HomeMy WebLinkAbout2013-0416 Council Agenda PACKET
CITY OF
ASHLAND
ImDOrtant: 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 perim.t ing, the,
Presiding Officer may allow oral testimony. _ If you wish to speak, please fill out the Speaker Request form located near the entrance to the Council
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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
April 16, 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.]
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. Study Session of April 1, 2013
2. Business Meeting of April 2, 2013
VI. SPECIAL PRESENTATIONS & AWARDS
1. Presentation of Annual Ragland Volunteer Spirit Award to Roberta Stebbins
2. Proclamation of April as Fair Housing Month
3. Proclamation of May 4 - 11, 2013 as Firewise Week and May 5, 2013 as
Firewise Clean-up Day
4. RVCOG annual report presentation
VII. CONSENT AGENDA
1. Approval of minutes from committees, and commissions
2. 2013 annual appointments to city commissions and committees
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))
COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9
VISIT THE CITY OF ASHLAND'S WEB SITE AT W WW.ASHLAND.OR.US
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. Council consideration of a grant application for a Help Center for those in
need, including the homeless, in Ashland
XII. ORDINANCES. RESOLUTIONS AND CONTRACTS
1. Resolution titled, "A resolution extending the term and defining the
responsibilities of the ad hoc Homelessness Steering Committee"
XIII. OTHER BUSINESS FROM COUNCIL MEMBERSIREPORTS 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 Administrator's office at (541) 488-6002 (TTY phone number 1-800-735-2900). Notification 72
hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the
meeting (28 CFR 35.102-35.104 ADA Title 1).
1
COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9
VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US
City Council Study Session
April 1, 2013
Page 1 of2
MINUTES FOR THE STUDY SESSION
ASHLAND CITY COUNCIL
Monday, April 1, 2013
Siskiyou Room, 51 Winburn Way
Mayor Stromberg called the meeting to order at 5:32 p.m. in the Siskiyou Room.
Councilor Slattery, Rosenthal, Morris, Lemhouse, Marsh, and Voisin were present.
1. Look Ahead review
City Administrator Dave Kanner reviewed items on the Look Ahead.
2. Discussion of a revised proposal for a help center in Ashland
Councilor Marsh explained the ad hoc Homelessness Steering Committee (HSC) reviewed the draft proposal,
endorsed the $50,000 amount being flexible, and supported the more collaborative Request for Proposal (RFP)
as well as the non-facility option. Under Concept, they added laundry to basic assistance, and verbiage
recognizing the development of services would require time and patience. The Outreach portion would
develop and implement an outreach program that accepted and encouraged referrals from residents, social
service partners, City employees, and public safety officers. Also added was language stating the contractor
should demonstrate the ability to leverage city funding. Councilor Marsh revised language from the original
RFP for the required narrative responses.
Feedback received from social agencies indicated the Salvation Army would not apply for the grant, ACCESS
was interested in the revised proposal, and Maslow provided positive feedback on the RFP changes, but no firm
commitments from any of the agencies at this time. The HSC wanted to sponsor a bidder's conference.
Basic services could come from one centralized facility, multiple facilities, or possibly a mobile facility.
Council wanted to ensure citizens viewed the center as a community assistance center versus a homeless center.
Staff clarified the RFP was actually a solicitation for grant award.
Councilor Marsh would revise the added language under Concept.
Council suggested changing the approach and have applicant's specify what services $50,000 would get the
City. If a plan exceeded the allocated amount, Council wanted the ability to consider the application or
negotiate. Staff confirmed Council could negotiate but if the solicitation was substantially higher than $50,000,
there was a legal obligation to send another grant solicitation out for bids. Council and staff discussed not
having a specific amount in the grant solicitation.
City Attorney Dave Lohman explained Council could add language to the grant solicitation that Council could
reject any proposal not meeting City needs, and set an expectation the range around $50,000.
Mr. Kanner commented the money for the center was not in the current year or next year's budget. Staff would
request a transfer or a contingent transfer from the Reserve Fund if a grant award happened.
Councilor Marsh would incorporate the suggested modifications into the grant solicitation with staff's
assistance.
3. Discussion to extend the ad hoc Homelessness Steering Committee
Council preferred discussing the topic during a regular Council meeting. Staff would prepare two options, one
to extend the ad hoc Homelessness Steering Committee (HSC) and another based on Councilor Marsh's
suggestion to blend the HSC with the Housing Commission to form a Housing and Human Services
Commission.
City Council Study Session
April 1, 2013
Page 2 of 2
4. Overview of self-funded health benefits
City Administrator Dave Kanner City explained the City could save money and gain control over health benefit
costs and a health plan through self-insurance. Essentially the City loss ratio for 10 months of the plan was
74%. For every dollar paid to Pacific Source, 74 cents went to pay claims with the remaining going to Pacific
Source's plan administration, marketing, and reserve. Self-insurance would enable the City to offer the same
plan Pacific Source offered for less money. The City would incur a 9.4% increase if they stayed with Pacific
Source.
The City bid out the third party administrator work to handle claims processing and Pacific Source offered the
best quote for the work. In addition, the City would purchase Individual and Aggregate Stop Loss insurance for
assurance against bad years.
Another component of self-insurance was the Employee Health Benefits Advisory Committee the City would
create. Comprised of a representative from each of the five bargaining units, four non-represented employees
and the Human Resources Director, the committee would meet 8-10 times a year to discuss trends, review
benefits, and monitor the fiscal integrity of the health plan. Initially the plan would not change for two years.
The committee would recommend changes that Council would approve. Council expressed concern the
committee would become a collective bargaining unit. Mr. Kanner clarified the committee would not negotiate
what went into the plan nor would they go beyond the specified dollar amount, but would make adjustments as
needed. As insurance rates increased, employee contributions would as well and that served as an incentive to
keep costs reasonable.
Mr. Kanner further explained under Oregon law a company needed at least 500 covered lives to become a self-
insured plan. Currently the City had 750 covered lives. The Ashland School District and Ashland Community
Hospital went to self-insurance years before. Mayor Stromberg added the City previously had insurance from
CIS who would not divulge actuarial results. Eventually the City moved from CIS to Pacific Source and
received the actuarial information required to make the decision to move towards self-insurance.
Council comment suggested having a hearings officer for appeals that was not the City Administrator for
privacy reasons.
5. Follow up discussion on councilor announcements and follow-up questions at regular Council
meetings
City Attorney Dave Lohman wanted to ensure the information was accurate from the previous meeting.
Council agreed on the information and discussed whether to add it to the Consent Agenda or Mayor's
Announcements as a policy statement.
Mayor Stromberg addressed controversial announcements. Council could let the Mayor determine what was
controversial or Council could establish an appeals process to the Mayor's judgment on what was controversial
or not. Mr. Lohman added these agreements fell under Roberts Rules of Order for self-regulating. A Councilor
could use a point of order regarding an item they found controversial and the Mayor would make a ruling.
Meeting adjourned at 6:45 p.m.
Respectfully submitted,
Dana Smith
Assistant to the City Recorder
ASHLAND CITY COUNCIL MEETING
April 2, 2013
Page I of 7
MINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
April 2, 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 the City was in the process of reviewing applications for the Annual Appointments
to the various Commissions and Committees.
APPROVAL OF MINUTES
The minutes of the Joint Study Session of March 11, 2013, Study Session of March 18, 2013, Executive Session
of March 18, 2013 and Business Meeting of March 19, 2013 were approved as presented.
SPECIAL PRESENTATIONS & AWARDS
Proclamations of April 14-20, 2013, as Independent Media Week and April 7-13, 2013, as Arbor Week and
recognition of Ashland as a Tree City USA for the 28th consecutive year were read aloud.
Assistant Planner and Tree Commission staff liaison Michael Pina presented the 2012 Tree of the Year award to
the Oregon White Oak located at 1209 Iowa Street. He went on to announce that Ashland was Tree City USA
for the 28`h consecutive year and highlighted activities occurring throughout the month of April.
CONSENT AGENDA
1. Approval of grant request for Ashland Creek Park construction
2. Request for endorsement of SOAR by the Public Art Commission
3. Liquor license application for Elisa Boulton dba Boulton & Son
4. Liquor license application for Albertson's
5. Special procurement for the Peachy Road project
Councilor Morris pulled consent Agenda item #5 for further discussion. Community Development Director Bill
Molnar clarified that Peachy Road was previously a neighborhood collector now classified as a residential
connector street.
Charles Douglas/1257 Siskiyou Boulevard/Represented the Rogue Valley Community Television and the
Digital Media Center who supported Independent Media Week.
Councilor Rosenthal/Slattery m/s to approve Consent Agenda items. Voice Vote: all AYES. Motion
passed.
PUBLIC HEARINGS
1. 2013 Community Development Block Grant (CDBG) award and the CDBG Action Plan development
Councilor Marsh declared a conflict of interest with the Community Development Block Grant (CDBG) award.
The Ashland Emergency Food Bank, who was an applicant, employed her.
Councilor Slattery/Voisin m/s to allow Councilor Marsh to recuse herself from participating in the
discussion and decision regarding awarding funds for the 2013 CDBG awards. Voice Vote: all AYES.
Motion passed.
ASHLAND CITY COUNCIL MEETING
April 1, 2013
Page 2 of 7
Councilor Lemhouse declared a conflict of interest with the CDBG award because he served on the board of
directors for the Ashland Emergency Food Bank.
Councilor Slattery/Rosenthal m/s to allow Councilor Lemhouse to recuse himself from participating in
the discussion and decision regarding awarding funds for the 2013 CDBG awards. Voice Vote: all AYES.
Motion passed. .
Councilor Marsh and Lemhouse left the meeting at 7:15 p.m.
Housing Program Specialist Linda Reid explained there were five applicants, St. Vincent De Paul Home
Visitation Program for $24,000, the Maslow Project for $10,000, Living Opportunities exterior remodel of the
Ashland Community Employment Services (ACES) for $24,000, the Ashland Emergency Food Back for
$87,000, and the City of Ashland Energy Efficiency Program for $25,000.
The Housing Commission reviewed the applications and made recommendations in line with staff. Since that
meeting, the City received a letter from Housing Urban Development (HUD) regarding sequestration and a
potential 5% reduction in allocations prompting staff to recommend a 5% reduction to all of the grantees except
the Ashland Emergency Food Bank.
Public Hearing Open: 7:17 p.m.
Ward Wilson/189 Logan Drive/Ashland Emergency Food Bank/Explained he was the Treasurer of the
Ashland Emergency Food Bank. The Food Bank did not receive ongoing support from government. It was a
non-profit, private corporation serving approximately 500 families from Ashland and Talent. Patrons included
the unemployed, under employed, working poor, students, and senior citizens, and the homeless. Children
represented 40% of the clients served. The Food Bank also distributed food to Uncle Foods Diner, St. Vincent
De Paul, and the Ashland High School Catalyst Program. Faith-based organizations and the community at large
supported the Food Bank. The grant would help purchase their building at $475,000, an offer good until August
31, 2013. Fund raising efforts generated $212,000 with $87,000 coming from the previous year's CDBG award.
Chickie Cutting/1447 East Main Street/President St. Vincent De Paul/Represented the Ashland Home Visit
Conference. She voiced appreciation for the City's past support and shared their accomplishments that included
housing transient families, and helping 33 households in Ashland. Grant money helped 184 families with rental
payments, 304 families with utility payments, and made possible 526 home visits. Through partnership groups
like the Ashland Homeless Task Force, St. Vincent De Paul established a communitywide network that included
several Ashland Churches, United Way, and ACCESS.
Charlotte Dorsey/988 Hillview Drive/Explained whenever the St. Vincent De Paul program needed funds, they
contacted the faith community, ACCESS, and United Way. They also refer Homeless clients to these agencies
as needed.
Mary Ferrell/4509 Pinnacle Drive, Medford/Maslow Project/Explained she was the founder and executive
director of the Maslow Project that had helped families for the past 14 years. This was their second year
working with homeless children and their families in the Ashland School District where they had served 127
children to date. The Maslow Project assisted with enrollment, transportation, food, and clothing, school
supplies, case management, counseling, and advocacy services. The goal was increasing safety, meeting basic
needs, and helping children stay in school and graduate. Grant money funded a part time case manager. The
budget for Ashland was $28,000 with an additional $18,000 leveraged outside the CDBG award.
Jim Gochenour/Living Opportunities/747 Normal Avenue/Shared the mission of Living Opportunities and
explained they were the largest provider of services to people with developmental disabilities south of Eugene
Oregon. Services included employment, residential, supported living, an art studio, and consulting. They
ASHLAND CITY COUNCIL MEETING
April 2, 2013
Page 3 of 7
applied for a grant to renovate the outside of the building. The previous year's CDBG award enabled them to
remodel the interior. Currently Living Opportunities served 28 people who lived and worked in Ashland. The
Housing Commission did not recommend awarding a grant to Living Opportunities this year so they planned to
apply next year.
Brandon Goldman/20 East Main/Explained he was a City employee speaking as an applicant on behalf of the
City of Ashland who proposed a grant request for $25,000 to fund the Ashland Energy Efficiency Program. The
allocation would upgrade inefficient heating systems for 10 low-income households in Ashland. The Ashland
Low-Income Energy Assistance Program that subsidized electric bills for low-income households had 400
households in Ashland apply for funds. The Ashland Efficiency Program would improve energy costs by
upgrading households. Due to the 5% reduction from HUD sequestration, the Ashland Energy Efficiency
Program supported the reduced amount of $14,566 instead of $25,000.
Other funding sources included a rental assistance program for low-income households developed by the
Community Development Department. The majority of the program's assistance now went through CDBG
funds to St. Vincent De Paul that would provide $6,000-$9,000 annually to backfill the reduction. Another way
to address other funds was through the Conservation Division's energy conservation loans for energy
improvements.
Historically the City had used CDBG funds for sidewalk improvements, audible signal installations, and housing
rehabilitation.
Ms. Reid addressed the Housing Commission's decision not to award a grant to Living Opportunities even
though they scored higher than Ashland Energy Efficiency Program and would reach more people. Part of the
CDBG evaluation criteria was meeting the goals of the 5-year Consolidated Plan. Living Opportunities met the
5-year period when they received grant funds the previous year. Additionally, housing was a higher priority in
the 5-year Consolidated Plan than services to people with disabilities.
Public Hearing Closed: 7:43 p.m.
Ms. Reid further explained the CDBG grant contract had a minimum 10-year requirement to use a building for
low to moderate-income populations. If the building was sold or vacated from that purpose prior to reaching the
10-year period, the organization was required to pay back the remaining portion of CDBG funds subtracted or
divided by the number of years used.
Councilor Slattery/Voisin m/s to direct staff to draft the 2013 Annual Action Plan for the use of
Community Development Block Grant funds reflecting the award CDBG funding for the 2013-14
Program year as follows:
• $16,607 to St Vincent De Paul-Home Visitation Program
• $6,831 to Maslow Program
• $87,000 to the Ashland Emergency Food Bank to acquire a permanent location-contingent upon
expenditure of funds by December 31, 2013, should AEFB be unable to expend the CDBG funds
by that time the City can look at re-allocating or re-award of those funds.
• $14,566 to Living Opportunities
DISCUSSION: Councilor Slattery thought the City should have a program for energy efficiency not funded by
CDBG money. Councilor Voisin agreed with Councilor Slattery and added CDBG funds helped agencies in the
community. Councilor Rosenthal was not comfortable shifting funds from the Housing Commission's
recommendation but supported the agencies that applied. Councilor Morris would not vote in favor of the
motion and was uncomfortable going against the Housing Commission's recommendation.
Roll Call Vote: Councilor Slattery, Voisin, and Rosenthal, YES; Councilor Morris, NO.
Motion passed 3-1.
ASHLAND CITY COUNCIL MEETING
April 2, 2013
Page 4 of 7
Councilor Lemhouse and Marsh returned to the meeting at 7:53 p.m.
2. City goals and objectives for biennium 2013-2015
City Administrator Dave Kanner explained Council established four goals around the City's primary functions
in a goal setting session February 2, 2013. The Parks and Recreation Commission created its own goal and a set
of objectives resulting in five basic goals with 39 objectives. Staff took the goals and objectives and created
action plans. Some items required additional resources and Mr. Kanner used the goals and objectives to
prioritize Add Packages.
Public Hearing Open: 7:56 p.m.
Public Hearing Closed: 7:56 p.m.
Councilor Lemhouse/Slattery m/s to approve the draft City goals and objectives as presented on April 2,
2013. DISCUSSION: Councilor Lemhouse liked that staff prioritized the Add Packages. Councilor Slattery
wanted to add a budget comprehensive plan to forecast where the City was going over the next 5-20 years
regarding rates, and the CIP (Capital'Improvement Projects),
Councilor Voisin/Slattery m/s to amend the main motion to add under "Municipal Infrastructure Goal"
bullet #4: "...and short-term to implement a conservation program over the next three years reducing
water and electric and water usage 5%-10%." DISCUSSION: Councilor Voisin explained the
Conservation Commission requested more specificity regarding this objective. Councilor Marsh confirmed it
was a citywide conservation savings of 5%-10%. Councilor Slattery thought the range was not achievable and
suggested 6.5%. Councilor Morris did not think taking 5%-10% over 10 years and applying it in three years
was an attainable objective. Councilor Voisin explained everyone needed to conserve water and electricity. It
was up to the Public Works Water and Electric utilities to come forward with a plan. Councilor Morris could
not support the motion without more data. Councilor Lemhouse agreed with Councilor Morris.
Councilor Rosenthal would support the motion. Mr. Kanner explained the Conservation Plan for Water
identified an action item in the Conservative Budget narrative that included a performance measure that related
to the 5%. Councilor Slattery would support the motion. It was a goal and incumbent on the Conservation
Commission to bring forward a plan to achieve that level of conservation. Councilor Voisin reminded Council
of earlier goal suggestions the Conservation Commission sent to Council regarding Tier 2 rates and that AWAC
(Ashland Water Advisory Committee) supported increasing conservation percentages.
Roll Call Vote: Councilor Voisin, Slattery, Rosenthal, and Marsh, YES; Councilor Morris and Lemhouse,
NO. Motion passed 4-2.
Councilor Morris/Marsh m/s to amend motion under "Public Safety Goal" bullet #6 to replace "vehicle"
with "equipment" DISCUSSION: Councilor Voisin confirmed vehicles were included under equipment.
Voice Vote: all AYES. Motion passed.
