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HomeMy WebLinkAbout2013-1217 Council Agenda PACKET CITY OF ASHLAND Important: Any citizen may orally address the Council on non-agenda items during the Public Forum Any citizen may submit written comments to the Council on any item on the Agenda, unless it is the subject of a public hearing and the'record is closed. Time permitting, the Presidmg Officer may allow oral testimony. If you wish to speak, please fill out the Speaker ReCgesitform located near the entrance to the Council `Chambers. The chair will recognize you and inform you as to the amount of time allotted [o you, if arty. The~[imegranted will be dependent to some extent on the nature of the item under discussion, the number of people who wish to speak, and the length of the agenda. AGENDA FOR THE REGULAR MEETING ASHLAND CITY COUNCIL December 17, 2013 Council Chambers 1175 E. Main Street Note: Items on the Agenda not considered due to time constraints are automatically continued to the next regularly scheduled Council meeting [AMC 2.04.030.E.] 7:00 p.m. Regular Meeting 1. CALL TO ORDER II. PLEDGE OF ALLEGIANCE III. ROLL CALL IV. MAYOR'S ANNOUNCEMENTS V. APPROVAL OF MINUTES 1. Study Session of December 2, 2013 2. Business Meeting of December 3, 2013 VI. SPECIAL PRESENTATIONS & AWARDS None VII. CONSENT AGENDA 1. Acceptance of Commission minutes 2. Endorsement of the Martin Luther King, Jr. Holiday Celebration for the purpose of hanging a banner 3. Appointment to Housing and Human Services Commission 4. Appointment to Transportation Commission 5. Request for a contract amendment exceeding 25% of original contract with Roxy Ann Rock 6. Approval of a special procurement with JACO Environmental for refrigerator/freezer recycling program 7. Klamath County Intergovernmental Agreement for building inspection services 8. Special procurement for the purchase of a Schwarze Street Sweeper COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9 VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US 9. Establishment of and appointment to Ad-Hoc Recycle Center and Waste Reduction Committee VIII. PUBLIC HEARINGS (Persons wishing to speak are to submit a "speaker request form" prior to the commencement of the public hearing. All hearings must conclude by 9:00 p.m., be continued to a subsequent meeting, or be extended to 9:30 p.m. by a two-thirds vote of council {AMC §2.04.050}) None IX. PUBLIC FORUM Business from the audience not included on the agenda. (Total time allowed for Public Forum is 15 minutes. The Mayor will set time limits to enable all people wishing to speak to complete their testimony.) [15 minutes maximum] X. UNFINISHED BUSINESS 1. Discussion of future planning initiatives 2. Housing and Human Services Commission involvement in social service grant screening XI. NEW AND MISCELLANEOUS BUSINESS 1. Acceptance of FY 2012-2013 Comprehensive Annual Financial Report 2. Annual appointments to Citizen Budget Committee 3. Council discussion of creation of a City beautification and improvement plan and the use of transient occupancy tax revenues for City capital projects XII. ORDINANCES. RESOLUTIONS AND CONTRACTS 1. Approval of a resolution titled, "A resolution accepting changes to the financial management policies and accounting methodologies" 2. Approval of a resolution titled, "A resolution authorizing the City of Ashland to provide a city building for a winter shelter two nights per week through April, 2014, and repealing Resolution No: 2013-30" XIII. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS XIV. ADJOURNMENT In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrators office at (541) 488-6002 (TTY phone number 1-800-735-2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9 VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US Minutes for the City Council Study Session December 2, 2013 Page 1 of 3 MINUTES OF THE CITY COUNCIL STUDY SESSION Monday, December 2, 2013 Siskiyou Room, 51 Winburn Way Mayor Stromberg called the meeting to order at 5:30 p.m. Councilors present: Marsh, Slattery, Rosenthal and Morris. Councilor Lemhouse arrived at 6:09 p.m. Councilor Voisin was absent. Staff present: City Administrator Dave Kanner, City Attorney Dave Lohman, Senior Planner Brandon Goldman, and Community Director Bill Molnar 1. Look Ahead review City Administrator Dave Kanner reviewed and provided additional information for items on the Look Ahead. Mayor Stromberg advised the council that he had made a decision in regards to the appointments for the new Housing & Human Services Commission and he would send out the list to them for their review prior to the December 17 council meeting. Mayor Stromberg asked that staff present the update on the Normal Avenue Neighborhood Plan and that the update information in the packet for the Unified Land Use Ordinance is provided to the council for their information. If time permitted staff could give brief update. 2. Discussion of Normal Avenue Neighborhood Plan update Community Development Bill Molnar and Senior Planner Brandon Goldman presented the staff report. Staff explained that the draft plan 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. Mr. Molnar explained that the process has been very involved and complex and that there are 32 different parcels involved with 1/3 of the parcels land-locked. Background information included the past timeline in which the council had received updates to the plan and the discussion by the Transportation Commission and Planning Commission. Mr. Goldman explained the planning process, which included property owners and neighborhood residents who were active in the design of a conceptual plan and remained engaged in the project over the last 12 months. Mr. Goldman presented the key elements of the plan that have remained as areas of continued discussion: • The type and concentration of housing - plan provides for three different residential zones with different densities: single family residential; low-density multifamily; and medium density multifamily. Neighborhood concern has been related to the proposed locations and potential scale of future developments. • Traffic volumes, street types and locations, and system capacity - Walking and cycling, or "active transportation," is fundamental to the design plan. The central spine of the proposed transportation network is a neighborhood collector that would extend from the southern railroad crossing to East Main Street, directly accessing the majority of the developable property with the plan area. The proposed "New Normal Avenue" has been an area of significant discussion by the public and Commissions. The Transportation Commission recommended that the New Normal Avenue be the sole vehicular connection to East Main Street. A Future Traffic Analysis report found that all existing intersections near the project are expected to continue to function within acceptable operational standards to the year 2038. Minutes for the City Council Study Session December 2, 2013 Page 2 of 3 • Wetland and riparian protection areas - Residents voiced their desire to preserve and retain the rural character of the area, which included the natural area, streams, wetland and other environmentally sensitive features. In addition, property owners and members of the public have contended that the extent of the wetlands area shown on the plan is represented either as too expansive or not expansive enough. Current planning approach is to require 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. • Plan flexibility - This plan is expected to be developed incrementally over the course of decades. The plan has been intentionally structured to retain a high degree of flexibility to avoid prescribing a current fashion in neighborhood or housing design. Continued discussion has been on how to address deviations from the plan as proposed by future development. The implementing ordinance for the plan will provide provisions that ensure consideration by the Planning Commission and City Council as part of any future annexation proposals. Staff noted that it was important to understand that the adoption of the plan is not a plan for development and annexation. That hopefully the plan will provide predictability and provide the decision makers with a point of preference. Mr. Goldman provided maps that identified water protection areas, draft land use framework and the transportation network. He explained that the neighborhood charrettes had provided some plan iterations. Council offered concern on the phrase "acceptable levels" in regards to traffic. Staff explained this would all be based on traffic engineering studies and take into consideration future transportation needs. Councilor Lemhouse arrived at 6:05 p.m. Mr. Goldman explained that staff arrived at the proposed zoning using comparable to existing areas and current Comprehensive Plan. This included the dedicated wetlands and remaining planned units. It is designed as a hybrid frame that allows for a little more density but also for pocket neighborhoods. Mr. Goldman concluded by explaining the steps for the final draft of the plan for public hearings to presentation to the City Council. He also stated that the Planning Commission might need more time to review prior to it coming before the council. 3. Discussion of Unified Land Use Ordinance update Planning Manager Maria Harris provided in the council packet an update of key changes to the land use ordinance prior to the adoption of the Unified Land Use Ordinance (ULUO), which will replace the current land use ordinance Title 18 Land Use of the Ashland Municipal Code. No discussion was held on this topic. 4. 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) City Attorney Dave Lohman went over the suggested changes to the various chapters of the Ashland Municipal Code that dealt with Council Rules and Boards and Commissions Rules and Procedures. He explained that these proposed amendments also include some suggested modifications that are intended to clarify procedural questions. Minutes for the City Council Study Session December 2, 2013 Page 3 of 3 Mr. Lohman explained that Robert's Rules can be cumbersome and the proposed amendments are an attempt to reduce complexity and provide greater clarity. Robert's Rules would still govern some parliamentary procedures, not covered in the proposed ordinance. Mr. Lohman presented the proposed amendments to the Rules of City Council AMC Section 2.04.010 through AMC Section 2.04.040. Council voiced concern in regards to the proposed changes for Study Sessions. Mr. Lohman explained that there is nothing in state public meetings law that precludes the Council from taking action in study sessions that would be permissible in other public meetings. The proposal replaces, "deliberate towards a decision," with more concrete terms describing actions that can and cannot occur in study sessions. He provided examples of these types of actions. Council was reluctant to allow decision making at study sessions and if any motions would be moved on, they should only be based on direction to staff and not policy related. It was suggested that if a councilor were to object to a motion being made then it would moved to a regular meeting. Concern was raised over noticing requirements and accommodating the public. It was agreed that staff would continue with proposed language in this section. Mr. Lohman continued with the proposed amendments and provided further clarification on the current noticing requirement of meetings at 36 hours. There was a suggestion that this should be increased or keep all noticing requirement consistent at 36 hours. Further discussion was held on guidelines for setting perimeters for the time limits regarding council speaking. It was suggested that a councilor should not be allowed to speak more than two times unless called on by the chair. It was agreed that this should be a judgment call made by the chair. Staff will continue to work on the proposed amendments, which includes further clarification on motions. Council requested that staff bring this back for further discussion and completion at a future study session. Meeting was adjourned at 7:16 p.m. Respectfully submitted, Barbara Christensen, City Recorder Regular City Council Meeting December 3, 2013 Page 1 of 7 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL December 3, 2013 Council Chambers 1175 E. Main Street CALL TO ORDER Mayor Stromberg called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers. ROLL CALL Councilor Morris, Lemhouse, Slattery, Rosenthal, and Marsh were present. Councilor Voisin was absent. MAYOR'S ANNOUNCEMENTS Mayor Stromberg announced vacancies on the Tree, Transportation, Public Arts, and Firewise Commissions and the Band Board. Mayor Stromberg moved agenda item #3 Final North Main Road Diet report/Transportation Commission recommendation under NEW AND MISCELLANEOUS BUSINESS to item #1 with Council consent. APPROVAL OF MINUTES The minutes of the Executive Session of November 5, 2013, Study Session of November 18, 2013 and Business Meeting of November 19, 2013 were approved as presented. SPECIAL PRESENTATIONS & AWARDS (None) CONSENT AGENDA 1. Acceptance of Commission minutes 2. Liquor license application for Jeffery Bauer dba The Playwright 3. Authorization to proceed with a special procurement for consulting and project management to Steve Ennis Architects for Ashland Creek Park 4. Rogue Valley Metropolitan Planning Organization Grant Application Approval Engineering Services Manager Scott Fleury addressed the Rogue Valley