HomeMy WebLinkAbout2013-1202 Study Session PACKET
CITY OF
ASHLAND
CITY COUNCIL STUDY SESSION
AGENDA
Monday, December 2, 2013
Siskiyou Room, 51 Winburn Way
5: 30 p.m. Study Session
1. Look Ahead review
2. Discussion of ordinance updates: City Council Rules (Chapter 2.04), Boards and
Commissions Rules and Procedures (Chapter 2.10), and Miscellaneous Chapters
(2.18 and 2.28)
3. Discussion of Normal Avenue Neighborhood Plan update
4. Discussion of Unified Land Use Ordinance update
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this
meeting, please contact the City Administrator's office at (541) 488-6002 (TTY phone number 1-800-735-
2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to
ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1).
COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9
VISIT THE CITY OF ASHLAND'S WEB SITE AT W W W.ASHLAND.OR.US
City of Ashland Coun ' eeting Look Ahead
• *****THIS IS A DRAFT ANLBJECT TO CHANGE***** is
Responsible 12116 12117 1/6 1/7 1120 1121 213 214 2117 2118 313 314 3117 3118 3131 411
•zns Std Session in S1ski ou Room
1 Discussion of Electric Cost of Service Stud Mark Electric SS
2 Discussion of request for fire engine donation John Fire ss
12/i7? 99
rv1~
Re ula[ Council Meetin r LL, USER
3 Request for approval of city sponsorship of MILK, Jr. event for the Admin CONS
purpose of hanging a banner Diana
4 Approval of Mayor's appointments to the new Housing and Recorder CONS
Human Services Commission (Mayor/ Barbara
5 Council decision regarding review of social service grants (Dave) Admin UNFIN
6 Acceptance of FY13 CAFR Lee Finance NEW
7 Approval of Budget Committee Appointments Barbara Recorder NEW
s Review of Medford Water Commission's recommendation on PW NEW
SDC's Mike
g Discussion of TOT capital and beautification projects plan Admin NEW
Ann/Adam
10 Approval of council liaisons for SDC working group (Mike/Mayor) PW Mayor NEW
11 Approval of members for ad hoc committee studying the recycle Admin NEW
center Adam
12 Resolution regarding financial management policies Lee Finance RES
1/s Stud'~Session in Siski .ou Room RESUME= 1-M MOM! EM
13 Discussion of Electric User Tax (request of Councilor Voisin) Admin/ Finance SS
14 Discussion of Utility Subsidy Programs (request of Councilor Admin/ Finance ss
Marsh
M17f7; Re'ularCouncillMeetin 1n
15 Proclamation re: Christmas Tree Recycle Da Diana Admin PROC
16 Mayor's State of the City speech Ma or SPCH
17 Unified Land Use Ordinance (ULUO) update (Bill) CD PH ORD-2
ORD-1
18 Election of Council President for 2014 Barbara Recorder NEW
19 Approval of Council Liaisons for 2014 (Diana/Mayor) Admin NEW
20 Approval of letter to Jackson County re: non-partisan commission Admin NEW
offices Dave
21 First Reading of an ordinance amending AMC 6.04, Business Legal ORD-1 ORD-2
Licenses Dave L.
Q S-tud'I$ession CanceleedT(MLK -SEE USE ® EEO
._7.11 ffiUUUUMM Re ular GouncilMeetin USE SEE SEE RES WE
22 Unified Land Use Ordinance ULUO update Bill CD ORD-2
23 Second Reading of an ordinance amending AMC 6.04, Business Legal ORD-2
Licenses Dave L.
Page 1 or 2 11/26/2013
City of Ashland Council Meeting Look Ahead
"""THIS IS A DRAFT AND SUBJECT TO CHANGE"`
Departments Responsible 12116 12117 116 117 1120 1121 213 214 2117 2118 313 314 3117 3118 3131 4/1
v3 Stud -yTS in Siski .ou Room 2 3
24 Discussion of conservation easement on Imperatrice Property Admin Ss
(request of Councilor Lemhouse
25 Discussion of potential ordinance to ban the carrying of loaded Admin SS
weapons (request of Councilor Voisin
va 11111111111111IR:euiar GonncilMeeti~ ® U2--1740
26 Discussion of possible ordinance related to seismic requirements CD NEW
in new construction Bill
217 IlIlllllllllllllllllllfl Session Canceled[(P,resibents;aRa ,l♦ 217
2na 1111111111111111e ular 70nci11Meetin
a/a~ u;,r~, . 1 w m s y~ 3i3A
~ ExecutiveISeession ~,Z~`<h'~ 5~. la M,~.~- a r~,`~ ~ ,.9
27 Pursuant to ORS 192.660(2)(i) - Performance Eval. EXEC
3ra [Stud'>rsesSlOn iZStsk"t .ou Room 3/a
3/a ®Be uular CouncillMeetin e e e 3/4
M Stud Session in Siski •ou Room 3 tT
3e6 1 filar CouncilTMeetn 3/da
113 31111 Stud Session in Siski .ou Room IIIIIIIII~ 3 3
"Al Re u-la-rICTu-n-cill-Me-eti-n-gE afa
Lon Term PToects
Telecom Franchise Agreements 8 Right of Way Usage
Discussion of regulating the growing of medical marijuana in residential areas
Diswsslon of direction to staff for study of water rate structure Nat rewards wnservation and help
far IowJnwme individuals with water bills
Report on preparations made for drought years
Update on City building sustainability report
Letterto Jackson Count re: non-partisan commission elections
0 Page Tof 2 1 T/26/2013
CITY OF
-ASHLAND
Council Communication
December 2, 2013, Study Session
Discussion of Ordinance Updates: City Council Rules (Chapter 2.04), Boards and
Commissions Rules and Procedures (Chapter 2.10),
and Miscellaneous Chapters (2.18 and 2.28)
FROM:
David H. Lohman, City Attorney, lohmand@ashland.or.us
SUMMARY
This item is for the Council to consider ordinance amendments to effect changes previously discussed
in concept to City code chapters on Council meeting procedures and on Boards and Commissions. The
proposed amendments in those chapters also include some suggested modifications the Council has not
previously discussed but which are intended to clarify procedural questions that have arisen in the
recent past. Finally, a few updates in the descriptions of the functions of City departments are
proposed.
BACKGROUND AND POLICY IMPLICATIONS:
At several meetings over the past year, Council has discussed various conceptual changes to the
procedural rules for Council meetings and to the policies and operating procedures for advisory bodies.
Attached Exhibits A and B show ordinance amendments that would effect those previously-discussed
conceptual changes. In addition, in Exhibit A, the City Attorney has proposed some clarifications and
additions to the Rules of City Council in AMC 2.04. While most of these proposed changes to the
Rules of City Council have not been discussed with the Council recently, they are intended to address
actual procedural questions and problems the Council has wrestled with in the eighteen months or so.
Revisions of these rules should streamline meetings by reducing procedural ambiguities and aligning
expectations about the conduct of meetings.
One significant proposed change is in the rules for study sessions. Study sessions are creatures of local
law. Nothing in state public meetings law precludes the Council from taking any actions in study
sessions that would be permissible in other public meetings. Under the proposal, shown in Section
2.04.020C of Exhibit A, the ambiguous term "deliberate towards a decision" is replaced with more
concrete terms describing actions that can and cannot occur in study sessions. One new type of action
that could occur under the proposed amendment is making a clear decision by means of a vote on
instructions to staff, on concepts to be presented in written form to Council at subsequent meetings,
and on procedural matters.
Another significant proposed change is the recommended codification of motion practice. Robert's
Rules of Order has been the source of rules for the conduct of Council meetings, except for a few
provisions already set forth in AMC 2.04. For the most part, motion practice has been left to Robert's
Page I of 2
CITY OF
ASHLAND
Rules. The motion practice outlined in Robert's Rules was designed for large assemblies that meet
only periodically. Because they try to address every eventuality Robert's Rules can be cumbersome.
The amendments on Council Deliberations in proposed AMC 2.04.0401)(5) of Exhibit A are an
attempt to distill the essential parliamentary tools for handling Council business into a readily
accessible, abridged motion practice framework. The abridgement results in a few deviations from
Robert's Rules that may require some mental adjustment. But the reduced complexity should produce
greater clarity. Some parliamentary procedures not covered in the proposed ordinance still would be
governed by Robert's Rules. The expectation is that they would be invoked only rarely.
Exhibit B displays proposed amendments to parts of AMC 2. 10, Uniform Policies and Operating
Procedures for Advisory Commissions and Boards. For the most part, these amendments have been
tentatively endorsed in concept in previous study sessions. The middle part of revised Section
2.10.020, however, addresses for the first time the possibility of allowing an alternate when a member
who represents another entity is not able to attend a meeting. Also, the last part of Section 2.10.040 in
Exhibit B has not been discussed previously. It attempts to clarify how advisory bodies should handle
scheduled meetings when a quorum is lacking.
Exhibit C merely updates a few code provisions on the Conservation Commission and on City
department functions to reflect real world changes that have occurred already.
More housekeeping updates to code provisions will be presented for Council consideration in the
coming months.
NOTE: To provide better legislative context for considering these amendments, they are shown in
Microsoft "Track Changes" format rather than traditional ordinance amendment format. The
traditional format will be used when the agreed-upon amendments are brought before a regular
meeting for formal adoption. Exhibit A displays all of Chapter 2.04, with amendments indicated.
Exhibits B and C display only the portions of Chapters 2.10, 2.18, and 2.28 proposed for amendment.
FISCAL IMPLICATIONS:
N/A
STAFF RECOMMENDATION AND REQUESTED ACTION:
N/A. Staff seeks confirmation that the proposed ordinance amendments reflect Council's intent.
SUGGESTED MOTION:
N/A
ATTACHMENTS:
• Exhibit A: Proposed Amendments to Provisions of Rules of City Council (Chapter 2.04);
• Exhibit B: Proposed Amendments to Provisions of Uniform Policies and Operating
Procedures of Advisory Commissions and Boards (Chapter 2.10)
• Exhibit C: Proposed Amendments to Provisions on Conservation Commission Staff
Liaison and Miscellaneous Department Functions
Page 2 of 2
11FAWA
EXHIBIT A
oNm-
i7 @z: I d@@@@I 4':
PROPOSED AMENDMENTS TO PROVISIONS OF: @_f lgl~gpogg~l;€I~l.~>dl!§f@i.y3'j~gh!!
RULES OF CITY COUNCIL
SeclionA. Oe Ashev sed Sc putt Code Municipal
the Charter of the City, ""ele `rill Seeiien 3,
and the eteHy
the meeting requirements and actions of the Council. °i a iflR,ly y- m "
B_These operating policies and procedures are established and adopted under the ' 2-I~ElId
authority granted in the Ashland City Charter, Article VIII, Section 3.
