HomeMy WebLinkAbout2013-0625 Special Mtg PACKET
CITY OF
ASHLAND
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wmments [o [he Council on.any item on the Agenda, unles i[ is the subject of a public lrearmg and.ttrec is closed. Time permitting, [he
presitling0fficermay all ow oral testimon . If you wish to=spea ,please fill ou the S esker Reques Council
ll rcogntteif time grantedwill be dependent to
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AGENDA FOR THE SPECIAL MEETING
ASHLAND CITY COUNCIL
June 25, 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.]
5:30 p.m. Special Meeting
1. CALL TO ORDER
II. PLEDGE OF ALLEGIANCE
III. ROLL CALL
IV. CONSENT AGENDA
1. Liquor License application for Erika Lowe dba Mystic Treats
2. Approval of a resolution titled, "A resolution authorizing signatures, including
facsimile signatures, for banking services on behalf of the City of Ashland"
V. 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.)
VI. ORDINANCES. RESOLUTIONS AND CONTRACTS
1. Approval of a resolution titled, "A resolution transferring appropriations within
the 2012-2013 budget"
VII. ADJOURNMENT
EXECUTIVE SESSION
Following the Special Meeting the City Council will hold an Executive Session for
update on current litigation pursuant to ORS 190.660.(2)(h)
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 (TTYphone number 1-800-735-2900).
Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure
accessibility to the meeting (28 CFR 35.102-35.104 ADA Title I).
COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9
VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US
CITY OF
ASHLAND
Council Communication
June 25, 2013, Special Meeting
Liquor License Application for Erika Lowe dba Mystic Treats
FROM:
Barbara Christensen, City Recorder, christeb@ashland.or.us
SUMMARY
Approval of a Liquor License Application from Erika Lowe dba Mystic Treats at 2345 #205 Ashland
Street.
BACKGROUND AND POLICY IMPLICATIONS:
Application is for a new license.
The City has determined that the license application review by the city is set forth in AMC Chapter
6.32 which requires that a determination be made to determine if the applicant complies with the city's
land use, business license and restaurant registration requirements (AMC Chapter 6.32).
In May 1999, the council decided it would make the above recommendations on all liquor license
applications.
FISCAL IMPLICATIONS:
N/A
STAFF RECOMMENDATION AND REQUESTED ACTION:
Endorse the application with the following:
The city has determined that the location of this business complies with the city's land use
requirements and that the applicant has a business license and has registered as a restaurant, if
applicable. The city council recommends that the OLCC proceed with the processing of this .
application.
SUGGESTED MOTION:
Under Consent agenda item, a motion to approve liquor license for Erika Lowe dba Mystic Treats.
ATTACHMENTS:
None
Page 1 of 1
Ir,
CITY OF
ASHLAND
Council Communication
June 25, 2013, Business Meeting
Resolution Authorizing Signatures, Including Facsimile Signatures, for Banking
Services on Behalf of the City of Ashland
FROM:
Barbara Christensen, City Recorder, christeb(a),ashland.or.us
SUMMARY
Resolution that authorizes approved signatures on the City of Ashland and Parks & Recreation bank
accounts with Bank of America.
BACKGROUND AND POLICY IMPLICATIONS:
All banking institutions require that new authorization forms be filed with the bank when individuals
are approved to sign checks.
This resolution authorizes the following individuals as approved signers on the City of Ashland and
Parks and Recreation bank account with Bank of America: Dave Kanner, City Administrator.
FISCAL IMPLICATIONS:
N/A
STAFF RECOMMENDATION AND REQUESTED ACTION:
Approve Resolution
SUGGESTED MOTION:
Motion to approve resolution titled, "A resolution authorizing signatures, including facsimile
signatures, for banking services on behalf of the City of Ashland."