Metropolitan Planning Organization grant application for the Nevada Street bridge extension. The original engineering estimate by Kittelson and Associates was approximately $3,050,000 that the Oregon Department of Transportation (ODOT) seeped higher. Staff hired OBEC Engineering Consultants for an independent estimate that came to $5,480,000 and included acquistion, sidewalk, and asphalt improvements to the roadway on both sides of the bridge. The bridge was 200 feet long with 200 feet of roadway on each side of the bridge for a total of 600 feet. The estimate from OBEC Engineering Consultants included a 30% contingency as a factor safety and the engineering. If the City received the grant, it would make up the $2,500,000 balance through a future revenue stream using debt service to accommodate the overages associated with the project. The Metropolitan Planning Organization (MPO) ran a new model showing a benefit to the state system. Instead of accessing East Main to Siskiyou Boulevard, Eagle Mill would serve as a bypass route in case the highway closed between Exits 14 and 19. It was also a bike greenway connection and a future transit connection to Mountain Avenue. Councilor Morris/Marsh m/s to approve Consent Agenda items. Voice Vote: all AYES. Motion passed. Regular City Council Meeting December 3, 2013 Page 2 of 7 PUBLIC HEARINGS None PUBLIC FORUM None UNFINISHED BUSINESS None NEW AND MISCELLANEOUS BUSINESS 1. Final North Main Road Diet report/ Transportation Commission recommendation Public Works Director Mike Faught introduced Dr. Eva Skuratowicz, Director of the Southern Oregon Research Center, Kim Parducci, PE PTOE of Southern Oregon Transportation Engineering, and Transportation Commission Chair David Young. Dr. Skuratowicz presented the results from the Resident and Business Public Opinion Survey for the North Main Street reconfiguration regarding traffic speed and flow, congestion, safety, travel time, and effect on businesses. Southern Oregon University Research Center mailed surveys to 1,000 Ashland residents over three geographic areas, people living off North Main Street, people who lived in the general North Main Street area and the rest of Ashland. They received 552 surveys for a 55% response rate. Results indicated driving speed on North Main had slowed down with 60% driving the speed limit and 20% driving below the speed limit. Responses regarding congestion showed a 37% perception North Main was usually congested compared to 8% that indicated congestion prior to the lane change. People living in the target area along North Main responded 58% the road was usually congested. Three quarters of those surveyed were not using an alternate route now that the lanes had changed. For safety, 39% thought the change was safe for cars, 54% thought it safer for bikes and 32% thought it was safer for pedestrians with a quarter responses indicating they thought it was less safe for cars. Traffic flow showed mixed results, 37% thought traffic flowed easier at intersections and 39% indicated it did not flow easily. People perceived traffic flow along the road as worse since the reconfiguration. Travel time to drive the North Main corridor showed half the respondents indicated travel time was longer than prior to the change. Open ended questions addressed merging and turning. They received 39 comments about challenges with merging with no positive comments. Seventy-eight comments talked about problems making a left off North Main or turning onto North Main. There were 41 positive comments that thought the turns were better. The final question whether respondents agreed or disagreed with the statement that changes had improved North Main Street, 20% strongly agreed and 20% strongly disagreed. The overall assessment of the residents' survey showed a weak tendency towards agreeing this was a positive change. Southern Oregon University Research Center contacted fifty businesses and talked to 38 for a 76% response rate. One third of the businesses said their employees had not commented at all on the Road Diet, 40% received negative feedback from employees, and 16% showed positive feedback. Overall, customers did not comment on the lane changes. Businesses utilizing North Main Street for deliveries and transportation expressed schedule and safety concerns due to the lane reduction while three quarters of the businesses interviewed indicated no impact. One business indicated a loss in business. When asked if the businesses supported continuing the reconfiguration, 37% were neutral with the remaining divided for and against the Road Diet. Dr. Skuratowicz summarized results did not show a strong mandate from the survey but provided important trends, concerns, and positives from the public. Regular City Council Meeting December 3, 2013 Page 3 of 7 Ms. Parducci from Southern Oregon Transportation Engineering explained Kittelson and Associates set the original performance criteria to determine if the Road Diet was successful. The criteria had five points to Improve Safety, Reduce Vehicle Speeds, Increase Bicycle and Pedestrian Volumes, Maintain Acceptable Vehicle Travel Time, and Gain Community Support. Ms. Parducci based Improve Safety data on crashes. The Road Diet reduced four lanes of traffic to three and immediately decreased conflicts at intersections. The new bike lanes also reduced conflict and provided a buffer for pedestrians on the sidewalk. August 2013 data indicated three crashes between November 2012 and July 2013. Southern Oregon Transportation Engineering eliminated the third crash because it did not follow the criteria on reporting crashes. Since July 2013, no crashes had occurred. The 10-year average showed 12 crashes per year for North Main Street. Since the Road Diet, there were two to date. She confirmed 39 of the crashes over the 10-year period occurred at the Wimer and Hersey Street intersection. Increasing Bicycle and Pedestrian Volumes involved a snapshot that counted pedestrians and bicyclists at various locations September 2012. Southern Oregon Transportation Engineering gathered and charted data monthly that resulted in slightly higher volumes since implementation. Ms. Parducci observed the biggest change was type of bicyclist and pedestrian that included young families and older people. Smoke from the fires during summer and weather attributed to the slight rise in pedestrian and bicycle usage. September 2013 showed a marked increase. It would take a couple years of study to determine actual changes. The study showed the speed slightly slower for Reduce Vehicle Speeds and Maintain Acceptable Vehicle Travel Time. Kittelson and Associates reported the speed was 31 miles per hour (mph) northbound and 32 mph southbound. Southern Oregon Transportation Engineering data reflected 30 mph in each direction. Kittelson and Associates reported travel time as 235.5 seconds northbound and 233.5 southbound. Southern Oregon Transportation Engineering data showed slightly less both directions with a 5 second difference over two miles. Ms. Parducci concluded travel time and speed had not really changed. Southern Oregon Transportation Engineering looked at every intersection within the corridor to determine stop delays on side streets and North Main Street, where queuing occurred. Prior to the reconfiguration, two intersections did not meet performance standards. The intersection at Hersey, Wimer, and North Main operated at a Level of Service (LOS) of F as a four-lane facility and now operated at a LOS of D under the three-lane facility on the worst month of the year. Other times showed the intersection operating at a LOS of C. The Manzanita, Skidmore, and North Main Streets intersection operated at a LOS of E prior to the three-lane conversion and now operated at a LOS of C. Major changes in delay, turning from North Main Street to a side street or from a side street onto to North Main Street at a stop controlled intersection took less time with the three-lane facility. However, congestion in queue lines at signalized intersections was higher. To improve queue lines, the facility would look into minimizing the pedestrian crossing times to allow more green time for North Main Street. Southern Oregon Transportation Engineering was working with the Oregon Department of Transportation (ODOT) at meeting the minimum pedestrian crossing time instead of using the current maximum. Traffic volumes for side streets showed a 10% increase due to people re-routing. Further improvements would include addressing the merge leaving downtown northbound by adding a turn pocket at Bush Street that would push the transition back. Other design changes was adding a turn pocket at the Bush, Glen, and Coolidge intersection, creating a two-way left turn lane for Glen and Maple, and realigning the driveway just north of Maple Street so it was directly across from the Siskiyou Eye Regular City Council Meeting December 3, 2013 Page 4 of 7 Center as well as shortening the turn pocket. Also proposed was adding a crosswalk on North Main Street between Laurel and Maple and minimizing crosswalk time at Helman, Laurel, and Maple Streets. Mr. Faught explained the only significant expenditure was moving the driveway for Stone Medical and that would cost approximately $50,000. The remaining improvements consisted of restriping. Southern Oregon Transportation Engineering addressed Gaining Community Support by utilizing citizen input to create the design revisions. Ms. Parducci clarified the longest stop time recorded for turning onto North Main Street during the two- hour peak period was at Hersey and Wimer where it took 125 seconds. The average was 22 seconds per car. At Hersey, the average was 24.7 seconds per vehicle and 81 seconds was the maximum. Glen Street experienced 108 seconds maximum wait time with an average of 17 seconds per vehicle. Bush Street was 91 seconds and Sheridan was 93 seconds. She recommended retaining the three-lane facility. Southern Oregon Transportation Engineering did not factor population into the study. The City would continue measuring speeds and crashes on the corridor. Significant changes in type of collision or a pattern would indicate problem areas. Transportation Commission Chair Dave Young explained Ashland adopted the goal of modal equity and increasing the opportunities for multi modal transportation options years ago. The Transportation and Planning Commissions looked into the Road Diet as part of the Transportation System Plan (TSP). Last week the Transportation Commission voted 4-1 to retain the three-lane configuration because it primarily met the objectives, reduced crashes, provided a safe multi-modal corridor for bicyclists and pedestrians. The Commission recognized there were issues with the reconfiguration that required design revisions. The Transportation and Planning Commission would look into a future study of the downtown corridor as it related to parking, transportation, and deliveries, to backload into the TSP. Currently there was not a safe corridor going through downtown. The Commission also recognized crossing North Main Street as a pedestrian was still a problem. The Transportation Commission recommended retaining the Road Diet. Kelly Madding/545 Fordyce Street/Drove and biked North Main. Before the Road Diet, she would only bike to work because it was too dangerous to bike home on North Main. Now she actually rode her bike home, it felt safer. She thought the City used good criteria to measure success, commented the Road Diet was successful, and hoped the City carried it forward. William Heimann/647 Siskiyou Boulevard/Input on the Open City Hall comments indicated residents of Talent and Phoenix entering Ashland on north Main were more comfortable and calmer. Based on the data and the other option of going to five lanes, the City should stay with the three-lane configuration. Tracy Harding/334 Bridge Street/Shared comments from a petition Malena Marrin started that supported the Road Diet. Malena Marrin/220 W Hersey Street/Lived less than a block from North Main and the improvements were great. She could bike to medical appointments that she previously had to drive to and walked her dog twice a day on North Main. She started the petition when she heard people were opposing the project and quickly gathered 500 signatures. She noted many had problems accessing the City website to leave feedback. She went on to share comments from the petition. Gus Janeway/2000 Ashland Mine Road/Lived just outside city limits and on Wednesdays walked with or rode bikes with his children to school. He felt considerably safer, happier and more in a civil environment on North Main Street since the Road Diet. Having the bike lanes met an existing need and Regular City Council Meeting December 3, 2013 Page 5 of 7 the turn lane down the middle was a huge safety factor. Noel Chatroux/75 Nursery Street/Explained he had lived at his address since 1996 and his wife's office was across from North Main on Hersey Street. During the four-lane configuration, she did not walk to her office for safety reasons. Since the Road Diet, she was able to walk to her office safely. Bicycling was his primary mode of transportation and he rode his bike on North Main to get to his office. Many times bicycling on North Main made him uneasy without a bike lane and that had changed with the reconfiguration. He felt he could now encourage his children to bike and noted the Road Diet was a family value supported through engineering. He commended the City for doing the pilot and hoped it remained. John