C. fZobert~TRu ers':of Order F4eswIv7Revise' Zi shraiiYbe the aulhorihl for deciding anv
oustions on m'TtiinaimmetsTd aTctions oe't oT vredlbvTthYlesli7AMC~2TOT
O-M-37S[alute°sj % Comment[11]:Thisisemodiaedyxrsonofpan
f t AMG2.04.020H. e
D. ~fl'ur rTlorstrictlv~folllowTtthh celesl n7AMMC2.O4 o- r Robert ss1 ules N~-1' wl V-evi'scd
MIHMH
shallnotbecr'~T au-sse7t doo'ethewiseisl'T- urbrde'ci'sion' onionTof-TC•theouunc1~ comfnent 02l]'my. ~a~_e>:e tonor gl
pan fcu:rent AMCf2.09.020H makes clearthat
Cow uluiooin~latT~Cowcdlrules(rwtlun P
-nowi E Hte rules on meeting orocedu`resTin AMCAMC 2T" T0V020Ci2r04.040C. and 2.04.050E and xnxn•awa).;n.~mlx g<nwd~a fnr,~.dia'm_w_n.
F.lin Rob'- e3TRu'elNewly Revised may be suspended temporarily upon a motion ® r
that is seconded and passed by atwo-thirds v-Tote nVavor. A motion to susnendTthse
r`uIles 7is not debaT"T ~ [able oT rable.1 Charter provisions may be suspended or repealed eanment[a] 'nn: aewprn.~wn :ronw.ly
only by a vote of the people. make's POssib~, Speml fmg pmaMures
- y mebl hed byod`uably the oNy such
. rules that cep rox'Msuspended are those notinthe
MKT-Mc Ciity~Atto'rnev~is des ZlffM rliamentarian for the GounciL Council `haner or orcm~T nayROxn'e RUles.
members' reau7' estZfo{7in`fortnation o- -nTm eetinTiremenLS oTTo ible~TCouncil aactions €E€ ~~~~!B~~E§griaH
ma fbTferecd toit " At~hrou h thT eTidin Toffi~for int~io"1ir
'HW
A8e7t`a -in Tinto acco~ unt anfiinioneofithTCity Att7 o~~mm he pnesi` offcer"7mestTle
on ouestions about meeting requirements or possibleTCouncil action'~'~- . ATmli :lift e s
piesidine ofTicer may be challengedlenged b-~TyhintTof ogler as set forth m AMCwip
2.04 040Df31(c)(1+1
fi Comment [b]: This is enaremem, vnih some
danacac~olo`fcwrmt A'~MC 2 W'020L
o. Noun
X13¢1iI~
Section 2.04.020 Meetings ,&d@g~6Yl
A. Regular Meetings.
The regular sessions of the Council are on the first and third Tuesday of each month unless 1T . '
otherwise arranged, beginning at 7:00 p.m. Meetings are required to end no later than 10:30 p.m.
B. Special Meetings.
j~o
A special meeting may be called either by the Mayor or two members of the Council. Nonce "yi ~dli~dg@ 8
of the time and place of such special meeting and the subjects to be acted upon shall be i° @~ ale RR ~p "c
EMU No.
delivered to all members of the Council at least 36 hours in advance of the time of the f i 9
i{{ys
Page 1 of 18 y s iii? fffIE@3
o TM
i- Q.
. f
EXHIBIT A
meeting, except in the case of an emergency, and the Council may consider and act only
upon such matters as contained in the notice.
C. Study Sessions.
The Ma) of or two membei:s afthe Council may eall a n
for he purpose 'f'nC wing members of the Caused as to Gity a`r'-~
Study sessions fue held so that Patineil teeta eanfef with staff md athep expems on Items unde
towards a decision but am give stag diFeetian te PFePHFO fflatffi& 16F a FOgUlaF caameil
ffleeting.
..Y..x a
f I'he Mayor $rawo C~oun~ brs may call a'sludy~sesswn,at any time with 36 hour notice The
purpose of study sessions is for Council membere toy, r&6ive background information and
recommendations from stafT or invitees with expertise on City business and mgiye rie l
inema' be "'rs"aii''"oppo~rtumty fo a'sk questtons'rdlscuss opt ons and express their"i vtdual views
son matters Counal members n~ayalso vv n Ludy sessions concemmg itstrac`tions to be
given to eff concept~'s° to be presented ao Counotl a( subsequent meetmgss'liii theh io of
specific wn¢en proposals for adoption, and non substnative matters on which Council action
-,.epnxcs err rr his .fy m-. r &ei car'
b} resoluuo~'"°4n for ordinance -is not necessary ~Othens~se; no votes may bc be ftaken at study
z. Z' a nna, a xr sn udici
lessons absent a suspensron of [heseiules No partsular cases_imolv_ing. quasi judicial
dects ions may'jbe discussed at study sessions.) eoiish4i t b51
the term~yvole isused test. IioRtlal
aevs,
D. Executive Sessions. ce~Nfinl?l o^"orni~lav,on ro as dd
questions.
I_ All meetings of the City Council shall be held in open sessions, except meetings that me ter-m aehhem,~ res a dosien' is
eliminatetl (o reduce amdguity. Insteac
may be closed for those purposes specified in the Oregon Public Meetings Law (ORS concatete ett ons inat are allowee or tlisallawetl
192.610 to 192.690). These purposes include, but are not limited to, the employrnent and dfe e0'
T _ npttSed hitson, sttutlyse,esssi' are
dismissal of public employees, the performance evaluation of the City Administrator and all] Iit~I moreresmawetnan Nelunits an
City Attorney, labor negotiations, real property transaction negotiations, and consulting e e wvebs_ s' Qegons atoey.c^neral
has sad agaveming body i,,,n execuuve session ;
with legal counsel on pending or threatened litigation. K -Any Councilors who donot
,jmay,pnfosF; came or ream.consensus.
[f~eels~ ~that an item should not be in executive session H the ee a this is lQPe.gas~Ne b~tlylgoe-into
pablssessionbadfarmallyonthemaaer.
may state a ndm[bf order, which 'shall be ruled upon in the executive-sessioh as vONyyvotes an ygmteO tyPasol masers vmuW De
'RB+ er. cy. allo'wetlet4sludj sessions ewn Naugh votes an
setlforthdn AMC2".04.0'40D(5)(c)(Il.:a
!any, 91ia....re pertnsiolendert~he„
"openmeetings III -at any Auly ooumtl meeting
2 Notice of executive sessions shall be given as required by State law, and such notice ''kh a g1IX1°n-
neuto ma mattersullysess by (hisprovision -
must state the specific provision of law authorizing the session. The Mayor and City "e9uiate ikenataswayssspon-
Councilors will act in accordance with State law regarding confidentiality of information ,femp'rery suspansion or u,ecwnal roles.
'-Discussion at study§to essions would oanunue to
discussed in executive sessions. ae"reseivedrorr. Canl member~75, steH Arid
`spi»fc`irrdf.
3_At the commencement of each executive session, the presiding officer must state on ers do tin t
k 1 lio t I dill nga
the record that executive session information is confidential and may not be reported. +f
wh mN'at :mLpem°„.te a < Nw<
it does not sa-sp~, The proceedings may be reported if no such statement is made. s<ssa T gt w ears aihe
p posal _ i ^ th p d ~oP<tt~d~,
C b piny tak t Ilesal atys by a
E. Notice of Meetings. Neche m<y eaa pol~'rywm~aemne
Advance notice of at least 36 hours shall be provided for all meetings. Notice shall be sent to _
a newspaper with general local circulation and posted prominently on the City's Web site. In
Page 2 of 18 -
EXHIBIT A
the case of an emergency or when a state of emergency has been declared, public notice
appropriate to the circumstances shall be provided and reasons justifying the lack of 36-hour
notice shall be included in the minutes of such meeting.
(NOTE: THE STRIKETHROUGHS OF SUBSECTIONS F. G. 1.1. AND K BELOW DO
NOT INDICATE DELETION. REVISED VERSION OF THESE SUBSECTIONS HAVE A
BEEN RELOCATED TO AMC 2.04.010 WI ITCH IS ABOUT THE CONDUCT OF
MEETINGS AND IS THEREFORE PROBABLY A MORE APPROPRIATE PLACE FOR
THEM. .1
'ell l ..C ~L.. G. GhaHef the Mayef and not less than thme
As f3pavided questions requifing a two thirds vete of the Couneil, as pfavided in the Gity Charter, the
shall be required an affirmative vote of at least four CotmeilaN to exereise any sueh special,
P......-.. the F. '...1 " ows no q M presenI as fined by Section A _f A..I'.1. VIII a _
the Git5l Chal4 _I the /`^.....:1em e_"1^_ee may diFeet the Chief of D..1:.... t.. ^t:G, the
to he . ..:d..LI. detained that thei
^L^^s --.L.._.. these 1.^^'^T
I
--UHeil W fffteed with business. Sheuld any then Fail soon to appear,
the _ .-.L.._. present ..L.1 ..d'.. date fixed L. them aad ..11 ....d.. items v. W be,
~afitjfiued Camment[17]: Mond w A Icl ,010A,wilh
rrvmr mssrom.
Fmergeney Meeting
dol.... When the City Ad..':°'°._° ` d,t,r" nee that a state of emergeney exists, the
net-be possible due to emeFgeney eiFeHMAEffleeS and is net~
tllt~TtTn
Natiee of the Speeial meet fig ean be made die -Most egiptdien
m°°_°_ dete. :__a by the A.a_. __d need he 36 L_..ns _d..__ee C=ment[IB]: MOV wA IC2IIl.OIOB, adh
ILI U..L....~I D..1,... ..fn~A..~~ nor retlswni
D..L._ RUW' ..fn_l,._..61 L.. rL.. ...rL..n..f ii3f ..CrL./`.. ineil d
sessions, ~vhen not in conflict with the City Charter and these code mles. Failune to skietly
l' Comment [MI: Replaced by 2.04.ORC and D.
Page 3 of 18
EXHIBIT A
gin
9° 1 a _r a..L.._ a Comment [110] M rd to AMC
' . ~z w woIXr)(~ In^" eoeehsro~
A _,.........:a..~'...:.. i.'?x?.';L.. ~'^;r:: ,.y1°Iw!~Y!!aa! xar•^,f~C:,.l. '~j~I`R',~.:.
a.,....L..1 L,.....,a....a .L.. ,...,i L.... ~L...... ,.rr.,.:..u. a,.a. -
- r.,r u r.... 1- Comment [1111 hl ed 1 Ah1C
z w woIXrl(fi m o~ subnanl ~e darlrc~lrom.
?....si?!9 lia a ..,J. .L.. AL. L.. ..,.a T ~..~L......u..l"
x e:21P:1
;COmment.[1117::h1ovatlI AMC.2 al OD(2)
Comment [1137 ITao subjective to be
„
"^I ,~mfoaoble
~+q ~ ~ rCanment 114 : Thn xens .
u r" ._..v I Canme
j M 01s7:Am.ver:ionorlnis
^ 9
ben wirol ryvayraphh edt AMC
wr 2 w wODp).