ATTACHMENTS:
Resolution
Page 1 of 1
ice,
RESOLUTION NO. 2013-
A RESOLUTION AUTHORIZING SIGNATURES, INCLUDING
FACSIMILE SIGNATURES, FOR BANKING SERVICES ON BEHALF OF
THE CITY OF ASHLAND
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. The following persons are authorized to sign on behalf of the city, orders for
payment
or withdrawal of money: John Stromberg, Mayor, and Barbara Christensen, Recorder/Treasurer;
or in their absence, D. L. Tune berg, Director of Finance and Administrative Services Director
and Dave Kanner, City Administrator. Park Commissioner Stefani Seffinger is an authorized
signature to the Parks Commission bank accounts.
Such authority shall remain in force until revoked by written notice to the affected bank of the
action taken by the council of the City of Ashland.
All prior authorizations are superseded.
SECTION 2. Any designated depository ('Bank") of the City of Ashland is authorized and
directed to honor and pay any checks, drafts, or other orders for the payment of money
withdrawing funds from any account of the city when bearing or purporting to bear the facsimile
signatures of the persons listed in Section One of this resolution whether such facsimile
signatures be made by stamp, machine, or other mechanical device. The Bank is authorized and
directed to honor and to charge the city for such checks, drafts, or other orders for the payment of
money, regardless of how or by whom such actual or purported facsimile signatures were made,
provided they resemble the facsimile signatures duly certified to and filed with the Bank by the
city recorder or other officer of the city.
SECTION 3. This resolution was duly PASSED and ADOPTED this day of
, 2013, and takes effect upon signing by the Mayor.
Barbara Christensen, City Recorder
SIGNED and APPROVED this day of June 2013.
John Stromberg, Mayor
Reviewed as to form:
Dave Lohman, City Attorney
Page 1 of 1
CITY OF
ASHLAND
Council Communication
June 25, 2013, Special Meeting
Resolution Transferring Appropriations within the FY 2012-13 Budget
FROM:
Lee Tuneberg, Interim Assistant City Administrator, tuneberl@ashland.or.us
SUMMARY
In reviewing recent financial reports for the 2012-13 fiscal year, staff has identified the need to transfer
appropriations in several individual funds to maintain compliance with Oregon Budget Law. The
proposed resolution summarizes the transfers from each fund's contingency to the department or
division requiring the appropriation and includes a short description of the need for the transfer.
BACKGROUND AND POLICY IMPLICATIONS:
There are three ways in which to change appropriations after the Budget is adopted.
1. A transfer of appropriations decreases an appropriation and increases another. This is the
simplest budget change allowed under Oregon Budget law. This does not increase the overall
budget. This is approved by a City Council resolution.
2. A supplemental budget of less than 10 percent of total appropriations within an individual fund
follows a process similar to the transfer of appropriations. This process includes a notice in the
paper prior to Council taking action.
3. A supplemental budget in excess of 10 percent of total appropriations requires a longer process.
This process includes a notice in the paper and a public hearing prior to the council taking
action.
The proposed resolution identifies and authorizes transfers of appropriations (Item #I above) in the
following funds:
• General Fund - From Contingency to Administration - Court Division to recognize an error in
budgeting staffing costs (temporary support staffing) to provide coverage during Family
Medical Leave. $ 25,000
• General Fund - From Contingency to Fire and Rescue to recognize higher bad debt writeoffs.
$100,000
• Debt Service Fund - From Debt Service to Materials and Services for professional fees
associated with refinancing current debt. $ 60,000
• Central Service Fund - From Contingency to City Recorder to recognize higher banking costs.
$ 45,000
• Parks CIP Fund - From Capital Outlay to Material & Services to recognize the need to purchase
non-capital professional fees $ 31,500
TOTAL APPROPRIATIONS TRANSFERRED $261,500
Page I of 2
~r,
CITY OF
ASHLAND
This is the fourth transfer of appropriations request for FY 2012-13. Resolution 2012-28 was approved
by Council October 2, 2012, to provide appropriations for the Plaza project and for a land purchase
relating to the Gun Club. A second resolution (#2012-40) was approved by Council on December 18•
2012, providing appropriations to use committed TOT funds for public art in the Plaza. A third
resolution (#2013-09) was approved by Council on May 21, 2013, providing appropriations to
purchase AFN supplies, cover costs for software conversion and for higher costs for repairs in
equipment.
