3,184' 211,369 ~ 1151%1 '
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RopedYTax I, - I-
(CunntTaxes) Generl 60,500 q 3528,472 3,939,978 9D% .3,398,7781 3,8342110 1041%1 -1 1
TechMbgy Debt 5,482 ^,e. 319714: 357,000 9D% x'.307,303 347,490 104.0X;
library 5,958 ±~f°" 434]495 388,022 90% 336,104. 377796 it •104.0%;
Debt Sa 7,335 x- 427,7j4 477,663 90% 554,9631 627537 r 71.1%.
Pala 65,567 r 3,824,025 4,270,000 90% 670,073' 4,150020 1501X+
Total Taxes 144,842 x8447,479° 9,432,663 906"8757721 9,3370431023%;
T.W. S 2,385411 15.24$70,4531 § 43,018,288 58% S'+~239/7276:i § 42,926,951 1043%'
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City of Ashland
Departmental Expense Report
For the sixth month ended December 31, 2012
AIWA %a
Year-To-Dade P.w Pelcentol M Budget
Eveaft. Budget EVendet BalaMe Enwmbaed Av I&n Budget PdorF PriarM
Administration Department
110.01.02 Eoonmlco Paned
P ASances - S 351 $ 55.080 0.6% S 54,733 S - $ 54,130 0.6% S - an
Maana~ and Services 11,112 265,196 .7% 241,484 19,510 19,914 14.0% 13,591 9.1%
1B.M3 32.216 56% 302,213 99,510 282103 112% 13,591 12%
unary
11001.02.11 Malenls and Servk. 18.380 38.012 d.5% 199,642 188,380 11.263 91.1% lass 485%
188,380 388,012 40SK 199,642 18.380 11,263 91.1% 102893 48.5%
Pubic Art
110.01.0218 MaRlils and! servk. WA WA it" 54.3%
WA - - - WA &000 54.3%
RVN
110.01.02.19 Mabrils antl 8ervkes 26,fi51 54,090 49.3% 21,439 21,439 100.0% 4008 41.1%
2.651 54,090 49.3% Tr,439 9,439 - 100.0% 75,800 . 47.7%
Mund*w Court
110.01.04 PeOSmal Sw*,a 14,1'K 312,213 51.8% 152931 - 152937 51.8% 74,194 50.56
Mat9iaa and Series Mom 101,554 501% 53,548 896 5;652 51.0% 47,410 44.4%
218.343 424,822 51.4% 20.484 896 204589 51.6% 22;222 49.2%
Ma10r&Coun61
'
710.01.01 P.9 Sarkes 34,301 78,610 431% 44,229 - 44,229 43.1% 28210 55.0%
M.W1313 ant Sena. 3.115 55,100 647% 18,325 18,315 65.1% 35559 65.1%
11,156 133,110 531% 62,554 - 62554 531% 61,169 611%
AMmdstradon
710A1.02 Pa SeMaas 195,559 516.378 37.9% .320,819 - 32.819 31.9% 1K785 465%
Malaialsand Services 55,788 89,890 611% 34,102 24,186 9,916 09.0% 28,664 31.4%
251,37 606268 415% 354,921 24,186 330,135 45.4% 225,449 43.8%
Legal
11001.03 Pamul Bales 119,392 369,507 323% 250,110 - 250,110 323% 100,735 25%
MabailS ant servos 52148 1.625 an 23811 67.986 (44,1091 152.6% 10,699 an
17,145 446.132 386% 213,981 62,986 2.001 53.8% 171,434 37.6%
Rumen Remurc.
710.01.49 PersanA SerAM 100,315 21249 71% 112142 - 112142 472% 95,988 49.0%
Malails and Sauk. 43,994 106,776 41.6 62782 11,144 4.638 9.3% 56.685 591%
144,309 319733 45.2% 114,924 17,14 151,780 50.6% 152613 an
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Pa5aul8aMCes 614,338 1,549,305 39.7% Hi4W - 934,961 39.1% 594,512 41.A !
Maletlls and Services 416,055 1,143,253 41.6% W,M 345,590 321,658 71.9% 49,311 461% II
Total for Administration
Department $ 1,094393 $ 249253! 405% S 1,602163 S 145510 S 17%625 513% f 1,0a3,S09 7A%
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City of Ashland
Departmental Expense Report
For the sixth month ended December 31, 2012
. Ageal %of
Y..TO-0ate Percent Perceidof Ym Bed9et
Expenditures BudgM Expended BMmw Enwu .d A¢WW, Budget N.F PriorM
Information Technology Department
691.0147 rr-IM d
Pawns S6nim S 265.717 S 629,045 422% $ 363,328 - S 363,328 421% $ 306761 4i7%
MYaias a S M 415,01 887,817 45.6% 48,216 12;022 30,194 60.6% . 417,781 48.8%
P&&DWSen,ke 409.00 409,000 100.0% - - - 100.0% 209000 51.1%
CWN Owq 4948 100,000 20.9% 79,052 1,866 77,186 22.8% 34,740 242%
1,111.266 2.25,862 AN 914,596 123.888 790,708 61.0% 968182 46.6%
710.2.05 n-COmp -
PawoaSaMSes 351,067 862,245 41.4% 05,178 - 505478 41.4% 431,671 47.9%
Mae'a's and SKA= 03,591 276.720 02% 193,137 708 192,430 305% $5,976 328%
Ca Nod9 - 20,000 - 00% 20,000 - 20,000 0.0% 34,001 136.%
W,657 1,158,973 360% 718,316 708 717,00 36.1% 551,651 46.4%
Totals
Pawns Services 622,703 1491,290 418% 868,07 - 860,07 41.0% 736432 47.0%
Manias ant Se AM 0.192 1,573,545 57.7% 665,30 122,129 542.624 65.5% 71279 46.6% i
c-PM Olduy 20,948 12QM 175% 99.52 1,866 97,106 19.% 68,744 41S%
Total Information
Technology S' 1,551,924 $ 3,164,035 4.7% S 1,632,911 - $ 124,05 S 1,08,316 526% S 1,51$933 465%
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City of Ashland
Departmental Expense Report
.
For the sixth month ended December 31, 2012
i
aelna %of
Year-To-Dtle Potent P4swdof M Budgk
E>mendiNres Budget Eapeudai Balance Encumbered Avalahle Budget Prior FY Poorm
Administative Services - Finance (non-operating)
Soda! Bervi Grad
110.6325 MalerWS andS Services $ 723,305 f 125,125 98.5% f 1,82➢ S $ 1,829 98.5% f 11485fi 96.9%
123,305 125,125 9&5% 1,820 - 1,820 98.5% 118,856 96.9%
E andkna Grenb
110.031fi Mawd& @dak aM 6eO'vYes 419,4P 67&360 61E% 258.923 258,913 61.8% 400.713 64.0%
419,437 98,360 619% MUM - 258,923 61.8% 400,713 64.0%
Band
110.03.09 Personal Serdoes 1,030 3,800 48.1% 1,090 - 1,970 481% 1,830 48.1%
Mabliats and Services 36,099 WOO 66.0% 18,601 - 18,601 66.0% 31,927 58.4%
37,929 SB.500 64.8% N91 - 20,571 64.8% 33,757 9.7%
Misce9aneoos
110.99.00 Masials antl Series 25,501 47,000 51.3% 21.402 - 21,497 92% 34050 2&9%
25,503 CAM M.% 21,497 - 21,497 54.3% 36,850 MA
Open SpaceParks
41o o112 Matrnals6Senices 10 - WA (10) - (10) WA - 0.0%
CapR Outlay 78,95 1,892003 4.2% 1,013.017 81,955 1,731,61 &5% 44233 2%
70,993 1,892,000 47% 1,813,007 81.956 1,731,61 &5% 45,233 25%
Bann
530.03.11 Det40eme .410.000 0.0% 200.000 - 209,000 &0% - 0.0%
- 90.00 M XXOD0 204000 &m9 - 0.0%
Geneal W,adon
530.03.32 Oebd er . 1,19,376 1,906$94 M.N. 748,918 748,918 50.7% 1,100,396 56.9%
1.19,376 1,806794 602% 744918 - 748,915 607% 1,100,3% 56.9%
N"&Cnn =
539.03.33 Deft Savire 730,921 748,947 97.6% 1Bp26 14026 97.6% 94291 61.9%
734921 748,947 97.6% 1&026 - iBp26 97.6% 94,91 81.9%
Insurance Serv .
720.03.00 Personal Smicws 34158 83,130 47.1% 43,972 - 43.972 47.1% 39,N9 501%
Maaridl and Semen 430,516 676,500 63.6% 245,9M 30,478 214506 9.1% 412,913 61.0%
40.674 759,630 61.8% 289,956 30,48 259,477 65.8% 452,762 599%
Total.
PcswW SeKms 4499 04930 471% 44942 - 45.92 4]16 41,69 5&0%
Maw* and SWAv 1.034871 11581.685 63.4% 544814 34478 516,346 VA% 1,001,259 fi23%
CaPw Outlay 78,983 1,89;(100 41% 1,813.017 81,958 44237 24%
OebtSCVVS 108295 ;854241 641% 966,95 - 966,95 6&1% 1.194.687 53.1%
Total Atlmrfl6 van S".