_ u...._... u., _.,r ~..a ....u., r'... A. _u u.... ..u u a e'Monl
_ Tu r r_a:.. ~.u-~u a._,: ..ar'~'~Sgl rCOmmen[[I16]:Thsp p posed to be'.:':
Section 2.04.030 Agendas rf
The City Administrator is responsible for the preparation of the Council agenda. +F I,
ENHE A. Topics will be added to a Council agenda based on timeliness of the topic and with
consideration of the number of items already scheduled for the Council. Matters to be
considered by the Council shall be placed on an agenda to be prepared by the City ! ' I yeA~°e rl5dg_!
Administrator from the following:
1. All items considered by the Council during study sessions, which require effieial eetien g u
„o.,.-~.>-a Council vote.
2. All items which are required by law or policy to be presented to the Council
3. All other items that the City Administrator, City Attorney or Mayor present to the ..,_.r
Council for action.
NUNN
4. Items placed on the agenda in accordance with paragraphs B and C of this Section.
5. Requests of City Boards, Commissions, and Committees.
Page 4 of 18
EXHIBITA
B. A Councilor may request that an item prior to initial Council discussion, that does not -
involve staff time, policy research, or drafting of an ordinance, be placed on the Council's -
agenda. The Councilor shall notify the City Administrator no later than noon of the
Wednesday prior to the Council meeting. The City Administrator shall determine the order
- of business of the item. The City Administrator may request that the matter be deferred until -
a later meeting if the agenda of a particular meeting is already lengthy. Council members
-
will endeavor to have subjects and any materials they wish considered submitted prior to
finalization of the Council packet.
C. A Councilor who desires major policy research and discussion or drafting of an ordinance
should first raise the issue at a regular meeting under Other Business from Council members '
or at a study session prior to more than two hours of any staff time being spent on the issue.
The Councilor may also request that the discussion of this item be formally placed on the
agenda in accordance with paragraph B of this Section. The Council should consider items
in light of City priorities, including adopted City Council Goals, and workload. The Council
must agree to proceed with an issue or ordinance before staff time is spent preparing the
matter for Council action. The Councilor may present information or a position paper or ask
for a department report or committee recommendation. Councilors who agree that staff time
can be spent on a particular item are not bound to support the issue when it comes before the
Council for a vote.
D. During a meeting. Mry A topic may be added to an-the agenda by a majority vote of the
Councilors present. Generally these items should be limited to items of timeliness or -
emergencies. Advance notice of executive sessions, however, must be given as required by
State law.
E. Postponing Agenda Items Before Consideration.
1. If a Councilor will be absent from an upcoming regular meeting, the Councilor may
request during a regular meeting that consideration of an agenda item be postponed to a
future regular meeting. The request will be honored if the majority of the Council votes
in favor of postponement and the matter is not time-sensitive. z;
2. If the request to postpone is made outside a regular Council meeting the Councilor _
requesting the postponement shall submit a request to the Mayor or City Administrator in
writing or by email as early as possible. The request to postpone will be honored unless
the majority of the Council at the public meeting votes not to postpone the item or if the
matter is time-sensitive.
3. If time expires before the City Council can consider an item on the agenda including an
advertised item, the unaddressed item shall automatically be continued to the next
regularly scheduled meeting of the Council; re-advertisement shall not be required for
such continued items. A note shall be placed on the Agenda referencing this continuance
rule: "Items on the Agenda not considered due to time constraints are automatically
continued to the next regularly scheduled Council meeting. AMC 20.40.030.E."
F. Council Packets. '
Written materials, from Councilors, staff and citizens, which are related to agenda items to be
included in the Council packet, must be submitted to the City Administrator's office no later
Page 5 of 18
MUM
H.ii
EXHIBIT A
than 12:00 noon six days in advance of the Council meeting for which it is intended.
Materials submitted must include author's name and address. -
G. Study Session Agenda Preparation.
The City Administrator prepares the agenda for the study sessions from:
1. Items requested by the Mayor and members of the Council to be listed on the agenda. - -
2. Items deemed appropriate by the City Administrator.
3. Business from the Council pertaining to committee reports and other business.
4. Items requested by City Commissions, Committees or Boards. -
Items appearing on the Council study session agenda shall be assigned a time limit and the
Mayor shall hold discussion to within the time frame, unless the consensus of the Council is
to extend the time limit until an issue or item is discussed and resolved.
Section 2.04.040 Conduct of Meetings
A. Quorum.
IAs' orovta`d in'~YXrticl'eLUI 11,. Sectioti 4:offhe"City Charier: four Councdors. br'fwe Mayor ai d
nol9les°°s.than dir"ce Councilors. cmahiMute ' quorum",Af the Cmmcil'membem,oresent`do not
constitute.a quorum .ihe'members"prRe'&Utna dioum-or a`ma onty 0Gihe membeis'n
attendance: mnv tdiiecNhe C_htef of Police to notifyah'e absent members sezcepl ttlosewri_
m:
° - 'to'enable the Council'to_ktio roceed
to be unatdabl "detaiued'th'at`their res'ence is re'putr`ed (
unth°bu'siries's' comment 11171 h h "c
204020F.d filed lighny.
B Emergency Meeting Procedures and Quorum.
The City Administrator is responsible for implementation of the Emergency Management
Plan. When the City Administrator determines that a state of emergency exists, the
administrator will make a declaration to that effect and request the Mayor to call a special
meeting of the Council in order to ratify the declaration of emergency. The special meeting
of the Council will occur as soon as possible after the declaration of a state of emergency. A
quorum of the Council may not be possible due to emergency circumstances and is not
required for the special meeting. Notice of the special meeting can be made in the most -
expedient manner determined by the Mayor and need not be 36 hours in advance, but notice
of the emergency special meeting must be with at least 24-hour advance notice if feasible
and, in case, minutes of the meeting must meet the requirements of ORS 192.640(3) and
192.650.
C (Attendance:bv+Electronic.COmmunication:'`
~E.xceo in"MHMUvent ofea' susnension of%ivlesiuursaunt ~ to AMG2AA(J1 -,incri bers of the
Cll"yCOuncH may.-not aitend or vote*af.-Wli m'etings by mc`a s of:lelephoneor,
other
elect~onicacommuricaiion+ The me`s`on meetine✓procedures'and Council:achons"shall
otherwise-` ~'r`emaio ina`ef ect+ otwithsizndmg any'such suspension of rules feiallow -for
T[tenda"nce WcIcctroulc communication.'. COmm¢ntaral pTh pmIA.~~rd~ III
p to`-'<Ianfy hvMl got req ms kr une
GD. Council Deliberation.n e~rmm~=n_c inKn.'
1. Presiding Officer. The Mayor, or in the Mayor's absence, the Chair of the Council, shall
preside-be the presiding officer at the meetings of the City Council. In the absence of these
Page 6 of 18
EXHIBIT A
officers at any meeting, the Councilors present shall appoint a Chair Pro-Tem and proceed
with the meeting. The Chaif, ^ , the N4a)^. mey vote on all m ^,t.^_ .e,^.. The
Presiding officer may not vote on appeals from decisions made while acting as presiding
officer. The Chair may vote on all other motions but the Mayor may vote only as provided
in City Charter Article 4. Section 3. -
2.. Councilor Remarks. It is the duty of the Presiding officer to ensure that each Council
member has the opportunity to speak. Councilors should ask the presiding officer to be
recognized. No member shall sneak more than once until everv member choosing to speak
shall have spoken or waived the right to do so. ~Jo-``member shall speak twice ona motion on
ihexfloor wiEhoo[ leave 'ofxthe presiding' officer•1 Time limits may be set on topics by the Comtnen[17r97 0o cnwdt , h°" thh'N
Presiding officer or by a consensus of the Council. Niel WG dot hee n aiy wfoe<ed a nit th
laztw Pleof years. ~
3 Subiect Matter. Council members, as well as members of the public speaking on Council
agenda items, shall confine their remarks to the question under deliberation, speak only for
themselves, and make no negative personal remarks or comments about the motives or
Personal traits of others.
4 Decorum. Ifhe prestofficer shall be responsible for ensuring order4and decomm,is
. :aa u a?~.w... as 'w'ra ti gA as
^b Y°'~°Y', sYhixa. i.^ n.._~a l~ ~a ..~'4'~t'+°,,,T•yftYe'r,i; st 41"q
^ rc.^.. 'ii'i `•3+KSf,czx It
'•.~`Lt<4t' .k rsv r.'svu ~r
Am cerson s (adore to abide
bythe presiding officer s ~instrucnon consutu[t d(smpuon of a la15asYsembly as
provided ii0 Sf166'0,~5(1)(c) mid may`.be cause for,r.lhe nresidine officer or a iPaionty of
the Councilors%o direct a-City official to remoMthee%''ersotnifiom a C ouncil dii.e
Dtsrupti'v'elbeliavior~ iyncludes engagmg:~inoioo e`ni Ndis[rac ng acuo55n ma ng loud or
disc>~ivveeVi is,, bc, Corr usingsloud or diswptiv ~;profaneylanguage makmglne~eatrve personal
remarks or,-Comments about the motives or ncrsonal'tmus of c theirind~refusing,to obey=an _
order of the prhlmg officer 'Sighs are not permitted and will lie considered disrupuve,L A eommene pzo] esepro P~.ud nan8~ are
direction or order of the residing officer may be challenged by a point of order as set forth t dams, sth m niayyo` age
P d..Pi eceh; o h'y ro~mdaa ng caw<a
In AMC204.040D(5)(e)(I). hgmberspmmrteeonawnogai, toe
tiabatio°°l mans to male' .mm cow<il
ea
I[ _ tie he tho'. r tnioto heDeng
P I a e'caona to wnu.] waantd
5. Motions and Permissible Intervening Actions
' ~ [ommen[[RI] Movd to R-V.
a Councilor Actions During Debate No motion or intervening action shall be received
or recognized by the presiding officer when a question is under debate except for the
following secondary motions and intervening actions.
(1) Point of order, request for information, or obiction to consideration of a
-
matter
(2) Withdrawal of a motion
(3) Motion to lay the matter on the table
(3) Motion to divide a motion under debate
(4) Motion to refer
(5) Motion to call for the previous question
Page 7 of 18
,
EXHIBIT A
(6) Motion to Postpone to a certain time
(7) Motion to amend
b. Priorities. The disposition of on any action listed in AMC 2.04.0401)(5)(a) must occur
before consideration of any other action lower on the list.
c. Permissible Intervening Actions While a Speaker Has the Floor
(1) Point of Order. Any member may interrupt a speaker who has the floor to
raise a point of order if meeting procedure rules appear to have been broken. The
speaker must immediately cease sneaking. and the issue identified in the point of -
order must be resolved before business continues. No second is required, and no
debate is allowed on the point of order. The presiding officer may seek _
clarification on the point of order from its maker or from the speaker who had the
floor when it was made. Before nroceeding further, the presiding officer must
sustain or overrule the point of order or submit it to Council decision by majority
vote with no debate. A member who disagrees with the presiding officer's ruling
on a Point of order may move immediately following the ruling to overturn it.