FISCAL IMPLICATIONS:
Transfers of appropriation do not increase or decrease the adopted budget. Transfers of appropriations
using contingency do cause a reduction in the potential ending fund balance of each fund having a
transfer and impact the carry forward balance for the following fiscal year.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends Council approve the proposed resolution.
SUGGESTED MOTION:
I move to adopt a resolution titled "A Resolution Transferring Appropriations within the FY 2012-13
Budget" as presented.
ATTACHMENTS:
Proposed Resolution 2013- - Transfer of Appropriations
Memo - Administration - Court Division
Memo - Fire
Memo - City Recorder
Memo - Parks CIP
Page 2 of 2
1PEA&A
RESOLUTION NO. 2013 -
A RESOLUTION TRANSFERRING APPROPRIATIONS
WITHIN THE 2012-2013 BUDGET
THE CITY OF ASHLAND RESOLVES AS FOLLOWS:
SECTION 1. Because of the circumstances stated below, the Mayor and City Council
of the City of Ashland determine that it is necessary to transfer
appropriations as follows:
General Fund
To: Administration - Courts Division $ 25,000
Fire and Rescue $100,000
From: Contingency $125,000
To Transfer appropriations from Contingency to Administration Courts Division to recognize an
error in how the salary and benefits were calculated for the Municipal Court Judge is the primary
reason for the shortfall. Court had to use the P/T position in a F/T capacity at several points during
the year to cover for unexpected absences.
To Transfer appropriations from Contingency to Fire and Rescue for higher than anticipated bad debt
writeoffs for the Ambulance Services.
Debt Service Fund
To: Materials and Services $60,000
From: Debt Service $60,000
To Transfer appropriations from Debt Services to Materials and Services for Professional
Services for Full Faith & Credit Bonds, Series 2013 and Full Faith & Credit Refunding Bonds,
Series 2013.
Central Service Fund
To: City Recorder $45,000
From: Contingency $45,000
To Transfer appropriations from Contingency to City Recorder for higher than anticipated
banking costs.
Page 1 of 2
Parks CIP Fund
To: Materials & Services $31,500
From: Capital Outlay $31,500
To Transfer appropriations from Capital Outlay to Materials & Services to recognize the Project
Manager that was originally budgeted in the Capital Outlay that belongs in Material and
Services.
TOTAL
To: Department/Division Appropriations 2 1 500
From: Department/ Division Appropriations $ 91,500
Contingency 170,000
261 500
SECTION 2. This resolution was duly PASSED and ADOPTED this day of June,
2013, and takes effect upon signing by the Mayor.
Barbara Christensen, City Recorder
SIGNED and APPROVED this day of June, 2013:
John Stromberg, Mayor
Reviewed as to form:
David Lohman, City Attorney
Page 2 of 2
CITY OF
ASHLAND
Memo
DATE: June 3, 2013
TO: Lee Tuneberg, Administrative Services/Finance Director
FROM: Tina Gray, Human Resource Manager
RE: Transfer from Contingency - Ashland Municipal Court
After looking at the most recent financial reports, I am concerned that the Municipal Court will go over
budget if they don't receive a budget transfer. I would like to request $25,000 be appropriated to keep
the court from committing a budget violation in FY 2013-14. An error in how the salary and benefits
were calculated for the Municipal Court Judge is the primary reason for the shortfall. We have also had
to use our P/T position in a F/f capacity at several points during the year to cover for unexpected
absences.
We are also very close on materials and services, so the total request of $25,000 from contingency is
needed to fund the Court through June 30, 2013.