Bullock/777 Palmer Road/Shared the bike routes he typically used in Ashland. He was glad to see the reconfiguration on North Main Street and thought Ashland was almost a complete multi modal safe transportation city. Many of his friends that initially opposed the Road Diet now liked the reconfiguration. He also heard the City of Talent and the Oregon Department of Transportation had contracted in the next construction season a similar three-lane configuration for Talent. Heath Belden/180 Alida Street/Experienced less tail gating on North Main since the Road Diet. He shared a negative experience he encountered as a bicyclist on North Main that made him feel unsafe prior to the reconfiguration. Morgan Lindsay/717 Faith Avenue/Commended the City for implementing the Road Diet. Making walking and cycling a safe and attractive option for people was essential to the changing climate. John Baxter/831 Liberty Street/Supported the Road Diet. For the past 34 years, North Main was a hostile and unsafe road for bicyclists. The old speed on North Main was often 40 mph. A pedestrian or bicyclist hit by a car going 40 mph had a 15% chance of survival. North Main was now safer with the bike lane and people driving slower. Since North Main was unpleasant to ride bicycles for many years, it was unrealistic to expect an increase in cycling within a year. He encouraged Council to retain the Road Diet. Eric Dittmer/2217 Milford Drive, Medford/Explained he was a cyclist and frequently biked to his job at Southern Oregon University year round. The lack of a bike lane on North Main was nerve wracking and he shared an experience where a car almost hit him. He worked with the Oregon Department of Transportation to install a fog lane as a visual that separated bicyclists from motorists. Since the Road Diet, it was a more refreshing ride with a welcoming entrance into Ashland. A new law required motorists to maintain a 3-foot clearance as they passed bicyclists and the bike lane made that easier. He supported the project and hoped Council would vote to continue the Road Diet. James Haim/152 Orange Street/Explained he lived close to North Main, used the route daily, and appreciated the Road Diet. He was previously nervous walking and cycling on North Main and noted that it was safer now. Ron Zell/250 Scenic ~Drive/Used North Main Street daily as a cyclist and motorist and loved it. He shared aspects from a report from the League of American Bicyclists based on data from 2005 to 2012 from 70 cities that noticed a 95% increase in bicycle commuting in bike friendly cities. The other 32 cities were not designated bike friendly cities and experienced a growth rate of 46% over the same period. He went on to share additional statistics and expressed his support of the Road Diet. Julia Sommer/1158 Village Square Drive/As a driver, the Road Diet made it pleasant and safer to drive, traffic flow was smoother, and left hand turns easier to make. North Main needed at least one crosswalk Regular City Council Meeting December 3, 2013 Page 6 of 7 between Laurel and Maple streets. The bike lanes ended abruptly at either end of North Main and were only useful and safe for bicyclists between Schofield and Laurel. Cyclists would use the bike lane more if it connected through downtown to Siskiyou on the south and north to Valley View and the Greenway. The Road Diet supported Ashland's goal of multi modal transportation. She urged Council to retain the three-lane configuration with the suggested modifications. Egon Dubois/381 W Nevada Street/Used North Main for driving, cycling and walking, and crossed it numerous times both before and after the reconfiguration. Entering North Main from a side street in a car was significantly easier and traffic less unpredictable. Additionally it was dangerous to cross four lanes as a pedestrian. Drivers focused on one another and not pedestrians. Now there were two lanes of traffic with one turn lane that provided a buffer zone and traffic actually stopped" when prior to the reconfiguration motorists did not. Scott Calamar/322 Winner Street/Read from a letter he submitted into the record. Cindy Barnard/128 Winner Street/Loved the Road Diet and shared comments from neighbors who felt much safer driving, walking, or biking on North Main Street since the change. She had not seen an increase in side street driving. She did encounter backups on Wimer Street but attributed it to drivers acting safe versus making poor decisions. Her son was an avid biker and she actually rode the bike lane with her grandsons. She appreciated the Road Diet and hope it would continue. John Fisher-Smith/945 Oak Street/Thought the Road Diet was an elegant solution that gave everyone something. He biked twice a day often on North Main Street and described his prior experience using this route. It was much easier and safer now. He was grateful for the Road Diet and liked that it was collaborative. Councilor Marsh/Morris m/s to retain the current North Main three-lane configuration with recommended modifications, if approved by ODOT and a monitoring schedule to be determined. DISCUSSION: Councilor Marsh based her decision on the positive impact the reconfiguration had on cars and driving patterns. Data will compile over the next period of years but there were positive indicators, the number of crashes was down, speed curtailed slightly, and intersections had functional improvements. Councilor Morris thought it was an interesting experiment worth trying and the option of increasing to five lanes was not good. He supported the Road Diet. Councilor Lemhouse thought Council should have studied the Wimer and Hersey intersection prior to the realignment. The study was well done but at a disadvantage due to the realignment of Wimer. It was not a perfect solution but this was the best they could do right now and further changes may occur. He cautioned that while multi modal was encouraged to remember this was Highway 99 and commercial trucks needed to access the road for deliveries. Councilor Slattery shared that he initially did not support the Road Diet even though he supported the Hersey and Wimer intersection realignment. Some of the data was inconclusive but two things made him in favor of retaining the Road Diet. One was the increased bicycle and pedestrian safety, the other was the decrease in crashes. He suggested further studies and the need to address concerns. Councilor Rosenthal noted his own skepticism initially and how the data, studies, and public input swayed him. He agreed with the proposed revisions and wanted to see the merge issue studied further. Roll Call Vote: Councilor Marsh, Morris, Lemhouse, Rosenthal, and Slattery, YES. Motion passed. 2. First Quarter financial report for year one of the 2013-2015 biennium City Administrator Dave Kanner explained the City looked good through the First Quarter of 2013. Staff focused on how the City did on a fiscal year and a biennial basis. It was important departments did not Regular City Council Meeting December 3, 2013 Page 7 of 7 exceed 12.5% of their budgeted expenditures or go beyond 25% for the fiscal year. Currently the City overall was slightly below 25% for the fiscal year. First Quarter numbers were difficult to assess because the major revenue source from property taxes did not start coming in until the second quarter. Prior to final adoption of the budget, PERS (Public Employee Retirement System) legislation passed but the City still increased the PERS payment in the budget. Since the money was budgeted as a payment for service, the City was paying its own insurance fund. It was unappropriated revenue in the insurance fund as a payment from all the other funds. In the next biennium, the money would be available for what the City anticipated as an increase to PERS costs. Staff did not create a separate reserve for PERS but insured the money would be available for PERS in the next biennium. The Shakespeare Festival experienced its best year in attendance ever. Lodging throughout Ashland was up over the previous summer. Staff anticipated a larger than budgeted increase in both Transient Occupancy Tax and the Food and Beverage Tax and did not see either, both revenue streams were right on budget. Councilor Slattery noted there was a research group trying to measure the impact the wildfires had during summer on the Food and Beverage Tax. Mr. Kanner agreed the smoke most likely had an effect and requested results of the study when it was ready. Altemately, it was possible lodgers lowered their room rates in an attempt to attract customers during the smoke. Occupancy could have gone up but revenues did not. Councilor Slattery/Lemhouse m/s to approve the First Quarter financial report for FY 2013-2014. Voice Vote: all AYES. Motion passed. 3. Council discussion of future planning initiatives Delayed due to time constraints. ORDINANCES, RESOLUTIONS AND CONTRACTS (None) OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS Councilor Lemhouse announced controlled burning in the watershed began earlier in the day. Councilor Rosenthal extended Happy Hanukkah greetings and noted the first lighting of the Menorah in the Plaza would occur December 4, 2013. ADJOURNMENT Meeting adjourned at 10:03 p.m. Barbara Christensen, City Recorder John Stromberg, Mayor ASHLAND HISTORIC COMMISSION Meeting Minutes November 6, 2013 Community Development/Engineering Services Building - 51 Winburn Way - Siskiyou Room Call To Order - Regular Meeting. 6:05 pm Chairman Skibby Historic Commissioners Present: Dale Shoslrom, Keith Swink, Kerry Kencairn, Allison Renwick, Sam Whitford, Tom Giordano, Terry Skibby, Ally Phelps, Victoria Law Commission Members Absent: Tom Giordano Council Liaison: Greg Lemhouse absent High School Liaison: None Appointed SOU Liaison: None Appointed Staff Present: Staff Liaison: Amy Gunter, Clerk: Billie Boswell APPROVAL OF MINUTES: Ms. Renwick made a motion to approve the minutes of the October 2, 2013 meeting, Mr. Whitford seconded the motion. Ms. Law abstained due to being absent. The minutes were approved unanimously by the remaining Commissioners. PUBLIC FORUM: There being no one wishing to speak, the Public Forum was closed. COUNCIL LIAISON REPORT: None PUBLIC HEARING: PA2013-01476 108 N. Second Street Dudley Rood Ms. Kencairn recused herself due to her working relationship with the applicant. No other exparte contact or conflict of interest. Ms. Gunter reviewed the prior hearing before the Commission for the remodel done. She explained that the applicant, Dudley Rood, has decided to live in the upstairs apartment and rent the two Travelers Accommodations on the main floor. This Conditional Use is for the Travelers Accommodations. Mr. Rood said that no upgrades or changes need to be made to the structure. He feels the use will not detract from the mixed use neighborhood since 75% of the structures are commercial. Mr. Shoslrom and Mr. Whitford both commented on how much they like the remodel that was done. There being no further questions of the applicant and no one in the audience wishing to speak, the Public Hearing was closed. Mr. Shostrom moved to recommend approval. Mr. Swink seconded the motion and it passed unanimously. PA-2013-01388 14 Calle Guanajuato Allan Sandler Ms. Gunter shared the details of the submitted building plans showing exterior detail and finishes. Mr. Shostrom stated that the window should have real mullions applied to the glass and not inside the glass or tape on glass. Overall the Commissioners liked the design. PA-2013-01421 270 N First Street RNN Properties, LLC Chairman Skibby confirmed there was no conflict of interest or exparte contact. Ms. Gunter reviewed the staff report with the Commissioners explaining that the existing structure would be torn down and a new 2-story, 1300 sq.ft. residence built. The front yard setback was reduced to only 6 feet to conform to other front yards along the street. Windows will be primarily double hung. No driveway would be allowed due to spacing issues on First St so the parking would be in the rear off the alley. They are requesting to keep the 3-foot side yard setback due to the narrowness of the lot. The lot is adjacent to commercial zoning on the north and is considered a transitional structure. The roof would be metal to accommodate water collection efforts and Leeds requirements. Ms. Gunter summarized the concern letters received from neighbors stating issues with the parking, the size of the structure (2-story), the metal roof and other window and trim details that seem to give the structure a more commercial rather than a residential look more compatible with the other houses in the neighborhood. Nisha Jackson, the applicant, said the lot has commercial businesses on three sides. Due to the extreme narrowness of the lot the proposed home will only have 1300 square feet on two floors. The exterior finish will be a combination of stucco and wood. Ms. Jackson desires to make the home Leeds Certified at the Silver level. The metal roof contributes to that goal to aid in rainwater recycling. Chairman Skibby commented that the existing house was built in the 40's and is in poor shape and has little to contribute to the Historic district. There were no further questions of the applicant and the meeting was opened to those in the audience wishing to speak. Patricia Way of Ashland stated she was there also representing her daughter that lived next door and they were both opposed to the project. She had concerns regarding the metal roof and other commercial aspects of the design. She also felt the size and