The motion to overturn a ruling on a Point of order may not be debated, and the
presiding oMcer may not vote on it. Approval of the motion requires a majority
of affirmative votes; the motion fails in the event of a tie vote.
(2) Request for Information. Any member may interrupt a speaker who has the
floor to seek permission to make a request for information from the speaker or
from staff or invitees with expertise on the subject under discussion. The request
must be addressed to the Presiding officer and may not be addressed directly to
the speaker. The information sought must concern either the subject under
discussion or meeting procedure rules. The presiding officer may ask the
requester for a statement of the nature of the information sought. A request for
information must not contain statements of fact unless they are necessary to make
the request intelligible and must not contain arguments. Upon inquiry from the
presiding officer, the person who had the floor when the request for information
was made shall decide whether to decline the proposed interruption to allow the
requested information to be provided.
(3) Objection to Consideration of a Matter. A member who contends a matter
about to be discussed is irrelevant or for any other reason not advisable to
consider, may object to consideration of the matter. The obieclion may be made
before or after another member has been assigned the floor. but only if debate has
not vet begun and none of the motions in AMC 2.04.040D(5)(a) has been made.
An obieclion to consideration of a matter does not require a second and is not
debatable or amendable. Immediately after the obieclion is made, a vole on
sustaining the objection must be taken. The objection fails unless at least two-
thirds of the Councilors present vote to sustain it.
d Main Motion A main motion is a proposed action that brings business before the
Council when no other motion is pending. The actions listed in AMC 2.04.040D(5)(a)
Page 8 of IS
EXHIBIT A
may be undertaken while the main motion is pending. and, if passed, may affect the
Council's consideration of the main motion. A main motion requires a second. is
amendable and debatable, and passes upon a majority vote in favor.
e. Withdrawal AA motion may be withdrawn by the mover at any time before'-an
amendment is made to it or. if no amendment is made, before a vote is taken on its / eommerit [1227 pneorlhek poses`o
P ;
s ~to_' d lea °mesu fo e~mverm
.
pi friendly d tn]n.u ~I
f. Motion to Iay a Matter on the Table. A motion to lay a matter on the table is a elhola pna. to s , Lw am e
a.a
proposal to suspend consideration of a main motion and all pending related motions until e'"mhoo'n t ig one no
ar.pn' I rlh memx ne am
later in the same meeting in order to deal with another matter that has come up m s I r ma; `vn a'
bw t o n `v v
unexpectedly and which must be dealt with before the nending motion can be properly P epos on,11
.,eto gaur esamm ~iae to teea.<~M
addressed. A motion to lay a matter on the table requires a second, is not amendable or gem aeatbn: _
debatable, and Passes upon a majority vote. Before the meeting adioums, a subseauent
non-amendable non-debatable motion may take the matter fro
m the table if seconded and
passed by a majority vote in favor. Absent a sic`cessful motion to take the matter from
the table the tabled motion dies. I The matter may be addressed anew in a subsequent j comment;[1237Th n t> b I to
meeting. Mf xp ' W n1 tw t posipoe
~~et ~eere~l -
g. Division of a Motion. Any member may move to split a motion under consideration
into two or more independent motions that are taken up in sequence. Each new motion is
deliberated, possibly subiected to secondary motions, and voted upon before taking up
the next part. The mover may designate in the motion the order in which the parts are
considered. The motion requires a second, is amendable, is not debatable, and passes
upon a maiority vote in favor.
h Referral A motion to refer a matter to a subcommittee or another body for further
study and and nossible recommendations to the Council. The motion requires a second,
is debatable and amendable. and passes upon a maiority vote in favor. Any proposed
amendments to a main motion on the referred matter that are pending at the time are also
referred.
i Previous Ouestion. A motion to call the previous question precludes all amendments
and debate on the pending motion until it is decided. It is not debatable or amendable and
requires a second and a two-thirds vote in favor.
i Postpone to a Certain Time. A motion to postpone a matter to a particular future
meeting requires a second. is debatable and amendable, and passes upon a majority vote
in favor.
k Amendment Anv main motion and any amendment to a main motion may be
amended to add or omit words. A proposed amendment must be germane must be
seconded, and is debatable if the motion to be amended is itself debatable. The -
amendment passes upon a majority vote in favor. Other amendments may also be
proposed, provided that they do not alter or nullify the amendments already passed or
attempt to amend a motion to amend a motion to amend.
Page 9 of 18
EXHIBIT A
6 Restatement of Motion. Before a vote is taken on a motion, it must be restated by the
presidingofficer or the Citv.Recorder. ~ j mCormemreea~n~E rc, hxaJ m m cow nt~
ia... ^x
7. Voting.
a When a question or motion is nut to a vote by the chair, each member present shall
vole for or against the motion unless the Council excuses that member from so doing. If -
thereafter the Mayor or any member calls for a roll call vote. then each k.mexcused~ / Comment [i2s1onr MI,
member must vote. The Mayor can only vote in the case of a tie, and then is required to dl m c..ren rn b-'e'"e" used byl ^"w~.
vote. e ITli"v w Id be i yt ~o
eih a I 5h t Co e 1 me to ties
erwl m~dlin ofun es c'-'+ -
b. A simple majority of the quorum present determines the action on ordinance, or
resolution and on most motions. On Questions required by City Charter. City Ordinances,
or applicable provisions of Robert's Rules of Order Newly Revised to be decided by a
two-thirds vote of the Council. approval requires an'affirmauve vote df at least four
Councilors / CommetN [126ThSChenge c.,,,1 ifs the po ~i
th R la ihei wt eq gsuppon of~az l~eap
nw du ds flhoreD nuha et I_
8 Reconsideration. [/1 member who voted in favor of any Council actfon'.mav move for m ~rannr~ t vi oraes 4
reconsidorati"N liidre adjouc" -rd of the meeting af-''whichithc action was:apor°o"v`ed or of coupe corse
the ne`"t reeulai meeting>unles's the item-alreadThas'.tieen a"rovedorwe'lo"e`d?bvahe:MaVor
PP
oursuan t`o City Chartei`'Article`4; Section 3x'.I'h`etmotion'muslbe"secondeA"-is+Acliata6le if
LRe ac[ion~' underizconsider`aniin is dcAatable fino'tamen`dable aid pasties~upon':e maiorit3
votein favo°'r'°'.'Arnriiefnber may second a motionfor iecon'sidemnon. yAy-':motion+io '
reconsider a'Councd action_may bemade only once. A7Wtoed item may rfbNi the subiect o!
e motion'fot"reconsideration. j Commentvv Th "Yz f o:.
tie 'rn cw i uea auum~
rA~pfias~ WW
8e
Section 2.04.050 Order of Business
At the first meeting in January, after the roll call, the presentation of the Mayor' s Slate of the
City address shall be first in order.
The Mayor or presiding officer may change the order of business on the agenda. The required
order of business has been established by ordinance is as follows:
A. Roll Call.
B. Approval of minutes of the previous meeting. If there are no corrections or objections to the
minutes, they shall be considered approved; otherwise, to be approved by vote. The minutes
as approved shall be signed by the Mayor and City Recorder.
C. Special presentations, proclamations and awards. This item on the agenda is used to
acknowledge special recognition and awards given to the City or for the Mayor to announce
proclamations, which serve to encourage and educate the community. Proclamations shall be
made and placed on the agenda at the discretion of the Mayor. Requests for recognition
under this agenda item should be submitted in writing to the Mayor.
D. Consent agenda. Routine business items may be listed by the City Administrator under this
item, which shall be acted upon in its entirety, except that the Mayor or any member of the
Page 10 of 18 -
EXHIBIT A
Council may request that any item be moved to the regular agenda under the appropriate
section of business.
8. Public hearings shall conclude at 9:00 p.m. and be continued to a future date to be set by the
Council, unless the Council by a two-thirds vote of those present, extends the hearing(s) for
one-half hour until 9:30 p.m. at which time the Council shall set a date for continuance and
shall proceed with the balance of the agenda. Not more than two land-use appeal hearings
shall be scheduled for any regular meeting of the Council. The City Administrator may, in
the administrator's discretion, schedule additional legislative hearings depending on die
anticipated length of the Council meeting.
Persons wishing to speak at a public hearing are to submit a "speaker request form" prior to
the commencement of the hearing and deliver the form to the City Recorder. The Mayor or
presiding officer is to inform the audience of this requirement to submit the form prior to the
commencement of the hearing. No testimony will be accepted on public hearings that have
been closed.
F. Public forum. Public forum is an opportunity for the public to comment on items which are
not included on the agenda. The agenda for public forum is 15 minutes, unless a majority of
. the Council votes to extend the time. Persons wishing to speak are to submit a "speaker
request form" prior to the commencement of the foram and deliver the form to the City
Recorder. The Mayor or presiding officer is to inform the audience on requirements for
submission of the forth.
Members of the public may speak about any topic during the public forum, unless the topic is
indeed on the agenda for the same meeting. 'P„WMembers of the public who wishes
to speak on an agenda item or public hearing item they-may do so at the time set aside for
those topics after submitting a timely 'speaker reauest form." -(See Section E. above
regarding hearing testimony). bf a membcrbftlie o`ublic or='a Couricd member tics requested
...r e
time to9'socak+on'~a consent agenda item: the~:or"e'sid ngTo`(fi . cer -sfiall makeorbrief .:.i.. to the Council's Public (prams not to besuscdrtorprovide or gather additional
testimony or information on a
k e 1l dor aw bca~ Ib gfor
ar
ton consent eg da rem dell n8 vi
testimony or information on a i meum ine mnsem ayu,a, ro5 separme.me,. -
quasi-judicial matter. Public testimony will not be accepted on a public hearing where the _
record has been closed if the matter is still pending.
The Maye genre dm officer will set time limits for people who ask to speak during public
forum or on agenda items. In general the time limits should be set to enable all people who
wish to speak to eempleEeiheiv- n resent testimony. Time limits shall not be so short as to not
allow speakers to address their topic.
When possible and feasible, preference will be given to individuals who reside within the
Ashland city limits. Persons who do not reside in the City may be placed at the end of the
list of those wishing to speak at public forum.
G. Unfinished business.
Page 11 of 18
EXHIBIT A
H. New business.
1. Ordinances, resolutions and contracts.
a. Every ordinance is to be enacted in accordance with Article X of the City Charter.
Copies of the ordinance shall be e-mailed to Council members and the Mayor at least `
fourteen days prior to the meeting. Council members may review the ordinance and
forward suggestions for changes to the City Attorney for consideration. Minor changes
may be incorporated, substantive changes will be considered at the time of first reading.
Any substantive changes to the ordinance must be verbally noted at first reading.
Council members must submit comments to the City Attorney no later than 12:00 noon
on the Wednesday prior to Council meeting.
Titles of lengthy ordinances will be published in the local paper at least seven days in
advance of the Council meeting thus allowing the ordinance to be read by title only at the
Council meeting.
b. Resolutions may be placed on the consent agenda and voted upon. Resolutions do not
require a roll-call vote.
c. 't'he voting on all ordinances may be by roll-call vote and recorded in the minutes
showing those numbers voting for and those voting against.