(non-opeadn8) $ 3,043,138 f 6,414856 4TA% $ 3AM718 S 112,434 S 1,59,233 491% $ 2,252656 39.0%
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City of Ashland
Departmental Expense Report
j
For the sixth month ended December 31, 2012
Aaua1 %of
Year-To-Dafe Pacer[ PertvrtN Ym Mget I
E6penSoiiw Budget Expended Balance Encumbered Aviila6le Budget PnvH PMrM
Administrative Services • Finance (operating)
CusfamvlnlvmaBvn Services ,
71D.09DT Pried Sevres 209.15] 425,930 49.1% 216,713 - 216,173 49.1% 196,388 49.7%
M#vizLS and S.*. 4,769 13,897 31.3% 8;126 P.511 14,617 88.8% 0.737 444%
C~ItA Outla7 5,392 5,000 WA 44,608 21,011 22,597 WA - 0.0%
263,318 60,821 434% 343,509 89,522 20.987 581% - 251,125 48.3%
A.wfi g
71003.08 Pasoral SVVivs 24,1a6 S1D,181 47.1% 259,P5 - 269,115 47.1% 22-1,665 47.2% r
MaWiate and SVVCes 107,505 180,750 59.5% 73,245 48.82 25,164 MA% 64,686 37.4% ~
367,911 69,931 5,4% 343,020 48.52 294,939 57.3% 288,251 44.6%
Advidr,i bon
710.0305 pla wSa 234.404 U V66 531% 206,862 - 215,862 53.1% Iizan 264%
M&dals and Serdce9 81,645 163,755 49.9% 8;110 1,948 80,162 51.0% 87,624 53.5%
316.49 605,021 522% 288,972 1,948 287,024 526% 193,4% 34.3%
Totals
Pam,ulSavres 681967 1,37,3P 49.7% 693,410 - 84,341 49.7% 525,925 41.4%
M&% "Savic. 237,919 _ 475,402 W.% 231,463 117,541 172,594 74.8% 09,97 45A%
ca,,BeI ovw 5,392 50,000 ",,606 2;OI1 - WA NA
Total Administrative
Service (operating) f 927,278 $ 1,90ZM MA f 975,501 S 13,552 f 1,0161941 56.1% f 73;672 !IA%
City Rxorder
710.04.00. Pa MSavscs f 81.50 f 17,g31 46.6% f 91,881 $ - f 91,881 A8.6% f 84,606 50.6%
Makr adeavtu P,oP 145,750 529% 68,673 1,902 NM 512% 66.798 465X
Total CV,R My f 161,126 f 324,681 50.5% f IN= f 1,902 f 15,653 51.1% f 151,406 46.7%
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City of Ashland
Departmental Expense Report
-
For the sixth month ended December 31, 2012
. AcNa %of
Yur-To-0 PercerR Percudof Ym Budget
Ew-ftres Budget Expended Ba Encumbered Available Budget Pdor PY Nri M
Police Department
l
AMdni Senac
110.08.09 Persona a Serviez f 112,617 S 256,670 0.1% f 134,29 f - S 134,253 41.]% f 123,024 9.8%
M,t Jsantlservices 2]1,381 543,953 49.9% 27,5)2 206,601 65,971 B/.9% 259,017 43.3%
Capra OWay 221,163 273.963 WA 46,800 - 46,800 WA 36.409 WA
620,962 1,074,586 5]9% 453,624 206,61 24],013 n.0% 416,450 49.8%
support
110.00.11 PersaW 5WR9 398,97 05,178 456% 476,491 - 06,491 45.6% 387,466 49.8%
Malerals and SerNCes 106,101 26,000 40.8% 153693 4,172 149,77 424% 12],03] 54.0%
6479 1,135178 415% 60,390 4,1]2 62,218 41.8% 514,63 6.8%
110.0842 Bpcatiom -
PenonaServices 1,53665] 3,045,59] 505X 1,6,940 - 1$08,960 6.5% 1.49,234 49.8%
MaVnatsand Serves 399.96 81;705 491% 41Zn5 15,67 396,868 512% 3 ,:tm 512%
1,93658] 3,858,302 502% 1,921,715 15,6] 1,905,808 6.6% 1,89,56 50.1%
Total
Pemma Seines 2051,761 4,1n,445 49.3% 2119,664 - 2119,684 49.3% 2,00.724 499%
Maenas and Servccs 71,413 1,616,658 481% 839,245 7666 611.565 62.1% 75436 48.6%
Capitl,may 227,163 273983 WA 46.800 - - WA 36409 WA
Total Police Department f 3,06;39 S 6,068,066 95% S 3005,729 S nust; $ 2,]32.]49 $4.2% S 2]91,51) 92%
Fire Department
110.0742 OpeoBam
Per9na Services S 1,132516 f 23&3,238 47.5% S 1,250,182 S - S 1,26,782 425% $ 104243 47.4%
Ma d. and Sat4ces xA.202 716,91 6.7% 354,359 3.158 324,201 54.9% 423,225 620%
1,49,118 3101,99 48.3% 1,605,141 30,158 1,5]4,983 492% 1,465,654 9.8%
110.01.13 Emefgemy SeMCes
P al SWAM 93,845 1,783432 521% 89,97 - 89,97 521% 63914 an
Ma ,0.M S.MM 398,935 762048 524% 363,113 68.415 34,698 61.3% 39,605 468%
Capita Outlay WA - - WA 1,066 WA
1,31$76 2545,46 522% 1,216.700 0.415 1,148,285 54.9% 1,263,585 51.1%
117.0731 FvedtJre Salery OiNSUn
Pampa services 10,615 240,01 41.4% 131,809 1,418 132391 4.8% 7%9 51.1
Ma2das and sent 3,16 54,152 45.8% 3,652 613 3,039 41.0% 6.701 3.5%
131.775 35,236 44.6% 10,41 2,031 161,430 45.3% ]9.670 459%
610.0739 Fon:at lnt
~Senices 104,855 21,335 480% 11346 - 113,46 48.0% 104,266 554%
Mkui*and SMV 916,020 3,519,654 260% 2603631 1,405,705 1,197,929 Mm 115,105 7.0%
102.816 3,]3'1,989 213% 2]1].113 1,405.705 1,311,406 64.9% 223,371 120%
Total
Parana SeMces 2213.891 4.625.549 492% 2351,658 11418 2236,76 492% 2125,578 6.1%
Ma Ws and Saves 1,704,251 509,015 311% 3350.79 1,504.890 647,938 - 615% 62636 288%
c-pBa odry WA - - - WA 109 WA
Total Fire Department S 3,976.146 $ 9,660,564 41.1% $ 5,702416 $ 1,96,300 S 2661,696 56.7% $ 3,0Ej60 41.1%
32
City of Ashland
Departmental Expense Report
For the sixth month ended December 31, 2012
Actual %d
r.TO DzW Pt Per d Vm Budget
Expendtuses Budget ap.n 8almca 9amaM Ava I. Budget Pdor Fy Ni Tm
Public Works Department
110,X).14 Cdndery
Personal SUNCas S 70285 S 190,913 37.1% S 120.008 S - S 120,Q98 37.1% S skm 47.6%
Maleids ad S.*. 68,665 138,920 414% 10,255 1,2x3 68,992 50.3% 78,041 58.0%
COPBa1 od0 121X) 0.0% 12,000 - 12099 WA - WA
139,450 341,193 40.8% 2112,30.1 1,273 201,070 412% 156,813 51.9%
Gnuntls Nddenance ~
260,(8.11 Mftials and SeMres 107,310 219,4X) 499% 11ZNO 1,690 110,340 497% 10;346 49.1% 0
101.310 219,400 .48.9% 112.030 1,690 110.340 491% 102,346 49.1% I
SVed Opaaeons .