scale, specifically the 2-story design, made the house bigger than any other residences on the block. There was also resistance to the parking being in the back yard and felt it would negatively affect the neighboring back yard. Chairman Skibby asked what other type of roofing material could be used. If a composition roof were done it could make the Leeds certification harder to meet. Ms. Way also questioned why a front porch was allowed, when her daughter was not able to add a porch. Ms. Gunter explained the situation was not the same. Ms. Jackson clarified that they would have an eight foot front yard setback instead of the six feel allowed by averaging. There being no one else in the audience wishing to speak, the public hearing was closed. Chairman Skibby commented on the challenge of building on such a small lot size. He was also concerned about the metal roof. Ms. Kencairn pointed out that the metal roof was needed for the rainwater collection system and she did not feel it was inappropriate because of the transitional area. Mr. Whitford agreed. Ms. Law was concerned about the 2-story size and that it blocked views. Mr. Shostrom felt the 2-story mass was an issue but the step-back of the second story made it fit better. Ms. Renwick suggested the two double-hung windows be separated by at least 4 inches to give a more period look. She was also struggling with the scale and size. Mr. Shostrom said the large scale and commercial look was in stark contrast to the other residences in the neighborhood. Mr. Swink supported the project as the best use of the property. Mr. Whitford made a motion to recommend approval of the project adding the recommendation that a minimum of four inches between the double-hung windows be required. Ms. Kencairn seconded the motion. Swink, Whitford, Renwick, Kencairn and Phelps voted to approve the motion. Shostrom and Law voted against it. The motion passed by majority vote. DISCUSSION ITEMS: A. Brochures - Discussed the mailing and distribution of the Historic Brochures. Amy needs lists and suggestions sent to her of who to send to. NEW BUSINESS: A. Review Board Schedule November? Ally, Keith November 14 Sam, Dale, Tom November 21 Terry, Allison, Tom Wed, November 27" Terry, Allison, December 5 Keith, Kerry, Victoria B. Project Assignments for Planning Actions: BD-2011-01029 400 Allison Robin Biermann New SFR under construction Whitford/Renwick BD-2011-00621 89 Oak St Amorotico New fa ade on building under construction Shostrom BD-2013-00256 175 Lithia W First Place Partners 3-story mixed use building (under constr Giordano BD-2013-00388 522 Rock Wallace 4 Accessory Units 1 under construction Shostrom BD-2013-00093 108 Second (Dudley Rood CUP and Solar Waiver for 2nd story unit (underconstr) Shostrom BD-2013-00378 245 Van Ness Nate Witembur & Brint Bor ilt Addition under constr Kencairn PA-2013-00366 57 N Main St. North Mix Sweet Shop entry door (complete) Phelps BD-2013-00718 5 B Street (Spartan Properties) New Comm Bldg under construction Phelps BD-2013-00796 15 N First Amuse Walk in Cooler under construction BD-2013-01363 370 E Main Staunton Front Fa ade under construction Shostrom PreA 19 Gresham / 374 Har aline Swink PA-2013-01388 14 Calle Guanajuato SandlersRestaurant Renwick PA-2013-01421 270 N First St Nisha Jackson New SFR Renwick COMMISSION ITEMS NOT ON THE AGENDA: Photo boards - Commission needs to identify businesses they can be placed in. Historic District Books - suggest having them scanned in by an Intern to create an online file for reference. ANNOUNCEMENTS & INFORMATIONAL ITEMS Next meeting is scheduled for December 4, 2013, 6:00 pm. There being no other items to discuss, the meeting adjourned at 8:00 pm. Respectfully submitted by Billie Boswell. C I T Y OF -ASHLAND ASHLAND PLANNING COMMISSION REGULAR MEETING MINUTES October 8, 2013 CALL TO ORDER Chair Melanie Mindlin called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers, 1175 East Main Street. Commissioners Present: Staff Present: Troy J. Brown, Jr. Bill Molnar, Community Development Director Michael Dawkins Brandon Goldman, Senior Planner Richard Kaplan April Lucas, Administrative Supervisor Melanie Mindlin Tracy Peddicord Absent Members: Council Liaison: Debbie Miller (Recused due to Mike Morris potential con ict of interest) ANNOUCEMENTS Community Development Director Bill Molnar announced the Commission will be finishing up the Unified Land Use Ordinance and Normal Neighborhood Plan projects over the next few months, and there are also two land use hearings coming. He also stated the City Council will be discussing short term vacation rentals in single family zones and potential changes to the 200 ft. rule in multi-family zones at their November Study Session. CONSENT AGENDA A. Approval of Minutes. 1. September 10, 2013 Regular Meeting. 2. September 24, 2013 Study Session. Commissioners Kaplan/Dawkins mis to approve the Consent Agenda. Voice Vote: all AYES. Motion passed 4-0. [Commissioner Brown abstained] PUBLIC FORUM No one came forward to speak. DISCUSSION ITEMS A. Normal Avenue Neighborhood Plan. Staff Report Senior Planner Brandon Goldman stated the final draft plan was presented at their last meeting and reviewed the Staff Memo which addressed the questions previously raised by the Commission. He noted the Transportation Commission discussed this plan at their September 26 meeting and have continued their discussions to October 24. Mr. Goldman addressed the next steps in the process and explained the Planning Commission will hear the plan again on November 26 with the public hearing scheduled for December 10; and the City Council hearing has been tentatively scheduled for January 7, 2014. Staff was asked to comment on any items that are unique to the Normal Plan and deviate from the current standards in the land use code. Mr. Goldman responded that the dimensional regulations are unique to these zoning designations, and added the cottage development minimum outdoor recreation space could be included in the new code language if they are specific to the Ashland Planning Commission October 8, 2013 Page 1 of4 Normal Plan, or could be removed and included in the Unified Code if there are opportunities to apply those standards in other zones throughout the City. Aside from those, he stated the remaining standards were intended to be consistent with the existing standards in the land use code. Staff was asked whether any of the properties have had their permitted density decreased. Mr. Goldman clarified the area in the southwestern corner would change from suburban residential (7.2 units per acre) to single family residential (5 units per acre). Public Input Sue DeMarinisl145 Normal Avenue/Read aloud her prepared statement that outlined her concerns with the plan, including density, wetlands, and traffic safety. (See Exhibit A, attached) Randy Jones/815 Alder Creek Drive, Medford/Stated he is speaking on behalf of six different property owners and explained while they would prefer to have lower density on their land they are willing to support the plan. Mr. Jones stated they are in the process of obtaining a wetland delineation and the wetlands as currently shown on the map will significantly shrink and some will disappear completely. He stated they are hoping for a wet year so they can determine the true hydrology of the site and what has been artificially charged by irrigation water. Mr. Jones stated the Cemetery Creek wetland will shrink down because there is some illegal dumping of storm water from projects to the east, and stated the local, significant wetland adjacent to the new Normal Street will disappear as it is artificially charged by sloppy irrigation. Mr. Jones stated they are fixing these things now so when the delineation happens this winter they will know exactly where the setbacks are and what can happen on their property. John Cowell/501 Canter Lane/Stated he represents Grace Point Church and read aloud a prepared statement that addressed their concerns with the wetland delineation and the proposed density for their property. (See Exhibit B, attached) Ray Eddington1501 Canter Lane/Stated he is also a representative of Grace Point Church and voiced his support for the statements made by Mr. Cowell. Suzanne Marshall/369 Meadow Drive/Commented on the issue of sewage and stated this is a problem that needs attention. She stated they experience odors and have witnessed City workers vacuuming out the sewers on a monthly basis for several years. Ms. Marshall stated denser housing will exacerbate this problem and asked for assurance that the sewer system will be improved as new development occurs. Howard Miller/160 Normal Avenue/Listed his concerns with the plan and stated currently there are two roads going across his property and a sidewalk across his front porch. Mr. Miller commented on the hydrology of the site. He stated the wetlands do indeed change and having roads too close to them is not the right way to handle this. He stated the subsurface flows are quite significant and recommended this be carefully examined. Mr. Miller voiced concern with the adjacent cottonwood trees in the wetland area that were removed today, and noted his four-acre property is used for food production and there has been no discussion of this. He concluded by stating the Normal Plan is too compact for the area and asked them to recognize the residents that are already there and will have to live with this plan. Bryce Anderson/2092 Creek Drive/Stated he represents the Meadowbrook Park Estates Homeowners Association and read aloud a prepared statement that outlined their traffic concerns. (See Exhibit C, attached) Marni Koopman11790 Homes Avenue/Read aloud her prepared statement which outlined her concerns about climate change and the increased potential for floods, draught and wildfires. (See Exhibit D, attached) Paula Skuratowicz12124 Creek Drive/Stated she represents Ashland Meadows Homeowners Association and read aloud her prepared statement that outlined their concerns with the lack of public transportation for this area. (See Exhibit E, attached) Brett Lutz/1700 East Main Street/Noted he provided comment to the Transportation Commission at their September 26th meeting and shared his concerns with the wetland areas. He stated his property is on a well and there are areas of this property that stay green year round due to the underground water. Mr. Lutz commented that the area that is now the bus loop used to be Ashland Planning Commission October 8, 2013 Page 2 of 4 a larger wetland area, but the water was diverted to a pipe under the road to a nearby stream. Additionally he voiced his concern with the proposed density for the area and raised issue with the location of the roadway on East Main. Bob Ayers/2090 Creek Drive/Stated his primary concern is the Cemetery Creek wetland area, which is adjacent to his home, and encouraged the Commission to preserve the existing wetlands and wildlife. Questions of Staff & Commissioner Comments Staff was asked to clarify the relationship between the plan they are making and the property owner's ability to delineate their wetlands differently from what the plan shows. Mr. Molnar explained the maps that people have referred to were created by a very prescriptive process laid out by the State of Oregon and those areas became part of the statewide local wetlands inventory. He staled this inventory was much more detailed and contains better information than the national inventory that was done decades ago, and was intended to let property owners know where the wetlands likely are. Mr. Molnar explained at the time someone chooses to develop their property and encroach onto that area, they are required to provide a wetland delineation which is a much more detailed survey that is submitted to the State for verification, and then becomes the official wetlands boundary that our local ordinances go off of. He clarified wetland delineations are only good for a certain amount of time because wetlands change, and if there is a wetland on any part of the property the delineation is required. Comment was made questioning the potential weakness of approving the plan with the current wetland delineations from the State. Comment was made questioning delineating the wetlands in wet versus drought cycles. Commissioner Peddicord shared her experience with wetland delineations and stated they have to meet a very prescriptive criteria. She added while a delineation now would be very helpful, it might be very different 15-20 years from now when development actually occurs. Comment was made acknowledging the residents' concerns with traffic on East Main Street, but clarifying that this is an issue for the Transportation Commission. Mr. Goldman clarified these improvements are laid out in the Transportation System Plan, but ultimately these are capital improvement projects as well as improvements that are development driven. He added in staffs conversations with RVTD they have indicated the buses will follow the people, and it will not be until this area builds out that bus service is provided. Staff was asked whether assisted living facilities are allowed in the proposed zones. Mr. Goldman clarified currently it is not listed as a permitted or conditional use; however in our standard multi-family zones these are a conditional use. Several commissioners voiced support for allowing assisted living facilities as a conditional use and for the Normal Area zones to not be any more restrictive than similar zones throughout the City. Mr. Molnar commented on the hydrology