Councilor Morris/Lemhouse m/s to amend motion under "Community Quality of Life Goal" bullet #2 to
change "poor" to "all." DISCUSSION: Councilor Morris thought it should read provide opportunities for all,
using poor required a definition. Councilor Lemhouse agreed with Councilor Morris. Councilor Marsh would
not support the motion, removing the connection with poverty made the goal meaningless. The objective
pertained to people struggling in the community, welcomed them, and enabled them to survive in a reasonable
fashion. Councilor Rosenthal would support the motion but was uncomfortable with the word poor. Councilor
Slattery would not support the motion. The intent was providingjobs and living opportunities for people below
a certain income level. Councilor Voisin would not support the motion either. The intention was clear and
suggested using "poverty level" instead of "poor." Councilor Lemhouse wanted the statement to include anyone
struggling notjust low-income citizens. Councilor Morris agreed with Councilor Lemhouse. .
Roll Call Vote: Councilor Rosenthal, Lemhouse, and Morris, YES; Councilor Marsh, Slattery, and
Voisin, NO. Mayor Stromberg broke the tie with a NO vote. Motion failed 3-4.
ASHLAND CITY COUNCIL MEETING
April 2, 2013
Page i of 7
Councilor Voisin motioned to amend the objective under "Community Quality of Life Goal," state "provide
opportunities for those persons who fall in the category of poverty as defined by federal government and state of
Oregon." Motion died for lack of a second.
Councilor Lemhouse/Rosenthal to amend motion under "Community Quality of Life Goal" bullet #2 to
change "poor" to "for those that are struggling." DISCUSSION: Councilor Lemhouse explained struggling
could be economic, mental health, or dependency issues. Councilor Rosenthal added many considered the word
poor demeaning and derogatory. Councilor Voisin would not support amendment. The reality of poverty was
in Ashland, words had power, and the amendment made it too nebulous. Roll Call Vote: Councilor Morris,
Lemhouse, Slattery, Rosenthal, and Marsh, YES; Councilor Voisin, NO. Motion passed 5-1.
DISCUSSION ON AMENDED MAIN MOTION:
Councilor Marsh thought there were good objectives that encompassed a lot of territory that Council may or
may not be able to achieve but nonetheless grow into a very meaningful document.
Councilor Lemhouse/Slattery m/s to approve the draft City goals and objectives as presented on April 2,
2013 as amended. Roll Call Vote: Councilor Voisin, Morris, Lemhouse, Slattery, Rosenthal and Marsh,
YES. Motion passed.
PUBLIC FORUM
Heather Stafford/943 Automation Way, Medford/Introduced herself as the Executive Director of Sustainable
Valley and shared their connection with Ashland through business incubation and acceleration. Sustainable
Valley rebranded and refocused to technical and ecommerce, art film and digital media and food entrepreneurs.
Andrew Mount/1119 Talent Avenue, Talent/Announced the launch of the Southern Oregon Chapter of Slow
Money that has funneled over $22,000,000 in aggregate nationally over the past three years into local food
entrepreneurship.
UNFINISHED BUSINESS
1. Second reading of an ordinance titled, "An ordinance amending AMC Chapter 15.28 regarding
AF&R cost recovery fees"
Fire Chief John Karns read aloud the following changes to the ordinance:
• Section 15.28.170:Cost Recovery Fees, A. Fire and Rescue Service Charges Imposed (2) "Whenever
a fire is extinguished or attempted to be extinguished by AF&R outside the City of Ashland, the
owner of the property involved in such fire shall be liable to the City for the direct and indirect
costs of fire and rescue services incurred by the City in responding to the incident."
• Section 15.28.170 Cost Recovery Fees, B. Exemptions from Charges 2 The exemptions of this
section do not apply to (D) Fire extinguishment efforts by AF&R on property outside of the City of
Ashland.
• Section 15.28.170 Cost Recovery Fees, F. Appeal Procedures. A person AF&R determines to be
liable for fire and rescue services charges may appeal AF&R's determination as provided in AMC
2.30.020 ]Administrative Appeals Process]. A person whose application for a permit for exemption
from fire restrictions is denied by the Fire Code Official or who objects to fire inspection fees or
fees imposed by the Fire Code Official for noncompliance with regulations in AMC Chapter 15.28
or the Oregon Fire Code may appeal the decision as provided in AMC 2.30.020, which appeal shall
be decided in compliance with Appendix A of the Oregon Fire Code.
Chief Karns clarified there were two fee vehicles, ambulance transport where the fee applied to Ashland
citizens, and rescue services where the fee did not apply to Ashland residents.
Councilor Rosenthal/Voisin m/s to approve Ordinance #3081 as amended. Roll Call Vote: Councilor
Morris, Rosenthal, Voisin, Marsh, Lemhouse, and Slattery, YES. Motion passed.
ASHLAND CITY COUNCIL MEETING
April 2, 2013
Page 6 of 7
NEW AND MISCELLANEOUS BUSINESS - None
ORDINANCES, RESOLUTIONS AND CONTRACTS
1. Resolution titled, "A resolution of the City Council of the City of Ashland approving the formation of
the Rogue Valley Heritage District"
Tam Moore/Our Heritage PAC/2 N Oakdale, Medford/Explained Our Heritage PAC represented all the
museums and historical societies in Jackson County. Their objective was creating a special district under Oregon
law that would provide public support and some sustainability in replacing the county levy in. Measure 97 and
50 from the 1990s.
Victoria Law/406 Iowa Street/Introduced herself as the Executive Director of the Ashland Historic Railroad
Museum. The levy was 5 cents per $1,000 and would have a significant effect for local history museums in the
Rogue Valley that were currently struggling.
Mr. Moore explained the process under Oregon's Special District law required approvals or denials from each
city within a proposed countywide district to determine boundaries. In order for the special district to pass,
Council needed to approve Ashland's participation and putting it on the ballot, then enough signatures needed to
be collected and finally it would go before the voters to decide. Forming a special district under legislation
passed in 2007 and allowed districts to support historical activities as an independent district that was not part of
county government. Jackson County passed a similar levy in 1948 and made final payments to the Oregon
Historical Society April 2007. Ms. Law added subsequently Southern Oregon Historical Society had to sell
some of their collection to stay afloat.
City Administrator Dave Kanner clarified Council was voting whether the City of Ashland should be included in
the District if it formed. The language in the resolution was statutory. Initially, citizens petition the Board of
Commissioners to form the district. The Commissioners form the district through ordinance or resolution then it
goes to a vote of the people to ratify the district, elect a governing body, and establish a tax rate. The Heritage
Association had to determine the boundaries of the district prior to going to the Board of Commissioners to
request a petition.
Mr. Moore explained the calculation was based on assumptions from the previous year's property tax
information and if imposed on Ashland, would generate within that single tax code area about $107,413. Each
year $200,000 in grants for major historic projects throughout the county would be set aside. In an independent
district, the five elected directors would set the policy with their budget committee to decide money allocations
each year.
Councilor Slattery/Lemhouse m/s to approve Resolution #2013-06. DISCUSSION: Councilor Lemhouse
supported forming the Special District and wanted it to go before the voters. Councilor Voisin strongly
supported the motion. Mayor Stromberg supported the concept but was concerned with the $800,000 amount.
RVTD (Rogue Valley Transit District) was unable to raise their levy and here Ashland would provide $107,000
towards the Heritage District when the City struggled to find enough money for public transportation.
Councilor Morris supported the motion noting it would help keep history intact for future generations.
Councilor Lemhouse agreed with the Mayor but added the voters would have to weigh it out and ultimately
decide. Councilor Marsh commented on the history of the district, how the County usurped the funds and that
was something the voters would have to think about when deciding. Roll Call Vote: Councilor Rosenthal,
Lemhouse, Morris, Slattery, Marsh and Voisin, YES. Motion passed.
2. Resolution titled, "A resolution adopting a responsible banking policy"
City Recorder Barbara Christensen explained Council discussed the proposed resolution and criteria for banking
services during the January 14, 2013 Study Session. An Oregon House Bill would let credit unions form a
group approved by the State went into effect April I, 2013. The resolution would allow the City to invest in
ASHLAND CITY COUNCIL'MEETING
April 2, 2013
Page 7 of 7
credit unions and looker closer at how banking services criteria was determined.
Credit unions were doing what banks currently did, forming a group with a certain dollar amount that went into
a pool. The State Treasurer's office ensured the money was there and municipalities were investing only in
credit unions approved by the State Treasurer's office. Banks no longer had to go through the collateral ization
certificate process, instead formed pools, and paid for them with the money formerly used to cover
collateral ization certificate costs.
Ms. Christensen confirmed the City could put up to $250,000 into the bank and have it insured.
Collateral ization insured over $250,000 with legislature determining the amount.
Rich Rohde/124 Ohio Street/Represented Oregon Action who supported the responsible banking resolutions in
Portland and Ashland. In the past, public bodies were not able to invest in credit unions. They needed a certain
sized collateral pot. In 2010 a law passed requiring at least five banks in the pool with investments of at least
$250,000. The City of Portland formed a pool requiring 10 banks and essentially formed a pool for the rest of
the state. He read a statement strongly supporting the responsible banking resolution before Council.
Councilor Voisin/Marsh m/s to approve Resolution #2013-07. DISCUSSION: Councilor Voisin thought
the resolution aligned with City values and goals to be sustainable and responsible with funding. Councilor
Marsh expressed appreciation to the City Recorder for bringing the resolution to Council. Councilor Slattery
was interested in knowing the other steps that pertained to responsible banking practices.
Councilor Slattery/Voisin m/s to amend the motion and add the language stated under Recitals G. to
Section 3. Roll Call Vote: Councilor Voisin, Morris, Lemhouse, Slattery, Rosenthal, and Marsh, YES.
Motion passed.
Roll Call Vote on main amended motion: Councilor Marsh, Voisin, Slattery, Lemhouse, Rosenthal, and
Morris, YES. Motion passed.
OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS
Councilor Marsh noted the grand celebration of the new Plaza on Friday, April 5, 2013 at 5:00 p.m.
ADJOURNMENT
Meeting adjourned at 9:23 p.m.
Barbara Christensen, City Recorder John Stromberg, Mayor
xN;x
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PROCLAMATION
• The City of Ashland faces an annual risk of wildfire that can impact homes,
businesses and forest and park lands.
• This high wildfire risk coincides with historical fires that have impacted Ashland and
its surrounding areas multiple times in recent history causing home damage and home
loss to wildfire throughout the City.
• The City of Ashland recognizes that meaningful preparedness involves multiple
stakeholders sharing responsibility for wildfire prevention and preparedness, and
endorses the Firewise Communities program to foster the participation and
involvement of homeowners, community leaders, and others in the mission of
E, wildfire preparedness.
• Home loss to wildfires is not inevitable, and a series of simple and achievable steps
every homeowner can complete can make the difference in a home surviving a
wildfire event.
E' • Because of the dense urban nature of Ashland's neighborhoods at risk of wildfire,
Firewise Communities encourages neighbors working with neighbors to achieve
meaningful and effective defensible space around homes.
Firewise promotes fire-resistant landscaping and construction materials, maintenance
of defensible space, and community action and awareness.
• The 2013 Firewise Week theme, "Protect Your Home, Protect Your Community"
serves as a week of awareness for simple and effective actions that every resident of
to Ashland can take to help protect their own homes and neighborhoods from home loss
to wildfire. 00
NOW, THEREFORE, the City Council and Mayor, on behalf of the citizens of Ashland, 4
do hereby proclaim the week of May 4-11, 2013 as
FIREWISE WEEK
and May 5, 2013, as
FIREWISE CLEAN-UP DAY
~o and urge all citizens to protect their homes and neighborhoods by making their homes
Firewise, and supporting the activities and events throughout the city during this week.
Ei Dated this 16th day of April, 2013
John Stromberg, Mayor
Barbara Christensen, City Recorder
Tds~9cs,8,~9 er,,~d9 ar~s~sAa9 o ss~~ s a,~eaa ~ csea
PROCLAMATION
• April 11; 2013, marks the 45th anniversary of the passage of the U.S. Fair
Housing Law, Title VIII of the Civil Rights Act of 1968, as amended,
f, which enunciates a national policy of Fair Housing without regard to race,
color, creed, national origin, sex, familial status, and handicap, and
encourages fair housing opportunities for all citizens.
• The City of Ashland is committed to highlighting the Fair Housing Law,
Title VIII of the Civil Rights Act of 1968, by continuing to address
,o discrimination in our community, to support programs that will educate the
public about the right to equal housing opportunities; and to plan
partnership efforts with other organizations to help assure every citizen of
their right to fair housing.
NOW, THEREFORE;: the City Council and Mayor, on behalf of the citizens of e~
Ashland, hereby proclaim the month of April 2013 as:
"Fair Housing Month"
and hereby urge all citizens to join in this observance by resolving to fight
discrimination. in their daily lives and by making themselves aware of the Fair
Housing Law and the ways in which it applies to our community.
Dated this 16th day of April, 2013.
John Stromberg, Mayor
Barbara Christensen, City Recorder
t ~ 4 r
Cs d9 C✓a,~.9 C✓,e, Tsyd9 Cs,~~.9 el,A~9 Gs d9 • Td,~,V9 O Qsb~a9
CITY OF
ASHLAND
ASHLAND HISTORIC COMMISSION
Meeting Minutes
January 2, 2013
Community DevelopmenUEnglneering Services Building -51 Wtnburn Way - Slsklyou Room
CALL TO ORDER - REGULAR MEETING. 6:00 lom
Historic Commissioners Present: Allison Renwick, Kerry Kencalm, Sam Whitford, Terry Skibby, Date Shoslrom,
Ally Phe)ps, Keith Swink, Victoda Law,
Commission Members Absent: Tom Giordano (left at 6:10, ill)
Council Liaison: Greg Lemhouse (left at 6:45)
High School Liaison: None Appointed
SOU Liaison: None Appointed
Staff Present: Stag Liaison: Amy Gunter; Cleric: Billie Boswell
APPROVAL OF MINUTES: The minutes of the October 3, 2012 Historic Commission meeting were reviewed. An
error showing Mr. Kanner as mayor instead of City Administrator was pointed out and the correction was made. Mr.
Whitford made a motion-to approve the minutes as amended. Ms. Kencafm seconded the motion and the motion
was approved unanimously.
PUBLIC FORUM: No one in the audience wished to speak.
COUNCIL LIAISON REPORT: Mr. Lemhouse discussed the Plaza redesign project and apologized for the
communication confusion regarding the art work installation. He shared that the Council was Interested in the Historic
Commission organizing a historic markers and signs project. He asked them to put together ideas, locations and
costs to present to City Council as a legacy Project. Ms. Renwick suggested coordinating with the Ads Commission
for some of the design elements. Mr. Lemhouse said some funding would be available for the project.
Mr. Lemhouse also discussed the Council Goals and encouraged the Historic Commission to develop their goals to
compliment the goals of the Council. He reviewed with them suggestions such as Commission duties, the Historic
Preservation Ordinance, demolitions, preserving the Historic Districts and the Legacy Project.
PUBLIC HEARING:
PLANNING ACTION: 2012-01737
SUBJECT PROPERTY: 111 Coolidge
APPLICANT: Randall Wallace
DESCRIPTION: A Site Design Review Permit approval for multi-famlly development for three new dwelling
units and one converted structure, all less than 500 square feel; a Conditional Use Permit to convert an existing non-
conforming garage Into a dwelling unit; an exception to the Site Design and Use Standards to install parking in
between buildings and the street; and an Exception to the Street Standards for more than one curb cut on a
residential lot. COMPREHENSIVE PLAN DESIGNATION: Multi-family Residential ; ZONING: R-2; ASSESSOR'S
MAP: 391 E 05DA TAX LOT: 5900'
Chairman Shoslrom verified that there was no exparte contact or conflict of interest. Ms. Gunter described the
project. Randy and Marianne Wallace, the owners, explained the apartment complex nearby and the non-residential
nature of the area was why they wanted to orient the unit to the inside of the lot instead of toward the street.
Chairman Shoslrom did not like a blank wall facing the street and suggested clerestory or high set windows to
Ashland Historic Commission Minures i
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CITY OF
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mitigate the problem. There were also questions regarding the siding and trim. When asked about the dormers, Mr.
Wallace said he had wanted them to be lower and wider, with beams and posts. He also explained the location of
the bike racks.
There being no further questions of the owners and no one in the audience wishing to speak, the public hearing was
closed.
The Historic Commission expressed concern about the proposed Exception to Site Design and Review Standards for
placement of the parking between the proposed buildings and Rock Street. The proposed setback of the new units is
not consistent with the facades of the adjacent historic buildings, and the design turns its back on the street frontage
and the does not provide odentation to the public right-of-way.
Recommend Approval of the proposed building elevation plans with the following design recommendations:
1) Revised building elevations and plans shall provide a well defined sense of entry: A minimum 4-foot X 4-toot
covered entry porch over the front doors of the units shall be provided with a 4-loot X 4-foot landing, posts and beam
supported roof where the decorative dormers are shown.
2) High windows shall be placed In converted garage structure to provide a rhythm of openings and sense of
orientation along the Rock Street frontage.
3) The front doors shall have rectangular (prairie or collage style) glazing for the windows. The doors should be
preferably constructed of wood.
4) Smooth texture, 1"x6' Hardiplank siding with a minimum 6-Inch exposure shall be used for the siding material.
5) The trim on the windows, doors and corner boards shall be 1"x4°.
PLANNING ACTION: PA-2012-01674
SUBJECT PROPERTY: 348 North Main
APPLICANT: Candace Cave I Zeb Lancaster
DESCRIPTION: A request for a Conditional Use Permit for a four-unit Travelers Accommodation, including the
owner's unit, located at 348 North Main. COMPREHENSIVE PLAN DESIGNATION: Low-Density Multi-Family;
ZONING: R-2; ASSESSOR'S MAP: 391E 0501); TAX LOT: 9600.
Chairman Shostrom asked if there was any expade contact or conflict of interest. Ms. Kencalm, Mr. Swink and Mr.
Skibby said they had spoken to the applicants but not in relation to [his project. The project was discussed at the
Historic Review Board. There was no objection to them participating in the action.
The applicants and owners, Candace Cave and Zeb Lancaster, explained that the structures are all existing and no
exterior changes would be made.
There being no questions of them or from the audience, the public hearing was closed.
Mr. Whitford moved to recommend approval of the project as presen led. Ms, Phelps seconded the motion and it
passed unanimousty.
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DISCUSSION ITEMS:
Goals:
The Historic Commission discussed input for the City Council goals for the upcoming year and had the following
comments for the City Council's consideration.
The preservation of Ashland's Nationally Recognized Historic Districts is in the public interest so that file legacy of
cultural, educational, aesthetic, economic and energy benefits are mainfained for future generations.