26008.12 Pamnd SaMCes 341,612 700,740 49.6% 353,128 - 353,128 49.6% 113,523 51.1%
Mdaids and Services VZM? 1,152,740 453% 630454 35,311 595,142 484% 541,833 45.4%
CaP3d M4 965,483 3,870,230 24.916 2,904,147 71,182 2,831565 26.8% 35,698. 122%
Debt SeYCe 500X) WA 50000 WX)0 WA 0.0%
1,81036 5,7/1710 31.8% 3,938,328 106,493 3,831,935 336% 1,246,055 25.8%
260.06.11 St.. Dain
Personal Serv'vxs 124,428 284,170 438% 159,742 - 159,742 431% iz m 44.6%
Maredds and SeM. 115,143 264,840 415% 149,691 - 149,697 435% 121,512 49.4%
Cap4d 0o8 156.202 259,250 60.3% 101048 1,981 95,061 633% 16,511 9.0%
391113 808250 490% 41ZM7 7.997 404,500 50.0% 295,032 313%
290.X).34 SOC sw. Drain
Maki sd Sadeee - - WA - 24,618 24,818 WA - OAn
capital 044 1X),71] 198,750 75.8% 48,033 64(161 34.645 78.9% 0.0%
150,717 198,750 15.8% 48,033 30879 17,151 01.4% - 04%
260.08.35 SDC TMsport4on
WW@ and Savicn 147 - WA 1147) (147) WA - WA
Capital ploy I 50.350 275,911 21.9% 215,561 20344 195,218 292% 269,801 51.3%
Or*Finandeg tlYS WA WA WA
60,497 215,911 21.9% 215,414 20,344 195071 293% 203881 51J
260.X).41 DVe
Cep3d GWday WA WA 360 0.1%
WA - - - WA 390 0.1%
260.8.0 Aport .
Matr4ids antl SeMCes 31,118 91950 37.1% 52,172 19,950 32,822 69.9% 25,369 39.1% _
DeMSmice 19,268 38,536 590% 19,269 192M 69.0% 19,269 44.3%
50446 12;486 411% 120X) 1%SW 52,090 57.5% 44,631 41.1%
410.0634 Fad6ty MdM xnce _
Persond Se. 96,433 20Z4M 47.5% 105,981 - 1%,981 47.6% 0,347 46,1%
Mabids and Sevres 186,481 453,830 4L2% 266,.3 90217 176,351 61.1% 198,012 44.6%
Capdal l118ay ;162833 4.501750 460% ZMN7 954,121 1,4B.M 91.0% 139,150 in
2445223 5,159,230 47.4% 2713,501 944,344 1,199,163 UN 431,109 10.1%
I
vma 33
City of Ashland i
Departmental Expense Report
For the sixth month ended December 31, 2012
. Actual %al
Yer-WO Pv w Prc d M Budgd
6.pendteea Budget Expended S.W.. D.z .ed AMAk Budget N.F Pri M
670.0845 Wdt -&PPN
Maleils ed Services 123,994 201,700 61.5% n.706 19,099 58.607 70.9x 111,188 55.1% -
CapBMOUIq 15,011 211,655 7.1% 196,644 20,]76 175,868 169% 96,626 24.4%
Debt6alee 20,922 22913 913% 1,991 1,991 913% 24950 962%
159,927 U5,m 361% 276,341 39,876 236,465 45.8% 228.764 MM
970.08.18 Wa Diefi on -
Persona Sevkes 426255 871,840 48.9% 445,7&5 - .445,]85 48.9% MUM 39.%
MaWela and Semen 749,010 1,419.349 52B% 9029 7,038 651301 533% 697,465 526%
Cap8a wq 34735 344000 em 309,2fi5 1,000 303,265 93% 24,518 214% i
DeBISerMCe 131902 146,106 91.6% 12204 12204 91.6% 313,148 95.]%
1,339,703 un,295 482% 1,437592 8,038 1,429,554 485% 1.39214 520%
8]0.06.19 Wrte Tr a eMplad -
PmrdSwV 218,825 49.99 48.1% 236,125 - 236,125 48.1% 20522 47.3%
MaT. and Servirs 284,434 634775 41.9% 365,341 88,930 2n,412 an 26923 9.8%
cwbl008 5,665 259300 11.4% 25,635 3,675 22960 129% 452 in
Oebt S.~m 187972 234924 79.7% 48952 46,952 79.7% 184,172 5.0%
696,896 1,95,949 44.2% 879,053 92605 786,48 50.1% 659,119 51.1%
670.08.37 Wale Rebnbun me MC
CBPU Oulm WA 829 (&59) WA 370 0.3%
WA - 829 (8,59) WA 370 03%
670.08.38 WMehnpmv OSDC
MakUaa SWAM 1,600 - WA (1,600) - (IM WA - WA
Capu OU54 13.92 334250 4.0% 317,158 10,358 M" 7.1% 34,641 139%
14,692 331250 4.4% 315558 14358 30650 7b% 34,641 139%
Wage SOC
OebtSeN 112980 123,193 91.7% 10,214 10,214 91.7% 113,15 90.6%
112,980 15,193 91.7% 14214 - 10,214 91.7% 113,15 90.6%
675.08.17 Was6mWr WOacfiom
Pmeibt8arv9s 210,2n 161.210 45.6% 250,gn - 250.933 456% 218,950 480%
Mabna6 and SwA= 611,198 1,247,855 490% 636,69 247 636,410 490% fi10,018- 51.8%
Capu Outlay 386,853 921,449 420% 534,598 20,96 514,020 N.A 16,883 65%
Debt Service 14,286 2$92 50.0% 1418fi 14,286 50.0% 14186 0.0%
1222614 2659,086 160% 1,434472 21.23 1,415.649 46.8% 659,931 4.4%
City of Ashland
Departmental Expense Report
For the sixth month ended December 31, 2012
A=M %O1
Year-Wo- Pccent Pert Id YID Budget
Expenditures Budget Expended Balance Encum .d Av19 Budgd PionH N.M
67508.19 WaatewACTrea6neMPW1 - -
P.nalSe 253,418 511,890 495% 258,472 - 258,472 49.5% 25;244 51A% i
MaRdaLS aM Serves 735,920 1,98,391 46.6% M471 171,298 671,173 9.5% 692944 47.1%
ra N Outlay 233,732 1,213,234 18.4% 1,039,502 W.M 494,842 61.1% - Us
DeMSavsx 239,550 1,639,200 146% 1,399,650 1,39,650 14.6% 250,950 15.0%
1,46;620 5,00;715 292% 3,510,095 715,953 2,024,13/ 435% 1.196,138 28.6% i
875.0.37 Wastewater Beimbms .t SDC
C.aplw 0v14 7,500 00% 7,500 93 7,407 12% U70 5.2% j
7,502 O.0% 7,500 93 7,407 1.2% 1.110 52% -
67506.38 WaMawrtvblprovenent50c .
Mabiafs and Ss - 15,000 0.0% 150,000 - 150,000 0.0% 9,497 323% -
Capitel0u0ay 5,081 230,506 21.7% 18],425 60,518 119,907 400% 33,651 167%
50,081 380,506 132% 330,425 60,518 26,907 29.1% 82148 23.3%
710.00.11 Support
~SeraFZS 611,613 1,373,66.5 44.5% 76209 - M053 41.5% 593.733 509%
Maxdafs and Seuices 105,760 23,750 45.8% 124,990 11,540 113,450 50.8% 11/,806 49.7%
Capital Outlay - 10.300 On 10,300 - 10,300 0.0% - 0.0%
717,373 1,614,715 44.4% BW,342 11,540 805,802 45.1% 703.539 50.7%
730.6.10 PurehaslnOACquis n j
Mabla6 and Senses 131,054 113,616 WA (17,438) - (17,438) - WA
CapBal Outlay 9,433 1,037,000 09% 1.021,561 133,763 093,804 13.8% 69517 85.4%
140,407 1,19,616 122% 1,010,129 133,763 876,366 n4% 683,517 854%
730.08.24 Equ M.d
Pesonal S.l .1,747 424,320 47.5% 21$93 - 222,93 47.5% 173,742 404%
MaMlals and services 307,406 59,645 - 54.9% 25219 24,309 29,849 59,3% 31,316 .55.6%
cape Q2ry 10,000 00% 10,000 10.000 0.0%
509,233 993,965 511% 484,732 24309 460,423 9.7% 484,09 49.0%
Totals -
PersmalSercon 2561,194 5.476,078 46.8% 2914,884 - 2914884 46.8% 2443.628 46.9%
MalesaM Savices 4,061,732 8,444991 481% 4,381259 495,720 3,881,539 RD% 3,924574 49.0%
Ca9dal ONMy 4,264,150 13,751,085 31.% 9,486,927 1,763,39 - 7,Ttl,90 43.8% 1,616.768 155%
Dept SeMrn 724,819 227,444 31.8% 1,554565 1,554565 31.8% 915,903 37.8%
Total Public Works f 11,611,964 f 29.51,96 36.fiY. f 16,81,664 f 2159,076 f 16,06,857 48.3% f 0.902673 34.1%
l
®v ~+Amm 35
City of Ashland
Departmental Expense Report
- -
For the sixth month ended December 31, 2012
. Y.-TO9 Pe>cmrt . Pumsnscl m Budges
E>atenddmee Budg* Espmded Balance Encumbered ANlable Budges Prior FY Norm
Community Development Department -
Plm ling
1100927 Pew SWAM f 421,479 S 874,308 461% S 452.830 S - S 152630 48.2% f 381,866 49.0%
Mtadals and Serdcea 145,906 385,228 37.9% 239,322 39,722 MAW 48.2% 154,763 41.4%
557,385 1259,536 45.0% 692,151 39,722 W;429 401% 536,629 46.6%
HO.o9.20 BuAftg
algerl4ces 179,144 394,380 45.4% 215,156 - 215,100 45.4% 177,459 51.4%
PemmA
Maledals entl SeMCes 131,195 268,443 489% 537,148 1,67 1361172 49.3% 113,362 46.1%
310,339 WZ743 a8% 35;404 1,07 351,327 47.0% M,aal 49.1%
250 09M CDBG
P.r Se+uices 11,602 32500 35.9% 20,810 - 20,016 35.9% 38,631 812%
MaW& and Sernces 31,062 173,435 17.9% 14;313 14237! 17.9% 145A 65.6%
4},744 - 205,935 20.8% 163,191 - 163,191 288% 104214 692%
T.W.