J. Other business from Council members.
Section 2.04.060 Identification of Fiscal Impact of Policy Decisions
A. When the City Council adopts a program or policy, it shall indicate how it expects that
program or policy will be funded: e.g., which existing taxes or fees the Council expects to
increase and by how much, or which current City programs or department expenditures the
Council expects to reduce to fund the new program or policy. However, if the Council
cannot reasonably identify a potential funding source, it shall so indicate.
B. As used in this Section the tern "program or policy with significant revenue implications"
includes an ordinance or a resolution in which implementation may entail expenditures in
any budget year in excess of one and one-half percent (1.5%) of the City' s annual General
Fund budget, and which may require an increase to existing taxes or fees or an imposition of
new taxes or fees.
C. The provisions of this Section shall not apply to extraordinary expenditures in situations of,
or necessitated by, public emergencies.
Section 2.04.070 Rights of Citizens
Citizens may speak on any item not on the agenda during public forum. Any citizen has the right -
to present an item to the City Council during public forum. On behalf of the City, any Councilor
may request ihe-itemthat anv matter discussed during nublic fonim be placed on a future Council
agenda.
Page 12 of 18
EXHIBIT A
Section 2.04.080 Conduct with City Employees
The City Council will work with City staff in a spirit of teamwork and mutual cooperation.
A. Councilors may make inquiries of staff to increase their understanding of an issue or action.
Councilors should limit requests for information from staff to questions that may be
answered with minimal research. Requests that require significant staff time or resources
(two hours or more) should be directed to the City Administrator and must be approved by
the Mayor, City Administrator, City Attorney or by a majority vote of the City Council.
B. Written information given by the Mayor, Councilors, City Administrator, City Attorney, or
City Staff, including materials requested by individual Councilors and the Mayor, generally `
will be distributed to all Councilors with a notation indicating who has requested that the
information be provided.
C. Individual Councilors should respect the separation between policy-making and
administration. They shall not pressure or direct City employees in a way that could
contravene the will of the Council as a whole or limits the options of the council. They must
not interfere with work performance, undermine the authority of supervisors, or prevent the
full council from having access to relevant information. Notwithstanding this paragraph,
nothing shall hamper the Council's ability to evaluate the performance of the City
Administrator or the City Attorney.
D. The Mayor and council members should strive not to criticize any person in a public meeting
or in public electronic mail messages. The same expectation applies to City staff in the
exercise of their official duties. Discussions and disagreements should focus on the content
of the topic at hand. Nothing should limit a Councilor or staff person' s right to report
wrongdoing.
E. Councilors with a concern about the performance of a particular staff person should express
that concern to the Mayor, City Administrator, City Attorney.
Section 2.04.090 Commissions and Boards
A. Establishing Commissions and Boards.
Commissions and boards originate from different sources, including Oregon State Statute, City
Charter and Municipal Code; others are established by direction of the Mayor or the City
Council. Advisory Commissions and Boards which are permanent [Regular] shall be codified in
AMC Chapter 2, including but not limited to Forest Lands Commission, Planning Commission,
Transportation Commission, Planning I learings Board, Public Recreation Commission, Public
Arts Commission, Conservation Commission, Ashland Airport Commission, Housing
Commission, Historic Commission,'I'ree Commission, and the Municipal Audit Commission.
AMC 2.10 contains code common to all Appointed Commissions and Boards.
B. Ad-hoc Committees and Task Forces.
Page 13 of 18
EXHIBIT A
The Mayor shall have the authority, with the consent of the Council, to form ad-hoc committees
or task forces to deal with specific tasks within specific time frames. Such ad hoc committees or
task forces shall abide by uniform rules and procedures set forth in AMC 2.10 and such other
rules as prescribed by the order establishing such ad hoc entities. Committees or task forces
shall make recommendations by way of a formal report to the City Council. The Mayor or City
Administrator may refer matters to the appropriate ad hoc committee or task force. The Mayor
with the consent of the Council shall appoint the membership of such committees or task forces.
Members of Regular Boards and Commissions may be appointed to ad hoc committees and task
forces. The City Administrator shall by order establish the ad hoc body' s scope of dte work and
rules of procedure, if necessary. The Council has the authority to follow the recommendations,
change the recommendations, take no action, remand the matter back to the ad hoc body or take
any other action it sees fit. The Council by majority vote may remove a member of an ad hoc
committee or task force at any time, with or without cause. The City Council by majority vote
may amend or dissolve an ad hoc committee or task force.
C. Regular Commission and Board Membership Appointments.
Except for the Municipal Audit Commission (AMC 2.11), all committees and boards not
required by stale law to be appointed by the City Council shall be appointed by the Mayor with
the consent of the Council. The Mayor may request assistance or recommendations from
Councilors in making appointments. In the Mayor's absence, any necessary appointment may be
made by the presiding officer with the consent of the Council. When necessary, the Mayor shall
stagger the initial expiration of terms of appointees, such as in the case of a new commission or
board. The Mayor shall not appoint, nor shall the Council consent to the appointment of a
person to more than two (2) regular board or commission positions at a time. This role shall not
apply to the Planning Hearing Board. Because broad citizen participation is encouraged, the
Mayor and Council shall give due consideration to appointment of new qualified members
before re-appointing a person to more than three (3) full terms on any single regular board or
commission.
D. Mayor Membership on Ashland Budget Committee.
For the purpose of local budget law, the Mayor is a member of the governing body of the City of "
Ashland. and shall be a voting member of the budget committee.
E. Student Membership on Regular Commission s. and Boards.
The Mayor with the consent of the City Council may add to the membership of any city
commission or board up to two positions for student liaisons. The student liaisons shall be non-
voting ex officio members of their respective commissions or boards. Once the liaison positions
have been added, the liaison from the high school shall be a high school student chosen by the
Ashland High School Leadership class and the liaison from the university shall be a university '
student chosen by the Associated Students of Southern Oregon University Student Senate.
Student Liaisons need not be appointed to every advisory commission or board.
F. Regular Membership Removal Process
The City Council, with or without cause, may by majority vote of the City Council at a regular
meeting, remove any regular commission or board member prior to the expiration of the terra of
Page 14 of IS
EXHIBIT A
the appointment. Written notice of removal to the affected member shall be provided. Removal
shall be handled with respect and courtesy. If a member resigns or is removed, the Mayor shall
appoint a replacement for the remainder of the term in accordance with paragraph C. above.
Notwithstanding the above procedure, removal of a Planning Commissioner shall be governed
by the procedures in ORS 227.030. Hearings under ORS 227.030 are hereby delegated by the
governing body to the City Administrator or Hearings Officer in accordance with the AMC.
2.30, the Uniform Administrative Appeals Ordinance.
G. Changing or Dissolving a Regular Commission, Committee or Board.
After the commission, committee or board has been formed and codified, any change or '
dissolution requires an ordinance amending the Municipal Code.
Section 2.04.100 Council Liaisons to City Advisory Boards and Commissions.
A. Role and Responsibilities of Council Liaisons.
1. 'Ihe primary role of a Council liaison is to facilitate communication between the City
advisory body and the Council. A Council Liaison is an ex officio non-voting member of
the advisory body, not a regular voting member and shall not serve as Chair, unless the
Ashland Municipal Code specifically requires the Liaison to serve as Chair or in a voting
capacity. Notwithstanding the above, the Council Liaison to the Planning Commission
shall be considered a non-member Liaison and not an ex-officio member as regards
quasi-judicial matters.
2. City Councilors serve as liaisons to City commissions and boards, as well as ad hoc
committees and task forces and are expected to represent the full City Council in
interacting with these sueh-entities.
3. City Councilors may attend meetings of City Advisory Boards and Commissions and
other ad hoc entities as citizens of Ashland. When attending as a citizen, Council
members must identify their comments as personal views or opinions not a representation
of City Council policy. -
B. Attendance.
Liaisons should attend a0-regular meetings of the Commissions and Boards, or Ad hoc
Committees or Task Forces to which they have assigned as time nermits and should make
special efforts to attend meetings in response to specific requests to yarliciyate in discussion
on topics the Council may need to be aware of or provide input on.. in t`° a ,°'iaison has
diffietilty atteruling~ the liaison should find an altemate to attend or ~view the video ar other
ask the Mae to be F assigned. Liaisons shall not attend quasi-judicial proceedings when
the final appeal or final decision is or could come before the City Council.
C. Deliberations.
The City Council values diversity of opinion. A significant role of an advisory body is to
represent many points of view in the community and to provide the Council with advice
based on a full spectrum of concerns and perspectives. Accordingly, Council liaisons to City
Page 15 of 18 -
EXHIBIT A
advisory bodies should not attempt to direct debate, lobby, or otherwise influence the
direction or decisions of any advisory body to which he or she has been assigned. Council
liaisons are encouraged to field and answer questions as appropriate for an ex-officio
member of the advisory body. Undue influence over the decisions of any City advisory body
shall be grounds for removal of a Liaison assignment under paragraph I below.
D. Respect for Presiding Officer.
City Councilors attending advisory body meetings as liaisons shall accord the same respect
toward the Chair and other members as they do towards the Mayor, Presiding officer or each
other.
E. Council Information.
City Councilors will inform the advisory bodies to which they have been appointed liaison of
about Council agenda items and Council decisions that may be of interest to the advisory
body. Liaisons shall also encourage advisory board members to attend Council meetings to
keep abreast of Council action, policy matters and the activities of the city. We f °11-.-o-R,,lilAle-"h°
Kin
shat ...1:....11y plaee an the Age-d- C - ilie ad 1....1. labeled "Repo t of
Gouneil Liaison".
F. Role of Liaison as Regards Vacancies.
The Council liaison for each advisory body, together with the advisory body chair and
assigned staff liaison will make mcommendalions to the Mayor for appointment of citizens to
fill vacancies on their respective advisory bodies.
G. Reporting to the Council.(Council liaisons shah-peee&eat[ymav report to thesenlire Couned on'slgnlficanl`and
important activrtics of eaelranv+advtsory:body to whrohdhey have been assrgnedI no chait'
v'zH' .x 412r®9~'+ tu»+ on ofieach advisory body should>xnect to grveaat7leasl one_ shert-fiannuals
presentation to the Council.eaeh year oo-the ads isorysbod} s annual eoals!
nd:
accomnlish...... andohrecommended'eoalsfoi.[h'e'~Councd to consideradooting-] Liaisons e5,777 i[ix97 wln~a d
may seek assistance from the relevant staff liaison to accomplish this reporting responsibility. a rev.W,7fl clthtart rln<c i+
H. Liaison Appointment Process and Term.
f I'he Mayor willappoint a Councilor tb act'as a Council,liarson to each and evepadvrsorv< -
commrssion~orboard.l Councilors interested in a particular subject area should inform the y commeni[uo7 i ghl rme g : G,
Mayor of their interest and the Mayor should take the expression of interest and/or a -.ry:<.+rn a~a
w
Councilor' s preference into account when making appointment decisions. Liaison - -
appointments shall be for a term of one year unless otherwise expressly stated. -
Appointments are generally made on an annual basis in January and the Mayor shall make an
effort to rotate liaison assignments if there is more than one Councilor expressing a
preference for an specific appointment.