• Review file Powers and Duties of the Commission to reflect (he current sentiments of the commission, the
council and community while maintaining consistency with the adopted Historic Preservation Plan.
• The commission would encourage the Council to consider additional review of the most fmpactful
modifications to Historic Contributing structures which currently have no review process. The modifications
of windows and doors, siding and rooting materials can unintentionally alter or destroy a building's
distinctive architectural features and erode the character of the district
• Review of proposed demolition of the finite number of Historic Contributing structures. The continued
demolition and historically inappropriate remodels could endangerAshiand's historic districts and cause the
loss of the State and National recognition. Revitalization and reinvestment in the rehabilitation of the city's
historic resources is inherently sustainable. Restoration, rehabilitation and renovation of existing structures
reduces the amount of waste destined forlandfill and retains the energy embodied in the historic structure.
• Creation of a 'historical marker program'. Ashland lacks a display of the city's rich history and the creation of
historical markers could provide a link to the interesting past that made Ashland the successful cultural,
heritage, tourist economy It is today.
Brochures:
Chairman Shostrom researched Historic brochure designs with consultants George Kramer and Kim Fitzgerald and
shared some of the concepts with the other Commissioners. He asked about using incentives to motivate
homeowners to renovate. Ms. Gunter said the Commissioners should pull together the photos and verbiage they
want to use, contract with a graphic designer to put it together and review it with the historic consultant's to verify the
accuracy and impact.
Two sub-committees were created to begin working on the Brochures and the Historic Markers programs:
Brochures - Shostrom, Whitford, Law
Markers - Renwick, Kencalm, Law, Swink
Plaza Dig - No archeologically significant items were found In the test pits for the excavations on the Plaza redesign.
Historic Preservation - Ms. Boswell will run reports for nominees for the Historic Preservation Awards and present
at the next meeting.
i
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OLD BUSINESS:
A, Review. Board Schedule
October 411 Terry, Keith, Date
October 1111 Tony, Kerry, Ally
October 181, Te ,Tom, Sam
October 250, Terry, Allison Dale
November 1°I Terry, Tom, Victoria
November 89t Terry, Keith
B. Project Assi nmenls for Planning Actions
BD-2011-01029 400 Allison (Robin Biermann NewSFR onderconsltuction Whitford/Renwick
BO-2011-01079 134 Terrace Allman New SFR under construction Whitford
BD-2011.00621 89 Oak St Amorotico New fa de on building under construction Shostrom
PA-2012-00434 843 B St Holzshu ARU no ermit et Renwick
BO-2012-00420 27 N Main McKechnie Repair Fire Damage (nailed 1240-12 Shostrom
BD-2012-01330 117Eighth St (McKinney) New ARU under construction Renwick
PA-2012-01122 175 Lithia W First Place Partners 3-story mixed use building
PA-2012-01737 111 Coolidge (Wallace) 4 Accessory Units
ANNOUNCEMENTS & INFORMATIONAL ITEMS
Next meeting is scheduled for February 6, 2013.
It was the unantmous decision of the Commission to adjourn the meeting at 8.50 p.m.
Ashland Histodc Commisslon W ut es
1/30!2013
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ASHLAND HISTORIC COMMISSION
Meeting Minutes
February 6, 2013
Community Development/Engineering Services Building-51 Winburn Way - Siskiyou Room
CALL TO ORDER - REGULAR MEETING, 6:00 pm
Historic Commissioners Present: Allison Renwick, Tom Giordano, Terry Skibby, Dale Shostrom, Ally Phelps,
Keith Swink, Victoria Law,
Commission Members Absent: Sam Whitford (u), Kerry Kencaim (e)
Council Liaison: Greg Lemhouse
High School Liaison: None Appointed
SOU Liaison: None Appointed
Staff Present: Staff Liaison: Amy Gunter; Clerk: Billie Boswell
APPROVAL OF MINUTES: The minutes of the January 2, 2013 Historic Commission meeting were reviewed. Ms.
Renwick pointed out the wrong Review Board Schedule was in the Minutes. Ms. Boswell said she would change it
out and put the January schedule in. Ms. Renwick made a motion to approve the minutes as amended. Ms. Phelps
seconded the motion and the motion was approved unanimously. Mr. Giordano abstained due to being absent last
month.
PUBLIC FORUM: Tam Moore of the Our Heritage Political Action Committee said local cities are receiving letters
describing how important the levy would be for the 17 historical districts in Jackson County. Struggling organizations
managing historical attractions in Jackson County hope voters will approve a levy in 2014 that would create a Rogue
Valley Heritage District and raise more than $800,000 a year. Mr. Moore explained the request for support would be
presented to the Ashland City Council soon.
COUNCIL LIAISON REPORT: Mr. Lemhouse discussed the goal setting meeting the City Council had. He shared
that three of the Historic Commission goals were well received.
PUBLIC HEARING:
PLANNING ACTION: 2013-00060
SUBJECT PROPERTY: 108 Second Street
APPLICANT: Second Spring Property LLC / Dudley Rood
DESCRIPTION: A request for a modification to an existing 1987 Conditional Use Permit for exterior modifications
to an existing structure for the property located at 108 Second Street. The application includes a Solar Access
Waiver to shade the property to the north more than permitted by code. The property to the north at 120 N Second
Street has agreed to the additional shading. COMPREHENSIVE PLAN DESIGNATION: Low Density Multiple Family
Residential; ZONING: R-2; ASSESSOR'S MAP: 391E 09BA TAX LOT: 8900
Chairman Shostrom verified that there was no exparte contact or conflict of interest. Ms. Gunter described the
project adding dormers upstairs to create a better residential living space above 2 offices below. French doors and a
balcony are to be built on the second story, east side, for egress. Chairman Shostrom was concerned about the
predominance of the posts supporting the deck on that side. Cladding the posts in 8"x8" to match the front porch was
suggested. Possible hedge and plants and/or a pergola to help screen it from the alley and undergrounding the
utilities were also mentioned.
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Mr. Giordano made a motion to recommend the Planning Commission approve the proposed plans with the following
design recommendations:
1) That the posts of the rear deck shall be clad to 8 x 8 or to match the girth of the existing posts on the front porch.
2) The floor beams of the rear deck shall be extended to create an arbor or pergola on which vine plants could be
supported to soften the posts and reduce their mass and visibility.
The motion was seconded by Ms. Renwick and it passed unanimously.
PLANNING ACTIONS: 2013-00081
SUBJECT PROPERTIES: 245 Van Ness
APPLICANT: Nate Witemburg / Brint Borgilt
DESCRIPTION: A request for Conditional Use Permit approval to exceed the Maximum Permitted Floor Area within
the Skidmore Academy Historic District to construct a 723 square foot addition to an existing residence at 245 Van
Ness Street. The existing garage that does not comply with setbacks will be removed as part of the project.
COMPREHENSIVE PLAN DESIGNATION: High Density Multi-Family Residential; ZONING: R-3; ASSESSOR'S
MAP 391 E 05 DD; TAX LOT: 1200
Chairman Shostrom verified that there was no exparte contact or conflict of interest. Ms. Gunter described the
project to remove the existing non-conforming garage and build a garage and shop attached to the historical home
with an additional bedroom above.
The applicant was not present. There being no one else in the audience wishing to speak, the public hearing was
closed.
Chairman Shostrom was concerned about the mass and scale in relation to the existing house. The design did set
back 10 feet from the property line and it did protect the salt box style of the original building, but he felt the extra
large size of the garage and shop area overshadowed the mass of the main house. Mr. Giordano questioned
whether a continuance would give the applicant a chance to redesign to better meet MPFA. Ms. Gunter explained
the applicant would need to sign an extension agreement to delay another month.
Mr. Giordano made a motion to recommend denial of the application due to excessive mass and scale. Ms. Phelps
seconded the motion. The vote was 5 to 1 in favor of the motion.
OLD BUSINESS:
Brochures Subcommittee Report: Mr. Shostrom said they reviewed several varieties of literature. Said George
Kramer would combine the verbiage into one brochure. Graphic designer would create the actual brochure. The
brochures would be mailed to Realtors, Architects, and Designers. It was suggested that Mr. Kramer be invited to
speak at the next meeting.
Historic Markers Subcommittee Report: Ms. Renwick questioned the budget for their project in order to outline a
proposal. It was suggested that they detail a Historic Marker Master plan showing best to least and able to phase in
over the next several years. There was discussion about including a QR code linked back to the City's website for
additional information on each hub. The basic design included a hub with various plaques within a defined area. The
top and probably first hub would be in the downtown district, then the railroad district. They plan to have a
presentation ready by April 911 for Bill Molnar to present at the April 161h Council study session.
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CITY OF
ASHLAND
NEW BUSINESS:
A. Review Board Schedule
February Th Terry, Keith, All
February 141h Terry, Allison, Dale
February 21s' Terry, Tom, Victoria
February 2&h Terry, Sam, Kerry
March 711 Terry, Keith, All
B. Project Assignments for Planning Actions
BD-2011-01029 400 Allison Robin Biermann) New SFR (under construction) Whitford/Renwick
BD-2011-01079 134 Terrace Allman New SFR under construction Whitford
BD-2011-00621 89 Oak St Amorotico New fa ade on building under construction Shostrom
PA-2012-00434 843 B St Holzshu ARU no permit et Renwick
BD-2012-00420 27 N Main McKechnie Repair Fire Damage finalled 12-20-12 Shostrom
BD-2012-01330 117 Eighth St (McKinney) New ARU under construction Renwick
PA-2012-01122 175 Lithia W First Place Partners 3-story mixed use building Giordano
PA-2012-01737 111 Coolidge Wallace 4 Accessory Units Shostrom
PA-2013-00060 108 Second (Dudley Rood CUP and Solar Waiver for 2nd story unit Shostrom
DISCUSSION ITEMS: May 19-25, 2013 was chosen as Historic Preservation Week. Creating a new banner for
Main Street was discussed. It was suggested that the new design be easily adaptable at a minimum cost to reuse
each year.
ANNOUNCEMENTS & INFORMATIONAL ITEMS
Next meeting is scheduled for March 6, 2013.
It was the unanimous decision of the Commission to adjourn the meeting at 8:50 p.m.
Ashland Historic Commission Minutes
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ASHLAND HISTORIC COMMISSION
Meeting Minutes
March 6, 2013
Community Development/Engineering Services Building - 51 Winburn Way - Siskiyou Room
CALL TO ORDER - REGULAR MEETING, 6:00 pm
Historic Commissioners Present: Allison Renwick, Tom Giordano, Terry Skibby, Dale Shostrom, Ally Phelps,
Keith Swink, Victoria Law, Sam Whitford, Kerry Kencaim
Commission Members Absent:
Council Liaison: Greg Lemhouse absent
High School Liaison: None Appointed
SOU Liaison: None Appointed
Staff Present: Staff Liaison: Amy Gunter; Clerk: Billie Boswell
APPROVAL OF MINUTES: The minutes of the February 6, 2013 Historic Commission meeting were reviewed. Ms.
Renwick pointed out that Kerry Kencairn was shown both present and absent. Ms. Boswell said she would change it
to reflect that Ms. Kencairn was absent. Mr. Giordano made a motion to approve the minutes as amended. Ms.
Renwick seconded the motion and the motion was approved unanimously. Mr. Whitford and Ms. Kencaim abstained
due to being absent last month.
PUBLIC FORUM: none
COUNCIL LIAISON REPORT: none
PUBLIC HEARING:
PLANNING ACTION: 2013-000081
SUBJECT PROPERTY: 245 Van Ness
APPLICANT: Nate Witemburg/Brint Borgilt
DESCRIPTION: A request for a Conditional Use Permit approval to exceed the Maximum Permitted Floor Area
with the Skidmore Academy Historic District to construct a 723 square foot addition to an existing residence at 245
Van Ness Street. The existing garage that does not comply with setbacks will be removed as part of the project.
COMPREHENSIVE PLAN DESIGNATION: High Density Multiple Family Residential; ZONING: R-3; ASSESSOR'S
MAP: 39 1 E 05 DD TAX LOT: 1200
Chairman Shostrom asked if there was exparte contact or conflict of interest. Ms. Renwick disclosed that she knew
Brint Borgilt but could remain objective. No one challenged the disclosure. Ms. Gunter related that the project had
come before the Historic Commission the month before and had been denied because of bulk and scale. Staff did
not agree because the addition was shorter, setback 10 feet and more in conformance with the Secretary of Interior
Standards and our design standards. She explained that the new design added a window and man door where the
double door had shown on the previous plans. The applicants explained their meeting with Historic Review Board
and how they attempted to meet the design standards.
There being no one in the audience wishing to comment, the public hearing was closed.
Chairman Shostrom felt the changes improved the look of the side. There was agreement with several
Commissioners.
Mr. Giordano made a motion to recommend approving the latest plans. The motion was seconded by Mr. Swink and
it passed unanimously.
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CITY OF
ASHLAND
PLANNING ACTION: PA-2013-00003
SUBJECT PROPERTY: 207 Enders Alley
OWNER: Joel & Sarah Dresher
APPLICANT: Michael Gibbs for the Winchester Inn
DESCRIPTION: A request for Site Review Permit and Conditional Use Permit approval to allow the conversion of an
existing 960 square foot Historic Contributing commercial structure (the Enders Annex) to a motel unit associated
with the Winchester Inn. The new motel unit is located at 207 Enders Alley across the alley from the Winchester Inn.
The unit will be operated by the management of the Winchester Inn. COMPREHENSIVE PLAN DESIGNATION:
Commercial-Downtown; ZONING: C-1-D; ASSESSOR'S MAP: 391 E 09BD; TAX LOT: 5501
Ms. Gunter explained that the plans contained a parapet addition to screen the roof but the applicants would not be
doing the work right away. Some windows to be replaced to meet egress requirements and the front would be
stucco'd to soften the look. A trellis and plants would be placed on the Ender's Alley side. The building is listed as
an original building on Enders Alley on the State Historical Register.
There being no one in the audience wishing to speak, the public hearing was closed.
Ms.Kencairn asked about the material being used for the trellis and it is wrought iron. She also felt the parapet
materials would need to be identified if pre-approval was recommended.
Chairman Shostrom made a motion to recommend approval for the project with the recommendation that the
windows be double-hung and the parapet material be cinderblock or framed in and made to match the existing
building's finish. Ms. Phelps seconded the motion and it passed unanimously.
PRE-APPLICATION REVIEW
Oregon Shakespeare Festival is proposing to build a new Facilities Management Building on Hargadine Street
between 1s and 2nd Streets. A 1985 existing greenhouse building would be demolished. Applicants are attempting to
make it compatible with the look of a "sign-makers shop" just after the turn of the century. It would be used mostly for
storage and light shop work and would house the facilities management staff. The building would be built of board-
formed concrete and windows would have applied muttons. The Historic Commissioners liked the proposal and felt
they had done a good job with the design.
OLD BUSINESS:
Brochures Subcommittee Report: Mr. Shostrom said an RFP for the brochure changes was being developed.
Timing was an issue. They still needed to get the content from Mr. Kramer and send it to the two graphic designers.
Historic Markers Subcommittee Report: The Sub-Committee members were planning to schedule a meeting for after
the 15th of March.
NEW BUSINESS:
A. Review Board Schedule
March 7d' Terry, Keith, All
March 141h Terry, Sam, Dale
March 21st Terry, Tom, Allison
March 28th Terry, Victoria, Kerry
Aril 7th Terry, Keith, All
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B. Project Assi nments for Planning Actions
BD-2011-01029 400 Allison Robin Biermann New SFR under construction Whitford/Renwick
BD-2011-01079 134 Terrace Allman New SFR under construction Whitford
BD-2011-00621 89 Oak St Amorotico New fa ade on building under construction Shostrom
BD-2012-01330 117 Eighth St McKinney New ARU under construction Renwick
BD-2013-00256 175 Lithia W First Place Partners) 3-story mixed use building in review Giordano
PA-2012-01737 111 Coolidge Wallace 4 Accessory Units Shostrom
BD-2013-00093 108 Second (Dudley Rood CUP and Solar Waiver for 2nd sto unit in review Shostrom
PA-2013-00081 245 Van Ness Nate Witembur & Brint Bor ilt Addition Kencairn
PA-2013-00003 207 Enders Alley Dresher conversion to motel unit Swink
DISCUSSION ITEMS:
2013 Oregon Heritage Conference May 9, 2013 in Portland. Funded through CLG grant. Ms. Law and Mr.
Giordano expressed an interest in attending.
Historic Preservation Week - discussed using individual framed pictures instead of large frame. Consensus was to
stay with large frame but provide a picture with the certificate. Large frames would be offered for hanging in various
Real Estate or other offices within the city.
Historic Preservation Awards - The following were selected to receive a Historic Preservation Award and were
assigned to individual Commissioners to write a description of the improvements or contribution and why an award is
deserved.
426 A St Ms. Law
195 Van Ness Mr. Giordano
247 Oak St Ms. Phelps
164 Seventh Ms. Renwick
147 Alida Mr. Whitford
128 S Pioneer Ms. Kencaim
SOU Churchill Hall Mr. Shostrom
Exit 14 Mr. Giordano
Delores Nims Ms. Law
It was also suggested that the City of Ashland be given a certificate in honor of the 100th Anniversary of the City Hall
building.
ANNOUNCEMENTS & INFORMATIONAL ITEMS
Railroad Museum - Victoria Law did a PowerPoint presentation about the Ashland Railroad Museum which was
opened on the 120th Anniversary of the placement of the Golden Spike. It features rotating exhibits highlighting the
importance of the railroad to the development of the City of Ashland.
Next meeting is scheduled for April 3, 2013.
It was the unanimous decision of the Commission to adjourn the meeting at 8:15 p.m.
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MINUTES
January 23, 2013
CALL TO ORDER
Chair Regina Ayars called the meeting to order at 4:10 p.m. in the Siskiyou Room at the Community Development
and Engineering Building located at 51 Winburn Way, Ashland, OR 97520.
Andrew Ensslin introduced himself as the new SOU Liaison to the Housing Commission. He is a Political Science
and History Major with a Minor in Psychology. Ensslin is very interested in politics and the public service process.
He is currently doing an internship with Congressman Walden.
Commissioners Present: Council Liaison
Regina Ayars Carol Voisin
Brett Ainsworth
Barb Barasa SOU Liaison
Evan Lasle Andrew Ensslin
Michael Gutman
Staff Present:
Commissioners Absent: Linda Reid, Housing Specialist
Ben Scott, excused Carolyn Schwendener
APPROVAL OF MINUTES
Lasley/Barasa m/s to approve the minutes of the October 22, 2012 regular Housing Commission meeting. Voice
Vote: All Ayes; minutes were approved as presented.