issue. He slated this is a difficult subject but staff has listened to the input and will return with some options for the Commission to consider. He stated he would have a hard time recommending a full delineation of the site at this point to the City Council, and noted the issues of who would pay for it and how long it would be valid. He stated they will need to determine whether to address the wetlands on a case by case basis, and regardless of the delineation are there areas they want to preserve; and if so, how are the property rights of the individual owners affected by the plan. Comment was made expressing concern with creating special conditions in terms of the wetlands and hydrology of this area and commenting that there are a lot of places in town that could be considered equally as sensitive. It was questioned how far they can really go in creating special circumstances here. Comment was made questioning if the increased density they are allowing compensates for the allocation of open space. Mr. Goldman stated staff has not done a property by property analysis of this; however it is clear the properties in the southwest corner will have a reduction from 7.2 units per acre to 5 units per acre. He added that all of these properties are currently in the County and they are free to develop under the County's standards which differ from the City's. He noted the comment made during public testimony of trees being removed and clarified that the County has different riparian protection standards and this would have required a permit and review under the City's ordinance. He added under the County standards property owners can build a home with only building permits, and do not need to provide a wetland delineation if they show they are outside the Ashland Planning Commission October 8, 2013 Page 3 of 4 state's wetland inventory; whereas if they annexed into the City, this would be a requirement as well as locating their home in a way that allows for future street connectivity. Comment was made questioning where the funds will come from to address the transportation concerns. Mr. Molnar stated staff will meet with the Public Works Department and try to determine if the East Main Street improvements will be paid for by the capital improvements plan. He added the other big ticket item will be improving the railroad crossing. Opinion was given that if the Baptist property develops they should have to pay for the street improvements rather than pushing this cost onto the neighbors. Fire Marshall Margueritte Hickman was asked to come forward and speak to the fire access requirements. Ms. Hickman explained that if a street dead-ends this would be a concern for the Fire Department. Mr. Molnar clarified this plan shows the minimums necessary to access the property and there could be extra streets or requirements added based on the individual development proposals. He also noted this plan anticipates the future connectivity for the entire site and there could be interim requirements to facilitate fire apparatus access. ADJOURNMENT Meeting adjourned at 9:10 p.m. Ashland Planning Commission October 8, 2013 Page 4 of 4 City of Ashland 2011 Buildable Landsinventory The primary indicator of future residential land needs is projected population growth. The BLI, compiled by the City of Ashland, stated that the buildable lands WITHIN the City Limits could accommodate approximately 1,883 units. With an average household size of 2.03 people, 1,6o4 units would be needed over the next 20 years That's 279 more units available than are needed, already WITHIN City Limits. Outside the City Limits, yet within the UGB, approximately 97o additional units could be accommodated. The net buildable lands within the UGB could accommodate up to 5,791 new residents, which according to the City Comprehensive Plan population projection, is not expected to be reached for approximately 2 more years r I Potential growth within the UGB, as shown on the zoning densities of the Normal Ave Neighborhood Plan, is EXCESSIVE to the 20-year supply of needed buildable lands required by the state. The housing types according to the Normal Ave Neighborhood Plan (Ch.i8 code Amendmts-18.3.x.010) are supposed to be distributed in such a manner as to locate similar densities of development across from established neighborhoods The area along the existing Normal Ave. has single family detached dwellings, usually with at least one or more acres/homesite. The current staff design does NOT follow development standards to preserve and promote single-dwelling neighborhood character around the existing neighborhood with a zone of NA-02 (as defined as multi-family low density) cutting a swath across the north end of Normal Ave. to the Ashland Middle School. Buildable Land, as defined in City of Ashland's 2011 BLI, means residentially vacant, partially vacant, & re-developable land within the UGB that is NOT severely constrained by natural hazards or subject to natural resource protection measures. Residential annexations ultimately have a required go% max. density UNLESS reduction in total # of units is necessary to accommodate significant natural features, e.g. wetlands. The designated wetland in the Normal Ave Plan area (Wetlands #9 on the City of i Ashland/DSL Local Wetlands Inventory Map) has been cut down in size. A WETLAND DELINEATION Site Map, prepared by a natural resource professional, is required for activities/uses in a Wet.Protc.Zone(Code 18.63.110). Since the BLI doesn't require such a high density due to the available buildable lands within the City Limits, a reduction in density, adjacent to the wetlands (not thru them), possibly NA-o1 single family dwellings, should be considered to accommodate (see City of Ashland Wetlands Regulations Code 18.63.070) the natural hydrologic features and ecosystem, as well as maintaining the single-family dwelling neighborhood character. EXHIBIT A October 8, 2013 Planning Commission Minutes Traffic and Pedestrian Safety Even if the Designated Wetland #g is allowed to be manipulated and minimized for development in the Normal Ave Neighborhood Plan, there is still a very real concern regarding traffic and pedestrian safety. If a major connector road is allowed to route the new development traffic toward the Ashland Middle School bus turnaround and subsequently feed out onto E. Main St., there will be hazardous conditions for the students and families with the increased usage. Photos were sent to commissioners showing morning and evening congestion of students, buses, &cars. There's limited visibility by an incoming blind curve with the egress to the south. To see to the west, a vehicle must pull almost into the traffic lane. Public health, safety, and quality of life should be considered when crafting a Master Plan for an area to be annexed into the City for future development. Among the costs of growth, infrastructure needs, environmental and social costs especially to the residents of the local neighborhood, can produce the following negative impacts: • Decreased Air Quality • Decreased Water Quality - possible aquifer depletion • Lost Open Space • Lost Resource Lands : Wetlands, Agricultural Land • Lost Visual & other amenity values • Lost Wildlife Habitat • Traffic congestion/dangers • Increased noise pollution • Increased light pollution l • Lost sense of neighborhood community By Fodor & Assoc., 2002 "Assessntt of Statewide Growth Subsidies in Oregon" The costs of such increased housing densities should be evaluated in a Quality of Life and Fiscal Impact Analysis. There are hidden costs to the City's taxpayers created by such unnecessary dense growth. The adequacy f existing fire, ambulance, police, water, sewer and sewage treatment, street infrastructure, student/teacher ratios and school facilities will be tested and proportionately need to increase with such growth. I A Fiscal Impact/Cost of Community Services Analysis should show annexation and development will pay for its own growth! These hidden costs are not covered by the Systems Development Charges that the developers will pay. Will Ashland taxpayers be required to "subsidize" these costs of increased housing densities with new bonds, or increased property taxes? (For example, when Strawberry Lane had an uphill development that required paving the whole road and downhill residents were each charged a massive $414o LID tax bill . 1r "PLEASE ADDRESS THESE CONCERNS WHEN MAKING Y , . . ON! Planning Commission Minutes ~n".r~~,;~• ~n -3F'SS~;~r,~ s ~.c ~~ir~tr,*~,d,`iis i;F'a~'~"8~~ 7~'T' h ~s ~+s'!F.. 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'NA-01 p11/Q f• NA-03: I!j -ID tvo rl.\ ' *..,,n0 0 NA-02: NA-04: Open Space i 10 300 500 north 0 f D V /A C JFZZZ09 Neighborhood Commercial Allowed y PY +m. r '\Lyzy ra.t'.YhtT~Yy 'iEn ~I' ~6'FEG~f`S.F'va° ~ .R} : R2F`sS~I/ ~g~ ;va "'y- u1~ i1'. a it 1 I "$SP d.,+t1Ey P,{l i~+'~Y~'.'~'S~ff rf n y~ r -,:S t;,_ . •n4L. .i',-~Z[-,tega u ,hr~p3\~ q.~ a`e c"saef;~$,g 'F~+°i`i tau. tr~~ r ~,rs~1 *1 s\ Y~ a1W7`J`7Y. 4 ~ . ,cros.~n k..~i EXHIBIT A October 8, 2013 q1-12 411 3 Planning Commission Minutes I - Water Resource Protection Zones Requirements Stream Bank Protection Zones Wetland Protection Zones I~ ~l~ • r rr v p 1 _0 a, -r ....."n...e..r..-.u....iw..~.w. Z"ll ^'"w v ~.r \ ~ h\}i`/ 9`n~Scrr r~ / ^ iWYnr FIwdT (FQAA) (unwvn Fnnrm .~M1.u~i y•T, r 44J' \ \Y{ ~"'7...-~r"a`4s~ - w.~wanooa~ ,.'Fb.ae, cawmasv®aem 1 r/ ss y\ 4.~' e11~.~ ? is i •;+y 'q,." r.;F'~ S. I:. ~ } 1 1 71LLPn,..,~~ ..•°•~s' ~ r > l , ~~,,.,,A : F Y _ .'d I vv . s 4 N-jrqf_ a~'i• ~ ~ : 3~c i In .G''•. f F.. I 4.. ar ; jk I~ k-~I. i Y %S s , r~r./Y 1 , 4 1 ' 1 tY~-~.- rt a T i J:' t a'~. t'e`r 9 ~ r X x tJ/ ~^5- '-,q rr -gz r'w r~ :r n I' { /l.._-_.7 . - .r4r S - s nq.. t ;k 1 r i2 7 :.p 1 f c It ~ r i/v'6'f W 2 , -1 X tl a m,m a,r. w~c,eM~v+++se~..wy . W terResources` Clty of Ashland c,vr or Local Wetlands Inventory ASHLAND T39S R I E 10 t, _ II I . T39 1E 10 .R~RO PW I ~d II W12 1" T~i ~ NIQiO]W it 10 I i' W4 nr IL I E 4Z 'I 99 Legend y51,II~~ 'M""~'°'""m•.°`P.~.:. s:~"ir°..`°.• ®vkDrd•,kklndW rWw sev~,krem,ena•'+ma ~'~"•®:wmr.°+~.'~~...:°" W NP]a+DeMfUD ®Uka'idonN dTMCY WWDY• ~~ipd•«i°,Ue~nn.~xfa. veren u:xas ,a.®.-+x,..m+e k'M Oxs va®<a..s.+.w ,w Fd..rv.w ~vnwaYaa,nee .-z.~ r•kxkRNEmawa raw ,,,~.,,a,•,qs, ®ram ~,r «m~... R'Wim WM1b 1 OA. bIN Sevin mwiyr "may. ~v~x„ 9614M1rrU0kN • %AlFDU`• fW,Wv oy.unmmrw • Obarow Poly _ uomi v v ~ v - m a•m`i~igi~.~i Sk reehw.dMdwRkm lke Bwr G•ak xahM•d ^ ~nwo.n EXHIBIT A October 8, 2013 Planning Commission Minutes April'Lucas From: Sue D. [suedem@charter.net] Sent: Thursday, October 03, 2013 5:40 PM To: april.lucas@ashland.or.us; tbrownpc@gmail.com; rpkaplan46@gmail.com; Howard Miller; sassetta@mind.net molnarb@ashland.or.us; mike@council.ashland.or.us; tmpeddicord@gmail.com; carol@council.ashland.or.us; craig.ashland@gmail.com; davidchapman@ashlandhome.net; faughtm@ashland.or.us; graf@sou.edu; shawn@polarissurvey.com; corinne@mind.net; dyoung@jeffnet.org Subject: Normal Ave Neighborhood Plan Concerns Attachments: Scan0006.jpg; Scan0007.jpg; Scan0008.jpg; Scan0009.jpg Dear Commissioners, I am a concerned resident in the Normal Ave. neighborhood of Ashland. My concerns involve 3 categories: traffic/pedestrian safety, development density, and wetlands preservation. PedestrianlTraffic Safety Concerns Vehicular circulation through the Normal Ave Plan area has shifted dramatically from the original design charrette in Oct. 2012 which showed a pedestrian/bike path connection for access to the Middle School. The current transportation Street Network shows a major Connector Road linking the original Normal Ave to the curve of the Ashland Middle School bus drop off. Attached scans #0008 (8:37am) and #0006 (6:33pm) show how busy this area is with school buses, children and families during the day. This is exactly where the Collector Road has been designed to empty all the new westward (heading to downtown) traffic from the neighborhood developments. Scan #0007 shows the limited visibility of the connection of the Collector Road onto E. Main St. (adjacent to an incoming curve/blindsight on E. Main). If most of the development density was to be concentrated in the middle of the 94 acre area (as was discussed at the Charrette Process), then the design for the two new egresses onto E. Main St. (around the Baptist Church property, west of Clay St.). would serve the new residential development population adequately and without traffic safety concerns for visibility and pedestrian/student congestion from a Major Connector Road going through to the Ashland Middle School. Development Density/ Land Use Zonina Concerns The housing types within the Normal Ave Neighborhood Plan are supposed to be distributed in such a manner as to locate similar densities of development across from established neighborhoods. The area along the existing Normal Ave. has single family detached dwellings, usually with at least one or more acres/homesite. The current staff design does NOT follow development standards to preserve and promote single-dwelling neighborhood character around the existing neighborhood with a zone of NA-02 (as defined as multi-family low density) cutting a swath across the north end of Normal Ave.to the Ashland Middle School. Also, adjacent to the designated wetlands in the Normal Ave Plan area, the staff design has abutted an NA-02 zoning density, where a reduction in density, possibly NA-01, should be considered to accommodate the natural hydrologic features and ecosystem (see Wetlands Concerns