I. Removal from a Liaison Assignment
The Mayor or a Councilor may be removed for any reason from a specific liaison position or
assignment upon two-thirds vote of the entire Council -
Section 2.04.110 Council Representatives to State, Regional, Community and other
Page 16 of 18
EXHIBIT A
External Organizations.
A. Role and Responsibilities of Council Representatives.
I. City Councilors may be appointed, either by the City or by another entity, to serve as the
City of Ashland's representative to Stale, Regional, and Community organizations. In all
cases, the City's representative will follow die bylaws and guidelines for service of the
organization to which they have been appointed.
2. The purposes of serving as an official Representative to State, Regional, Community, and -
other external organizations are to ensure effective working relationships with other
agencies and organizations, ensure that Ashland uses all possible avenues to achieve
community goals; achieve City Council goals both within the community and in the
Rogue Valley; protect the home rule authority of the City of Ashland to make decisions
that are best for the community; ensure that key City revenue streams are protected; and
secure federal and stale funds for projects that benefit the City of Ashland and other
community institutions.
3. City Councilors arc expected to represent the full City Council in their work as
Representatives. Representing a position other than the official position of the City of
Ashland is grounds for removal under paragraph E.
4. City Representatives serving as voting members on another organization' s Board of
Directors (such as the Rogue Valley Council of Governments) should work in the best
interest of that organization when not in conflict with best interest of the City of Ashland.
When presented with a conflict, the member shall declare the conflict and, if necessary,
recuse himself/herself from the matter.
5. If the City Councilor serving as a Representative is asked to take an official position on 't
an issue that affects die City of Ashland and the City' s official position is unknown or
unclear, the City Councilor should request that the item be placed on a City Council
agenda in accordance with AMC 2.04.030 for full City Council action.
6. City Council members may attend meetings of state, regional, and community
organizations as citizens of Ashland . When attending as a citizen, Council members
must identify their comments as personal views or opinions not a representation of City
Council policy.
B. Attendance.
Representatives should attend all regular meetings of the organizations to which they have
assigned. In the event a Councilor has difficulty attending, the Representative should find an
alternate to attend on die City's behalf. In the event of a continuing scheduling conflict, the i
City Representative should ask the Mayor to be reassigned.
C. Reporting to the Council.
Council Representatives shall periodically report to the entire Council on significant and -
important decisions activities of each state, regional, and community organizations to which
they have been assigned. Council members may also request that representatives of these
organizations may be invited to give a short annual presentation to the Council
Page 17 of 18
"
EXBIBIT A
D. City Representative Appointment Process and Term.
1. The Mayor will appoint a Councilor to represent the City to state, regional, and
community organizations to which the City is entitled to an official delegate. The City
Council shall confirm these appointments.
2. The Mayor and City Councilors may also be invited by external organizations to
represent either the City of Ashland or "Cities" in general. In these cases, the Mayor or
Councilor that has been asked to serve will inform the City Council in a regular meeting
of the assignment and request that the City Council confirm the appointment.
3. Councilors interested in a particular subject area should inform the Mayor of their interest
and the Mayor should take the expression of interest and/or a Councilor' s preference into
account when making appointment decisions. City Representative appointments shall be
for a term of one year unless otherwise expressly stated. Appointments are generally
made on an annual basis in January and the Mayor shall make an effort to rotate liaison
assignments if there is more than one Councilor expressing a preference for an specific
appointment...
E. Removal from a Representative Assignment
The Mayor or a Councilor may be removed for any reason from a specific representative
position or assignment upon two-thirds vote of the entire Council
Section 2.04.120 Councilor Expenses
A. The City will reimburse a Councilor or the Mayor for expenses that are directly related to
City business in accordance with the City's reimbursement policy.
Councilors are required to submit all statements as required by ORS 244. - -
Page 18 of 18
EXHIBIT B
PROPOSED AMENDMENTS TO PROVISIONS OF:
UNIFORM POLICIES AND OPERATING PROCEDURES FOR ADVISORY
COMMISSIONS AND BOARDS i
Section 2.10.005 Purpose
Advisory commissions and boards (advisory bodies) require uniform rules, policies and
operating procedures to assure maximum productivity and fairness for members and the public.
Except where otherwise provided in this Code, the following policies and procedures govern all
the City's commissions and boards, as well as ad hoc entities. Nothing herein removes the
requirement for compliance with more specific regulations and guidelines set forth by state
statute, administrative role, ordinance, or resolution specific to the advisory body. These rules
do not apply to the elected Parks and Recreation Commission.
Section 2.10.020 Terms, Term Limits and-Vacancies.
All successors to original members of an advisory commission or board, shall have a three (3)
year term, except as otherwise provided in the appointment order. Notwithstanding the three
year limitation, Planning Commissioners and Budget Committee members not on City Council
shall serve four (4) year terms. All regular terms shall commence with appointment and shall
expire on April 30 of the third year, unless otherwise provided in the appointment order. The
appointing authority may stagger terns in the original appointment order as necessary. -
Members may serve three (3) terms on any single commission or board, after which time the
Mayor and Council will give due consideration to other qualified candidates before making a
reappointment. Any vacancy shall be filled by appointment by the Mayor, with confirmation by
the City Council, for any unexpired portion of the term as provided in AMC 2.04.090.C. -
Section 2.10.025 Meetings and Attendance.
Unless otherwise provided by law, the number of meetings related to business needs of an
advisory commission, or boards may be set by the advisory body. A41,-Each members ere
epee ed tamust attend a4-at least seventy-five percent (75%) of the full advisory body's
regularly scheduled meetings, study sessions and special meetings which occur within each
twelve-month period from May I to April 30 and while the person is a member of the advisory
hadv-+.`e- . Generally, advisory bodies may not allow alternates to represent or
stand in for a member at a meet ing. ~lohvithstandmg the.foreeomg=ntleaon 1049ori%bddies
with me:mcmbe"rs who ate~aLpoin[ed by an cnhty otfie-thm-"t'h`e fie=Mavo dfCiiy'Councit
'andho serve as'a "re resenla[iye ofihe a "timiin'renti'tyan'1'altemate=ma a arti'ci' aie.end vote
fo~alh'e namcd.n crober by".pro'sy at any"meeting of the°a'dvisor"°"v+bodv"`. and's`ucFi oarticloatio'n' by
the•alt'~ emate will'6 erred fo'be at[endmee the named ifemWMI A member should provide eommen't [la7 p „°„isy am
at least 48-hour notice to both the chair of the advisory body and the staff liaison regarding any
rove, ~n~lkc ase~.au~c wm
planned absence from a scheduled meeting of the advisory body. In the event an unexpected ~ '~1 wro m,,,,,«°w rp ale o~)
emergenev will cause a member to if a-member -will -be absent from a meeting, the member must
notify the chair or the staff liaison at least two hours prior to the meeting. AnymembeFm4ioliffi
ffi _
two mom nexe see absences - si3E month ----a [i.e. 1anua~ 1 1 30 or 1 . 1
attending a minimum of Vva 1h 1 (2 F 11 1 1 1 1 meetings (iaelusiw of study sessions
Page I of 3
EXHIBIT B
-a spee _ shall be °°-sideFea .mist.. a and the position . Each advisory body
should review member Aattendance shall be reviewed by the commission of boted dari
___..1_-I....eheduled inee.:~,...:_ ,..1... approximately every six months widv*+epeA
serowd report to the Mayor and City Council ,n the need for appointments or
re-appointments, if necessary.
Section 2.10.040 Quorum and Effect of Lack Thereof
otherwise ° ' ~ "meeting qudnim shallfconsisl of more than one-half of the total
!
number of au[Fionrcd members of the body, including any vacant positions. -Jon-voting ex ,i comment [12] At cnylvnt¢ 1Wy
officio members staff and liaisons do not count toward the quorum. A-mejel• a", - c s bs p ` 1 n s r *
adopt . Members need not be physically present at a meeting if An gr, . na s a r r x
another means of attendance (e.g. telephonic, internet etc.) has been established by the b s ,i6 m~ I a N n mua ~~ne'1
,°be.ursm a r o.n Inc i=
membership and public meetings law requirements are met. If the Council members in h"'t, o~ty I lm Ame giy mm-M
attendance do not constitute a auorvm, no deliberations
towards a decision or any other official business may be conducted, extent for informational
presentations by staff or invitees, shall -be-eendneted, and the members present may adjourn. ell
least a majority or the quorum is necessary to adopt any motion: some motions require the
affirmative vote of at least two-thirds of the members present.
Section 2.10.050. Election of Officers, Secretary, and Subcommittees.
At its first meeting following the appointment or reappointment of members each vear.ef-Ore
year the advisory commission or board shall elect a chair and a vice chair who shall hold office
at the pleasure of the advisory body. Neither the chair nor vice-chair shall serve as an officer for
more than Vw three consecutive annual terms. Without the need for an appointment, the head
of the City Department staffing the commission, committee or board shall be the Secretary and
shall be responsible for keeping an accurate record of all proceedings. The Department head
may delegate such tasks to a staff liaison. Subcommittees may be formed for the purpose of
gathering information and forming a recommendation to be brought forward to the full advisory
body. Rrevided-kowevef, Only the full body can make recommendations to the City Council
Subcommittees must comply fully with the requirements of Oregon Public Meetings law.
Section 2.10.060 Agendas and Minutes.
The chair or staff liaison will be responsible for the agenda of all meetings of advisory
-
commissions and boards. A member or staff liaison will be responsible for taking minutes.
Agendas and minutes will be posted on the eity's- City's web site. Members are encouraged to
access those documents from the web site. Staff will email or mail documents to members upon
request. The-If the advisory body has a current Council Liaison the Liaison °`~„a,l-pei:iedLeaa4),
should be given the opportunity to report to the commission or board periodically.
Section 2.10.065. Coals.
Advisory commissions and boards are encouraged to establish annual goals and action items that
reflect die body's charge as stated in the specific commission ordinance. Advisory bodies are
Page 2 of 3
EXHIBIT B
expected to suggest, support and advance Council goals and are encouraged to look for ways
within their own unique responsibilities to do so. i
s
Section 2.10.070. Rules and Regulations.
The advisory commission or board may make such rules and regulations as are necessary for its
governance, including the conduct of meetings, when not inconsistent with Ashland City `
Charter, Ashland Municipal Code or Oregon law. These rules may be less formal than the i
meeting procedure rules in AMC 2.04.40. In the event of conflicts that
cannot be resolved less formally, o..~AMC 2.04.040 shall be used as the
standard for meeting rules and procedures. Failure to strictly fallow comp) Iwith Roberts-Rules
ef9rdefthe rules on meeting procedure in AMC 2.04.040 shall not be cause to void or otherwise
disturb a decision or action. The body will strive to be clear in its proceedings.