PUBLIC FORUM
No one spoke
UPDATE ON FUNDRAISING EFFORTS OF ASHLAND EMERGENCY FOOD BANK
Ward Wilson from the Ashland Emergency Food Bank (AEFB) was present to give an update. Wilson distributed to
the Commissioners two different types of brochures. One brochure targeted the large donors the smaller brochure
was intended for a wider distribution; two thousand of which will be going out to the Ashland Food Project
volunteers. Wilson acknowledged they did not get started very quickly with their fundraising. He attributed this to
three things; they are not fundraising professionals, the three primary members of the board have had a difficult
time getting together and they had not put together any brochures until recently.
Wilson pointed out they received what they call a "lead donation" of $50,000 from a high profile local individual.
That donor would like to work with the board and help solicit similar individuals. They also were interested in talking
to them about how much money the AEFB would require for a gift that would result in naming their building.
Currently AEFB has a total of $176,000 in pledges and gifts including the funds that were awarded from the City of
Ashland.
The Commissioners had some questions for Wilson.
1
Originally AEFB stated that they were expecting gifts last year, one in May and one in December. Were there
delays with those gifts?
Yes, we only received one. We attribute this to the fact we have never done fundraising before and didn't
aggressively seek out those gifts.
You mentioned last year that the bank might consider extending the deadline for the purchase of the property. Is
this still a possibility?
Peoples Bank of Commerce owns the property through bankruptcy. The bank is still very supportive. They
have leased the building to us at 18 cents a square foot. The deadline for purchase is August 31. At that
time we can discuss that possibility if necessary.
Who is the point person responsible for fund raising?
Initially it was Greg Lemhouse but he found he didn't have enough time so he asked me to help. I declined
though offered my support to the others who would be doing the fundraising. We do not have a point
person but are doing the fundraising together as a group. The campaign committee consists of four
individuals; Greg Lemhouse, Kate Jackson, Pam Marsh, George Kramer and myself.
How many donors make up the $176, 000?
Our goal is $600,000. We have approximately thirty donors two of which make up $137,000. One donor is
the City of Ashland and the other is the private donor who gave the $50,000.
Are you planning on asking for CDBG funds again this year?
Yes. We are hoping to have made more progress by the time of application. The Request For Proposal
(RFP) closes on February 15, 2013.
Reid pointed out that staff will review applications making a recommendation to the Housing Commission. At
February's meeting the Commissioners will hear the presentations and then make a recommendation to the
Council. The Council will make the final determination at their April meeting.
Reid implied that the City is obligated to hold the awarded funds from last year until August 31. The City does have
the ability to re-award those funds should the AEFB not make their ultimate goal to purchase the property.
UNIFIED LAND USE CODE UPDATE
Maria Harris, City Planning Manger, gave an update on the progress of the Unified Land Use Ordinance Project.
The Planning Commission has been reviewing the draft of this reorganized code. Most of the amendments being
made have been housekeeping issues and policy issues from the 2006 Analysis.
Harris briefly described some of those changes.
Accessory Residential Units (ARUs) ARUs currently require a conditional use permit in the single-family zones
and a site review in the multi-family zones. The proposed amendment discussed by the Planning Commission is to
make ARUs a permitted use in all zones and removing the conditional use permit requirement. This still requires a
planning action with noticing to the neighbors. This change does not take away the neighbors ability to make
comments.
Manufactured Homes on Individual Lots - There were four recommended changes. Three were revised for
consistency with the Oregon Revised Statutes (ORS) regarding placement of manufactured homes on individual
lots. Those amendments included the deletion of the requirement that a home be 20 feet in width, a change in
wording for exterior building materials and the maximum height above grade. The ORS does allow jurisdictions to
require a garage to be constructed with manufactured homes on individual lots. The Planning Commission
concurred with the Housing Commission regarding this requirement suggesting using the same requirements as
single-family homes which in Ashland are to provide the required number of off-street parking spaces, but not
requiring a garage or carport.
2
Affordable Housing Density Bonus - The current ordinance allows for an equivalent density bonus for every
percent of units that are affordable. The 2006 Land Use Ordinance Review recommends doubling the density
bonus for affordable housing to provide a greater incentive for affordability.
Cottage Housing or Pocket Neighborhoods - This description is typically used to describe a type of
development involving relatively small homes (750 to 1250) clustered around a common open space. The Planning
Commission directed staff to pursue revisions to the code to promote the development of pocket neighborhoods.
Harris will email Reid the list of Cities with cottage Housing or Pocket neighborhoods.
Harris went on to say that after the first draft has been completed the next piece is the evaluation of some green
codes incentives and evaluation of procedures based on two of the Council goals. Will be doing a series of public
meetings in late spring. These meetings will be focus group format where we try to cluster proposed amendments
in areas where people might be interested. Harris would like to have a final draft and formal adoption process in
late summer or early fall.
VACATION RENTAL DISCUSSION AND RECOMMENDATION
Reid explained that Staff is looking for some feedback from the Housing Commission mainly regarding how
changing the rules around the vacation rentals could impact the housing availability. The Planning Commission
reviewed this last night and it will be going to the City Council soon.
Ainsworth commented that by allowing houses to be used for short term rental they are then no longer available for
long term rental for families nor are available for sale to those who work in Ashland and wish to live here. This
doesn't necessarily support the mission of what the Housing Commission has for providing a long term housing
solution for all residences. While I applaud the enforcement and its increasing need I don't necessarily think the
solution is to relax the rules in order to receive more tax revenue, stated Ainsworth. It was commented that the Bed
& Breakfast owners believe that the City could in fact receive an increase in tax revenue by not allowing those
illegal rentals which would increase the occupancy of the legal units providing more revenue.
Voisin inquired, since the City no longer has a compliance officer how are they going to monitor this and enforce it.
Reid explained that the planners have taken on the code compliance responsibility and duties along with police and
fire. This particular issue will stay within the Community Development Department. This issue came before the
City Council due to a compliance letter that was sent out to property owners regarding the illegal units. One of the
recipients of the letter appeared before the Council inquiring about the opportunity to make illegal units legal.
Reid said staff is working on compiling a list and making an effort to gain compliance though this is quite time
intensive. This effort has been put on hold because Council directed staff to look at options. The end result could
be a citation and court. Generally speaking with code compliance it is the neighbors who monitor the situation.
Gutman felt that by allowing people to apply for vacation rentals some applicants will not do so due to the cost
involved. If it becomes a regulated process it will take a lot of people out of it. Due to the price.
Some considerations the Council is looking at are:
• Make No changes
• Expanding the Conditional Use Permit to include the entire multi-family district
• Allowing them within 200 feet of any arterial street
Barasa agrees that by allowing more homes to be used for short term rental use it takes them out of the housing
pool. She does understand why because if you own an investment property you could perhaps see more revenue
by doing the short term rental. If housing stock becomes less and less for students to access which could raise the
price.
Ayars believes it will negatively impact long term and affordability. The recent City survey showed that the top
concern was the reason for not livable was the lack of affordable housing followed by unemployment.
3
Ainsworth/Lasley m/s that the commission recommends that we not modify the current policies regarding short term
rentals. Voice Vote: all ayas.
LIAISON REPORTS
Council - Voisin said the recent citizen survey mentioned affordable housing as a concern with a number of
citizens acknowledging they would be willing to assist financially to help meet the goal of affordable housing. Voisin
announced that the Cottonwood at 380 Clay Street is no longer being considered for removal. The tree will remain
and be part of the future development of the property. The Council goal setting is Saturday February 2, 2013
between 9:00 am and 4:00 p.m. The Council will be taken through a process by the City Administrator of setting a
goal and establishing a strategy. This is a public meeting and everyone is welcome.
Staff - Reid clarified that the Cottonwood tree at 380 Clay Street will not be part of the current partition that the City
is in the process of doing. The tree removal is not going to be processed as part of the partition at this time. The
City is seeking an arborist report on the tree. The tree consumes a large amount of the land area.
Reid announced the City has issued the RFP for the Community Development Block Grant Funds. Reid remarked
that the City has not received any final notification on the fund allocation at this point. Staff has moved forward with
the assumption the City will receive the same amount upon direction from our HUD CDBG representative that they
expect the amount_to stay the same. Reid said at this point they have not received any applications.
The Point in Time Homeless count will be happening next week, said Reid. The County receives funding from HUD
to do homeless services and homeless shelters and activities. Many of those services we receive here in Jackson
County are funded out of that. The Point in Time Homeless Count is required by HUD. Each community goes out
the last week in January and does a count. Two types of counts, one is an overnight night shelter count, the other a
street count for places like Ashland who do not have a shelter, volunteer count people on the street or where
people are congregating such as at community meals.
2012 GOAL REVIEW AND APPROVAL
The Commissioners discussed which goals individual commissioners were most interested in then the goals were
assigned. Commissioners won't address these goals until after the CDBG awards are completed.
Establishment of Rental Registry - Gutman
Preservation of vulnerable properties - Ayars
Housing Trust fund-identify three options - Ainsworth
Develop a Landlord Tenant Brochure - Barasa
Support the implementation of specific potential strategies identified in the Housing Needs Analysis - pending
Council approval
Explore and potentially implement a Student Fair Housing Plan - Lasley and Ensslin
FEBRUARY 27T" 2013 MEETING AGENDA ITEMS
Student Fair Housing Survey
CDBG presentations
UPCOMING EVENTS AND MEETINGS
Next Housing Commission Regular Meeting WHERE
4:00-6:00 PM; February 27, 2013
ADJOURNMENT - The meeting was adjourned at 5:45.m.
Respectfully submitted by Carolyn Schwendener
4
CITY OF
ASHLAND
ASHLAND HOUSING COMMISSION
MINUTES
February 27, 2013
CALL TO ORDER
Chair Regina Ayars called the meeting to order at 4:00 p.m. in the Siskiyou Room at the Community Development
and Engineering Building located at 51 Winburn Way, Ashland, OR 97520.
Commissioners Present: Council Liaison
Regina Ayars Carol Voisin
Brett Ainsworth
Barb Barasa SOU Liaison
Evan Lasle Andrew Ensslin
Michael Gutman
Ben Scott Staff Present:
Commissioners Absent: Linda Reid, Housing Specialist
Carolyn Schwendener
APPROVAL OF MINUTES
Gutman/Lasley m/s to approve the minutes of the January 23, 2013 regular Housing Commission meeting. Voice
Vote: All Ayes; minutes were approved as presented.
PUBLIC FORUM
No one spoke
CDBG PRESENTATIONS
Maslow Project - Mary Ferrell founder and Executive Director of the Maslow Project spoke. Ferrell explained that
the Maslow Project is a nonprofit advocacy agency whose mission is to offer every homeless child and youth the
probability of success and the opportunity for a better life. They do this by providing resources for basic needs,
removing barriers to education and employment and fostering self-sufficiency in a collaborative and empowering
environment. Homelessness is defined as "any student who lacks a fixed, regular, and adequate night residence."
This includes couch suiting, doubled-up, living in weekly rate motels, shelters, parks, streets and campgrounds or
in substandard blight conditions. Ferrell pointed out their proposed target is 100 students.
The Maslow Project is located inside the Ashland Senior High School. The Ashland case manager works
approximately three days a week providing services to eligible youth and families. Ferrell acknowledged that the
Maslow Project is requesting $10,000 from the CDBG funds to cover a portion of the Case Manager's salary. All
other program costs are covered by other funding sources. These CDBG funds are critical to the payroll expenses
of this project. A reduction in hours of the Case Manager would result in decreased access for students to this
service.
The following are questions from the Commissioners:
How long have you been in existence?
We started over 14 years ago but became non-profit just four years back. We chose to become non-profit in order
to expand and be a county wide service.
I
How do you work with other non-profits in the Community?
We partner with as many agencies as possible. Our case manager spends time with the Community Works street
outreach worker conducting outreach programs. We also give referrals to each other when appropriate.
Are there any duplicates regarding services offered in our Community?
No. We offer a full range of services including coordinating housing for children.
How do you access the children who are not in High School?
Our case manager goes to all the schools in the district as well as Headstart. There is a built in network in place.
You mentioned having $8,700 in donations from the Community. How many make up that number?
Approximately seven businesses and forty-five to fifty individuals
Ashland Emergency Food Bank - Treasurer and Board Member Ward Wilson along with Grant writer Walt Slater
gave a presentation. For over forty years the AEFB has been distributing food to the Communities of Ashland and
Talent. Each month they provide an average of 475-525 households (representing 1,300 children and adults) with
a three to five-day supply of essential food items. They anticipate that 1,500 unique households (representing
3,750 individuals) will seek assistance from them in 2013.
AEFB has one part time employee and approximately ninety regular volunteers. They are currently housed at 560
Clover Lane, the old Kentucky Fried Chicken/A & W Restaurant. In August of 2011 they were able to negotiate a
two year lease at that property with the option to purchase it when the lease is up in the amount of $475,000.
AEFB is asking for $87,000 in CDBG funds to help purchase the property. Currently they have $91,225 in secured
monies, $87,646 CDBG awarded funds from 2012 and $296,129 in tentative monies.
Grant writer, Slater made two points regarding the AEFB purchase. As a basic service their application will score
higher and is identified as a priory project for funding from various foundations and funding sources. Slater stated
that if awarded the additional CDBG funds it will help bring leverage with the other private contributors.
The following are questions from the Commissioners:
The deadline for the purchase of the building is August 31, 2013. What will happen if you don't have the money at
that time?
AEFB has no obligation to purchase the property. It would be our hope that the Bank would give us more time if we
are close to the amount needed. The bank has demonstrated their desire to help us make the purchase.
How confident do you feel in the next six months that you can raise over fifty percent of your target?
We are very confident! It took us a year to really get started on our fundraising and we have done quite well in a
short amount of time. Currently no one we have asked has turned us down. We have received a donation from a
prominent community member who has also asked to join our fundraising campaign.
Why did it take so long to get the campaign going?
None of the people on the board have any experience in fund raising. We had to educate ourselves. We spoke with
fund raising professionals in the valley including the YMCA Director. We had to find volunteers to do the layout and
graphics.
Wilson invited the Commissioners to their March 10th open house and Pie Social at the food bank located at 560
Clover Lane.
St. Vincent de Paul - Rich Hansen, Foundation Liaison and Chici Cutting, President represented St. Vincent de
Paul. The Rogue Valley District Council of St. Vincent de Paul is dedicated to providing compassionate support
and care to the poor and needy in Jackson County, regardless of race, religion, creed, sex, sexual preference or
2
ethnic origin. Twelve volunteers respond to calls for help on the Ashland phone line.
In the fiscal year ending September 30, 2012 the Ashland/Talent Home Visit Conference spent $124,510 helping
the needy. In total they helped 184 families with rent expenses and 304 families with utility bills. Hansen
acknowledged that St. Vincent de Paul is requesting $24,000 in CDBG funds with this application. None of the
money received goes to salaries or benefits; it all goes to those they serve. The only overhead expense is $16.38
for a voice mail answering machine.
The following are questions from the Commissioners:
What percentage go your budget goes to help pay people's utility bills?
Approximately 45% of the budget is designated for utility help about $55,000. $59,000 is used for rent. All CDBG
funds received are used for rent.
Living Opportunities - Jim Gochenour, Development Director spoke. Gochenour began by thanking the
Commissioners for their support with last year's Grant money. Thanks to the City of Ashland CDBG funds in 2012
Living Opportunities was able to complete an interior capital improvement project at their building located at 747
Normal Ave. in Ashland. They are requesting $24,000 from the City's CDBG fund in order to continue with the
renovation of the building. The money will go toward adding siding and insulation, replacing windows, doors, update
light fixtures, fencing and updates to the porch. The goal is to increase the energy efficiency of the building. Living
Opportunities will provide the remaining needed $17,300 and will cover any unanticipated costs associated with the
project. The life expectancy of the building is another thirty years.
Their mission statement is "For people with developmental disabilities to work for the same employers, live in the
same neighborhoods, and have the same experiences everyone aspires to in our community." Gochenour
expressed his pride in several awards that Living Opportunities have received; Medford Chamber of Commerce
outstanding non-profit award along with three years in a row "the best non-profit to work for to mention a couple.
City of Ashland - Brandon Goldman, City Senior Planner, presented the application. Goldman pointed out that in
2009 the City Council awarded the City of Ashland CDBG funds for their Affordable Housing Weatherization and
Energy Efficiency project. This project was very successful assisting twenty households benefiting thirty Ashland
residents and leveraging over $35,000 in matching funds from various sources. The City is asking to use $25,000
in CDBG funds to complete energy efficiency improvements on units occupied by qualifying low-income families.
With an approximate grant amount of $2,500 per dwelling the City could assist approximately ten households with
energy efficiency upgrades or other necessary repairs to reduce energy costs.
The following are questions from the Commissioners:
Does the City have another funding source that this could come from?
Goldman suggested asking that question to someone in conservation or administration.
What happens if a renter requests help with weatherization?
The program is designed for property owners. The program targets owner occupied units.
Who performs the work?
The home owner would contract with providers. They would then submit to the city an invoice for the services
provided.
In 2009 for the CDBG Weatherization program. Where did the matching funds come from?
The 2009 program leveraged funds from; Access' weatherization program, the City's Conservation program loans
and grants, from Rural Development 502 loan and grant programs, funds from City of Ashland revolving loan
rehabilitation program, and homeowners.
3
STAFF RECOMMENDATIONS
Reid expressed the City's appreciation to all the organizations for applying for these funds as they are all necessary
services to our community. Reid stated it is staffs responsibility to check eligibility and determine whether the
applicants meet Federal CDBG regulations and address the priorities identified with the City of Ashland 2010-2015
Consolidated Plan. The total City of Ashland allocation of CDBG funds for the 2013 program year is expected to be
approximately $164,556 which includes the administrative portion of 20%. CDBG regulations states that not more
than 15% can be awarded to Public Service activities and there is no limit on the percentage of funds that can be
awarded to capital improvement projects. Reid reminded the Commissioners that City is still uncertain about the
exact allocation from the Federal Government and reserves the ability to fund less should they receive less.
HOUSING COMMISSION DISCUSSION AND RECOMMENDATION
Gutman/Barasa m/s that we accept the staff recommendations, (even though we would like to see Living
Opportunities funded) for the allocation of the CDBG money.
The Commissioners discussed the motion. Though the Commissioners believed that the recommendation was fair
and applicable they were disappointed to see no money awarded to Living Opportunities. Those Commissioners
that visited the site at 747 Normal were amazed with the interior work that was done. They called attention to the
self worth that the people who work and spend their free time in that building must experience. Their self esteem
will be greatly increased.