below). If such non-compatible zoning density is allowed, it will adversely affect this established community's quality of life, increase noise level with traffic congestion/air pollution, and negatively affect the local natural habitat/environment. The undeveloped land in the middle of the 94 acres, just west of Cemetery Creek & east of the proposed new Normal Ave., should be re-designated from NA-02 to NA-03 with multiple compact attached dwellings to easily accommodate the required 90% maximum density for the entire area to be annexed into the City. This area currently doesn't have an established neighborhood to be affected by such increased developmental impact. Wetlands Concerns There is a large section of the Normal Ave Neighborhood Plan that has been identified and designated by the Oregon Dept, of State Lands on their City of Ashland 2001 Local Wetlands Inventory Map (scan #0009). This 1.68 acre Designated Wetland #12 is seasonally saturated with water with no designated outlet for runoff or drainage. It provides a role in local flood control, groundwater regulation/purification, and replenishment of local aquifers for neighborhood domestic well water. Additionally, a distinct ecosystem has developed around this Wetland to support the biodiversity of the specific plants and animals that depend on it. As a neighboring resident to this natural water feature. I have observed red tail hawks, quail, doves, owls, as well as families of deer & gray fox. t EXHIBIT A October 8, 2013 Planning Commission Minutes The original charrette map, as well as the original Normal Neighborhood Master Plan map/Phase 2, have shown this Wetland to extend from the Ashland Middle School bus turnaround/soccer fields and behind Grace Point Church, and across almost to the existing Normal Ave. The current zoning map shows a shrunken down version of the Wetland, and a MAJOR Connector Road going right through the north end of the Wetland! As City Commissioners, I would hope that you have reviewed an Environmental Impact Report on this Ashland Wetland #12 prior to allowing its boundaries to be manipulated for development and transportation plans. Has anyone requested such a report or information regarding this sensitive significant water feature? Please consider the impact of changing this Wetland Ecosystem, as well as the potential educational opportunities it could provide (especially adjacent to the Ashland Middle School) if left Intact and buffered by lower density development. I would appreciate your inclusion of my concerns in your discussions and decisions regarding the Normal Ave Neighborhood Plan. Thank you for you time and service, Susan DeMarinis 145 Normal Ave. Ashland, OR 97520 suedem aocharter.net 2 EXHIBIT A October 8, 2013 Planning Commission Minutes Y`1 ~W F~ (41 ~r S ~~I 1 3 i G J A ' =ss-n. r ;r EYS 1 EXHIBIT-A October 8, 2013 Planning Commission Minutes I IYih • P Pte, x 9,i ~ I t U~ t t. T y I. y I r ! I ' ' ~4"~ r"t • 1 1 ~ fe ay r.. k I~G. yA t tt- , ~y{~~ a ~i Y - ip n h. {1 1 r ~ ~p 4 1~ ! rY. :ill i t 6I{ ~Q~p ~ 1 j d ~Y ilY3 I ~~l HS h 5Ft d W October 8, 2013 Planning Commission Minutes 1 f FR y ~ y 4`4• M Y Y f v92` ~r t b. s e .px ~ } `1F F r' tAAIV~+ ,c~f 'S y6~jy3a tF: n ~5, E, '4x1 i t -Aum H' r a a ~t r~ r > t ■ t , , , !a `l 6~ Do f RUN 1 ~n Matt' + ism 20, iW 'S trs } r?' w .tit-t {7 ~ t < EXHIBIT A October-872013 - Planning Commission Minutes City of Ashland Local, Wetlands Inventory ~w CITY O• , TyBHL'AND T39S R I]E 10 k \ f Q n - ~ ~ lw a1 1 .4. A ) x lle~ .~I ~IVna~mai I rG o ' I I T39 11 E 10 t * I~ II e I Pa. ~ Y~~]U _ ~ tai _ y I. t I ; 1 I -1 I I ! la ,may( ; ~ , .=--A~ lit Tema Ft~ shxan - PI iI YAWb, 4u.,ea.a ~ "f ~uvi emm. nnma.Ham~mx, ';SWCA ~e-m V-Z ®NbtiNl, M1lkb ~7 bGnGmL1 QtNLy-Mtltllwl OPCUW YAfNx E lWleaa W.~ LIVIuim oMi,YM~r m. . '-WOVAa Wb SbI NVIW RG 410 S~Wa xN W. YkF ~'wtiMUrY.me~ ~im~ 9WYSaeC N%n~igtlWlvitla 4o OsMwftvalpo wM1~n~~ ' __...-------EXHIBITA October 8, 2013 Planning Commission Minutes Comments by John Colwell before the 10/8/2013 Ashland City Council consideration of the Normal Avenue development plan. I represent the Ashland Grace Point Church as a member of their board of directors and have concerns and several comments regarding the designation of space proposed in this document. 1) Within this document there is a delineation of wetlands which is described as section W9 and designated as "middle school wetland". This is in fact mostly private property located on the back lot of the church's property. The full extent of this property is estimated at 5.3 acres. Most of this is not a public space but private property. 2)Section W9 is designated as a wetland based on incomplete estimates from 1) aerial photographs 2) 1967 and more recently 1980s designations by the Army Corps of Engineers. The Army Corps of Engineers designations were significantly less in extent than was estimated by Ashland staff from the aerial photographs. While we are completely in favor of retaining wetlands for their purposeful and environmental uses we are not in favor of arbitrary designations in a planning document based on incomplete or estimated data. i 3) The leap from this estimated wetland designation at 5.3 acres is then made to designate open-space within this planning document. This appears to us to be a planning overreach in as much as it is derived only from staff estimates but has the effect of potentially severely limiting the use of our land. I 4) In the case of this wetland designation and the outworking of open space designation we are happy to agree to use the wetlands which are designated on our property by factual means to be included in the proposed open-space designations. 5) However, without a current wetlands survey and the resulting boundary delineation that would result any designation of open space in this document is merely conjecture and ultimately might even constitute a public taking of private property rather than a cooperative document arrived at i by factual and complete data. i 6) If, for the purposes of this document, there is a timely need to tightly define the wetland boundaries then we feel the City of Ashland should have this study done by a private and mutually agreed-upon firm. Otherwise the designation of the open-space in this document must remain unfixed and Grace Point Church and our use of that property in the future cannot be held to standards published in this document. j 7) Finally, in our last written communication we requested that some higher density space be included in the plan because our potential future intentions may include an adult care community with medical, child care and other higher density uses. We do not see these included nor have we received any explanation as to why. Sincerely, John Colwell for the board of Grace Point Church. EXHIBIT B October 8, 2013 Planning Commission Minutes Meadowbrook Park Estates Homeowners Association Bryce C. Anderson, Board Member October 8, 2013 Troy Brown, Jr. Michael Dawkins Richard Kaplan Deborah Miller Melanie Mindlin Tracy Peddicord City of Ashland Planning Commission 51 Winburn Way Ashland, Oregon Dear Commissioners, As we have stated before, the Meadowbrook Park Estates, Ashland Meadows and Chautauqua Trace Homeowners Associations are in favor of the development of the property in the Normal Avenue Neighborhood Plan that lies between the western half of Creek Drive and East Main Street, known informally as the "Baptist Church property." The portion of the site behind the existing community church is both an eyesore and a fire hazard, and development would be a welcome improvement. At the same time, as indicated on pages 15 and 16 of the September 24 report, there are serious traffic problems along East Main. This narrow two-lane street has no curbs or sidewalks east of Walker Avenue other than the portion of East Main fronting the Mormon Church, no left turn lanes, and very narrow pedestrian and bicycle lanes adjacent to large drainage ditches that pose hazards to both pedestrians and bicyclists. Moreover, only the southern side of East Main is in the plan boundaries because the northern side is not within the City of Ashland Urban Growth Boundary. As a result, any improvement of East Main in the development area will result in bicyclists, as well as pedestrians running or jogging in the bicycle lanes, using the southern side of East Main for travel in both directions. To make matters worse, if the current plan is followed, the development of the Baptist Church property will immediately result in at least two additional streets feeding into East Main, as well as an unknown amount of commercial traffic from the proposed development. The additional street traffic feeding into a two-lane road with a 40 mile per hour speed limit will present numerous additional hazards. (The attached map shows East Main, with the 40 mile per hour portion indicated in blue.) This problem will not be solved until the City of Ashland gets control of, and develops the north side of East Main, which will probably have to be done by expanding the Urban Growth Boundary, but the alternative is a crowded, unsafe street. These issues arc only hinted at in the current development plan, and we submit that they should be set forth explicitly in considerably more detail. EXHIBIT C October 8, 2013 Planning Commission Minutes To: City of Ashland Planning Commission October 8, 2013 From: Meadowbrook Park Estates HOA et al. Page 2 We would note again that the above comments are focused mainly on that portion of the plan covering the Baptist Church property, because this portion is likely to be the first developed, and to have the most immediate impact on the three homeowners associations affected by such development. There may well be other serious concerns regarding that portion of the plan covering the Normal Avenue extension, such as wetlands preservation, storm water dispersion and the like, but we will leave any comment on these aspects of the plan to the homeowners immediately affected by them. Thank you for your consideration of these items and your work on the plan. Very truly yours, &B c Bryce C. derson`~~ c Meadowbr ok Park Estates HOA i I EXHIBIT C October 8, 2013 Planning Commission Minutes 1 /7 L -J L _w: AA. ;-JO 71 F / EXHIBIT C A j: 77 z October 8' 2013 } ~r - A 1 _PIgnning joimmissio'n Mir utes__~~_! 8 October 2013 Dear Ashland Planning Commission I am providing written and verbal comments today about the proposed Normal Avenue development. I want to first mention that 1 fully support infill to prevent sprawl. I applaud the Planning Commission's diligence in meeting the city of Ashland's goals to provide affordable housing for residents while honoring the city boundaries. I am concerned about the proposed construction of so many units in such a delicate and vulnerable area, however, and feel that just because the property is within city limits does not automatically make it a desirable place to build. My job is to help cities prepare for the impacts of climate change. I have worked for the communities of San Luis Obispo, Fresno, Missoula and Fort Collins, Colorado. I am currently helping Fort Collins city planners, just like yourselves, identify where residents are most vulnerable to climate change impacts and develop strategies to reduce their vulnerability. Fort Collins has had 2 recent wake-up calls to the impacts of climate change - the first was when school was cancelled city-wide due to heat (rather than snow) and the second was the devastating 1000-year floods they experienced just a month ago. Climate change is expected to lead to more extreme events - more heat waves, droughts, catastrophic wildfires, and floods. I have looked closely at the models for southern Oregon and there is a clear signal of increasing potential for large winter storms for this area. With this new knowledge of increasing flood risk related to climate change, it is no longer responsible to build in areas where we once considered building. We need to reduce the risk to people in flood zones. Unfortunately, the people most at risk during floods are usually those with the lowest incomes and least ability to respond or bounce back. I looked at the FEMA flood maps for the Normal Ave. planned development, which is immediately next to the Clay St. development. The Clay St. development is mostly in a I Moderate Risk area for flooding, which FEMA defines as between the 100-year and 500- year flood risk zones. Parts of it (especially the trailer park) are in the High risk area as well, which is within the 100-year floodway. The Normal Ave. development area was not studied by FEMA, but is adjacent to it and has similar features, including streams and wetlands that are of similar size and volume of water. This shows that the area is currently at risk, but we need to remember that climate change presents us with even greater risk to consider. Climate change is expected to increase substantially in the corning decades, with greater and greater risk of floods, drought, and wildfire. Planning for resilient communities means thinking ahead and keeping people out of hazardous areas now, to reduce their vulnerabilities during future disasters. While I support infill, l cannot support this project. The area is perfect for a park with natural vegetation and trails that can be used by the schools nearby and local kids. Thank you, Marni Koopman, Climate Change Scientist Ashland Resident (1790 Homes Ave.) 3 attachments: (1) Excerpts from the Climate Resilient Communities Primer, (2) FEMA Maps of the proposed Normal Ave. development area, and (3) pictures of Colorado flOI241131T D October 8, 2013 Planning Commission Minutes CI'1'\'OE,\SIILANU •1 a en ~ ~ E F _ alnu9n P ION rf,.4 , tam 9 0 ^ rr n'~ x. v p o J~C Fe]~© 1B3Pteo< ; . ~ ~ID~ y~ ° ~`ID?ai 10 ° l9GZ ° [:14'r OF ASHLAND IeII oe+nawmwr 'f1 avert _ 0 410090 f ! E1808 ESert •.Irt Of SNDT UVIf 51 F ZONE k ➢ AE ~~+Q 1918 5 I Crr.