Thank you,
Tina
ADMINISTRATION/HUMAN RESOURCES Tel: 541-488-8002
20 E. Main Street
20 E. Main Street Fax:541 d88-5311
Ashland, Oregon 97520 TTY: 800-735-2900
w .ashland.or.us
Memo
DATE: June 18, 2013
TO: Lee Tuneberg, Finance Director
Cindy Hanks, Finance Accounting Manager
FROM: Greg Case, Division Chief
Cc: John Karns, Fire Chief
DEPT: Fire
RE: Contingency funds transfer
The fire department emergency medical services division has seen an unforeseen increase in bad
debt (110.07.13.00.605400). The line item is currently $85,000 over the budgeted amount and
we project another $15,000 expense for the remaining fiscal year. We are currently looking into
the cause of this large increase but will not be able to absorb the difference in our current budget.
Because of this increase and the remaining projected expense in the remaining fiscal year we are
requesting a $100,000 transfer to this budget line to cover this shortfall.
ASHLAND FIRE & RESCUE
455 Sisklyou Boulevard
Ashland, OR 97520
(541) 482-2770 • Fax (541) 488-5318
TTY: 800-735-2900
vwwtEO ox r¢craro varrx
CITY OF
ASHLAND
Memo
TO: Lee Tuneberg, Administrative Services Department
FROM: Barbara Christensen, City Recorder's Office
DATE: June 18, 2013
RE: Transfer of Appropriations for City Recorder's Budget
I request a transfer of $45,000 from Central Service contingency to the budget of the City Recorder's
Office for FY 2013.
The year-to-date expenditures (July through April) for Banking Services, is $147,038.09 and 1 estimate
that the remaining fees for May and June will be $6,500. The amount of $109,000 was budgeted for this
fiscal year, which will result in a shortage of an estimated $45,000.
The Utility Department completed a conversion to Springbrook software for our Utility Billing as was
required by our Municipal Auditor. At the time, our merchant services were with Bank of America. We
were required to change providers as Springbrook only contracted with BlueFin Merchant Services.
During this conversion Springbrook failed to file the necessary papers with Visa that would allow the
City to take advantage of lower merchant rates due to our being a Utility provider. This error was found
after BlueFin had been paid at the higher merchant rates for four months. I have been working
diligently with BlueFin Merchant Services to correct this error and to determine the credit owed to the
City.
But, because there are three agencies involved it has been a complicated and long procedure and I do not
believe that this will be resolved within out timeframe for fiscal year end.
Any credit/refund that is eventually received will be placed back into the same fund which may result in
a higher cash-on-hand balance at the end of the next fiscal year.
Merchant fees are generated every time a customer uses their credit card or debit card to pay Utilities,
Food & Beverage Tax, Planning Permits, etc. The major credit card company's bill Blueftn for the fees
of processing the payments and BlueFn passes on these fees to us.
The City began accepting credit cards many years ago and this method of payment has been the normal
established routine for customers.
Please let me know if you have any further questions.
City Hall
City Recorder's Office Tel: 541488-5307
20 E Main Fax: 541-552-2059
Ashland, Oregon 97520 TTY: 800-735-2900
w .ashland.or.us
ASHLAND PARKS AND RECREATION COMMISSION
340 SO. PIONEER STREET ASHLAND, OREGON 97520
COMMISSIONERS: ,r-„ Don Robertson
Mike Gardiner Director
Rick Landt
Jim Lewis TEL: (541) 48&5340
Stelani Seffinger i FAX: (541) 4885314
Vanston Shaw S''. ~,;f
MEMORANDUM
TO Lee Tuneberg, Director of Administration Services and Finance
FROM Bruce Dickens, Parks Superintendent
DATE June 7, 2013
SUBJECT Transfer from Capital to Expense Account
This is a request for the Project Manager item in the Park Capital budget to be transferred to the
Contractual Services line item as outlined below:
Current Account Proposed Account
Parks Capital Account 411.12.00.00.704200 411.12,00.00.604100 "
The Project Manager, is currently budgeted in the Parks Capital Account. We originally budgeted
$40,000 but we only need to move $31,500.00 to the Contractual Services Account.
If you have any questions or need any additional information please let me.know.
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