Ayars/Lasley m/s an amendment to the current motion to change the allocation recommendation from staff for
social services to stay the same; but to reduce the allocation to AEFB, to award Living Opportunities for the full
amount and the remaining balance to be allocated to the ACFB, and not fund the City application.
The Commissioners discussed the amendment. They inquired about allocating the money to four different projects
rather than three. This has previously been discussed in the past and Reid explained the difficulty involved in doing
that. After a discussion and acknowledging that Living Opportunities is a valuable resource in our Community it
was determined that the Energy Efficiency program is a higher priority.
Ayars withdrew her amendment followed by Lasley withdrawing his second. The Commissioners voted on the
original motion. Voice Vote; motion passed unanimously
Reid announced that the CDBG award public hearing will be at the April 2, 2013 Council meeting.
FAIR HOUSING SURVEY FOR STUDENTS
Lasley would like some input from the Commissioners as to what they would like included in the survey. The
Commissioners will submit their ideas to Reid and she will consolidate them and send them to Lasley. Reid
reminded the Commissioners not to have an email meeting but to just send the suggestions to her without a
discussion. Reid will give the update to Lasley.
Ainsworth announced to the Commission that this was his last meeting. He has resigned due to his need to focus
on other priorities in his life. The commissioners thanked Ainsworth and expressed their appreciation for his
volunteerism and contribution to the Commission.
MARCH 27, 2013 MEETING AGENDA ITEMS
Student Fair Housing Survey Review
UPCOMING EVENTS AND MEETINGS
Next Housing Commission Regular Meeting
4:00-5:45 PM; March 27, 2013
ADJOURNMENT - The meeting was adjourned at 5:45.m.
Respectfully submitted by Carolyn Schwendener
4
ASHLAND TRANSPORTATION COMMISSION
MINUTES
January 24, 2013
CALL TO ORDER
Chair David Young called the meeting to order at 6:00 p.m. in the Siskiyou Room, 51 Winbum Way.
Commissioners Present: Craig Anderson, Tom Burnham, Mike Gardiner, Pam Hammond, Corinne Vieville and
David Young
Absent Members: Shawn Kampmann
Ex Officio Present: Brandon Goldman and Steve MacLennan
Staff Present: Mike Faught, Scott Fleury and Jodi Vizzini
SOU Student Liaison: Honore Depew
ANNOUNCEMENTS
The Commissioners and staff welcomed new member Craig Anderson. Commissioner Anderson provided a brief
background of his experience in the transportation field which was followed by a round of introductions.
CONSENT AGENDA
A. Approval of Minutes
1. November 29, 2012 Meeting
Commissioners Gard!nerNieville m/s to approve the consent agenda. By show of hands, the motion passed
5 - 0. [Commissioner Anderson abstained.]
PUBLIC FORUM
No one came forward to speak.
ACTION ITEMS
A. Election of Officers
Mike Faught directed attention to Ashland Municipal Code 2.10.050 and read the first two sentences regarding
election of officers and term length.
Commissioners VievillelGardiner m/s to elect David Young as Transportation Commission chair for the term
beginning May 1, 2013 and ending April 30, 2014. By show of hands, the motion passed 5 - 0.
[Commissioner Young abstained.]
Commissioners Burnham/Young mis to elect Corinne Vieville as Transportation Commission vice chair for
the term beginning May 1, 2013 and ending April 30, 2014. By show of hands, the motion passed 5 - 0.
[Commissioner Vieville abstained.]
B. E. Main St @ Water St. Intersection Analysis
This agenda item was combined with non-action item C. Road Diet Post Construction Analysis.
C. Audible Pedestrian Signals
Staff Report
Scott Fleury gave an overview of the Community Development Block Grant (CDBG) awarded for $28,000 for
installation of audible pedestrian signals. He explained the City has a signal maintenance agreement with Oregon
Department of Transportation (ODOT) on specific roads in the downtown corridor. He directed attention to
information provided on the Polara brand pedestrian signal system. The Commission and staff discussed the
features, cost and desired locations of installation. Corinne Vieville shared recommended locations as prioritized by
the visually impaired community.
Transportation Commission
January 24, 2013
Page 1 a(3
Brandon Goldman, Senior Planner, clarified the CDBG funds are designated to low-income neighborhoods and
confirmed the downtown qualifies as such area. Mr. Goldman explained that locations outside of the downtown area
will need to be approved by the CDBG funding agency, Housing and Urban Development (HUD), as the grant was
specific to this area. He added an amendment can be submitted to HUD with a map of the desired audible signal
locations with an explanation of how they will provide a presumed benefit to a protected class.
Commissioners VievillelBurnham m/s to use the $28,000 in funds provided by the CDBG for purchase of
Polara audible signals consistent with the terms of the grant requirements. DISCUSSION: Commissioner
Burnham stressed the importance of utilizing the funds within the guidelines of the grant timeline. Mr. Fleury
confirmed the purchase of the signals will be made before the deadline date of June 30, 2013. By show of hands,
the motion passed 6 - 0.
Commissioner Vieville/Burnham m/s for Senior Planner, Brandon Goldman, to contact HUD regarding the
possibility of changing the location of the audible signals as recommended by the Commission for the Blind
and the blind community, and seek approval of the locations by ODOT, while meeting the time constraints of
the grant. DISCUSSION: Commissioners discussed the benefit of audible signals to other protected classes, not just
specifically the blind community. Commissioner Vieville explained her experience with audible signals in other
communities, and how the recorded message can provide information for anyone who may be disoriented.
Commissioners discussed other difficult pedestrian crossing locations throughout the City. By show of hands, the
motion passed 6 - 0.
NON-ACTION ITEMS
A. Traffic Safety Workshop
Mr. Fleury encouraged Commissioners to attend the Traffic Safety Workshop scheduled for February 27, 2013 in
Pioneer Hall to be presented by Mojie Takallou, Ph.D., P.E. from the University of Portland, Department of Civil
Engineering.
B. Pedestrian Beacons-SOLI Project
Mr. Fleury gave a report on the high-intensity pedestrian beacon scheduled for installation the following week at the
Palm Ave. /Siskiyou Blvd. intersection. He explained that Southern Oregon University will be installing more beacons
throughout the corridor.
C. E. Main St. /Water St. Intersection Analysis and Road Diet Post Construction Analysis
Consultant Report - E. Main St. [Water St. Intersection
Mr. Faught introduced Kim Parducci, Southern Oregon Transportation Engineering, LLC, who was hired as a
consultant to look at the E. Main St. /Water St. intersection following the pedestrian fatality last summer. She
provided an analysis of the geometry, signage and pavement markings, sight distance, crash history and intersection
operations as illustrated in the handout titled "Water St./N. Main St. Intersection Analysis."
Commissioners Questions/Comments
Commissioners and staff discussed parking issues for trucks in this area and offered various solutions. It was
determined this intersection will be analyzed as part of the future downtown parking and multi-modal circulation
study.
Consultant Report - Road Diet Post Construction Analysis
Ms. Parducci explained her role of gathering post road diet data as outlined in her handout titled "Post Road Diet
Analysis." She added that volunteers will be conducting pedestrian/bike counts throughout the trial period which will
be used as supplemental data included in the collective pre and post findings and conclusions to be presented in
September.
Commissioners Questions/Comments
• Question: If the road diet proves successful will the City keep it in a temporary manner for another season as this
seems more cost effective? Answer: Staff feels repainting the current configuration will be the most cost effective
way to make it permanent, along with adding reflective raised pavement markers to the road.
Transportation Commission
January 24, 2013
Page 2 of 3
• Question: Was there a pre-traffic volume count performed on Oak Street? Answer: Yes, traffic counters were
placed on Oak St. and other surrounding side streets prior to the road diet and will be placed on the same streets
on a quarterly basis.
• Question: Has the City conducted video traffic studies on the road diet? Answer: ODOT conducted 24-hour videos
of some intersections. Travel times will be included in the road diet analysis.
• A comment was made that getting on and off side streets takes longer and at times can seem dangerous with no
gaps in the travel lane. Staff replied with information from an informal two-hour traffic count at Hersey/Wimer and
added this intersection will be the focus of a delay study. Mr. Faught emphasized the reason for hiring Ms. Parducci
was to gather consistent data throughout the road diet trial period.
• Other Commissioner comments included peak travel times and the upcoming tourist season.
D. Downtown Parking and Multimodal Circulation Study
Mr. Faught reported an application was submitted to the University of Oregon (U of 0) to conduct the study which will
result in a reduced cost if the project is accepted. He added the original cost of the study will still be added to the
budget as a back-up in case U of 0 does not approve the application.
E. Bicycle Friendly Community Application
Mr. Fleury reported the progress of assembling information to be included in the application. He stated it was a
collective effort with members from the cycling community, Ashland Police, Planning and Public Works staff. He
directed attention to a list of remaining questions and encouraged Commissioners to e-mail information that could be
used in the final application.
COMMISSION OPEN DISCUSSION
• Mr. Faught encouraged Commissioners to attend the City Council goal setting session scheduled for February 2,
2013.
• Mr. Faught gave an update on the progress of the Transportation System Plan and the upcoming presentation to
Council on February 5, 2013.
• Mr. Fleury reported the Street Division will be striping intersections appropriately in the coming year as illustrated in
the memo included in the packet.
• Mr. Fleury shared information on a grant award received from Cycle Oregon for $3,500 which will be used to
support the Bicycle Safety Education program.
INFORMATIONAL ITEMS
A. Action Summary
Did not review. Informational item only.
B. Traffic Safety Connection December/January Newsletter
Did not review. Informational item only.
C. Traffic Crash Summary
Commissioner Burnham pointed out the low number of bike/pedestrian accidents in a three month period.
ADJOURNMENT
Meeting was adjourned at 8:00 p.m.
Respectfully submitted,
Jodi Vizzini, Public Works Assistant
Transportation Commission
January 24, 2013
Page 3 of 3
ASHLAND TRANSPORTATION COMMISSION
MINUTES
February 28, 2013
CALL TO ORDER
Chair David Young called the meeting to order at 6:00 p.m. in the Civic Center Council Chambers, 1175 E. Main St.
Commissioners Present: Craig Anderson, Pam Hammond, Shawn Kampmann, Corinne Vieville and David Young
Absent Members: Tom Burnham
Ex Officio Present: Steve MacLennan
Staff Present: Brenda Barker, Mike Faught, Scoff Fleury and John Peterson
ANNOUNCEMENTS
No announcements.
PUBLIC FORUM
No one came forward to speak.
ACTION ITEMS
Non-action item A. SOU Student Presentation took place before the first action item. Minutes of that item can be
found in the non-action item section.
A. 'B' Street Parking Improvements
Staff Report
Scott Fleury gave an overview of a 1997 diagonal parking proposal on 'B' Street between First and Fifth Streets as
presented at a prior meeting for consideration. Staff recommended including this information to the consultant(s)
who will perform the downtown packing and multi-modal circulation study.
Commissioners Vieville IKampmann m/s to incorporate the'B' Street diagonal parking proposal into the
comprehensive downtown plan study. DISCUSSION: Commissioner Kampmann conveyed the importance of
addressing parking in the entire downtown. Commissioner Vieville emphasized the need for a comprehensive plan
study and was not in favor of addressing individual streets. Voice vote: all AYES. Motion passed.
B. East main St. Crosswalk Signage
Staff Report
Mr. Fleury briefly described a concern brought to Public Works attention by a resident who was involved in a near
miss of a pedestrian while crossing the midblock crosswalk during the evening at E. Main and Eight St. He described
the location and other crosswalks along E. Main., some of which have poor night visibility due to vegetation growth
and lack of overhead street lights. Mr. Fleury added that staffs recommendation is to add pedestrian crossing signs
to the crosswalks at Sherman, Sixth and Eighth Streets.
Commissioners Questions/Comments
• A suggestion was made for community-wide pedestrian education.
• A comment was made about the amount of existing sign pollution in the city resulting in ineffective results.
• Question: Can street lights be installed at each crosswalk? Answer: The existing poles are offset with the
crosswalks; ground based lighting would be necessary.
Commissioners Hammond/ Vieville mis to approve the staff recommendation for pedestrian crossing
signage at crosswalks located at E. Main/Sherman St.; E. Main/Sixth St.; and E. Main/Eighth St. DISCUSSION:
Transportation Commission
February 28, 2013
Page Iof3
Commissioner Hammond agreed over-signage creates complacency, but felt flashing lights in a residential area was
not a good recommendation. Commissioner Vieville felt trying the signage first to see if there is an improvement
would be a better option than flashing lights. Commissioner Young agreed with others on the sign pollution, but felt
reflective signs may serve to alert some drivers at night. Commissioner Anderson commented he was not opposed to
signage but felt consistent striping throughout the city would be an improvement. Mr. Fleury described alternative
striping and lighting for crosswalks. He agreed to research alternative lighting sources and bring results to a future
meeting. By show of hands in favor of the motion: Commissioners Anderson, Hammond, Vieville and Young,
YES. Commissioner Kampmann, NO. Motion passed 4-1.
Commissioners Kampmann/ Vieville m/s to recommend staff research area lighting and reflective striping
alternatives at the E. Main/Sherman St.; E. Main/Sixth St.; and E. Main/Eighth St. intersections. DISCUSSION:
Mike Faught explained the process and potential cost of removing and replacing striping. By show of hands the
motion passed 5 - 0.
C. Fair Oaks Median
Staff Report
Mr. Fleury briefly outlined the need for improved alley access off of Fair Oaks Drive which was brought to staffs
attention by Ashland Police. He reviewed the staff memo and photos with the Commission as well as a report
submitted by Ashland Fire. Staff was seeking recommendation(s) from the Commission to improve the alley access.
He added the difficulty of removing the median as it entails moving utilities and irrigation lines. Officer Steve
MacLennan felt the best solution would be to cut through the center of the median allowing left hand turns.
Commissioners Questions/Comments
Question: Was there was a traffic related reason as to why the median extended beyond the two alleyways?
Answer: No. It was based more on design; not traffic.
Commissioners Kampmann/ Vieville m/s to follow staff recommendations to apply curb painting; install no
parking signage; install appropriate traffic signage at median; and work with Planning, Police and Fire
Department staff on appropriate engineering for access improvements. By show of hands the motion
passed 5 - 0.
NON-ACTION ITEMS
A. SOU Student Presentation
SOU students Gabriel Lanetsky and Cooper Langdahl urged the Transportation Commission to improve the City's
infrastructure resulting in a safer environment for cyclists which would significantly increase bike riding and address
global climate change.
B. Audible Pedestrian Signals Update
Mr. Faught commended Commissioner Vieville on her tireless work on the project. Commissioner Vieville gave an
update on the progress of working with Oregon Department of Transportation (ODOT), the Community for the Blind,
and the Polara vendor on the location, cost and features of the new audible signals. Mr. Fleury explained the
technical aspects of the signal functions and installation.
C. Traffic Safety Workshop
Mr. Fleury gave an update on the workshop that took place on February 27, 2013.
D. Road Diet Post Construction Analysis
Kim Parducci, Southern Oregon Transportation Engineering, LLC, provided an update on the current road diet traffic
monitoring data collection. She explained that data collection is ongoing month to month and will be used for the
overall comparison in September 2013. Mr. Faught reported on the progress of realigning the offset driveway
entrance to the Stone Medical parking lot near the Maple St. intersection.
E. Bicycle Friendly Community Application
Transportation Commission
February 28, 2013
Page 2a f3
Mr. Fleury reported the Bicycle Friendly Community application was submitted February 26, 2013. He acknowledged
the collective effort by staff and members of the cycling community who worked on the comprehensive application.
Mr. Faught added that staff is confident with the outcome of the application and expect to hear results from the
League of American Bicyclists in May 2013.
COMMISSION OPEN DISCUSSION
• Commissioner Young acknowledged Mike Gardiner's resignation from the Transportation Commission and his
lateral transition to the Ashland Parks & Recreation Commission thus creating a vacancy. He discussed the current
Commissioner renewals and the steps necessary to reapply.
• Mr. Faught provided an update on the progress of the future comprehensive downtown parking and multi-modal
circulation study.
• Mr. Faught praised Commissioner Young's presentation of the Transportation System Plan to Council February 5,
2013. He added the second reading will take place on March 5, 2013.
• Commissioners and staff discussed newly appointed Council liaisons.
• Commissioners asked about the process involved with adding audible signals to additional intersections. Mr. Fleury
explained the process and how it is connected with the signal maintenance agreement with ODOT.
• Commissioners discussed moving the next meeting date up one week to accommodate scheduled vacations and
ensure a quorum. Commissioners 1 Vieville Hammond m/s to reschedule the next meeting date to the third
Thursday in March (March 21, 2013). Voice vote: all AYES. Motion passed 5 - 0.
INFORMATIONAL ITEMS
A. Action Summary
Did not review. Informational item only.
B. Traffic Safety Connection February Newsletter
Did not review. Informational item only.
C. Traffic Crash Summary
Did not review. Informational item only.
D. Water St. & N. Main St. Intersection Analysis
Did not review. Informational item only.
ADJOURNMENT
Meeting was adjourned at 8:00 p.m.
Respectfully submitted,
Jodi Vizzini, Public Works Assistant
Transportation Commission
February 28, 2013
Page 3of 3
Council/Parks Ad Hoc Committee
March 28, 2013
Page 1 of 3
MINTUES OF COUNCIL/PARKS AD HOC COMMITTEE
MARCH 28, 2013 @ NOON
PARKS OFFICE 0 340 S. PIONEER STREET
Meeting was called to order at 12:30 p.m. in the Parks Office of 340 S. Pioneer Street.
Councilors Rosenthal, Marsh and Voisin, Park Commissioners Seffinger and Landt, City Attorney Dave
Lohman were present.
Councilor Pam Marsh was selected as Chair for the Ad Hoc Committee.
Discussion by group began by recognizing the need for an immediate recommendation based on Parks &
Recreation Department Ending Fund Balance.
Discussion points included the following: budget assumptions included in a February 21 memo from City
Administrator Dave Kanner; provisional approval of proposed Parks Department budget by Parks
Commission; how comfortable the Parks Commission was with the proposed Parks Department Ending
Fund Balance; the theoretical and traditional process used for establishing the $2.09 rate for the Parks
Department; and how all of this is contingent upon the recommendation of this committee.
It was stated that the Budget Committee had adopted no assumptions and clarification was requested on
how the Budget Committee determines assumptions for the budget. Concern was raised that the "white
paper" which was identified as "Working Draft - November 12, 2012 - Parks & Recreation Funding for
FY2013-15" was being used by the City Mayor and City Administrator to base assumptions on for the
Parks Department Budget. City Attorney Dave Lohman stated that he was unaware if the City
Administrator was using this document as a tool for the budget.