•A ".FPOFlIE ICIx/' C.. § BnSE IxF / ~ ~ 4 cafe /974 6 tC• e I S m•E a ]1o ">.N R 1918 ev,. 9pjP ._tl ~ yi JACKSON t- a UNINC'ORPO a F 6 ' • 'D~ 415 1933 {1s._ 1959 vrw>.r DanE I a ' I' 1 " R9 'I bh. CnYtE I li } \11 . z 1964 19Gd J i1. \ s I . K ZUNE V 4\E ViE \ R'II'H4• 19 JOINS PANEL ]216 u,vriaa 4330000 FT JACKSON COMM v (IN UNCORPORAYED AR EAS •^k 1 F x W slay Dry . r, 1 ~ i i a r'... I 1 r I I 4 RN<rence Leyus I®HFIttD!.sAn11tN ~Fkll hql C}Mery t Fla Risk Maas i „ I(•~WJ1Raerea-Fw3ur/ _ ®H9YFtk Hea LmD LLNxla FhtNw UN3mM1 Wk Nei Is t I 1 - 1 O Figures 1 and 2. These maps are from the FEMA Flood Hazard mapping website (msc.fema.gov). The top map shows the boundaries of the area where FEMA completed their detailed study. The bottom map shows that the areas that were studied all showed up as high and moderate risk for flooding. The areas that were outside the study boundary were not classified. These maps were accessed 10-7-2013. Of q 1.1la~fact that the Clay St. development is at moderate to high risk, and is similar to the proposed &Rb 2013 development. FEMA defines moderate risk as "between the limits of 100-yEMaWidq%WTP89i61v&dMAes 3 e' •a 4k . f s i I, •,1 1 1 Q i I Figures 3 and 4. Areas of Lyons Colorado where homes built near local creeks were flooded in September, 2013. EXHIBIT D October 8, 2013 Planning Commission Minutes Ashland Meadows Homeowners Associations Paula Skuratowiez, President October 8, 2013 Troy Brown Jr Michael Dawkins Richard Kaplan Debora Miller Melanie Mindlin Bill Molnar Michael Morris Tracy Peddicord Re: Normal Avenue Plan Dear Commissioners, Thank you for the considerable progress that has been made in addressing a number of the issues raised by our neighborhoods. One of our remaining major concerns is the decision indicated in the final draft to postpone the public transportation consideration to some point in the future. We find it irresponsible to talk about decreasing our reliance on the use of automobiles without also addressing the issues of inadequate public transportation in our area. It is noted in the plan that the existing transit route alignment makes the distance to our closest bus stops greater than what is considered a reasonable walking distance of one quarter mile. This is made worse by the fact that our closest bus stops are at Albertson's and Bi-Mart and the stops at Albertson's are infrequent except for in the early morning and late afternoon. Moreover, the bus line does not go tip East Main as it had in the past. This makes transportation by bus particularly difficult for working parents and the elderly. We already know that the development of the Baptist Church property will approximately double the population in the immediate area. This means that unless there are substantial changes in both the number of stops and the route of the bus service, people in the now development will be forced into using automobiles. It is very clear these changes needs to occur at the time of development, not at some future time. That is just passing the buck for someone else to address the problem. This issue of public transportation is fiatller complicated by the prospect that the Baptist Church property may well be the only property developed for quite a while. Unfortunately, most of the connecting roads and pathways may not be constructed until years later when other areas of the Normal Neighborhood are developed. This further increases the need for increased and closer access to bus transit to be available at the beginning of the project not at sonic unknown future time. In the High Density Housing and Transportation White Paper prepared in 2011 for the City of Ashland's Planning and Transportation Commission, it was stated that "residential units are the most important land use factor in increasing ridership." Generally agreed on densities for transit service as applied to our zoning would require 1 bus per hour for low density land use, I bus every 30 minutes for indium, and 1 bus every 10 minutes for high density use. This definitely applies to the Baptist Church property. (over) EXHIBIT E October 8, 2013 Planning Commission Minutes To: City of Ashland Planning Commission October 8, 2013 .From: Ashland Meadows HOA Page 2 I have personally had experience with this problem. One holiday season I worked at a tenrporaryjob in Medford and rode on the early 1110 bus. After my first day at work, I realized the cold and distance to walk to the bus stop made it too difficult for me. My husband ended up driving me every morning to the Safeway stop-which had the additional advantage of a covered place to sit while waiting for the bus. Without a person with access to a car dropping me off, I would never have been able to continue working. If there was a bus stop on East Main, I could have easily walked without the necessity of using a car. i i I I i I EXHIBIT E October 8, 2013 Planning Commission Minutes CITY OF ASHLAND ASHLAND PLANNING COMMISSION STUDY SESSION MINUTES October 22, 2013 CALL TO ORDER Chair Melanie Mindlin called the meeting to order at 7:00 p.m, in the Civic Center Council Chambers, 1175 East Main Street. Commissioners Present: Staff Present: Troy J. Brown, Jr. Bill Molnar, Community Development Director Michael Dawkins Maria Harris, Planning Manager Richard Kaplan April Lucas, Administrative Supervisor Debbie Miller Melanie Mindlin Tracy Peddicord Absent Members: Council Liaison: None Mike Morris, absent ANNOUCEMENTS Community Development Director Bill Molnar reminded the group of the upcoming meeting dates. He noted November 26, 2013 will be a Special Meeting and stated the December 24, 2013 meeting has been cancelled. He also asked that the Commission start thinking about when they would like to present their update to the City Council. PUBLIC FORUM No one came forward to speak. DISCUSSION ITEMS A. Unified Land Use Ordinance - Final Draft Review Planning Manager Maria Harris provided an overview of the process to date and explained staff is finishing up their work on the final draft. She explained tonight they will be reviewing sections 18-1 and 18-3 and provided an overview of the proposed changes. 18-1: Introduction and General Provisions • Nonconforming Situations Chapter is reorganized according to the four types of nonconforming situations (uses, structures, developments and lots) • Expansion of Nonconforming Use. A clause has been added that allows a structure that houses a nonconforming use to be expanded up to 50% of the building square footage. • Discontinuation of Nonconforming Use: The existing standard has been revised to state if a nonconforming use is discontinued for more than 12 months it is considered abandoned and no longer allowed. • Nonconforming Garages and Sheds: Language has been added that allows garages and sheds to be rebuilt with just a building permit as long as the three dimensional shape, footprint, and use do not change. • Destruction of Nonconforming Structure: This amendment allows a nonconforming structure destroyed by a catastrophe to be restored or reconstructed provided the nonconformity does not increase. • Nonconforming Developments: The existing standard applies to nonresidential development whereas the proposed amendment would apply to residential and nonresidential developments. Mr. Molnar clarified if the nonconformity encroaches into the public right of way, the property owner would not be allowed to rebuild in its current location. Ashland Planning Commission October 22, 2013 Page 1 of 3 • Planning Approval Expiration. The approval timeline has been extended to 18 months. • Planning Approval Extension: This provision has been increased from 18 months to 2 years. • Revocation Public Hearing: This amendment revises the references to Type II planning action noticing and process which requires a public hearing. • Violations of Land Use Ordinance: Language has been edited for clarity. 18-3: Special Districts and Overlay Zones • Croman Mill Major Amendment for Zone Change: Amended the standard to require a major amendment in order to change zoning in the Croman Mill District. • Croman Mill Potable Water Standard: Created a more measurable standard by adding "50% of baseline" and inserted a definition of baseline into section 18-6. • North Mountain Allowable Lot Coverage in Neighborhood Central Zone: Increased maximum lot coverage to 85% to be more consistent with C-1 and E-1 zones. • Nonresidential Land Divisions in Performance Standards Options (PSO) Subdivisions: Added clarification that PSOs can be used to subdivide land in nonresidential zones. • Affordable Housing Density Bonus in Performance Standards Options Subdivisions: Amended standard to allow a density bonus of two market units (up to a maximum of 35%) for every affordable unit provided. • Cottage Housing Density Bonus in Performance Standards Options Subdivisions: Added language that states in the R-1 zone, two cottage housing units are allowed in place of each single-family unit allowed by base density. • Previously Approved Building Envelopes and Driveways in Water Resource Protection Zones: This provision expired on January 15, 2013 and therefore has been removed. • Purpose of Residential Overlay. Added a purpose statement explaining the intent of the overlay is to encourage a concentration and mix of business and housing to provide a variety of housing types; support resource and energy conservation; and promote walking, bicycling, and transit use. • Residential Uses in Multiple Buildings Residential Overlay- Amended standard to state if there are multiple buildings on a site, at least 50% of the total lot area (including accessory uses such as parking, landscaping and public space) shall be designated for nonresidential permitted uses. Commission Discussion The Commission issued the following statements and suggestions to staff regarding the proposed amendments: • A correction was noted to page 347. The last sentence of 18-3.5.020(A) should read: "It can be applied to all areas ' now or hereinafter owned by the State of Oregon acting by and through the State Board of Higher Education and SOU and located within the SOU boundary..." • A correction was noted to page 3-4. The header at the top of the page should read: "Title 18 - Part 3 - Special Districts and Overlay Zones" • Comment was made regarding the amendment to 18-3.8.020 which allows the performance standards option to divide residential and non-residential zoned land and suggestion was made for staff to consider allowing this option throughout the City. • Comment was made questioning why shifting a road up to 50 ft. in the North Mountain neighborhood is a minor amendment, but in the Croman Mill district it is 25 ft.; Why isn't this consistent? Mr. Molnar clarified the Croman plan was more detailed than the North Mountain plan and stated the Croman site is fairly constrained with the railroad on one side and the creek on the other; therefore some of the block lengths were pretty much set. • Comment was made that items 4 and 6a on page 3-25 are worded awkwardly and suggesting staff revisit these. • Comment was made that in order for cottage housing to work there will need to be separate parking standards in the performance standards section. Ms. Harris thanked the Commission for their input and clarified the final draft will come back in sections over the next few meetings. She noted the final version will be a "clean copy" and recommended the commissioners hang onto these materials if Ashland Planning Commission October 22, 2013 Page 2 of 3 they want a marked copy for their discussions. She added the Unified Code is currently scheduled to be presented to the City Council for final approval in December. ADJOURNMENT Meeting adjourned at 8:00 p.m. Ashland Planning Commission October 22, 2013 Page 3 of 3 CITY OF ASHLAND Council Communication December 17, 2013, Business Meeting Endorsement of the Martin Luther King, Jr., Holiday Celebration for the Purpose of Hanging a Banner FROM: Diana Shiplet, Executive Secretary, shipletd@ashland.or.us SUMMARY The 2014 Martin Luther King, Jr., Holiday Celebration event organizers would like to hang a banner across E. Main Street from January 13 - 19, 2014. However, per ODOT and City of Ashland regulations, the only banners allowed to be hung across E. Main Street are those for city events or city endorsed events. Council must decide if they will endorse this event for the purpose of hanging the banner. BACKGROUND AND POLICY IMPLICATIONS: City of Ashland and ODOT regulations require that all banners hung across E. Main Street be for city events or city endorsed events. Any non-city event must request endorsement by a city commission with final approval by the Council or must directly request endorsement from the Council in order to qualify for banner hanging. The 2014 Martin Luther King, Jr., Holiday Celebration event is not a city event and therefore is requesting endorsement from the Council. FISCAL IMPLICATIONS: Endorsement by the Council does not include waiver of any fees. Martin Luther King, Jr., Holiday Celebration event organizers will be required to pay all fees associated with hanging the banner as well as any fees related to obtaining a special event