Pesmml Sek 612,305 1,301,108 47.1% 688,0113 - 688,803 47.1% 597yW 511%
Makrgq and SwO= 308,163 827.106 37.3% 518,943 40.799 478.144 421% 4237118 49.1%
Total Community
Development f W M f 'Z129X4 431% f 1,207,716 $ Q,M f 1,166,947 452% f 1,021,664 60.5%
I
I
.a w 38
City of Ashland
Departmental Expense Report
For the sixth month ended December 31, 2012
Adud %09
Year-To-0da Percent PercerR Of Ym Budget
bpen6wres Bod9d Expended Balance Enumlbered Avd461e Bud9d Pr FY PAarM
Electric Department
67011.06 Water Conseno8un
P.ne Se . . S 33,300 5 133,815 24.9% S 100,515 6 - S 100515 24.9% S 44,124 40.6%
Maerials and Seiv'tei 34,640 61,255 56.6% 26,615 907 25,709 5an 34,055 542%
67,940 195,070 34.8% 127,130 907 126224 35.3% M6179 45.fi%
690.11.06 FJeddc WVServaBOn
P.r Service 91,033 266,840 MA% 175,807 - 175,847 34.1% 85,902 58.9%
Maids and SeM 1M,264 430540 V7O% 310,276 10,860 59416 30.5% 260,818 71.7%
De Service 23,071 24,294 95.M 1,223 - 1,53 950% ]3207 94.5%
234,369 721,674 325% 48],305 16860 476,445 34.0% 369,927 69.2%
690.11.15 F3ectric Supply
MaEdds and SeMm 2,953,684 6,336300 46.6% 3.38;616 - 3,382,616 46.6% 2,901,310 47.6%
CvBa'w, - 1,400,000 OD% 1,400,000 - 1,400,000 10% - WA
2,953,684 7.M'M 381% 4,782,616 - 4,782616 38.2% ZWZ310 40.9%
690.11.18 EKb OuduaWOn
Personal Services 989,453 2,181,530 459% 1,193,077 - 1,193,077 453% 998,862 48.5%
M&dak and SerV. 1,637,7% 3,485,050 47.0% 1,13/7,316 65,184 1,782,133 489% 1,618,502 47.0%
C-PIN DAM 268,695 585,000 460% 316105 57,319 255,786 55.8% 56067 343%
2,896,082 6.252580 463% 3,356,496 122503 3,233096 40.3% 2,843,431 46.1%
6901121 E4dric Transmisdon
Materials and Serx9ee4 464,6n 971,77'! 471% 507,096 547096 47.8% 438,630 460%
464,677 9n,7n 47.5% 507,096 - 547,036 47-8% 43AM 4a0%
TuUls
Personal Services 1,113,756 2583,185 43.1% 1,469,399 1,469,399 43.1% 1,128,888 48.8%
Ma PiUls and SerM 5,2111;999 11,284,918 462% 6073,919 76,950 5,996,969 469% 5,254,315. 48.1%
Capita OLEM 266895 119&94000 135% 1,716,105 57,319 1,658,786 16.4% 22606/ 13.6%
Debt9ervre 13A71 24291 95.0% I'M I'M 95.0% 23107 945%
Total Electric Department S 6,616,751 $ /6877,397 41.7% $ 9,260,646 $ 134,270 S 9,116376 425% S 663241) KS% r
wmn F.rwear 37
City of Ashland
Departmental Expense Report
For the sixth month ended December 31, 2012
Ad %of
Y.-To-Da P.m P.dd M Bud9d
upenddure3 Bodgd E~pendM Balance En.mb Anilahle BudBd PriorF PriorM
Parks Department
Pa S D'n n -
PersanS SerA.S S 963,420 f 2027,110 41.5% S 1,063,690 f - S 1p9,690 47.5% f 879,138 46.9%
Maen mid S.&. 1,051,994 1.694.800 55.1% 839,806 121,385 718,422 621% 191,832 499%
CapAa wg - %,000 M M." - 35.000 0.0% 2500 7.1%
2018,413 3,956,910 519% 1,938,497 121,385 1,617,112 ' 9.1% 1,673,470 47.8%
Recreation Dividan
Permnal Send. 441,321 956,MD 46.1% 514,959 - 514,959 46.1% 441,316 55.0%
MaYn'SS and Seri= 117.839 283,500 41.6% 165,661 23,022 142639 49.7% 109,630 319%
559.160 123%780 45.1% 680,620 23,022 651,598 41.0% 59.946 rA9%
GaV Drvis
Pe M SwA= 134,819 321,620 41.1% 193,001 - 193,Om 41.1% 128,154 46.0%
MaMnda and Se'4ices 84,424 157,300 53.7% 12876 14,313 56,556 628% 9,60.5 4.5%
Chu Nfl y WA - WA 0.0%
219242 W M 452% 265,6/6 14,318 251,59 48.1% 196,799 459%
M
Mak &and S.M WA - - WA 0.0%
WA - WA - 0.0%
QP
Mate+elsaM3en9a 11,183 - WA (11,183) 9,440 (21.623) WA WA
Ca uOutlay 242421 m.M 40.1% 352519 13,675 336904 430% 31,701 45.3%
M.604 595,000 426% 341,396 23,115 318,231 46.5% 31,701 45.3%
To
Pv"Service 1,9%560 3,311210 46.5% t,n1.M - 1,n1,650 46.S 1,454,608 49.0%
Mamlak aM Seo 124,44 2335.600 541% 1,067,162 16%16.5 69Bm 61.5% M.197 412%
capu Oday 242421 633.000 38.596 337,519 13,675 373,994 40.1% 34,201 326%
Total Parks Depadment f 3,050,424 f GX2 M4 u6% f 3226,311 f 111,844 f 3,044,550 51.5% f 244,916 419%
I
mo . w 38
City of Ashland
I
Departmental Expense Report
For the sixth month ended December 31, 2012
A N9 %of
Y.-Wtr Paced Percen7W M 8o6go
F~enddcree fudge! Upended U.na Fii .ba A Able Budget PriorF Prior YTD
Summary Totals
Pasong Sew. 12207,623 26.150,408 46.1% 13,950,785 1,418 13,980,824 457% 11,736,537 480%
Staly ad Savires 16,065,116 34,403.913 46.6% 18,410,801 3,131,395 14,142145 a7% 14,689,850 46.9%
CxPitz(May 5.101,961 18,102076 219% 13$94,081 1,940,104 9,853.445 311% 2030,488 142%
DebtSaJU 263.241 5,150919 51.1% 2,522132 - 2522,132 51.1% 2133,191 45.4%
S 35016,941 S 84.503,350 426% S 48,486,411 S 5,012,991 S 40,501,146 4a6% S 30,590,600 40.9%
l
I
e~m rir~ 39
CITY OF
ASHLAND
Council Communication
February 19, 2013, Business Meeting
Update from the Homelessness Steering Committee
FROM:
Linda Reid, Housing Program Specialist, Planning Department, reidl@ashland.or.us
SUMMARY
Quarterly update from the Homelessness Steering Committee regarding activities undertaken since the
last quarterly update on October 2, 2012. Activities include shelter volunteer training, research on
veteran's court and the creation of a local resource list.
BACKGROUND AND POLICY IMPLICATIONS:
As requested by Council, the Homeless Steering Committee (HSC) will provide quarterly updates to
the Council. At a study session held on June 4, 2012, the Council directed the HSC to research facts,
pros, cons, and choices regarding homelessness and near homelessness in the community and provide
the council with information to help make decisions find resources and determine needs. Additionally,
the Committee would research homeless prevention programs, and undertake outreach activities and
provide education on available resources.
FISCAL IMPLICATIONS:
N/A
STAFF RECOMMENDATION AND REOUESTED ACTION:
N/A
SUGGESTED MOTION:
N/A
ATTACHMENTS:
Homelessness Steering Committee Update Highlights
Page I of I
~r,
2-5-13
Report to the Ashland City Council from the Ad Hoc Homelessness Steering
Committee
The committee has been meeting twice a month for the last quarter. The highlights
of our work are:
• Two meetings with the faith community that resulted in one new shelter
(Trinity Episcopal Church) and the proposal from the faith community to
work with the city to open the shelter at Pioneer Hall.
• Trained volunteers to work at all three shelters and developed an online
scheduling mechanism for shelter hosts.
• Researched and scheduled trip to Klamath Falls to see how the Veterans'
Court works
• Heard a preliminary report from Chief Holderness on the Exclusionary Zone.
• Researched the possibility of showers in a shower truck or other facility in
Ashland.
• Worked with City staff to produce an Ashland resource list of services and
phone numbers to call.
• Visited Eugene to explore a variety of options for day shelter, overnight
parking and other services.
Winter Shelter: Beginning in the summer we talked to the faith community about
the possibility of additional winter shelters. First Presbyterian Church was the only
shelter that had been open one day a week. Trinity Episcopal Church agreed in
November to open on Wednesday nights and First Presbyterian was open on
Monday nights. The table below shows the number of people who have been at the
shelter for the partial month of November, and the full months of December and
January
Location Men Women Total Est. # of shelter
nights
First Presb terian* 123 13 136 13
Trinity Episcopal 96 17 113 10
Pioneer Hall 31 10 41 4
*This includes one emergency night at The Grove
The numbers clearly increased during our coldest nights. Volunteers or local
merchants often provide food in the evening and a basic warm breakfast of instant
oatmeal and coffee. There have been no calls to the police from any of the shelters.
There were two emergency shelters opened when the weather was cold (below 20
degrees). One was at First Presbyterian and one was at The Grove.
The committee, along with others in the community is continuing to look for other
options for additional nights of shelter, but we have nothing concrete to report at
this time.
John Wieczorek will report on the Pioneer Hall shelter in more depth.
Training for Shelter Volunteers: A HSC sub-committee met with knowledgeable
community members and the hosts of the First Presbyterian Shelter to develop a
training for shelter volunteers and hosts. The first training was on Nov. 27th and
was attended by 25 community volunteers, and the second training was on January
9th and was attended by more than 50 community members. The training sessions
included an overview of what happens during the evening, do's and don'ts of
welcoming guests, how to sign up for shifts, and a presentation from a Licensed
Clinical Social Worker (LCSW) on how to deal with guests who have mental health
issues. The volunteers have reported that they are well prepared to staff the
shelters.
Additionally, as part of the training one of our HSC members, acting as Volunteer
Coordinator, developed a way for people to go online and sign up to work at the
shelters. This has been successful and a variety of people, including those not
associated with the faith communities, have been able to sign up to help out.
There are now 72 community volunteers entered in the database for the Winter
Homeless Shelters. Thanks also to the partnership with the City of Ashland, about
27 volunteers have received background checks that allow them to serve as
overnight volunteers at the Pioneer Shelter on Thursday nights. This too was
facilitated with assistance from an HSC member, working with city staff, APD, and
members of the faith community.
Veterans Court: We established a sub-committee to look at the development of a
Veterans Court. The sub-committee members met with people from the Southern
Oregon Rehabilitation Center and Clinics in White City who have worked with the
courts in Klamath Falls to set up a court system. After reporting back to Councilor
Lemhouse, the group decided to schedule a trip to Klamath which was canceled due
to snow. We plan to reschedule soon. Committee members also talked to judge
Burkholder who reported that Ashland City Court does not have many Veterans or
crimes that qualify for such a court. California has set up a statewide system of
Veterans Courts that began January 1, 2013.
Exclusionary Zone: Chief Holderness prefaced his remarks with a caution that this
was just 5 months of data and included several months of the fall. However, he felt
that the ordinance seems to be effective. Seven individuals met the threshold to be
served and four did not show up for court and have left town. He indicated that
there will be more police presence in the downtown area this summer. He will
provide a full report to the Council and we will receive any updated information.