~`S±''Af~Y[+"G Fa% X..k .~'T ~ x praY 4'.SS.?.x('ffb'TY~xl' 'GtkY.RA].84."
...1 TI ..L.. ....1 ....1. f 1. «....1 .....1 ..1... A........... A............A .......1.A TR.....1....... '
Commechwg] Th P ~ redwdan~ fah :Ss
p po el ch`ang sm Sen on 2100'0'10 above are
edop[ d
Section 2.10.105 Reports.
Each Aadvisory commissions and boards shall submit copies of its minutes to the city-
eeuneilCity Council and shall prepare and submit such reports and make such presentations to
Council as from time to time maybe requested by the Mayor and City Council. The chair of
each advisory body should expect to make at least one presentation to the Council each year on
the advisory body's goals and accomplishments and on recommended goals for the Council to
consider adopting. Unless otherwise expressly provide in the Ashland Municipal Code or State
Law, all reports or recommendations of City advisory bodies committee shall be considered
advisory in nature and shall not be binding on the mayor or eiEy-eeunei4City Council.
V L,
i
Page 3 of 3
i
r
Exhibit C
PROPOSED AMENDMENTS TO PROVISIONS ON:
CONSERVATION COMMISSION STAFF LIAISON
AND MISCELLANEOUS DEPARTMENT FUNCTIONS
Section 2.18.10 Established Membership (Conservation Commission)
The Conservation Commission is established and shall consist of nine (9) voting members including one
representative of the solid waste franchisee for the city; and one representative from Southern Oregon
University; and one representative from the Ashland School District and six (6) other voting members.
At least five (5) of the other members shall reside within the city. The commission shall also consist of
certain non-voting ex officio members, including the mayor or one council member serving as council
liaison, the Department of Community Development Director and the Electric Utility Director, the
Director of Public Works, the Building Official and City Administrator. The Eleetrie Utility n:_,...,..
shall se a as the pitimai.., st` ff I aison and SeeFetary of the C,.......issi,... The primary staff liaison shall
be appointed by the City Administrator and shall serve as Secretary of the Commission. Voting members
shall be appointed by the Mayor with confirmation by the City Council.
Section 2.28.100 Electric Utilities Department Functions
The functions of the Electric Utilities Department are the construction, operation, and maintenance of the
electric distribution system; the installation of all new lines, services and meters; the maintenance of the
hydro-generation plant; the preparation and submission of proposed work programs including estimates
of cost; and the installation, maintenance and operation of all electrical equipment and facilities of the
City;
Section 2.28.130 Finance Department - Functions
The functions of the Finance Department are the administration and collection of various City taxes,
licenses, and permits and the administration of ordinances and state laws applicable thereto; the receipt
and safekeeping of all City money; preparation and control of the City budget; procurement of materials,
supplies, equipment and services for all departments,
receipt, storage and issuance of supplies, materials and equipment; the disposal of surplus property; fiscal
and property accounting for all departments ; data
processing; financial estimating, planning and programming; billing and collecting; investment of
temporarily idle funds in cooperation with the City Recorder; dispatching of utility connect and
disconnect orders; risk management and insurance administration; epeiatlefl of the switelibeaFd;
^a" iHiSt`afi0n aRd eeRtFel Of the GeFHet°F Pepaf4meFA the performance of all duties prescribed by the
City Charter and ordinances and the laws of the State for those officers and officials included in the
Finance Department; and the performance of such other functions as may be assigned by the City
Administrator or prescribed by the City Council.
Exhibit C
Section 2.28.340 Public Works Department - Functions
The functions of the Public Works Department are the construction and maintenance of all streets, alleys,
sidewalks, paths, bike paths, rights-of-way, and courts now open or which hereafter may be opened; the
cleaning of streets; the construction, maintenance, and operation of the sewer and storm drain systems;
the maintenance and operation of the sewage disposal plant; the construction, maintenance and operation
of the water distribution systems, the maintenance and operation of the water filtration plant; the
supervision of all work done on streets, alleys, or other public ways, land, buildings, or other structures by
anyone other than the City; supervision of the repair and maintenance of all motor equipment of the City;
equipment of the n".a." ^"a o.,...eAt:,... C,...... iggimi; the performance of traffic engineering; the
exeept planning, improvement and maintenance of the Ashland Municipal Airport; the performance of all phases
of engineering work required in connection with all the functions of said Department; the keeping of
records of all surveys and measurements made, which records shall be open for public inspection.
Section 2.28.354 Community Development Department- Functions
The functions of the Community Development Department are the preparation and maintenance of the
Comprehensive Land Use Plan of the City as required by State Law; the preparation of ordinances,
policies, maps and studies implementing said plan; the processing of applications for planning actions set
forth in Title 18 of this Code; with the assistance of the Police Department, the enforcement of all laws,
ordinances and regulations governing the erection and occupancy of buildings and structures, and the
alteration of or additions to buildings and structures as required in Title 15 of this code; an with the
assistance of the Police Department, the enforcement of all laws and ordinances governing zoning and
land-use as set forth in Title 18 of this code; and the develepme and iniplementatien of enefgy
CITY OF
ASHLAND
Council Communication
December 2, 2013, Study Session
Normal Avenue Neighborhood Plan Update
FROM:
Brandon Goldman, Senior Planner, Community Development Department,
Brandon.Goldman@ashland.or.us
SUMMARY
The draft plan for the Normal Avenue Neighborhood area is intended to establish an integrated land
use and transportation framework for the future urbanization of the 94 acre area within Ashland's
Urban Growth Boundary. The plan is tentatively scheduled to come before the Council in February.
BACKGROUND
On August 20`~ the City Council received a brief update on the elements addressed in the draft plan and
was presented with a working version of the plan (dated 6/25/2013). In the Council packet is a revised
draft plan (dated 9/24/2013) which has been discussed by the Transportation Commission and
Planning Commission at their September, October, and November meetings.
Early in the planning process, property owners and neighborhood residents were active in the design of
a conceptual plan for the area through participation in a multi-day "design charrette" (October 23-25,
2012). Area property owners and nearby residents have remained engaged over the last 12 months,
providing relevant testimony to the Planning, Housing, and Transportation Commissions. A number of
key elements of the plan have remained as areas of continued discussion including:
• The type and concentration of housing;
• Traffic volumes, street types and locations, and system capacity;
• Wetland and riparian protection areas;
• Plan flexibility to accommodate changing conditions;
• The cost of public infrastructure and how it is paid for.
The type and concentration of housing
The Normal Avenue Neighborhood Development Plan will create its own neighborhood character by
providing three different residential zones with different densities, including: single family residential
(NA-O1 zone at 5 units per acre); low density multifamily (NA-02 zone at 10 units per acre); and
medium density multifamily (NA-03 zone at 15 units per acre). The use regulations and development
standards are intended to provide a significant degree of variation as to the form and character of
individual developments. For example, in the proposed NA-02 zone a development could include a
mix of housing types including single family dwellings, duplexes, townhomes, accessory residential
units, cottage housing or low rise apartments. The NA-03 land use designation is intended to address
Page I of 4
CITY OF
ASHLAND
Ashland's housing needs through development of apartments as well as provide limited opportunities
for neighborhood-serving businesses.
Neighborhood concern regarding these zoning designations has largely related to the proposed
locations and potential scale of future developments. Properties within the plan area and vicinity have
historically been developed as single family detached units on individual lots. Throughout the
neighborhood meetings and various Commission study sessions, concern has been voiced that attached
housing units and large scale apartment complexes adjacent to existing homes would be incompatible
with the established neighborhood character. Care has been taken in the plan to concentrate future
housing on buildable lands that are largely free of existing development and natural constraints, with
the added consideration of locating comparable housing densities adjacent to established
neighborhoods.
Traffic volumes, street types and locations, and system capacity
Walking and cycling, or "active transportation," is fundamental to the Normal Avenue Neighborhood
urban design plan. Designing the transportation network in consideration of the experience of a person
walking through the neighborhood allows for development and block patterns in which residents more
readily relate to their environment, feel safer, and are more comfortable on foot or bike. Despite the
inherent conditions that limit connectivity, such as Ashland Middle School, the Central Oregon &
Pacific rail line, topography and existing creeks and wetlands, building the transportation network on a
foundation of interconnected streets and multi-use paths makes all modes of travel more efficient and
effective.
The central spine of the proposed transportation network is a neighborhood collector that would extend
from the southern railroad crossing to East Main Street, meandering to the east to directly access the
majority of developable property within the plan area. This proposed "New Normal Avenue" has been
an area of significant discussion by the public, Transportation Commission and Planning Commission.
The existing Transportation System Plan shows Normal Avenue as a straight line running north-south
from the railroad crossing to East Main Street where the dirt road is presently. Early in the process it
was determined that such a connection may not be feasible in the near term and further would
encourage non-local "cut-through" traffic. The proposed re-routing of this north-south connection to
the east would potentially reduce non-local cut-through traffic in addition to serving the areas planned
for higher, concentrations of housing.
The Transportation Commission discussed the plan's transportation framework and the issue of the
New Normal Avenue at a special meeting held on November 14, 2013. Commissioners questioned
whether New Normal Avenue should instead be designed in a manner that was receptive to non-
neighborhood traffic and designed to better accommodate unimpeded traffic flow. The Transportation
Commission ultimately recommended that the New Normal Avenue be the sole vehicular connection
to East Main Street, thereby recommending elimination of two of the three intersections as proposed in
the draft plan. The Transportation Commission also discussed the issue of needed facility
improvements to East Main Street (i.e. curb, gutter, bike lanes, sidewalks) and voiced concern over the
cost and timing of such improvements. East Main Street is presently improved to County standards and
ultimately needs to be upgraded to meet the City's Avenue standard.
The City did have a Future Traffic Analysis completed as part of this project that specifically analyzed
traffic impacts projected at full build-out of the area. The report found that all existing intersections in
Page 2 of 4
Pr,
CITY OF
ND
vicinity of the project are expected to continue to function wChin cceptable operation ards in
the year 2038. The report noted that East Main Street should prove to comply with existing City
standards at which point that the improved Avenue could accommodate vehicular, pedestrian and bike
traffic, and that each of the proposed street intersections with East Main Street would function within
acceptable levels.
Wetland and riparian protection areas
Natural areas, including streams, wetland, and other environmentally sensitive features contribute
significantly to the existing character of the neighborhood and were most cited by residents as needing
preservation to retain the rural character of the area. Although the creek locations and designated
floodplains are readily identifiable, the precise extent of the existing wetlands in the area cannot be
known without a wetland specialist conducting formal wetland delineations. However, as wetland
boundaries change over time, and are typically only valid for about five years, a present delineation
may no longer be relevant when an affected property eventually proposes annexation and development.
Given this uncertainty, property owners and members of the public have alternatively contended that
the extent of wetlands areas shown in the plan are either represented as too expansive or not expansive
enough.