Committee discussed the need to understand the reasoning on how the 12.5% Ending Fund Balance
(EFB) was determined, why it was based only on operating expenditures rather than on the entire Parks
budget, and how the Ending Fund Balance is determined. It was understood that the 12.5% EFB assumes
the City would guarantee any shortcomings in the Parks budget. It was noted that the Parks Department
has a current policy to provide 30% EFB but may be supportive of changing it to 25% EFB.
It was recognized that a policy should be made that rewards and supports incentives for strong fiscal
management.
Discussion was directed to recognizing any positives that the Parks Department may experience under the
"city umbrella" which may include changing the $750,000 EFB into an accessible Reserve Fund for the
Parks Department. Concern was raised on how accessible funds would be to the Parks Department
through the City General Fund and how clarity would need to be made on the difference between Ending
Fund Balance and Reserve Fund. Suggestion was made that set rules and regulations would need to be
established on how the Reserve Fund would be used.
Clarification on the difference between "Ending Fund Balance" and "Reserve Fund" and the need to
understand Oregon Budget Law was expressed. Clarification on the policy for EFB was provided to the
committee through Resolution #2010-05, which outlined the City policy for Ending Fund Balances.
Continued debate and discussion on why the issue of EFB for Parks Department was happening at this
time, as it seemed to point to the expense associated with PERS (Public Employees Retirement System).
There was concern raised that this is a one-time issue and that it was being used to set a process for all
Council/Parks Ad Hoc Committee
March 28, 2013
Page 2 of 3
future Parks budgets.
Challenges faced by the Budget Committee were acknowledged for the current budget as it pertains to the
City General Fund. Comment was made that the committee should not assume what direction the Budget
Committee may take.
Long-term issues were identified as "autonomy" and "organization control" for the Parks Department.
It was suggested that a "dedicated" Parks Reserve Fund be considered for the Parks Department. Mr.
Lohman clarified that a "dedicated" Reserve Fund would require a continued revenue source through a 5-
year levy or become a separate "district."
JoAnne Eggers/221 Granite/Spoke regarding the atmosphere of mistrust and voiced concern with
direction on Park Funds being transferred to the City General Fund and the issue of the Ending Fund
Balance. She felt it would be better if there was trust and if the same ease and conditions for access to
funds were equal.
It was understood how important it was for the Park Commissioners to be comfortable with the current
budget proposal and that the budget was adequate for operations and deferred maintenance. It
acknowledged that it might not be adequate for the long-term. It was noted that the Meals Tax has been
renewed and can be used for rehabilitating. This opportunity was not previously available.
Additional long-term issues included the need to expand the existing park system and the need to continue
with many projects that have not been completed.
It was pointed out that the Parks Department had contributed to the City Reserve Fund in the past and it
was questioned on how or if these funds could be returned to the Parks Department. Concern was raised
on transferring Parks funds to the City General Fund and if the citizens were aware of these issues facing
the Parks Department.
Councilor RosenthaVPark Commissioner Seffinger m/s to support current budget allocated for the
Parks & Recreation Department and to establish an Ending Fund Balance of 12.5% for this
biennial budget and that the City guarantee the Park & Recreation Operation Budget. To establish
Parks Reserve Fund "total" commiserate to contribution made by Parks Commission to City
Reserve Fund.
DISCUSSION: It was suggested that $Imillion could be placed in the City General Fund. The need to
establish a long-term Reserve Fund and the importance for a recommendation by the committee was
noted. Confusion on how the Ending Fund Balances are being determined and a recommendation that a
Reserve Fund be established for the Parks Department in the amount of $750,000 was voiced. Concern
with providing working capital, confirmation on amount of Ending Fund Balance and difficulty with
projecting future revenue based on county projections by tax assessor were also noted.
Commissioner Landt/Councilor Voisin m/s to amend main motion that $500,000 be transferred to a
Parks Reserve Fund with funds coming from either past Parks contribution to City Revenue or
reallocation of Parks Ending Fund Balance.
DISCUSSION: Statement that there is still time to work on a policy for Parks Department Ending Fund
Balance. Concern raised with the resistance that may result from an additional $500,000 Reserve Fund
over and above proposed. Concern was voiced regarding the risk associated with funds being taken away
from deferred maintenance
Voice Vote: Rosenthal, Landt and Voisin, YES; Seffinger and Marsh, NO. Motion passed 3-2.
Council/Parks Ad Hoc Committee
March 28, 2013
Page 3 of 3
Councilor Marsh/Commissioner Seffinger m/s to amend motion to include "or the projected 12.5%
Parks & Recreation Department Ending Fund Balance or the current biennial Parks & Recreation
Department Ending Fund Balance."
Voice Vote: Rosenthal, Marsh, Seffinger and Landt, YES; Voisin, NO. Motion passed 4-1.
Councilor Voisin left the meeting at 2:15 p.m.
Commissioner Landt/Commissioner Seffinger m/s to amend motion to include "or the current
biennial Parks & Recreation Department Ending Fund Balance."
Voice Vote: all AYES. Motion passed.
Amended Main Motion:
Councilor Rosenthal and Park Commissioner Seffinger motion to support current budget allocated
for the Parks & Recreation Department and to establish an Ending Fund Balance of 12.5% for this
biennial budget and that the City guarantee the Park & Recreation Operation Budget. To establish
a $500,000 Reserve Fund based on either what has already been contributed to the city Reserve
Fund by Parks & Recreation Department in the past or the projected 12.5% Parks & Recreation
Department Ending Fund Balance or the current biennial Parks & Recreation Department Ending
Fund Balance.
Committee agreed to allow Chair Marsh to summarize the discussion leading up to the recommendation
made by the approved motion and submit to the City Administrator with a request that it be placed on the
agenda for the Council Study Session on April 15.
A future meeting was set for April 22 at 3 p.m. in the Parks Office.
Meeting was adjourned at 2:25 p.m.
Respectfully submitted,
Barbara Christensen
City Recorder
CITY OF
ASHLAND
Council Communication
April 16, 2013, Business Meeting
2013 Annual Appointments
FROM:
Barbara Christensen, City Recorder, christeb@ashland.or.us
SUMMARY
Approval of the Mayor's recommendations for annual appointments to the various city commissions
and committees.
BACKGROUND AND POLICY IMPLICATIONS:
The ending term for most Commission/Board members is April 30, 2013. Proper notice was made in
our local newspaper and the City's website on the vacancies.
Appointments are three-year appointments with terms ending April 30, 2016, with exception of the
Planning Commission which are four-year appointments with terms ending April 30, 2017, and the
Band Board which are one-year terms.
Airport Commission - 9 members (full) Forest Lands Commission - 7 members (full)
William Skillman - reappointment Frank Betlejewski- reappointment
Susan Moen - reappointment John Williams - reappointment
Lincoln Zeve - reappointment Dave Brennan - new appointment
Stefani Seffinger - (Parks Liaison)
Band Board - 7 members (leaves one seat open) Historic Commission - 9 members (full)
(All reappointments) Terry Skibby - reappointment
Sylvia Schmeling Keith Swink - reappointment
Don Bieghler - Director Kerry Kencairn - reappointment
Harry Kannasto
Doug MacDowell
Raoul Maddox Housing Commission (leaves one seat open)
David Hoxie Gina DuQuenne - new appointment
Buildings Appeal Board- 5 members (full) Public Arts Commission - 7 members (full)
John Fields - reappointment Abby Capovilla - reappointment
Dale Shostrom - reappointment
Conservation Commission - 5 members (full) Firewise Commission - 7 members (full)
Mamie Koopman - reappointment Annette Herron - new appointment
Shel Silverberg - new appointment
Page I of 2
PX,
CITY OF
ASHLAND
Planning Commission - 7 members (leaves one seat open)
Tracy Peddicord -new appointment
Transportation Commission - 7 members (leaves two seats open)
Corrine Vieville - reappointment
Tree Commission - 7 members (leaves three seats open)
Gregg Trunnell - new appointment
FISCAL IMPLICATIONS:
N/A
STAFF RECOMMENDATION AND REQUESTED ACTION:
None
SUGGESTED MOTION:
Motion to approve annual appointments to the various City Commissions as recommended by Mayor
John Stromberg.
ATTACHMENTS:
Applications received
Page 2 of 2
~W,
RECEIVED CITY OF
MAR 11 2013 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 ashland.orms. If you have any questions,
please feel free to contact the City Recorder at 488-5307. Attach additional sheets if
necessary.
Name: Annette L. Herron
Requesting to serve on: Firewise Commission
Address: P.O. Box 505, Ashland, OR 97520
639 N. Main St., Ashland, OR 97520
Occupation: MRC Volunteer Coordinator at the Jackson County Medical Reserve Corps
(MRC) via AmeriCorps*VISTA (Volunteers in Service to America)
PHONE: (Home) 336-682-6144 -cell; (Work) 541-774-8029
EMAIL: HerronAH(a jacksoncounty.ore
FAX: 541-774-6705
1. Education Backaround
What schools have you attended?
Alliant International University, San Diego, CA (Ph.D. & Masters degrees)
University of North Carolina at Pembroke (B.S. degree)
What degrees do you hold?
Ph.D. in Health Psychology, Masters in Health Psychology, and BS in Psychology
What additional training or education have you had that would apply to this
position?
ICS 100, ICS 700, Personal Preparedness, Ashland CERT training (member), disaster
preparedness trainings through other local CERT teams, Fire Corps Funding and Support,
Citizen Corps trainings (i.e. Engaging the Community, Pet Preparedness, Vulnerable
Populations, Long-Term Recovery Case Management, and Long-Term Recovery), and
Shelter Operations (American Red Cross)..
2. Related Experience
What prior work experience have you had that would help you if you were
appointed to this position?
I'm an Ashland CERT member. Also, I will be working with Ali True (Firewise
Commission Coordinator) and Terri Eubanks (Ashland CERT Coordinator) in
completing a "Map Your Fire Neighborhood" project in March. As the MRC Volunteer
Coordinator for Jackson County, I plan and implement strategies to recruit, train, and
prepare medical and non-medical professionals to respond to disasters and recovery
efforts, and work in shelter operations. In addition, I'm on the Oregon Vulnerable
Populations Emergency Preparedness Coalition (VPEPC) to help them identify ways to
inform vulnerable populations (e.g. schools, local businesses, the disabled, etc.) on how
to prepare and respond to disaster events.
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 benefit from attending conferences and seminars related to fire (e.g. behavior,
prevention, management, Oregon fire laws and policies, burning guide and restrictions,
etc.).
15,
3. Interests
Why are you applying for this position?
I personally have a strong interest in helping the Firewise Commission educate
communities about fire prevention, management, and reduction. In addition, the Jackson
County Medical Reserve Corps (MRC), who is housed under the County Emergency
Management, would like to work closer with all the fire chiefs in Jackson County on
developing new ideas to promote engagement of the communities in projects geared
toward a safer and healthier quality of life, and to spread the passion to be more proactive
and less reactive regarding fires and other disasters. Also, having a staff member from
the MRC serve on the Firewise Commission would benefit both groups in developing a
partnership that can result in projects and programs to promote community resilience and
fire safety. Some of the partners of the Jackson County MRC includes: OR Health
Security Preparedness and Response Program; OR Department of Public Health; Jackson
County Emergency Management; local fire departments; Head Start; American Red
Cross - Klamath Falls, OR; Citizen Corps Council; La Clinica Health Care; United Way;
Southern Oregon University; Civic Organization; CERT Teams (Ashland, Jacksonville,
Central Point, and Bear Creek); AmeriCorps*VISTA; Oregon Vulnerable Populations
Emergency Preparedness Coalition (VPEPC); and Una Voz (a Latino partnership
program).
4. Availability
Are you available to attend special meetings, in addition to the regularly scheduled
meetings? Do you prefer day or evening meetings?
I have no preference.
5. Additional Information
How long have you lived in this community?
I moved from North Carolina to Ashland, OR on August 17, 2012 for the volunteer
position with the Jackson County Medical Reserve Corps via AmeriCorps"VISTA.
6. Please use the space below to summarize any additional qualifications you have
for this position
Disaster preparedness and response training and education, project management, grant
writing, public speaking, partnership building, community engagement and education,
capacity building, sustainability building, leadership skills, public health education, and
customer service.
J-11- 13
Date Signature
RECEIVED
MAR 15 2013
495 Poplar Place
Ashland, OR 97520
541-324-8694
daveb@mind.net
March 15, 2013
Barbara Christensen, City Recorder
City of Ashland
20 East Main Street
Ashland, OR 97520
Dear Ms. Christensen:
Enclosed is my application for a position on the Ashland Forest Lands Commission.
As my application shows, I have the professional experience, educational background,
and communication skills that will be an asset to the commission.
My National Park Service career gave me broad experience in managing public lands for
diverse and sometimes conflicting uses, and I would like to apply those skills to the
management issues facing our community's forest lands.
Thank you for considering my application, and I look forward to the opportunity to
contribute to the commission's work.
Sincerely,
Dave Brennan
(enclosure)
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 @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: Dave Brennan
Requesting to serve on: Forest Lands Commission
Address: 495 Poplar Place, Ashland, OR, 97520
Occupation: Retired National Park Ranger Phone: Home: 541-324-8694
Work
Email: daveb@mind.net
Fax
1. Education Background
What schools have you attended? College of San Mateo, Humboldt State University
What degrees do you hold? Associate of Science (Biology)
What additional training or education have you had that would apply to this
position? My National Park Service career included training courses in the National
Environmental Policy Act, wilderness management, wildland fire management and
decision-making, working effectively with volunteers, risk management, team building,
meeting facilitation, conflict resolution, and public speaking. 1 have been an active
member of University Toastmasters for the past four years, which provides continuous
training and self-improvement in public speaking and organizational leadership. Four
decades of self-study and numerous field seminars have fueled my ongoing interest in
natural history and ecology.
2. Related Experience
What prior work experience have you had that would help you if you were
appointed to this position? As a supervisor and manager during my 27-year career
with the National Park Service, I was actively engaged in land management planning,
decision-making and project implementation in five national parks. 1 managed and
provided oversight for programs in wildland fire management, visitor use and recreation
in developed and undeveloped areas, campground management, wilderness
management; hiking and cross-country ski trail systems, National Environmental Policy
Act planning and compliance, and hazardous tree reduction.
I worked closely with volunteer organizations that supported and contributed toward
park management goals. I am experienced and skilled at facilitating meetings where
diverse viewpoints are heard in order to make decisions.
My professional writing included park management plans, natural resource
management plans, risk management and employee safety plans, and media releases. I
represented the National Park Service as a speaker to other government agencies,
volunteer organizations, and employee groups.
Do you feel it would be advantageous for you to have further training in this field,
such as attending conferences or seminars? Why? 1 can always benefit from
specialized training in this field. Specifically, training on the role & function of city
governments would help, as would training in partnerships involving local governments,
federal government agencies, non-governmental organizations, and the private sector.
3. Interests
Why are you applying for this position? I am a resident of Ashland planning to live
here for the long term, as well as a citizen concerned about the health of ourforest
lands, and a frequent recreational user of the Ashland Watershed. The forest lands in
and surrounding Ashland are a unique and vital part of what makes Ashland a special
place to live or visit. The long-term health and sustainability of these forest lands require
active and balanced management, and I want to contribute by participating in these
management and decision-making processes.
4. 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 for either day
or evening meetings. My preference depends on what else is on my schedule at a
particular time.
5. Additional Information
How long have you lived in this community? 5 years full-time, and 4 years part-time
before that.
Please use the space below to summarize any additional qualifications you have for
this position
t
0 3b5 Date Signature
CITY OF
-ASH LAN D
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(q),ashland.orms. If you have any questions,
please feel free to contact the City Recorder at 488-5307. Attach additional sheets if
necessary.
Name
Sheldon (Shel)
Silverberg
Requesting to serve on: Planning Commission or Forest
Lands (Commission/Committee)
Address 170 Piedmont Drive Ashland 97520
Occupation-Retired Phone: Home.
602-538-9717
Work
Email
Fax
1. Education Background
What schools have you attended? -Temple University, Dartmouth
College
What degrees do you hold? _BA Economics and
Finance
What additional training or education have you had that would apply to this position?
Executive Programs
2. Related Experience
What prior work experience have you had that would help you if you were appointed to
this position?
.Senior management position in large and small companies. Former
CEO of $100 million company with over 400 employees and founder of
small internet start-up in health care
space.
Do you feel it would be advantageous for you to have further training in this field, such
as attending conferences or seminars? Why? _If necessary to help me fulfill the tasks
required would be happy to do so.
OrPrAWN
3. Interests
Why are you applying for this position? As a new full-time resident I want to
contribute to the community in any way possible. My wife Paula and I have been
volunteers at the Ashland Food Bank for a few years during our summer stays in
Ashland and want to get involved in other areas as
well.
4. 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 retired and am
very flexible
5. Additional Information
How long have you lived in this community? -Been coming to Ashland
since 1996 for the summers. We are now full-time
residents.
Please use the space below to summarize any additional qualifications you have for this
position.
Besides general business knowledge I have quite a bit
experience in finance and information technology. Would love to get
involved in some way. I am willing to consider any possible position as a
volunteer.
_I have several people in the community I can use for references if
necessary. I have worked with City Council member Pam Marsh and
she can vouch for my qualifications.
Date Signature
~r,
Barbara Christensen
From: Sheldon Silverberg [shel.silverberg97520@gmail.com]
Sent: Tuesday, January 29, 2013 11:54 AM
To: Barbara Christensen
Subject: Re: Commission appointments
Attachments: Application (1).doc
Barbara,
As requested, attached is a completed application for my consideration for volunteer City Council positions.
I have requested either of two choices, Planning (first choice) of Forest. However, if these are are not available
I would be willing to consider most anything else. After visiting Ashland as part-timers since the late nineties,
we have finally made Ashland our full time home. I would love to participate in the community in any way
possible.
Please give me a call if you need anything more from me.
Thanks
Shel(602-538-9717)
On Mon, Jan 28, 2013 at 1:51 PM, Shel Silverberg <shel.silverbere97520 Rmail.com> wrote:
Will do-thanks
Sent from my iPad
On Jan 28, 2013, at 1:45 PM, "Barbara Christensen" <christeb@ashland.or.us> wrote:
Mr. Silberberg, thank you for your interest in our City Commissions. If you could please complete an
application for whichever Commission interests you and submit it to my office. I will process it with the
annual appointments. Barbara
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
CITY OF
RECEIVED ASHLAND
APPLICATION FOR APPOINTMENT TO
MAR 1.1113 CITY COMMISSION/COMMITTEE RF~FI f0
Please type or print answers to the following questions and submit to the City ReMekp
City Hall, 20 E Main Street, or email christebaashland.onus. If you have any questions,
please feel free to contact the City Recorder at 488-5307. Attach additional sheets if
necessary.