Showers: This has been a vexing issue since First Congregational Church of
Ashland had to discontinue offering showers on Monday mornings. A sub-
committee has worked to identify several options: renting or having a donation of
the shower trucks of the type used by Cycle Oregon or the Forest Service/BLM, as
well as the potential use of the YMCA and Jackson Wellsprings showers. There is
also an inquiry pending with the school district for a use of showers in an as yet to
be identified location. To date there is no progress on identifying a solution.
Resource List: With city staff help, we have developed a list of resources for
Ashland citizens. Along with the County's 211 system, we have an up-to-date list of
programs, with addresses and phone numbers for people to contact.
Donation Boxes: The Drop Boxes were removed after a theft was discovered. One
box has been re-designed, and is to be reinstalled as a pilot. Collection from that box
will be on a weekly random schedule. The others will be rebuilt and reinstalled.
Visit to Eugene: In February two Committee members traveled to Eugene to learn
more about the services that are offered there for the homeless through a
partnership between St.Vincent DePaul and the City of Eugene. Those services
provide for a Day Use Center (The Eugene Service Station) which includes
temporary storage, showers, laundry, and food, among many other social services
that are offered there. They also have an interfaith overnight sleeping program, the
Egan Warming Center for emergency shelter, an Overnight Parking Program for
people living in their cars, a new program called "Huts For Homeless Opportunity
Village" scheduled to open in the summer, separate family and teen shelters, and a
comprehensive jobs program that employs 500 formerly impoverished community
members.
Adult Day Use Center/Shelter: The Eugene Service Station started in an old gas
station in the early 1990's. After several unsuccessful experiments with providing
places for the homeless to camp (Autzen Stadium tent city, etc.) the city came to St.
Vincent's and asked them to partner with them to provide a day use center.
The current building is in an old bank that they have converted and remodeled
several times. They are open 7 days/week from 8 a.m.-6 p.m. and they close for
cleaning every day from 12:45-2:00 p.m. Breakfast is served 8-10 a.m.
There are 3 full-time salaried employees + one site manager. They are partially
funded by the city with money that is funneled through the county. They also have a
full-time grant writer at the site. Most of the staff is comprised of volunteers from
the community, in addition to University students and job-training interns. They
provide many services for the homeless in this one site that is several miles from
downtown Eugene, which they see as an advantage.
• Center is for those 18 years and older, and guests sign in on arrival.
• Family Center is in a different location for families with children. Teens are
referred to Teen Center.
• Only service animals are allowed inside. Not allowed by law to ask what
disability is or to see certification. They have a large, fenced-in kennel on
adjoining land outside with lots of individual, insulated, doghouses. Free
veterinarian services provided in mobile vet center on site 2x/month.
• Basic rules: Respect For All. Can be excluded from the premises for a period
of time for infraction of the rules, depending on offense.
Other Services provided:
• STORAGE: open cubbies in large, floor to ceiling wooden compartments that
don't lock. They had problems with lockers (lost keys, etc.) now utilize an
honor system + security camera system that they got for $1000.
• FOOD: They serve 2 meals/day in a very bare bones way, mostly crockpot
meals like hot oatmeal, soup or chili, and warm drinks since they don't have a
commercial kitchen, but one is planned soon. They have a few hard plastic
tables & folding chairs available for people to sit & eat at.
• COMPUTER ACCESS: computers are available for looking for jobs and
housing, and checking email. Rules are posted: No social media site access
allowed. They utilize older MACS due to problems with viruses. Casually
monitored by staff.
• TELEPHONES/ ADRESS/ Message Center
• JOBS program with St. V counselors. SWEATS (supportive worker equity)
program + Jobs Plus+ TANF jobs program for DHS.
• Utility Assistance Program and Financial Training Program + on site Social
Services provided by St.Vincent's staff.
• Use "Service Point" a homeless management software system.
• SHOWERS + dispense personal hygiene products
• Free LAUNDRY
• FOOD BANK
Thank you for your attention to this committee.
CITY OF
ASHLAND
Council Communication
February 19, 2013, Business Meeting
Appointment to the Budget Committee
FROM:
Barbara Christensen, City Recorder, christeb@ashland.or.us
SUMMARY
Budget Committee member Doug Gentry has resigned from the committee effective immediately. The
term for this position ends December 31, 2013. Applications are on file from two citizens who
recently applied for a Budget Committee vacancy and Dee Anne Everson, a former Budget Committee
member, has expressed a willingness to fill the remainder of this unexpired term.
BACKGROUND AND POLICY IMPLICATIONS:
The Budget Committee consists of the City Council and an equal number of citizen members appointed
by the City Council. It is charged under state law with reviewing and approving the City budget, setting
the City's tax rates and taking public input on the budget.
If a member resigns, the Council appoints a replacement to complete the term. If the Council is unable
to appoint qualified individuals to vacant positions, after making good faith effort to seek qualified
citizen members, the Budget Committee may function with a reduced number of members.
The budget season is about to begin and the budget kick-off meeting is scheduled for February 21,
2013.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Council Options:
• Consider appointment of Dee Anne Everson for the remainder of this term. Ms. Everson
previously served on the Budget Committee from 2005 until 2012 and would be willing to
complete the one-year period left on this term.
• The Council can consider applications received this last December 2012 for individuals who were
not selected.
• The council can request that the position be advertised and applications received for consideration
of appointment. Deadline date for submission of applications would need to be determined.
SUGGESTED MOTION:
I move to appoint to the Budget Committee for a term ending of December 31, 2013.
ATTACHMENTS:
2005 application and e-mail from Dee Anne Everson
2012 applications from Michael Hersh and Scott Mangicaro
Page 1 of 1
Barbara Christensen
From: Barbara Christensen [christeb@ashland.or.us]
Sent: Monday, February 11, 2013 3:09 PM
To: 'Barbara Christensen'
Subject: Citizen Budget Committee
From: "DeeAnne Everson" <deeanne.everson@gmail.com>
To: john@council.ashland.or.us, kannerd@ashland.or.us
Sent: Friday, February 8, 2013 11:38:44 AM
Subject: City of Ashland Budget Committee
I respectfully apply to fill the seat vacated by Doug Gentry for health reasons understanding that the term ends on
12/31/13 and there would be a public reapplication process going forward. I appreciate the consideration and
appreciated my time on the budget committee in the past.
Regards,
Dee Anne Everson
Barbara Christensen
City Recorder/Treasurer
City of Ashland
Ashland OR 97520
(541) 488-5307
PUBLIC RECORDS LAW DISCLOSURE
This is a public document and is subject to the Oregon Public Records Law.
Messages to and from this email may be available to the public.
1 II
ORrV CITY OF
ASHLAND
APPLICATION FOR APPOINTMENT TO
CITY COMMISSION/COMMITTEE
Please type or print answers to the following questions and submit to the City Recorder at
a City Hall, 20 A4ain Street, or email christebna ashland.or.us. If you have any questions,
please feel free to contact the City Recorder at 488-5307. Attach additional sheets if
necessary.
Name: Dee Anne Everson
Requesting to serve on: Budget Committee (Commission/Committee)
Address: 1442 Windsor St., Ashland, OR 97520
Occupation: Executive Director, United Way Phone: Home: 482.8983
Work: 773.5339
Email: deeanne(Jeffnet.org
Fax: 482.8993 or 77' ).7042
1. Education Backt=round
What schools have you attended? Stanford University Nonprofit Leaders Program
What degrees do you hold? High School Diploma
What additional training or education have you had that would apply to this position?
I believe the Stanford University Nonprofit Leaders Program is extremely beneficial as
well as Rapport Leadership International Leadership I. I have attended numerous
trainings and conferences I believe would be beneficial.
2. Related Experience
What prior work experience have you had that would help you if you were appointed to
this position?
Previous to United Way, for the past 9 years, I was an economist. I served 13 years with
Valley National Bank in Phoenix Arizona and 3 years with the Greater Seattle Chamber
of Commerce as their economist. Additionally I have chaired the RVTD budget
committee and served as vice chair as well. I am a member of the Rogue Valley Council
of Governments budget committee also. For the past 15 years I have developed,
implemented and managed budgets that I was directly accountable for.
Do you feel it would be advantageous for you to have further training in this field, such
as attending conferences or seminars? Why?
While I do feel that I could bring positive experience to the budget committee, I have a
deep commitment to life long learning and could always strengthen my skills.
3. Interests
Why are you applying for this position?
I have wanted to be in service to my town for some time and have shared it with many
people. The opportunity was pointed out to me and I feel I would grow and I would
bring skill to the position.
4. Availability
Are you available to attend special meetings, in addition to the regularly scheduled
meetings? Do you prefer day or evening meetings?
I do control my own schedule and if meetings were scheduled enough in advance to
accommodate the rest of my commitments I could make day meetings. I prefer day
meetings over evening because I'm fresher during the day although I would commit to
attendance in the evenings.
5. Additional Information
How long have you lived in this community?
We move to Ashland in January 1994. We lived here for 7 months and moved to Tucson,
Arizona. Within two month of being there we knew we wanted to be back in Tucson.
Upon conclusion of the academic year at U of A, we returned in May 1995 and have been
here since. So we've been herejust over 10 years at this point in time.
Please use the space below to summarize any additional qualifications you have for this
position
I have been committed to community in each community where I have lived. I have
attached my resume to provide additional information. I look forward to the opportunity
to serve if approved. Thank you.