To remain responsive to changes in hydrology over time, the current planning approach would be to
require a formal wetland delineation at the point of annexation, and to adjust the plan and street
network accordingly to reflect the conditions on the ground at that time. Members of the Planning
Commission have expressed an interest in exploring whether the open space areas associated with
wetlands, as identified on the existing Local Wetland Inventory (2007), should instead be considered
the minimum area of open space to be preserved even under the scenario that an actual delineated
wetland area is less than is currently assumed. Additionally there has been public testimony regarding
concern over potential flood hazards due to climate change, and questions whether precluding
development in the 100 year FEMA flood plan, and designated Ashland Floodplain is sufficient, or
alternatively whether limiting development within the 500 year FEMA floodplain should be considered
as part of the neighborhood plan.
Plan flexibility
The Normal Avenue Neighborhood is expected to develop incrementally, potentially over the course of
decades, therefore the plan has been intentionally structured to retain a high degree of flexibility to
avoid prescribing a current fashion in neighborhood or housing design. This inherent flexibility is
intended ensure the area does not develop in a homogeneous and standardized manner and thus
provides for a mix of building types which address a full cross section of Ashland's future housing
needs and can respond to changing market demands over time.
This issue of how to address deviations from the plan as proposed by future developments has been a
continuing discussion item in reviewing the draft plan. Although there is certainly a benefit in
providing a clear expectation and understanding regarding the street location and design, infrastructure
financing, and precise delineation of the locations natural areas, such finality is not readily achievable
in a general master plan as they are typically worked out in reviewing an actual development proposal.
The implementing ordinance for the plan will by necessity contain provisions for both minor and major
amendments to ensure that changes in the conceptual plan as proposed by applicants can be considered
by the Planning Commission and City Council as part of future annexation proposals.
Page 3 of 4
Ir,
CITY OF
ASHLAND
NEXT STEPS
The final draft of the Normal Avenue Neighborhood Plan is scheduled for a public hearing before the
Planning Commission on Jan 14, 2014, and is tentatively scheduled to be presented to Council on
February 18, 2014. At these upcoming hearings, the Commission and Council will be presented with
the final plan, implementing ordinance, Comprehensive Plan and Transportation System Plan map
amendments necessary to implement the Normal Avenue Neighborhood Plan.
FISCAL IMPLICATIONS:
N/A
STAFF RECOMMENDATION AND REQUESTED ACTION:
This update of the Normal Avenue Neighborhood Plan project is intended to provide Council with a
summary of key elements of the neighborhood plan in advance of the formal public hearing process.
SUGGESTED MOTION:
N/A
ATTACHMENTS:
o Land Use Designations Man (9/24/2013 Draft)
o Street Classification Man (9/24/2013 Draft)
o Floodplains and Wetlands Map
o Available online at www.ashland.or.us/normalplan are the following draft additional documents
relating to the draft plan:
• Draft Final Plan Narrative
• Draft Chapter 18 Code Amendments
■ Future Traffic Analysis (final version dated 11/19/2013)
• Traffic Report Figures
• Traffic Report Appendices
Page 4 of 4
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Normal Ave. Neighborhood Plan 0 100 200 400 600 800 1,000 Feet
Sept. 24, 2013, Discussion Draft
NA-01
h.:. NA-02 Zone gross acreage net buildable
NA-01 28.06 13.29
L! NA-03 NA-02 37.46 29.95
NA-03 2.79 2.79
NA-03-C NA-03-C 2.96 2.96
Openspace/Conservation Areas Openspace 22.25 0
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Normal Ave. Neighborhood Plan 0 100 200 400 600 800 1,000 Feet
Sept. 24, 2013
Street Classifications
collector shared street • • • • • • path
street alley
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Normal Ave. Neighborhood
Water Protection areas
Ashland Wetland 50' Buffer 500 Year FEMA r ~ Ashland Riparian Setback
Ashland Floodplains M 100 Yr FEMA
Local Wetland inventory (2007) Contours - 2ft
0 200 400 800 1,200 1,600
Feet
CITY OF
ASHLAND'
Council Communication
December 2, 2013, Study Session
Unified Land Use Ordinance Update
FROM:
Maria Harris, Planning Manager, harrism@ashland.or.us
SUMMARY
An update on key changes to the land use ordinance that the Planning Commission has discussed is
provided prior to the adoption process for the Unified Land Use Ordinance (ULUO). The ULUO will
replace the current land use ordinance, Title 18 Land Use of the Ashland Municipal Code.
BACKGROUND
The Planning Commission is in the process of reviewing and discussing the revised draft of the Unified
Land Use Ordinance. The revised draft of the ULUO is available on the project page
www.ashland.or.us/unifiedcode .
A matrix covering substantive ordinance amendments is attached. The Council received an earlier
version of the matrix in August 2013, but the attached version has been updated as the Planning
Commission works through the revised draft. Changes to the matrix since the previous version are
highlighted. The matrix is lengthy because it summarizes all of the substantive additions and changes
that are proposed. Staff believes many of the items are fairly straightforward, such as adding a purpose
and applicability section to the nonconforming uses chapter explaining what nonconforming uses are
and when they are regulated, or deleting the recession extension because the provision expired in 2012.
A summary of what staff believes are the more significant amendments follows. Most of these
amendments originate from one of three sources - the green development evaluation, the procedures
evaluation and the 2006 Land Use Ordinance Review by Siegel Planning Services LLC.
Cottage Housing
The green development evaluation recommends adopting a cottage housing ordinance as a tool for
encouraging compatible infill development in existing neighborhoods in an effort to use land within
the city's existing boundaries efficiently. Cottage housing is a type of development consisting of a
group of small homes clustered around a common area with consolidated parking. In the current draft,
subdivisions in single-family zones (R-1) could use a density bonus to develop two cottage units in
place of each single-family home allowed by the base density of the district. Cottage housing
developments would be required to meet a set of standards regulating the size, number, spacing,
building and site design (see attached cottage housing standards). The draft includes a maximum size
of 800 square feet of gross floor area, and much of the Planning Commission discussion focused on the
appropriate size for the cottages.
Page 1 of 3
,r,
CITY OF
ASHLAND
Planning Approval Expiration and Extension
The procedures evaluation recommends extending the approval and extension time periods for
planning approvals to add flexibility for owners and save costs in renewing permits. Applicants
currently have twelve months from the date of approval to use most planning approvals (partitions and
subdivisions are 18 months), and can obtain one extension of 18 months. The proposed amendment is
to extend the planning approval from one year to 18 months, and the extension period from 18 months
to two years. The proposed changes would result in up to an additional 12 months to use a planning
approval.
Effective Date of Type II Decision
The procedures evaluation recommends matching the state requirement of ten days to provide more
timely decisions. The draft ULUO includes an amendment that changes the effective date of a Type II
decision from 13 to ten days after the notice of decision is mailed. Appeals are required to be filed
before the effective date of the decision. This may be perceived as reducing the time available to
appeal a decision of the Planning Commission. However, new language is also proposed which
clarifies that if an appeal period falls on a Saturday, Sunday or legal holiday, then the period runs until
the end of the next business day.
Public Hearing for Basic Site Review
The procedures evaluation recommends adjusting the site review procedure for smaller economic
development projects that are currently subject to a public hearing process at the Planning Commission
(Type 11) to an administrative decision with notice (Type I). The ULUO includes an amendment that
would allow a Type I review for developments in the Basic Site Review Zone that are up to 15,000
square feet in size, or additions of more than 50 percent of the existing building square footage.
Currently, buildings up to 10,000 square feet in size, or additions up to 20 percent of the existing
building square footage are a Type 1. The Basic Site Review Zone includes areas such as Hersey St.,
Washington/Jefferson, the airport and Benson Way.
Side and Rear Yard Alley Setbacks
A suggestion made at the open house meeting was to consider reducing the required setbacks adjacent
to alleys to match historic development patterns. The ULUO includes an amendment that would allow
the side and rear yards of detached accessory buildings and residential units to be reduced to three feet,
except that the required back-up space must be provided for garages and parking. A similar provision
is in place in the North Mountain Neighborhood zone, as well as throughout the city for accessory
structures at least 50 feet from a street.
Affordable Housing Density Bonus
The 2006 Land Use Ordinance Review recommends increasing the density bonus to provide a greater
incentive for affordability. The ULUO amends the affordable housing density bonus to provide two
market rate units for every affordable unit provided. Currently, the density bonus allows an equal
percentage of additional units to the percentage of affordable units provided. The affordable housing
density bonus is available in the multi-family zones (R-2 and R-3) and for subdivisions under the
performance standards option.
Building Height in the Commercial Zones (C-1 and C-1-D)
The 2006 Land Use Ordinance Review recommends allowing greater building height on portions of
the site oriented away from residential districts for the purpose of using land within the city limits
Page 2 of 3
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CITY OF
ASHLAND
more efficiently and encouraging structured parking. The ULUO includes a provision which would
allow structures located more than 100 feet from a residential zone to be up to 55 feet in the C-1 and
C-] -D zones. Currently, the maximum building height is 40 feet, except that buildings can go up to 55
feet with a conditional use permit in the C-1 -D zone. Forty feet accommodates a three-story building,
and 55 feet allows a four-story building. The OSF new theater is an example of a building that received
a conditional use permit to go up to 55 feet in height. An issue raised at the focus group meeting was
the requirement to provide plaza space for large scale buildings (over 10,000 square feet) in the
downtown and detail site review zone. The concern was that in the downtown where lot sizes tend to
be small and buildings are built with common walls or very close, the plaza space requirement would
prevent applicants from considering an additional story under the new provision. Planning
Commission asked staff to look at this issue for the revised draft.
Non-residential Setbacks to Residential Zones
Currently, new buildings or additions are required to be setback between ten feet and ten feet per story
for side and rear yards in the commercial and employment zones (C-1, C-1-D and E-1). The proposed
amendment requires five feet per story for side and rear yards abutting a residential zone. The 2006
Land Use Ordinance Review recommends reducing setbacks from residential districts for the purpose
of using land within the city limits more efficiently and encouraging structured parking.
Concentration of Conditional Uses
Language is added to the conditional use permit approval criteria that allows the impact of a proposed
conditional use to be evaluated in terms of the concentration of conditional uses within 500 feet of the
subject site. The 2006 Land Use Ordinance Review recommends establishing a maximum allowable
density or space standard to address concerns about cumulative impacts of professional offices and
travelers accommodations in the railroad district. The issue was also discussed during the review of the
traveler's accommodation ordinance.
Variance Approval Criteria
The variance approval criteria are edited to clarify the requirements. Specifically, the special or unique
circumstance that is the reason for the variance is now tied to a physical aspect of the site, rather than
being open ended. Also, language is added requiring the variance to be the minimum necessary to
address the physical characteristic of the site. Finally, the need for the variance is required to not be
self-imposed by the applicant or property owner, rather than being open ended. The draft language is
based on the state model code.
FISCAL IMPLICATIONS:
N/A
STAFF RECOMMENDATION AND REQUESTED ACTION:
N/A
SUGGESTED MOTION:
N/A
ATTACHMENTS:
1. Draft Cottage Housing Standards
2. Amendment Matrix
Page 3 of 3
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