Name: Gina DuOuenne
Requesting to serve on: Housing Commission (Commission/Committee)
Address: 2180 Birchwood Lane, Ashland,OR,97520
Occupation: Sales/Catering Manager Phone: Home 541488-7495
Work: 541-488-1700Ezt. 1007
Email: gina.duquenne@gmail.com
Fax 541488-1701
1. Education Background
What schools have you attended? Bishop Conaty, Los Angeles, CA
What degrees do you hold? Life Coach Cetification
What additional training or education have you had that would apply to this position?
I volunteered with Proiect Angel Food placing low-income families and individuals.
2. Related Experience
What prior work experience have you had that would help you if you were appointed to
this position?
My work experience throughout my life has revolved around problem-solving work with
people and getting positive results.
Do you feel it would be advantageous for you to have further training in this field, such
as attending conferences or seminars?
I value all training.
Why?
I believe there is always something to learn and I embrace expanding my realm of
possibilities.
3. Interests
Why are you applying for this position?
I embrace Ashland as my home and I feel it is an honor and a sense of duty to volunteer
my services where there is a need.
4. Availability
Are you available to attend special meetings, in addition to the regularly scheduled
meetings?
Given enough advance notice. I can attend special meetings at any time.
Do you prefer day or evening meetings?
IIvrefer early morning and/or evening meetings because I work during the day.
5. Additional Information
How long have you lived in this community?
Six years.
Please use the space below to summarize any additional qualifications you have for this
position
• I am a self-starter and a natural planner.
• I get things one in a timely manner.
• I am a problem solver and end rising to the challenge.
• I work well with others and maintain an open communication with those I work
with.
Date Signature
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
HYPERLINK mailto:christeb@whland.oaus christeh:ieashland.or.w. If you have any questions, please feel free to contact the
City Recorder at 488-5307. Attach additional sheets if necessary.
Name Andrea Matteson
Requesting to serve on: -Planning Commission (Commission/Committee)
Address 279 Garfield St Ashland
Occupation Project Manager Phone: Home-503 475-7827
Work
Email: mdma.matteson@gmail.com
Fax
Education Background
What schools have you anbiled? -Portland State University
What degrees do you hold? BS Community Development and MS Adult Education and Training
What additional training or education have you had that would apply to this position?
-Certificate in Permaculture Design
Related Experience
What prior work experience have you had that would help you if you were appointed to this position?
As a Starhucks store manager in downtown Portland I experienced first hand the impact of infrastructure and planning on a
business- f om transportation corridors to pedestrian friendly walkways, a vibrant retail core, mixed-use buildings, and
greenways. The city's planning directly impacted our daily business, from the customer experience to the safely of personnel
arriving for a 4am shift.
Also, I interned at the Portland Business Alliance when studying Community Development at Portland State University. I
collected data for the annual business census and managed a quarterly pedestrian count used to inform policy on developing a
thriving business and retail core. 1 teamed the vitality of a city and region depend on one another. Sustainability of a thriving
community requires a healthy economy, an educated workforce and environmental stewardship.
Most recently Iworked at a non-profit, fiends On Greater Portland, as the Special Events and Corporate Volunteer Coordinator.
I worked with 70+ community partners from grassroots organintions like food banks to global companies such as Nike and Intel.
I facilitated relationship building between the corporate and nonprofit worlds with the goal of creating meaningful and impactfal
volunteer opportunities for companies to apply their time and talent to cultivate a thriving community. 1 experienced the power
of engaging a diversity of community stakeholders to solve problems and fill gaps. It can lead to conversations and relationships
across multiple sectors and generation better solutions and innovative ideas.
Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars?
Why?
Yes. Every community is unique therefore I would be interested in any training that addresses the challenges and/or opportunities
unique to Ashland.
Interests
Why are you applying for this position? My family is committed to Ashland and looking forward to raising our future children
here. I am interested in creating more workforce housing, attracting morejobs with higher pay, diversifying our economic base,
and designing for future challenges including climate change, an aging population, and food security.
I want to contribute to the planning and design of a thriving vibrant community using ethical principles that care for the earth,
people, plants and animals.
I have always had a passion for community and service. As evidenced by my service in Americorps, my degree in Community
Development, working at I lands On Portland and volunteering with Ashland Parks and Rec and the Senior Center.
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 and committed to attend all meetings. Evening is my preference.
Additional Information
How long have you lived in this community? 10 months
Please use the space below to summarize any additional qualifications you have for this position.
I am solution oriented, collaborative, resourceful, creative, a capable public speaker and an effective leader. In addition, I have
experience working intergenerationally, across socioeconomic lines and in conflict resolution.
_3-15713 -Andrea Matteson
Date Signature
EMBED
Word.Picture.8
Andrea Matteson
279 Garfield St
Ashland, OR 97520
Planning Commission
City of Ashland
Attn: Barbara Christensen, City Recorder
RE: Planning Commission Vacancy
1 am thrilled to apply for the City of Ashland Planning Commission. My passion for planning
and community development has grown over the last 10 years and I would like to contribute
my talents to my new community. I transplanted to Ashland from Portland, OR just under a
year ago due to my husband's career.
As a resident, student and professional of Portland for 20 years, I experienced the vitality of
comprehensive planning. 1 witnessed the community benefits born from the foresight of
long-term goals and commitment to a sustainable, livable lifestyle.
My knowledge for this position comes from the volunteer work and research I did while
earning my degree in Community Development. Additionally, while a retail manager in the
core of downtown Portland for many years, 1 experienced first hand the direct impact of
transportation corridors, pedestrian friendly walkways and mixed-used retail cores.
I would bring a fresh perspective and a voice for young working families. In my short time
here, I have witnessed the loss of young families as they discover they can not afford to live in
Ashland. At the same time, I know it is important to any community to attract and keep young
talent in Ashland. With planning and design for additional workforce housing, good schools,
and high paying jobs, we can achieve those goals.
1 am committed to ethics, integrity, diversity, community, and principles that advocate for the
care of the earth, people and all living things.
Sincerely,
Andrea Matteson
CITY OF
-ASH LAN DQF
APPLICATION FOR APPOINTMENT TO ~F/ ~F
CITY COMMISSION/COMMITTEE FF6 1ol"
Please type or print answers to the following questions and submit to the City Recorder at
City Hall, 20 E Main Strect, or email christebna ashland.orms. If you have any questions,
please feel free to contact the City Recorder at 488-5307. Attach additional sheets if
necessary.
Name -Till Q"`I pC~DDtCbte->
Requesting to serve on: ~L, A r` r ` N LI e o / (Commission/Committee)
Address. DN j ci• ~A L Mov I~fA'P,4 prv~ A--A iA4D b le C
pe yyr (fi yo
Occupation Phone: Home
LA N -0 9C A1'E D9 S t Gt 1,3 Work 5 t 324 OFD, 5-17
Email tMpeddicaP cot^'
Fax
1. Education Background
What schools have you attended? o C Dam/ i cj f AS"L-Av n }1(~, N SC qM L
What degrees do you hold?
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What additional training or education have you had that would apply to this position?
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2. Related Excerience /1/7V IL)
What prior work experience have you had that would help you if you were appointed to
this position?
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Do you feet it would be advantageous for you to have further training in this field, such
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3. Interests
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4. Availability SPEC4F1C
Are you available to attend special meetings, in addition to the regularly scheduled
meetings? Do you prefer day or evening meetings? C-: py [%N / W S
5. Additional Information
How long have you lived in this community? a8 (p - 9 91 i 2aJ D
Please use the space below to summarize any additional qualifications you have for this ,
position ~ ~ Q~ UC over-Q BC LN~ ~ yAtit~l~
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Date Si tture
~r,
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(r),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
Sheldon (Shel)
Silverberg
Requesting to serve on: Planning Commission or Forest
Lands (Commission/Committee)
Address 170 Piedmont Drive Ashland 97520
Occupation-Retired Phone: Home-
602-538-9717
Work
Email
Fax
1. Education Background
What schools have you attended? -Temple University, Dartmouth
College
What degrees do you hold? _BA Economics and
Finance
What additional training or education have you had that would apply to this position?
-Executive Programs
2. Related Experience
What prior work experience have you had that would help you if you were appointed to
this position?
-Senior management position in large and small companies. Former
CEO of $100 million company with over 400 employees and founder of
small internet start-up in health care
space.
Do you feel it would be advantageous for you to have further training in this field, such
as attending conferences or seminars? Why? If necessary to help me fulfill the tasks
required would be happy to do so.
~r,
3. Interests
Why are you applying for this position? As a new full-time resident I want to
contribute to the community in any way possible. My wife Paula and I have been
volunteers at the Ashland Food Bank for a few years during our summer stays in
Ashland _and want to get involved in other areas as
well.
4. 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 retired and am
very flexible
5. Additional Information
How long have you lived in this community? _Been coming to Ashland
since 1996 for the summers. We are now full-time
residents.
Please use the space below to summarize any additional qualifications you have for this
position.
Besides general business knowledge I have quite a bit
experience in finance and information technology. Would love to get
involved in some way. I am willing to consider any possible position as a
volunteer.
_I have several people in the community I can use for references if
necessary. I have worked with City Council member Pam Marsh and
she can vouch for my qualifications.
Date Signature
~r,
Barbara Christensen
From: Sheldon Silverberg Ishel.silverberg97520@gmail.com]
Sent: Tuesday, January 29, 2013 11:54 AM
To: Barbara Christensen
Subject: Re: Commission appointments
Attachments: Application (1).doc
Barbara,
As requested, attached is a completed application for my consideration for volunteer City Council positions.
I have requested either of two choices, Planning (first choice) of Forest. However, if these are are not available
I would be willing to consider most anything else. After visiting Ashland as part-timers since the late nineties,
we have finally made Ashland our full time home. I would love to participate in the community in any way
possible.
Please give me a call if you need anything more from me.
Thanks
Shel(602-538-9717)
On Mon, Jan 28, 2013 at 1:51 PM, Shel Silverberg <shei.silverbery97520(r gmail.com> wrote:
Will do-thanks
Sent from my iPad
On Jan 28, 2013, at 1:45 PM, "Barbara Christensen" <christeb(a),ashland.or.us> wrote:
Mr. Silberberg, thank you for your interest in our City Commissions. If you could please complete an
application for whichever Commission interests you and submit it to my office. I will process it with the
annual appointments. Barbara
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.
t
From: Sheldon Silverberg [mailto:shel.silverbera97520(a)amail.coml A
Sent: Monday, January 28, 2013 1:00 PM
To: christeb(a)ashland.or.us
Cc: pam.marsh(a)gmail.com
Subject: Commission appointments
Last December I applied for a position on the city Budget Committee which was subsequently
filled.
From the city web-site I see there are a number of volunteer positions available, many of which
I might be qualified for.
I am most interested in the positions for the Planning Commission or Forest Lands
Commission.
Do I need to complete another application?
Please let me know.
Thank you
Shel Silverberg
2
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(aDashland.or.us. If you have any questions,
please feel free to contact the City Recorder at 488-5307. Attach additional sheets if
necessary.
Name j SS 0. 1,.~ Q f Requesting to serve on: Pu U I I C ►~11' 4 CO IY M I SSU~ommission/Committee)
Address 99 a4e-v1CK S~1- --1/ (1
Occupations 11) Waflq?e(/~ N4j S+ Phone: Home 50 31 9S ' S 2
Work
Email a ISSGIC arK(ii) ko4mo-.J 4rh
Fax
1. Education Background 1 f
What schools have you attended? Nod ke" hYIZU1IQL UJI IV,) U A IV, What degrees do you hold? 6FIA Olav .cl `/A-FA
What additional training or education have you had that would apply to this position?
Wt. orked as liasiG'-K', ori, awead boar-d s
2. Related Experience
What prior work experience have you had that would help you if you were appointed to
this position?
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Do you feel it would be advantageous for you to have further tr imn$ In this fie ,such
as attending conferences or seminars? Why? dyii.A au-2 o, I `1 V~ O-K
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3. Interests
Why are you applying for this position? w a'! A ' Oyr' TL'-be IZ:d t(-
o~ +I~e euL~il~, Q~~ ol-ac-esp. z" -~,v~,d -4~se~Ka+~v~94. Availability
Are you available to attend special meetings, in addition to the regularly scheduled
meetings? Do you prref(~er day or evening meetings?
(*5 , N Ylo mater UJlvat.
5. Additional Information
How long have you lived in this community? ~yoa V-
Please use the space below to summarize any additional qualifications you have for this
position
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Date S atu e
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Alissa Clark
503.957.5222 Ashland, Oregon
Education:
2002: Master of Fine Arts, University of Arizona, Tucson
1997: Bachelor of Fine Arts, Northern Arizona University, Flagstaff
Selected Professional Experience:
2010-present: Ashland Art Center, Ceramic Studio Manager. Responsible for all aspects of a
16 member ceramic facility.
2010-present: Ashland Art Center, Instructor. Beginning through intermediate handbuilding
and wheel-throwing.
2004-present: Full-time Studio Potter (national wholesale, gallery, and fine art exhibitions)
2011: Lithia Artisan's Market, Board Member
2006-2011: Oregon Potters Association, Sponsorship Chair. Responsible for all fund-raising,
coordination of business/product/artist/public interface for Ceramic Showcase.
20052007: Portland Saturday Market. Board Member at large.
2009: Trillium Charter School (K-12) mosaic project, Resident Artist. Responsible for design and
team execution of huge tree-of-life mural for center hallway.
20052009: Portland Community College, Rock Creek campus, Ceramics Instructor. Ceramics I
and II, Beginning and intermediate level students, hand-building and wheel.
2004: Ashland Artworks Gallery Director. Coordinated artists and gallery areas for upcoming
exhibitions, installation and breakdown of all exhibitions, organized/ran monthly meetings and
committee work. Organized first Friday art walks and workshops.
2003-2004: Kid's House , Board Member at large.
2003-2004: Thrown Stone Studios Ceramic Instructor. Co-taught all methods of beginning
clay classes to adult community members. Co-conducted all firings. Responsible for all glaze-
making, supply stock and ordering.
2003: King Academy Hi School Public Art Tile Mosaic Project, Resident Artist Responsible
for material ordering, coordination of student conceptual design, implementation, and execution
of mosaic projects, interface with community public art council.
2002-2003: Tucson Community Public Art Forum, Facilitator. Liasion/organizer between
University, city of Tucson and individual public artists.
2002: University of Arizona. Appreciating the Visual Arts, Team Instructor. Responsible for
studio still-life drawing, design principle, art history instruction, and grading of descriptive
critical art essays. Coordinated and ran group performance art projects.
2002: Northern Arizona University, Adjunct Professor. Taught beginning ceramics, intermediate
hand-building ceramics, and wheel-throwing. Job included all cone 10 firings, glaze-making,
clay-making and studio maintenance.
2000-2002: University of Arizona. Adjunct Instructor. Beginning, intermediate, and wheel-
throwing courses. Taught low-fire, sculptural ceramics, wheel techniques, glaze-making and
kiln- firing. Responsible for studio maintenance/improvement.
RECEIVED
FEB 011013
2000-2001: SEEK extended program, University of Arizona. AR Instructor. Taught figure/still-
life drawing, watercolor painting, two and three-dimensional design to gifted jr-high and high
school students. Responsible for course design, material ordering, studio instruction, exhibition
planning and installation.
2000: University of Arizona Ceramics Lab Technician. Responsible for all aspects of studio
maintenance and improvement, raw materials, glaze-making, and kiln repair.
1996-1997: Northern Arizona University, Cheerful Kiln yard Slave. Co-responsible for all kiln
yard maintenance, anagama/naborigama repair, building door bricks, re-designing flue, chimney
and stoke-holes of kiln chambers, ordering wood by the cord, delivery, splitting. Ran bobcat and
forklift.
Current Galleries/work locations:
Anenome, Spokane, WA
Pinch Gallery, Northhampton, MA
Ashland Art Center, Ashland, OR
Mud and Metal, Ann Arbor, MI
Ansel Adams Gallery, Yosemite, CA
Real Mother Goose, Portland, OR
Touchstone Gallery, Yachats, OR
Arizona Handmade, Flagstaff, AZ
Blondie's Gallery, Santa Fe, NM
Winddrift Gallery, Newport, OR
Skamania Lodge, Upper Gorge, WA
Selected Fine Art Shows 2012:
Mill Valley Fine Art Festival, Mill Valley, CA
Ceramic Showcase, Oregon Potters Association, Portland, OR
Scottsdale Fine Art Festival, Scottsdale, AZ
Bellevue Fine Art Festival, Bellevue, WA
Sun Valley Fine Arts Festival, Sun Valley, ID
Park City Art Festival, Park City, UT
Professional References
Kris Paul, Ceramic Showcase Executive Chair, OPA 503.344.6213
Richey Bellinger, Portland Community College Ceramics Chair 503.614.7090
Cheryl Kempner, Ashland Artworks 541.552.0100
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 chrisieKkashiand.or.us. If you have any questions,
please feel free to contact the City Recorder at 488-5307. Attach additional sheets if
necessary.
Name: Gregg Trunnell
Requesting to serve on: Tree Commission (Commission/Committee)
Address: 400 Clay Street, Ashland, OR 97520
Occupation: Education Director for non-profit maritime education center
Phone: Home: 541 708 0423
Work: 206 719 2801
Email: gtmmnell@mates.org
Fax
1. Education Background
What schools have you attended? California Maritime Academy - various continuing
education programs.
What degrees do you hold? Bachelors of Science : Business Administration
Bachelors of Science : Marine Transportation
What additional training or education have you had that would apply to this position?
Environmental Science / Environmental Awareness Training
2. Related Experience
What prior work experience have you had that would help you if you were appointed to
this position?
Facilitation experience and code of federal regulation compliance
Do you feel it would be advantageous for you to have further training in this field, such
as attending conferences or seminars? Why? Absolutely, I have little knowledge of
`Tree's, and could certainly use more education in that area.
~a,
3. Interests
Why are you applying for this position? Have recently been part of a process to save
a tree in Ashland, and really enjoyed the process and the fact that the City of Ashland
seems to listen to the Tree Commission.
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 are best
5. Additional Information
How long have you lived in this community? 6 Months
Please use the space below to summarize any additional qualifications you have for this
position
I am a business owner and leader within my industry (maritime). I have always taken
leadership positions, and have done my best to educate myself to the position at hand.