Date Signature
~d,
Dee Anne Everson
1442 Windsor St., Ashland. OR 97520
(541)482.8983 (home); (541)601.1685 (cell)
deeanne@ie8net.org
Qualifications:
Over 25 years progressive management responsibilities:
Leadership/Management * Strategic Planning
* Mission Development Public Speaking/Presentations
* Retreat Planning/Facilitation * Outcomes Based Evaluation
* Business /Profit Planning Customer Service
Research/Analysis * Publications//;vents Production
' Development//Membership * Staffing/Training
Work Experience:
1196-present United Way of Jackson County, Executive Director, Medford, OR
Reponsibililies: Executive Director, $1.3 mill on budget, board of directors of 30, staff of 4,
responsible for community building, raising and allocating funds. CommuniR,
building work has included an active role in bringing the Building a Learning
Community Core Course to the Rogue Valley, the Dleth Summit and Task Force
and the Poverh' Summit. Have increased member agencies from 19 to 34 and
programs from 23 to 47 since 1997- Have increased fundraising and community,
building opportunities. Implemented outcomes-based evaluation. Implemented
Dar of Caring - largest community volunteer event annually. Conducted bylaws
and governance reviews. Promoted to executive director November 1997. Prior
positions include acting director, campaign/fund distribution manager and needs
assessment analyst.
8194-12195 Independent Economic Consultant, Tucson, AZ
1ccomplisl5ments. Various projects including solid waste management, market research,
demographic and real estate feasibihn. studies.
1194 - 7194 Arts Council of Southern Oregon, Membership Coordinator,
Medford, OR
_ aomp6rhmenlt: Redesigned sponsorship programs and directed most successful campaign in the
organization's history. Introduced cost-saving methods for membership
programs. Designed and conducted first membership survey. Increased
business sponsorslups by 30 percent and increased retention by 5 percent.
Everson
Page 2
8/90- 12/93 Greater Seattle Chamber of Commerce, Economist & Research
Manager, Seattle, WA
Ac omplishmenLc Increased number of publications available for sale by 165 percent in three years.
Increased income by 44 percent in three years, turning department from net cost
to net income of $150,000. Reduced expenses by G percent annually.
Substantially reduced errors in directories. Assisted with total quality and
diversity implementation. Completed annual fundraising for Washington World
Affairs Fellows.
S178-6/90 Bank One (Valley National Bank of Arizona), Economic Analyst,
Phoenix, AZ
lcromplisbnrents: 1986-90 - Fronomir- Ine lysl, Corporate O#icer.• researched, wrote and edited Arizona
Progress, researched Arizona Statistical Review, acted as economic bond
consultant for City of Phoenix, monitored metro economics, handled media
inquiries, conducted Arizona Business Confidence Survey.
laomplishmenli: 1983-86 - Funds Alauer8emenl. lntlysl, Corporate O#i m Monitored overnight flow
of funds, business/profit planning for seven divisions, prepared presentations to
board of directors and analvsts, and implemented the asset/liability management
model.
-16ro1liplirbments: 1978-83 ldmiuislratine, lssirtanl: Prepared interest sensitivity analysis, funds
management flows and business/profit plans for division. Began as an entry-
level employee.
Special Skills:
Common sense. Good sense of humor. Strong team builder and coach. Organized. Able to
manage multiple priorities. Strong communication (written and verbal) and customer relations shills.
Work well under pressure and with all kinds of people. Computer literate with numerous software
packages.
Everson
Page 3
Publications:
United Way of Jackson County, Annual Report 1996-2001
Jackson County Human Service Needs Assessment Study, June, 1996
Bucks, Volume I, Issue 11994 (editor for North American economic newsletter for teens)
The Entrepreneurial Guide to Research Departments, ACCRA Monograph, 1994
Greater Seattle Business Development Reports 1991-1993
Asia Pacific Economic Cooperative (APEC) International Media Guide 1993
Info-Guide Economic Articles 1991-1993
Arts Access Response Team Survey on Accessibility- to the Arts Statewide Survey 1993
Women Involvement in the Greater Seattle Chamber of Commerce Study' 1992
Strategic Plan for Seattle Mime Theatre 1993
Northwest Folkhfe Focus Group Moderator and Report 1993
Seattle Children's Museum Focus Group Moderator and Report 1993
Marketing Non-Profits in the 1990s (editor)
Arizona Progresses 1986-1990 (VNB monthly economic newsletter)
Arizona Statistical Reviews 1986-1990 (VNB annual economic review of Arizona)
Professional/Community Organization Involvement/Recognition:
.9rblatuL Oregon Busines Magazine named one of Oregon's 50 Great Leaders 3005
SODA Red Ribbon Essay Jddge
Oregon United Ways, President 2000-2001
Rogue Valley Civic League, Board Member
Evergreen Bank, Board Facilitator
Gold Ricer Distributing, Retreat and Planning Consultant
Rogue Vallee Council of Governments, Budget Committee
Rogue Valley Transportation District, Budget Committee, Chair
Rogue Valley Transportation District, Policies and Procedures Committee
Emergency Food & Shelter Program (FENIA) Board)ackson County Member
Medford/Jackson County Chamber of Commerce, Legislation .Action Committee
Klamath Open Door Family Practice, Board Strategic Planning Consultant
Oregon Primary Care Association, Board Strategic Planning Consultant
Samaritan Counseling Service, Board Strategic Planting Consultant
Rogue Valley Civic League Facilitator
Leadership/ Integrity Award from SODA
Ashland Daily Tidings Reader Panel
Ashland Schools Foundation Board Retreat Facilitator
Ashland Resiliency Coordinating Council, co facilitator
Ashland High School Senior Project Judge
ArtWork Enterprises, Inc. Board Facilitator
Arts Council of Southern Oregon Board Facilitator/Development Committee
,Ashland Senior Project Judge
Everson
Page 4
Tiicrac a.k.a. Theatre board Retreat Facilitator
Goddard for Governor Campaign
Seattle.- Business Volunteer for the Arts Volunteer of the Year 1994
Asia Pacific Economic Cooperative International Media Center Volunteer
Graduate Alki Political Involvement Institute (campaign and election school)
Seattle Times Reader Panel
Grant Writer for Zion Preparatory Academe
ACCRA (a business organization of economic researchers) Member
Puget Sound Research Forum Board Member
Seattle Economists Club
Phoenix: Academic Decathlon Judge
Glendale Public Schools Volunteer leacher
West \'alley Child Crisis Center
Arizona AIDS Project
Junior Achievement Advisor
Financial Women International
Valbanqueras (Valley Bank Women) Annual Auction Chair
CITY OF
ASHLAND
APPLICATION FOR APPOINTMENT TO
CITY COMMISSION/COMMITTEE
Please type or print answers to the following questions and submit to the City Recorder at
City Hall, 20 E Main Street, or email christebrn ashland.or.us. If you have any questions,
please feel free to contact the City Recorder at 488-5307. Attach additional sheets if
necessary.
Name: -Scott Mangicaro
Requesting to serve on: Budget Committee (Commission/Committee)
Address: 328 Palm Ave. Ashland, OR 07520
Occupation: Bank Teller at Wells Fargo/Musician
Phone: _ (315) 439-2174
Home_ (541) 488-0928
Work_ (541) 488-0928
Email_smangicaro@gmail.com
Fax
1. Education Background
What schools have you attended?
Onondaga Community College/ State University of New York, College at Oneonta
What degrees do you hold? Bachelors of Arts, Music Industry
What additional training or education have you had that would apply to this position?
I served as a student Senator for my college from 2008-2010 as a member of the Budget
Committee/Finance Board, Research Committee, External Affairs, and Public Events
Committee.
2. Related Experience
What prior work experience have you had that would help you if you were appointed to
this position?
My position as a Student Senator on the schools Budget Committee/Finance board will
transition seemingly to Ashland's Budget Committee. I have over two years of
experience managing a $1.2 Million dollar budget, reviewing and analyzing fund
allocations for over 95 student club organizations. My role on the Research Committee
has also given me the opportunity to work hand in hand with our schools faculty
members with drafting grant applications/guidelines for our student body and allocating
grant approvals. I would also add that I have had an excellent opportunity as a batik teller
at Wells Fargo right here in Ashland that has given me the customer service experience to
be able to work with our local business owners and understand what it takes to help them
succeed financially.
Do you feel it would be advantageous for you to have further training in this field, such
as attending conferences or seminars? Why?
I would love to have the opportunity to speak with current members of the Budget
Committee to learn more about how the committee functions at a team and individual
level. I would be even more interested to attend as many conferences/seminars that this
committee is involved with in order to better understand how I can be a strong asset to
the committee.
3. Interests
Why are you applying for this position?
I am applying for this position on behalf of my passion to serve the people of Ashland
and to help maintain a strong community with the financial support it deserves. Ever
since the financial collapse of 2008, I have taken a strong desire in understanding how
not only our nation, but our community can work together to prevent such a catastrophe
from happening again. In order to make big changes with our nation, we have to start
small and local. I can't think of a greater city to be a part of where I could have the
opportunity to impact people's lives for the better.
4. Availability
Are you available to attend special meetings, in addition to the regularly scheduled
meetings? Do you prefer day or evening meetings?
Yes, evening meetings would work better with my work schedule, but if they are planned
well in advance, I can take the necessary time off.
5. Additional Information
How long have you lived in this community?
Since August 2010.
Please use the space below to summarize any additional qualifications you have for this
position.
Although I have not lived in Ashland for very long, I feel that I have developed a strong
sense of well-being with this community. I am confident with my work experiences that I
will more than capable to make sound concise decisions on the behalf of the Ashland
community. My experience as bank teller helping customers with their financial needs,
and playing music down town to help create a more positive and entertaining atmosphere
for our city is a daily privilege I have as an active member of our community.
11/18/2012 Scott Mangicaro
Date Signature
OR,
N0V g~
2012
12 November, 2012 6 Y,
City Recorder
City Hall, 20 E. Main Street
Ashland, OR 97520
Subject: Citizen Budget Committee
Attachment: Application to Serve on the Subject Committee
I believe that I can make a positive contribution to the Citizen Budget Committee, and I pledge
to be diligent and open-minded during our deliberations.
Please feel free to contact the Directors and Coordinators where I have been volunteering, to
find out more about me.
I will make myself available for interviews, as needed.
Thank you for the opportunity to submit my application.
Michael S. Hersh
Ash
932 Morton Street
Ashland, OR 97520
541-552-0698
mhersh@*effnet.org
CITY OF
ASHLAND
APPLICATION FOR APPOINTMENT TO
CITY COMMISSION/COMMITTEE
Please type or print answers to the following questions and submit to the City Recorder at City
Hall, 20 E Main Street, or email christeb@ashlandmnus. If you have any questions, please feel free
to contact the City Recorder at 488-5307. Attach additional sheets if necessary.
Name: Michael S. Hersh
Requesting to serve on: Citizen Budget (CetffnissieW ommittee)
Address: 932 Morton St., Ashland, OR 97520
Occupation: Retired Phone: Home; 541-552-0698
Work; N/A
Email; mhershna jeffnet.ora
Fax; 541-552-0698(call first)
Education Backaround
What schools have you attended? Stevens Institute of Technology and San Diego State U
What degrees do you hold? B E (Gen'1 Eng'g), M S (Metallurgical Eng'g),
MBA (Organizational Management Focus)
What additional training or education have you had that would apply to this position?
DoD Management College, Program Mgt Diploma (5-month residency course)
Karrass Seminars on Contracts and Contract Negotiation
1. Related Experience
What prior work experience have you had that would help you if you were appointed to this
position?
50 Year Aerospace Career: Engineer, Program Mgr, Marketing Mgr, General Manager
(Small Co.). Principal of Sub Chapter S Corp as an Independent Consultant (Last 8 years)
Do you feel it would be advantageous for you to have further training in this field, such as
attending conferences or seminars? Why?
Yes; I would benefit from conferences and seminars on municipal budgeting, allocation
strategies, plus short term and long term strategic planning.
~r,
2. Interests
Why are you applying for this position? I am an active resident and homeowner, who volunteers
at a number of non-profit organizations and cares deeply about Ashland. I believe increased
fiscal efficiency would produce sufficient funds for an improved life style for all our citizens.
3. Availability
Are you available to attend special meetings, in addition to the regularly scheduled meetings?
Do you prefer day or evening meetings'!
Yes, I am available. I have a flexible schedule; I prefer afternoon or evening meetings.
4. Additional Information
How long have you lived in this community? Over 10 years.
Please use the space below to summarize any additional qualifications you have for this position.
I have served on the Board of Directors, as Treasurer and as President of several Homeowners'
Associations. Currently, I am the outgoing President of Park Estates Association (66
Homeowners/Lots located on and around Morton Street above Forest.)
I actively volunteer with the Ashland Police Department, Science Works Hand-On Museum,
OSF, Tudor Guild, JPR, AIFF and the Siskiyou Singers. I also deliver Meals on Wheels in
Ashland every Tuesday.
1 am a recipient of a City of Ashland Certificate of Appreciation for Volunteering, and an
Oregon Governor's Volunteer Award.
During my professional career, I served on the American Society of Materials, International
(ASMI) and the American Institute of Aeronautics and Astronautics (AIAA) National
Committees. I was a Registered Professional Metallurgical Engineer (California). I was also the
chair of ASMI local chapters.
14 November, 2012
Date Michael S. Hersh
~r,
CITY OF
ASHLAND
Council Communication
February 19, 2013, Business Meeting
A Resolution for the City of Ashland to Provide a City Building One Night per
Week as a Winter Shelter
FROM:
Dave Kanner, city administrator, dave.kanner@ashland.or.us
SUMMARY:
The City Council at its January 2, 2013, special meeting adopted Resolution 2013-01 to allow volunteers
from the Rogue Valley Unitarian Universalist Fellowship (RVUUF) and Temple Emek Shalom (Temple) to
provide one night per week of winter shelter for community members in a City-owned building. That
resolution specifically prohibited pets in the shelter. The volunteers who have hosted the shelter report that
several would-be guests have declined to stay in the shelter because they could not bring their dogs in with
them. At the Council's February 5, 2013, meeting, a citizen (Cate Hartzell) requested that the Council
reconsider the "no pets" policy and has offered some specific language. The Council directed that this item
be placed on its February 19 agenda for consideration.
BACKGROUND AND POLICY IMPLICATIONS:
RVUUF and Temple last year proposed a partnership with the City to make use of a City-owned building
in January, February, March, and April, 2013 to provide one more night of winter shelter per week, in
addition to the two nights per week already being provided at the Episcopal Trinity Church and the First
Presbyterian Church.
On January 2, 2013, the Council approved Resolution 2013-01, which allowed the Parks and Recreation
Department to identify a building for use as a one-night-a-week shelter and established a number of terms,
conditions and policies related to the shelter operation. One of those policies is, "No drugs, alcohol,
weapons or pets [emphasis added] will be allowed in the shelter property at any time." Note that the Parks
& Recreation Dept. does not allow dogs in the buildings it manages, except for dog training classes held at
the Grove. Shelter volunteers report that several would-be guests have declined to stay in the shelter
because they could not bring their dogs in with them. At the Council's February 5, 2013, meeting Cate
Hartzell requested that the Council reconsider the "no pets" policy and the Council voted to place this item
on the February 19 business meeting agenda.
Ms. Hartzell has proposed specific language for the Council to consider. It is found in Section 3.n of this
proposed revision to Resolution 2013-01. In addition, she has proposed changes to the operating
procedures to which RVUUF and the Temple have agreed. These include requirements that the shelter
organizers designate a specific area in the shelter for dogs; that the floor in that area be covered with thick
plastic; that crates be provided for any dogs allowed in the shelter and that dogs must remain in the crates
while in the shelter. The entire three-page proposal is attached to this Council Communication. It should
be noted that contrary to what the proposal says, instructors for AP&RD dog obedience classes are in fact
required to check all dogs to ensure they are properly vaccinated and dog owners are required to attend a
no-dog class before dogs are brought into the building. Dogs that are threatening or unmanageable are
Page I of 2
CITY OF
ASHLAND
required to leave the class. In addition, while it is true that someone could bring an unvaccinated dog into
the dog park or onto a trail, the City in that circumstance would be protected from liability by the
recreational immunity provision of the Oregon Tort Claims Act. Such immunity would not apply to an
overnight shelter. Nonetheless, staff has checked with our insurance carrier who has indicated that
allowing dogs in the shelter will not increase the cost of liability or property insurance.
FISCAL IMPLICATIONS:
The anticipated direct costs for providing a facility and utilities are thought to be minimal, although Parks
may experience some loss in revenue if there are conflicts in scheduling. The most significant fiscal
implications are potential repair costs and the risk of liability for personal injuries to guests or volunteers.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff offers no recommendation on the resolution, however if this resolution is adopted, we recommend that
the Council request/direct a revision of the agreement between the City, RVUUF and the Temple to spell
out the organizers' responsibilities and the terms and conditions for having dogs in the shelter as stated in
the attached proposal (items 2 and 3). In addition to these terms and conditions, staff suggests a provision
in the agreement requiring shelter organizers to report any dog bites to Jackson County Animal Control.
(ORS 433.345 requires that a dog that bites someone must be quarantined for 10 days.)
SUGGESTED MOTIONS:
I move to approve a resolution titled, "A Resolution authorizing the City of Ashland to provide a city
building for a winter shelter one night per week though April, 2013, and repealing Resolution No. 2013-
01."
ATTACHMENTS:
Draft Resolution
Proposal for dogs in shelter
Page 2 of 2
RESOLUTION NO. 2013-
A RESOLUTION AUTHORIZING THE CITY OF ASHLAND TO
PROVIDE A CITY BUILDING FOR A WINTER SHELTER ONE NIGHT
PER WEEK THROUGH APRIL, 2013, AND REPEALING RESOLUTION
NO. 2013-01
RECITALS:
A. Ashland provides for emergency shelter housing in extreme weather through Resolution No.
2007-11. The resolution provides terms and conditions and policies for doing so when
temperatures drop to 20 degrees or below.
B. Rogue Valley Unitarian Universalist Fellowship (RVUUF) and Temple Emek Shalom
(Temple) have proposed to partner with the City of Ashland to provide a City building for
shelter for community members one night per week from January through April, 2013,
regardless of the temperature.
C. The proposal includes RVUUF and the Temple providing trained volunteers to staff, manage
and clean the shelter.
D. The City is willing to provide a building one night a week on a temporary basis to
accommodate the proposal in accordance with the provisions below.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. Provision of a Shelter.
Ashland will provide shelter one night per week under the terms and conditions set forth herein.
SECTION 2. Terms and Conditions.
a. This is a temporary solution for the period January through April, 2013.
b. RVUUF and Temple will, jointly or severally, obtain, maintain and provide primary and
non-contributory insurance, with subrogation waived, covering damage to City property
during shelter hours and holding the City harmless from and defending the City against
any claims that arise from operation of the shelter or use of the City's building. Prior to
staffing a City-owned facility, volunteers must sign a waiver releasing the City from
liability for any personal injuries to them.
c. The shelter will be staffed by volunteers from RVUUF and Temple who are certified to
staff an overnight shelter. RVUUF and Temple must provide to the Parks and Recreation
Department written assurance that every volunteer who will staff the shelter is certified to
have completed appropriate training on the emergency plan, mental health plan and
emergency communications for the shelter and has passed criminal background checks.
d. Each night of operation of the shelter, at least one male volunteer and one female
volunteer will staff the shelter from 8:00 p.m. to 8:00 a.m. An additional male volunteer
will be required when more than 10 male guests are present. More volunteers may be
required by the City depending on the building to be used. If the minimum number or .
qualified volunteers are not available for the entire time, the shelter will not be opened
that night.