This has always proven successful for me, and I rarely do things 50%.
I highly respect the environment, however if business /jobs suffer, then I will do my very
best to weigh both sides before making critical recommendations.
1 believe that after learning the roles and responsibilities of the Tree Commission, I will
prove to be an asset.
C\qnt n(`~, e~~'t ~ 003
Dates df5inature
~r,
CITY OF
ASHLAND
Council Communication
April 16, 2013, Business Meeting
Council consideration of a grant application for a Help Center for those in need,
including the homeless, in Ashland
FROM:
Dave Kanner, City Administrator, kannerd@ashland.or.us
SUMMARY
At its study session on April 1, 2013, the Council directed staff to prepare a grant application for the
purpose of soliciting interest from a social service provider who would establish a Help Center for
those in need, including the homeless and those at risk of becoming homeless in Ashland. The
application proposed by staff offers $50,000 a year for two years to a qualified non-profit to cover
operational costs associated with such a program. The applications would be judged on the following
four criteria, each equally weighted: 1. Organizational stability and solvency; 2. Demonstrated history
of providing similar services; 3.Extent to which the proposal meets grant objectives; and 4. Ability to
work cooperatively with other area non-profits in area of interest.
BACKGROUND AND POLICY IMPLICATIONS:
The idea of providing a center for those in need has been long-discussed in Ashland. The latest
iteration of the idea is to provide start-up funding to a social service agency that would establish a
center through which the services of multiple providers can be coordinated and at which basic services
such as laundry and storage can be provided. At its April 1 study session, the Council reviewed a
concept paper for the Help Center that had been prepared primarily by Councilor Marsh and directed
staff to prepare a grant application to use in a competitive solicitation for a provider of Help Center
services.
The funding offered in the grant application is $50,000 a year for two years, with the successful
grantee expected to make the center self-sustaining after that initial two-year period. Applicants are
asked to provide financial information about their organizations and to respond to six questions
intended to elicit detailed information about the organization's history, experience in providing similar
services, plans for sustaining the resource center beyond the grant period and performance
measurement. The application proposes a list of "desired services" that could be provided in a Help
Center but does not require any particular menu of services. Instead, applicants must provide a
description of services they would provide. Staff proposes to evaluate the grant applications on four
criteria, each of them equally weighted: 1. Organizational stability and solvency; 2. Demonstrated
history of providing similar services; 3.Extent to which the proposal meets grant objectives; and 4.
Ability to work cooperatively with other area non-profits in area of interest.
FISCAL IMPLICATIONS:
Approx. $50,000/yr. for two years. Funds have not been appropriated for this purpose in the current
fiscal year.
Page I oft
IFEr,
CITY OF
ASHLAND
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff requests Council review and, as necessary, modify the grant application. Some formatting
changes and additional legal disclaimers may need to be added to the application, which will not be
brought back to the Council before it is advertised. In addition, Council needs to decide on a process
for reviewing the grant applications. Possibilities include: Review of all applications by the full
Council in a study session; review by a Council subcommittee that would make a recommendation to
the full Council; review by the ad hoc Steering Committee on Homelessness (with recommendation to
the full Council); and review and ranking by staff with final approval by the Council.
Once the Council has agreed on the application and the review process, staff can make any necessary
changes and begin the solicitation or staff can be directed to bring a final document back to the Council
for approval.
SUGGESTED MOTIONS:
Move to direct staff to advertise the approved grant application for the provision of a Help Center in
Ashland.
ATTACHMENTS:
Draft Application for Grant Funding and Request for Service Concepts for a Help Center in Ashland
Page 2 of 2
Application for Grant Funding and
Request for Service Concepts for a
Help Center in Ashland, OR
The City of Ashland seeks applications for grant funding from qualified non-profit social service
agencies to establish and coordinate a "Help Center" for residents in need, The City will make
grant funding available in an amount up to $50,000 per year for two years to a qualified grant
recipient ("grantee"). The City reserves the right to make smaller grant awards to multiple
grantees; to negotiate the exact amount of grant award with a single grantee; or to provide
limited additional financial support for exceptionally promising proposals.
Interested applicants must complete all of the attached materials and submit them to City of
Ashland, attn: Dave Kanner, city administrator, 20 E. Main St., Ashland, OR 97520, no later
than 5 p.m., May 24, 2013. Materials may be sent via fax at 541-488-5311, or e-mailed in pdf
format to dave.kanner@ashland.or.us. The City of Ashland reserves the right to reject any
application, to waive minor informalities or apparent clerical mistakes, to request clarification
from any applicant and to accept any proposal that appears to be in the best interest of the City of
Ashland.
The Concept and Grant Objectives
The City of Ashland will provide grant funding for a qualified non-profit social service agency to
establish and operate a Help Center for residents in need, including those at risk of becoming
homeless and/or homeless individuals in Ashland, with the expectation that the successful
applicant will sustain the Help Center beyond the initial two-year period with non-City
resources. The City will make grant funding available in an amount up to $50,000 per year for
two years to the contracting agency. Grant funding can be used for any operational purpose
related to the delivery of desired services as described below. Grant funding is provided on a
draw-down basis for actual expenses incurred.
Grantee will be expected to work closely with community volunteers, faith-based institutions and
other social service agencies to coordinate and augment efforts to provide services to Ashland
residents in need and to minimize the risk or impact of homelessness. Help Center staff will
identify, schedule and manage activities and will recruit and engage individuals and
organizations from the community in a collaborative model of service delivery.
Desired services:
• Information and referral to existing assistance available in the community, i.e. Uncle
Foods, local churches, the Ashland Emergency Food Bank, shelter programs, etc.
• On-site case management; mental health and substance abuse counseling/assessments;
housing assistance; credit counseling; and job skills assessments/employment
preparation. These services should be provided by qualified individuals and community
agencies, including but not limited to the Maslow Project, Housing Authority,
Community Health Center, Department of Human Services, OnTrack, Community
Works, St. Vincent de Paul, the Listening Post, Job Council, the Consumer Credit
Agency, Center for Non-Profit Legal Services and the Salvation Army.
• Basic assistance for those with no permanent address: mail drop; internet access; phone
charging; secure storage; laundry.
• Emergency services: distribution of bus tokens, non-prepared food items, blankets, etc.
• Showers
It is recognized that development of the full realm of services described above will require time
and patience. Accordingly, the contracting agency may propose phased program development.
Target audience: Grantee shall strive to serve all individuals or families who are in need,
including those persons who are currently homeless or at risk of homelessness Grantee may
establish standards of behavior for users and exclude from the center those who fail to adhere to
such standards.
Hours: The center is expected to be open 20 hours per week during time periods that are
accessible to clients. The center will provide specific and targeted programming that allows
clients to efficiently access services.
Outreach: Grantee is expected to develop and implement an outreach program designed to
identify and engage clients, and to accept and encourage referrals from community residents,
social service partners and public safety officers.
Facili : Grantee must be responsible for securing a facility and insurance and on-site staff and
volunteers, all of whom shall be screened and trained by Grantee.
Distributed services option: As described above, the HELP Center is envisioned as a facility-
based program. However, recognizing the challenges of obtaining an appropriate location, the
RFP invites applicants to submit innovative proposals that provide services using de-centralized
or non-facility based models.
Funding: The City anticipates awarding grant funding of up to a total of $50,000 per year for
each of two years of operation, but some additional financial support may be considered for
exceptionally promising proposals. Future funding requests will be incorporated into the city's
Human Services grant process. The contractor should demonstrate ability to leverage city
funding to obtain additional support from other sources.
The City must be indemnified from any direct, indirect, incidental, consequential, or special
damages arising from grantee's occupation, maintenance or operation of the Help Center.
Grantee must be an independent entity, with no affiliation, agency relationship, or employment
relationship with the City. Grantee must comply with the City's Living Wage requirement, per
AMC 3.12.
The City wishes to have the Help Center open for business no later than July 31, 2013.
Grant applications will be evaluated on the basis of congruence with the above-described
concept and objectives and on the prospects for continuing the resource center without City
support after the first two years of operation.
A pre-application meeting for prospective grantees will be held at Tuesday, May 7, at 1:30 p.m.
in the Siskiyou Room of the City of Ashland Community Development Building, 51 Winburn
Way in Ashland. Attendance at this meeting is not required in order to submit an application.
For additional information, contact:
Dave Kanner, city administrator, City of Ashland
541-552-2103 or 541-488-6002
dave.kanner@ashland.or.us
Application for Ashland Help Center Grant
Please fill out the page below. Questions on the following page should be answered on separate
sheets. Please limit responses to no more than one page per question. Use Il or 12 point Times
New Roman font. Ifyou use a computerized version of this application, it must match this
application form as presented.
DATE:
ORGANIZATION NAME:
ADDRESS:
Street City State Zip
CONTACT:
Name Title
Phone:
E-mail:
Signature of Board President Signature of Executive Director/CEO
Print or Type Name Print or Type Name
Required narrative responses:
1. Describe your organization's history and its purpose, as well as any specific experience
with providing social services in the City of Ashland.
2. Describe your organization's experience in providing services substantially similar to
those described in the concept portion of this solicitation. Include your organization's
history of working with other agencies that provide complementary services to the
homeless and how such agencies might be engaged in providing HELP services in
Ashland.
3. Describe what you believe to be Ashland's need based on your knowledge and
understanding of the community and how your organization would address those needs as
well as the needs and desired services as spelled out in the concept portion of this
solicitation. Include your plan for staffing.
4. Describe your organization's process for screening and training staff and volunteers.
5. Describe how your organization would fund operating costs of services over those
supported by City grant funding. How would your organization sustain funding beyond
the two-year City grant funding period?
6. Please describe outcome and benchmark measures your organization would use to
determine whether the project is successful (i.e., meeting City objectives as described in
the concept portion of this solicitation).
The successful grant recipient will be required to comply with Ashland's Living Wage
ordinance. Information about Living Wage is attached. For additional information, please visit
www.ashland.or.us/Code.asp and click on the link to Chapter 3, Conditions of Employment.
Financial Information.
For most recently completed fiscal year:
a. Fiscal Year (mm/yyyy - mm/yyyy)
b. Total organizational budget: $
c. Administration & Fundraising amount: $ %
Administration Fundraising (expressed as percent of t tal budget -also kno~ n as
managemen and general that portion o your expenses no dedicated solely to program or
services) mus be calculated directly rom your ,form 90. Add part IX Functional
=xpenm Raw columns c + d. 'hen divide that total by Pa Vm Statemen o evenue)
d. Total expenses: $
e. Total financial support (revenue): $
f. Sources of support:
Memberships/ individual contributions S %
Fundraising activities $ %
Government $ %
Foundations $ %
United Way $ %
Fees for Service $ %
Other (reimbursements, payments, $ %
bequests, etc.)
Applications must be received no later than May 24, 2013 at 5 p.m. Completed applications may
be mailed to Ashland City Hall, 20 E. Main St., Ashland, OR 97520, faxed to 541-488-5311, or
be e-mailed to dave.kanner@ashland.or.us.
All applications will be reviewed by City staff and the City Council based on the following four
criteria:
1. Organizational stability and solvency
2. Demonstrated history of providing similar services
3. Extent to which the proposal meets grant objectives
4. Ability to work cooperatively with other area non-profits in area of interest
Each criterion will be weighed equally in determining the final grant recipient. Semi-annual
progress reports must be submitted to the Ashland City Council.
CITY OF
ASHLAND
Council Communication
April 16, 2013, Business Meeting
A Resolution Extending the Term and Defining the Responsibilities of the Ad Hoe
Homelessness Steering Committee
FROM:
Dave Kanner, City Administrator, kannerd@ashland.or.us
SUMMARY
The City Council created an ad hoc Steering Committee on Homelessness at its April 5, 2011, meeting.
The resolution creating the committee stipulated that the committee would automatically sunset after
one year, unless extended by the Council. At its meeting of April 3, 2012, the Council extended the
committee's tenure for one more year. With that one-year extension now at an end, the Council must
decide whether to grant another extension and/or to modify the role of the steering committee.
BACKGROUND AND POLICY IMPLICATIONS:
On April 5, 2011, The City Council adopted Resolution 2011-10 Defining the Duties and
Responsibilities of the ad hoc Homelessness Steering Committee. The Resolution states the committee
will automatically dissolve after one year from the date of its approval by Council. The Council
extended the committee's tenure for an additional year at its meeting of April 3, 2012, and a revised
charge to the committee was prepared by the city administrator. The committee will automatically
sunset if its tenure is not extended by the City Council.
At its April 1, 2013 study session, the Council directed that a resolution extending the term of Steering
Committee be brought to the April 16 business meeting. The resolution, as recommended by
Councilor Marsh and by the Steering Committee itself, also specifies certain responsibilities for the
Committee over the next twelve months, including evaluation of the rotating overnight shelter
program, development of a veteran's court and development of a safety program for women and
children who sleep in their cars. The resolution also directs staff to prepare the necessary ordinances to
merge the Steering Committee with the Housing Commission.
Again, if the Council takes no action, the committee will dissolve.
FISCAL IMPLICATIONS:
N/A
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends adoption of the attached resolution.
Page I of 2
~r,
CITY OF
ASHLAND
SUGGESTED MOTION(s):
I move to approve a Resolution Extending the Term and Defining the Responsibilities of the Ad Hoc
Homelessness Steering Committee.
ATTACHMENTS:
Resolution
Page 2 of 2
~r,
RESOLUTION NO. 2013-
A RESOLUTION EXTENDING THE TERM AND DEFINING THE
RESPONSIBILITIES OF THE AD HOC HOMELESSNESS
STEERING COMMITTEE
RECITALS:
A. The City of Ashland City Council established the Ad Hoc Homelessness Steering Committee
beginning May 4, 2011 for a limited term of one year. The Steering Committee was
established via Resolution No. 2011-10, which is attached hereto and incorporated herein.
B. On April 3, 2012, the City Council extended the term of the Steering Committee for one
year.
C. The Ad Hoc Homelessness Steering Committee will automatically dissolve in the absence of
City Council action to extend its term.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. Term extended. The term of the Ad Hoc Homelessness Steering Committee is
extended for a period of not more than 12 months from the effective date of this resolution.
SECTION 2. Responsibilities of the Steering Committee. During the remainder of its term, the
Steering Committee shall continue and, if possible, complete current projects, including
oversight and evaluation of the overnight shelter program, development of a veteran's court and
investigation of an overnight safety program for women and children who sleep in cars. In
addition, the Steering Committee shall assist and advise the City Council in its review of
applications for grant award to a qualified non-profit social service agency to provide a Help
Center for those in need in Ashland.
SECTION 3. Merger with Housing Commission. The City Council directs staff to prepare for
Council consideration the ordinances necessary to amend Section 2.19 of the Ashland Municipal
Code (Housing Commission) for the purpose of merging the Ad Hoc Homelessness Steering
Committee with the Housing Commission. This newly constituted commission shall be charged
with addressing the continuum of housing issues, including affordable housing, transitional
housing and homelessness, in addition to other poverty-driven issues facing families in the
community.
SECTION 4. This resolution takes effect upon signing by the Mayor.
This resolution was duly PASSED and ADOPTED this day of
2013, and takes effect upon signing by the Mayor.
Barbara Christensen, City Recorder
Resolution No. 2013- Page I of 2
SIGNED and APPROVED this day of 2012.
John Stromberg, Mayor
Reviewed as to form:
David H. Lohman, City Attorney
Resolution No. 2013- Page 2 of 2
RESOLUTION NO
A RESOLUTION DEFINING THE DUTIES AND RESPONSIBILITIES OF THE
AD HOC HOMELESSNESS STEERING COMMITTEE
RECTTALS:
A. The City of Ashland City Council adopted a goal to create the Homelessness Steering
Committee to filter and qualify stakeholder proposals to the City Council.
B. The City Council seeks to work.with community stakeholders on issues related to
homelessness.
C. The City Council believes that solutions or actions submitted by stakeholders will benefit
the community.
D. Two City Council liaisons will work with the committee as non-voting members.
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. Committee Established. The Homelessness Steering Committee (HSC) is
established beginning May 4, 2011 and shall consist of up to nine voting members. The HSC
will automatically dissolve after one year from the date of its approval by the City Council.
During this time the Committee may notify the Council that it no longer is receiving any more
stakeholder proposals and therefore should be disbanded, or it may propose that it be reorganized
in a specific way that better suits its intended purpose. At the end of the year the HSC will make
a recommendation to the Council regarding whether or not it should be continued.
SECTION 2. Terms. Oualifications. Vacancies.
1) All members will be appointed by the Mayor with confirmation by the City Council,
except for City staff designated as ex-officio, non voting members. Members shall be
named by the City Council and serve until the dissolution of the Homelessness Steering
Committee.
2) The City Administrator and/or their designee shall serve as an ex-officio, non-voting
member of the Homelessness Steering Committee.
3) Any member of the Homelessness Steering Committee who will be absent from a meeting the
member must notify the chair or the staff liaison at least two hours prior to the meeting. Any
member who has two or more unexcused absences in a six month period shall be considered
inactive and the position vacant. Further any member not attending a minimum of two-thirds
(2/3) of all scheduled meetings shall be considered inactive and the position vacant.
4) Homelessness Steering Committee will elect a person to serve as Chair and Vice Chair from
among the voting members at the first meeting.
SECTION 3. Quorum and Rules. At least six voting members shall constitute a quorum. The
Homelessness Steering Committee shall establish rules for its meetings as it deems appropriate
and shall meet as many times as necessary.
SECTION 4. Responsibilities. The committee shall be responsible for:
1) Soliciting proposals from stakeholders to the City Council, whose intent is to address issues of
homelessness in Ashland
2) Transmitting to the City Council proposals that are well-developed, factually supported,
capable of implementation and fall within the Council's scope of authority to implement
3) Return to the authors those proposals that are incomplete but that have the potential to fall
under #2 above, with specific recommendations for the necessary improvements and encourage
resubmittal of the reworked proposals
4) Connecting stakeholders whose proposals either complement and/or duplicate each other's for
possible collaboration
5) For proposals that don't fall in the above groups, suggest alternative sponsorship if possible.
SECTION 5. Reports. Recommendations of the Homelessness Steering Committee to the City
Council considered advisory in nature and shall not be binding on the Mayor or City Council.
The Committee will report to the Council quarterly.
This resolution was duly PASSED and ADOPTED this 5 day of 2011, and
takes ect upon signing by the MMaayo_r.
a;"
Barbara hriste en, City Recorder//
SI D APPROVED thi to day of,244V. 2011.
John Stromberg, Mayor
Reviewed as to form:
Do s McGea , egal Co tractor