Resolution No. 2013- Pagel of3
e. Shelter occupancy will be limited to 25 guests on a first come, first serve basis.
f. Shelter will open at 8:30 p.m. and close the following morning at 8:00 a.m. Doors will
be locked at 10:00 p.m. with no re-entry for any that leave.
g. City insurance requires separate sleeping space be designated for single men, women and
families. Appropriate signage must be displayed that warns against children being left
alone. Buildings must have separate restrooms for men and women.
h. Ashland Parks & Recreation will identify the building to be used and provide access.
The priority from an operational and safety perspective is Pioneer Hall, the Community
Center and the Grove, in that order.
i. No showers or food service will be made available during the hours of operation.
SECTION 3. Shelter Policies.
Operation of the shelter shall, to the greatest extent feasible, comply with the following
guidelines:
a. Shelter services must be provided with dignity, care, and concern for the individuals
involved.
b. 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.
c. Upon entering the shelter facility each night, each guest must sign an agreement
committing to comply with shelter rules, absolving the City and volunteers of any
responsibility for the security of the guest's personal property, and releasing the City and
volunteers from all claims of liability for property damage or personal injury arising from
operation of the shelter or use of the City's building.
d. No cooking. Kitchen facilities are to be secured and access is prohibited.
e. No drugs, alcohol or weapons will be allowed in the shelter property at any time.
f No disorderly conduct will be tolerated.
g. No threatening or abusive language will be tolerated.
h. No excessive noise will be tolerated, e.g. loud radios, telephone conversations, etc.
i. Smoking will be restricted to the outdoors in designated areas.
j. All guests should maintain their own areas and belongings in an orderly condition.
k. If a volunteer/staff member accepts any item from a guest for safe keeping at least one
other volunteer/staff member will witness the transaction.
1. Failure to comply with shelter policies may disqualify a guest(s) from future stays.
m. The check-in/check-out process shall be maintained by the volunteers sufficient to ensure
a control of the premises and exiting by guests at 7:30 a.m. to allow cleaning before
closure at 8:00 a.m.
n. Dogs will be allowed into the facility only under established conditions and pending an
amendment to the agreement between RVUUF and the Temple for provision of a winter
shelter, dated January 10, 2013. Dogs must be kept in crates at all times. RVUUF and
the Temple accept responsibility to repair any damage that is proven to have been caused
by animals housed in the shelter.
SECTION 4. Resolution No. 2013-01 is hereby repealed.
Resolution No. 2013- Page 2 of 3
SECTION 5. This resolution takes effect upon signing by the Mayor.
This resolution was duly PASSED and ADOPTED this day of February, 2013, and takes
effect upon signing by the Mayor.
Barbara Christensen, City Recorder
SIGNED and APPROVED this day of February, 2013.
John Stromberg, Mayor
Reviewed as to form:
David H. Lohman, City Attorney
Resolution No. 2013- Page 3 of 3
Proposal to Allow Dogs at Winter Shelter on Ashland City Property
February 2013
Proposal
1. Make the following changes to Resolution adopted on January 2, 2013:
section 3. Shelter Policies
Modi "e."to read: No drugs or alcohol will be allowed in the shelter property at any time.
Add: "n."to read: "Dogs will be allowed into the facility only under established conditions and
must be kept in crates at all times.RVUUF and the Temple accept responsibility to repair any
damage that is proven to have been caused by animals housed in the shelter."
2. Shelter organizers will designate a specific area in the shelter, cover the floor with thick plastic
and provide crates for any dog they allow in. Dogs will remain in crates while at the shelter; if
taken outside for biological needs, they will be leashed.
3. Shelter organizers will create and follow procedures that keep dogs away from each other and
from other guests as they are being housed for the night and as they exit in the morning. These
procedures will include the right of shelter volunteers to require that an animal be crated outside
or leave the premises if it behaves in a way that poses a risk to other people or to property.
4. Shelter organizers and community members are currently working to fund and implement a
vaccination program for dogs belonging to people who are likely to use the shelter.
Responses to concerns expressed about animals at the shelter are listed below.
1. There is concern that some animals could pose a threat because they are not vaccinated or licensed.
The City currently accepts liability relative to unvaccinated/unlicensed dogs. The Parks and Recreation
Dept. (P&RD) sponsors a dog park where dogs roam and interact freely without monitoring for
vaccinations, licenses, fighting, or biting. The P&RD sponsors dog obedience classes without
consistent adherence to its policy to physically inspect vaccination records for all animals enrolled.
Tourists and residents take animals (dogs, horses, etc.) to parks, trails, and sidewalks without being
required to verify vaccinations or licenses.
Our proposal regarding dogs in the shelter goes beyond what is required in the situations described
above. It actually creates the potential that more dogs will be vaccinated than are now.
2. There is concern that allowing does at the shelter could result in physical damage to a public building.
Representatives from the two ongoing, weekly shelters at Ashland churches have stated that people
with dogs are admitted and that it has not resulted in damage to their buildings. It's fair to assume
that these are the same dogs that would be crated at the Thursday night shelter. Shelters and dog
obedience classes have been held at city buildings in the past and have not resulted in damage.
This proposal goes beyond the protections used at the other two shelters in town by requiring that
dogsbe kept in a section of the shelter that physically protects the floor and that dogs be in crates on
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top of that plastic. Our proposal includes a clause that holds the RVUUF and Temple responsible for
any damage proven to be caused by dogs.
3. There is a concern that does will fightwith each other and bite other does or humans.
Representatives from the two weekly shelters at Ashland churches have stated that dogs are allowed
and that they've nothad dog fights or biting. The primary coordinator of Eugene's Warming Centers
stated last week that the dogs housed with shelter guests in their eight shelters "are some of the
most loving, well-behaved, beautiful dogs" he's encountered. Ashland Police Chief Holderness stated
informally that police respond to approximately one dog fight incident per month in the summer
season and that it has not been a problem in the department's experience.
Our proposal goes beyond the protections used at the other two shelters in town,using a process that
minimizes contact with other dogs or people. The resulting controls aregreater than those available
on the sidewalks and trails throughout town.
4. There is concern that dogs at the shelter could cause problems for people allergic to dogs.
We presume this concern applies to other shelter guests. That issue has not surfaced at this, or the
other two shelters, but since our proposal would isolate dogs to one section of the shelter, a guest
with allergies could be accommodated in a different area of the room/building. If the concern applies
to people who rent the building for other uses, we believe that the absence of furniture and
carpeting in city facilities that would be used and the cleaning that is done after each rental
drastically reduces the potential for allergic reactions. Further, while P&RD restricts dogs from most
facilities, dog obedience classes are held in their facilities, service animals are allowed in them
(without monitoring) and it is quite possible that the no-dog policy is occasionally broken by other
renters.
5. Concern was expressed that fleas could pose a risk.
While we don't expect large numbers of guests with dogs at this shelter, it is possible that the dogs
may carry fleas. It is possible that some guests who leave their dog outside, or who don't even own
dogs carry fleas or other insects in their bedding. Fleas are less abundant in winter("optimum
temperatures for the flea's life cycle are 70°F to 85°F and optimum humidity is 70%"- Wikipedia)and
survive by being on their host. Insects are part of our reality.Whether through dogs that take
obedience classes at the Grove, mice in old city buildings, or people who bring flea-infested blankets
to events at city facilities, the City already accepts risk of exposure to insects as a cost of doing
business.
Service Animals
Since the City is required by federal law to allow service animals onto public property, we believe that
this proposal puts the City in a position of protecting the public interest better than not having the
proposed procedures and infrastructure in place at the shelter. The following excerpt from the
American with Disabilities Act website pertains to public, as well as private entities.
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"Under the Americans with Disabilities Act (ADA), privately owned businesses that serve the public,
such as restaurants, hotels, retail stores, taxicabs, theaters, concert halls, and sports facilities, are
prohibited from discriminating against individuals with disabilities. The ADA requires these businesses
to allow people with disabilities to bring their service animals onto business premises in whatever
areas customers are generally allowed.
The ADA defines a service animal as any guide dog, signal dog, or other animal individually trained to
provide assistance to an individual with a disability. If they meet this definition, animals are
considered service animals under the ADA regardless of whether they have been licensed or certified
by a state or local government.
...an individual who is going to a restaurant or theater is not likely to be carrying documentation of his
or her medical condition or disability. Therefore, such documentation generally may not be required
as a condition for providing service to an individual accompanied by a service animal. Although a
number of states have programs to certify service animals, you may not insist on proof of state
certification before permitting the service animal to accompany the person with a disability."
From: http://www.ado.gov/gasrvc.htm
Risk
The City Council and City staff often base decisions on the experience of other entities that conduct
activities that theyare considering. Ignoring the experience of the other Ashland sheltersin favor of
the argument that something unforeseen could happen in the future appears to use different
standards for a homeless shelter than standards applied to other services involving uniquerisks that
the City of Ashland has sponsored (dog park,gun club, ski area, hospital, airport, municipal
utility,etc.).The City's insurance company determined risks associated with this shelterand assessed
costs.lt's not clear that crated dogs would be a greater risk than a dog park, for example.
We applaud the City Council for its recognition of another, more serious risk that we face by limiting
the ability of the shelter to serve people with dogs. Studies reveal that mortality from exposure
happens not only in very low temperatures, but the risk of death increases after three or more nights
of less severe weather. In the last 6 weeks, medical emergencies were handled effectively at both
Ashland and Medford shelters that could have resulted in death had the person been camping that
night. Our goal is to house those in need of shelter.
Conclusion
The reality is that between 5%- 24% of this country's homeless population have dogs and/or cats. As
with our elders and people with mental handicaps and illness, many homeless peoplekeep animals
for therapeutic or security reasons. This proposal ensures that we are not excluding people from safe
shelter on the basis of theirdecision or need to own dogs. If our intention is to provide shelter to this
population during the coldest time of the year, we will achieve that goal by designing shelter that
accounts for the reality of those in need as much as possible.
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