permit. STAFF RECOMMENDATION AND REQUESTED ACTION: N/A SUGGESTED MOTION: I move to approve endorsement of the 2014 Martin Luther King, Jr., Holiday Celebration for the purposes of hanging a banner across E. Main Street. ATTACHMENTS: Banner application and endorsement request Page 1 of 1 Ir, BANNER APPLICATION Please fill in the information requested below and submit this form to the City Administrator, 20 E. Main Street, Ashland, OR 97520. Upon approval of your application by the City Administrator, the City of Ashland will obtain approval from ODOT, and then collect the $125 fee. Please write below exactly what will be printed on the banner. All banners will be reviewed for any offensive or inappropriate message content by the City of Ashland and ODOT. Please note: No Advertising of any kind, No phone numbers, and No web or e-mail addresses are permitted on the banner. NAME OF ORGANIZATION/: a O-Q of /\s~ (A vtcl CONTA T PE N: ~v PHONE: ~f j (('I ' J 7D g ADDRESS OF ORGANIZATION/CONTACT: A,\ tc~ SE T cj75 d~6 WEEK REQUESTED FOR BANNER: 'Ta;ak. 1 A +Z~) o7.01 ~f (FOR CITY USE ONLY) THIS APPLICATION IS: ❑ APPROVED FOR A CITY OF ASHLAND SPONSORED OR ENDORSED EVENT. ❑ NOT APPROVED. DATE: CITY ADMINISTRATOR Date Fee Paid to City of Ashland: (FOR ODOT USE ONLY) THE ABOVE APPLICATION IS: ❑ APPROVED ❑ NOT APPROVED. DATE: ODOT Revised 2122/12 November 19, 2013 City of Ashland 20 East Main Street Ashland OR 97520 ~ sl Dear City if Ashland: We are writing to request the renewal of city sponsorship of our Ashland Martin Luther King Jr. Day Celebration. Since 1987 The Annual Ashland Martin Luther King Jr. Day Celebration has served to reconnect the Rogue Valley to the history and legacy of Martin Luther King Jr. and the civil rights movement. Originally the event was sponsored by SOSC, the City of Ashland and the Ashland school district. Today the event is supported by Southern Oregon University, The Oregon Shakespeare Festival, The Ashland School District, The City of Ashland, JPR, Martolli's Pizza, The Historic Ashland Armory, and the Ashland Chamber of Commerce. Enclosed is the city proclamation our Mayor read at the event last year. We have also enclosed a copy of the poster which has listed the city as a sponsor over the years. Today the event reaches out to thousands of people. It begins with planning meetings involving a group of dedicated volunteers from the city, Oregon Shakespeare Festival, school district, university, and community at large. These individuals connect to local businesses, schools, community groups, and performing groups to curate content for the show. We support and collaborate with other Martin Luther King Jr. Day events throughout the valley at schools, churches, and city celebrations. On Martin Luther King Jr. Day we produce a two hour variety show in the Historic Ashland Armory for an audience of around 800 people. This variety show includes speakers, performers, history, video, and other content that connects to an overarching theme and Martin Luther King Jr. Day quote. The show is taped and live streamed online and to a secondary space for overflow audience. Following the variety show is a march with singing and signs that brings us to the city Plaza where Martin Luther King Jr.'s 1963 "I Have a Dream" speech is played in its entirety. Throughout the year the show is accessible online and on RVTV. We have used the banner as a publicity and communications tool since the events inception. It is a very effective method for telling community members about our event. A few years ago we invested funds for a new banner with swatches for different years. Deluxe Awning Company donated a portion of the labor and materials for this durable multi-year banner. It's in great condition and we are excited about it hanging on main-street. The added value for this banner is that it allows the City of Ashland to publically support Martin Luther King Jr. Day. We.are so deeply appreciative for the continued collaboration from our community. Thanks for everything you do. We have enclosed the Banner Application for the Jan. 20, 2014 event. Sincerely, Claudia Alick OSF Associate Producer, community ANNUAL ASHLAND MARTIN LUTHER KING JR. DAY CELEBRATION PLANNING COMMITTEE Holiday Celeb ion ~ t4 Y ' `a ..1. LLi tY: i Y f { t J tv~ PC lebrat e Together Scenic Middle School, Ashland High School, Ashland Danceworks, Rogue Valley Gospel Group, Oregon Shakespeare Festival, Master of Ceremonies DL Richardson Monday, January 21, 2013 Noon to 1:30 pm Historic Ashland Armory 25 years of protecting the dream in Ashland FREE TO THE PUBLIC Please bring a non-perishable food donation Sign Language Interpreters provided k9p Sponsored by Ashland School District, Oregon Shakespeare Festival, Southern Oregon University, Jefferson Public Radio, City c fAshlund "If you can't fly, then run, if you can't run, then walk, if you can't walk, then crawl, but whatever you do, keep moving forward." -Martin Luther King Jr. Washington University, 1957 `x~rk PROCLAMATION • Monday; January 21, 2013, is a federal holiday marking the birth of Rev. Martin Luther King, Jr. It is a day that celebrates a man devoted to Peace, Social Justice, and Equality The City of Ashland, the Oregon Shakespeare Festival, the Ashland School District, Southern Oregon University, and Jefferson Public Radio have joined together for 25 years to mark this federal holiday. • As a community we come together to celebrate a day of respect and a commitment to teach children to respect people different from themselves. NOW THEREFORE, the City Council and Mayor, on behalf of the citizens of Ashland, hereby proclaim the remaining days of the month of January 2013, as "Ashland Commits to Racial Harmony" and calls upon the citizens of Ashland to commit to fight discrimination and ignorance by actively seeking knowledge and understanding. Dated this 15th day of January, 2013. John Stromberg, Mayor Barbara Christensen, City Recorder a9 ,A~.9 C,%Od9 ,Ad9 Ss d9 d9 ,A~,3ed a9 CITY OF ASHLAND Council Communication December 17, 2013, Business Meeting Appointment to Housing and Human Services Commission FROM: Barbara Christensen, City Recorder, christeb@ashland.or.us SUMMARY Confirm Mayor's appointment of Joshua Boettiger, Regina Ayars and Connie Saldana with a term to expire April 30, 2014; Heidi Parker, Michael Guttman and Gina DuQuenne with a term ending April 30, 2015; and Rich Rohde, Coriann Matthews and Sue Crader with a term ending April 30, 2016. The appointment by the Southern Oregon University Senate of Andrew Ennslin as student liaison is also attached for your information. BACKGROUND AND POLICY IMPLICATIONS: This is confirmation by the City Council on the Mayor's appointment to the newly formed Housing and Human Services Commission. Ashland Municipal Code (AMC) Chapter 2.17.020 FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: None SUGGESTED MOTION: Motion to approve appointments of Joshua Boettiger, Regina Ayars and Connie Saldana with a term to expire April 30, 2014; Heidi Parker, Michael Guttman and Gina DuQuenne with a term ending April 30, 2015; and Rich Rohde, Coriann Matthews and Sue Crader with a term ending April 30, 2016. ATTACHMENTS: Applications received SOU Senate minutes of 10/29/2013 Page 1 of I CITY OF -AS H LAN LDpF APPLICATION FOR APPOINTMENT TO CF~VFO CITY COMMISSION/COMMITTEE Sfp7 02013 Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email christebQashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name -3oSKJA ~u6TTIG6-~, Requesting to serve on: HC (H-,C- (Commission/Committee) Address aa-- Occupation ~nQe( Phone: Home S•u 4'91 OR I Work sot m '19o9 Email ~`A v ho<tt y«P gN.•I (o Fax d 1. Education Background What schools have you attended? ~a4~ Co EGE(j~wYo¢ ZE nUZ2l JCT(0 )I sf ABflI mct C «E (P, What degrees do you hold? t;a ,\A'TEfs Fcu "E-FQca rERS~?ahmukc NLOW T'-)J What additional training or education have you had that would apply to this position? CMAIR eF uTekFn Ttt CoJMC , Go9 3 vit N 1\ENNw6ToN \I-F i 1tF,P GC STA-Pr (N r6QF,3(714 tZOVP I^ RvHLA N,I FwQA/-Pw owl BcrtPP of 12P$QlS FOCI HVN•hll Q\GH"!'S-N. F'^E.4.1f~ 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? Y~AVE DEEM wl I-WNY Do4QOS c M^ TTEES'Vi AJC QEE PUL4(T P-~t B6' ~y$ '(CRy NA F T/k tNT 'I.1 cvI~EGE (vwIIJL-RSITY SC~fTiN(~S" iKIL_LEC A'i PvatAc SPGA'KIIJG, M6-9 tRT1o w)i co.J FL\cT BC-So WTIOIJ Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? I T-' g A-f s e nFJ L To Ce n n oyE G ao..J 06 AWI LEAWI Oro 7><z- 3. Interests Why are you applying for this position? I--- a~whrs ;CC -K W IC;ZSr&o « A'r"r= ; Co MMJ NtTy rrackS 0.JJ vNC--~> twtF-G tFJ JE"ullOT, F}S-F T. wG;,ti F9 oN Fic Y,6!GSS ~ Ho.:S IJ-v ~SSJeS. 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? ``es 5. Additional Information How long have you lived in this community? I r a Please use the space below to summarize any additional qualifications you have for this position Date Signature sq~ ASH OF Dg~~ 2p13 APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email christebaiashland.orms. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name ~~r/C Requesting to serve on: ~1 t miss, om 'tee Address Occupation C/ /-Phone: Home - Z- Z~ Work Bmafl Fax 1. Education Back round What school ave you att n ed9 re l ~~1 Ri ✓ersrde ~'dmmun iy ~~~e~ e~ What degrees do you hol J l! L I /07 What additional tramin or educ tion have you had that would apply t this position? ~ /fe ~(-CYO As/~andxZ . l/tee%~ . s /7i~er !/olun7 Licrnse~ ~ tr'~nr 2. Related Exnerien, ce Vdlun ['oe~/Yfo/~7 n rOlC/Y/~// ~{S~t~!4W What prior work experience have you had that would help you if y2 were appointed to th's posi ion? er e- W11 Dale P° ° 2X~e/C5IV ee~oerierlC his Gt Vo •~t ~olcin ~ i~ or see#/~ , Do you feel it wo d ea dvantageous for you to hwe rther train-ng in hi fie d, such as attending conferences or seminars? Why? s le /P 3. Interests Why are you applying for this position? Y2J Oli ha S f / 5C f1ePwj - 4. Availability Are you available to attend special meetings, in addition to the regularl scheduled meetings? Do you prefer day or evening meetings? ZIAel- 5. Additional Information How long have you lived in this community? Zd i/p'11-6 Please use the space below to summarize any additional qualifications you have for this posit~ion Ul~/ ' 5/ies S 117 //v /~~7`~lrS i5S/~~S ~ Urn ~ / Olds Q 1 i ~l~l~/~~SiJ 'Zz D e Signature v CITY OF ASHLAND SEP APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE lat. Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email christeb@ashland.or us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name: Coriann Matthews Requesting to serve on: Housing/Human Services (Commission/Committee) Address: 800 Ellendale Dr #35 Medford, OR 97504 Occupation: Case Manager/Youth Advocate Phone: Home: 541-324-3173 Work: 541-779-2393 ext213 Email: cmatthews382(ctgmail.com Fax 1. Education Background What schools have you attended? Crater High School, Rogue Community College & Southern Oregon University. What degrees do you hold? Human Services with a Psychology Minor. What additional training or education have you had that would apply to this position? I am currently a certified mediator for the state of Oregon I will be certified for suicide prevention assistance at the end of this month. I am skilled in crisis intervention life skills training, grant writing as well as grant reviewing. 2. Related Experience What prior work experience have you had that would help you if you were appointed. to this position? I worked in Ashland as the homeless youth street outreach advocate for 10 months where I built relationships with the youth and encouraged them to make positive life decisions and exit the streets when appropriate. I attended the Homeless Citizens' Coalition Steering Committee and Jackson County Homeless Task Force consistently. I currently work as a Case Manager for a program that houses homeless youth. Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? Yes, I feel education never ends and it is always beneficial no matter the circumstance. I am still young in my professional career and I enjoy conferences as well as seminars to increase opportunities and assist the population served more efficiently. 3. Interests Why are you applying for this position? I believe that I have great potential to assist the population served while simultaneously considering the needs of the City of Ashland's administration. I feel I am skilled at considering both sides of situations and work well communicating the needs of multiple parties involved. I am interested in further serving the community and administrators. 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? Yes I am available so long as I know in advance to schedule around my 2 jobs' schedules. 5. Additional Information How long have you lived in this community? I have lived in the Rogue Valley for over 10 years, but have never resided in the City of Ashland. I attended Southern Oregon University for 2 years and worked in the city almost one year; however. I feel I understand the needs of the community as well as the needs of the city administrators through my work experience and community connections. qL) Date Signature ~r, CITY Of ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email . If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Requesting to serve on: it Q ~/[~yytpq/ ~~CYK(Commission/Committee) Address (9 9 , ( C r . s i S~ ( c.c4 Occupation / 49.7 l !/Z c~ Phone: Home I-4( Z - O / Email t e a in a r. ~f F/t2 7 • Fax 1. Education Background What schools have you attended? (mot a L L L t.(D l Ln. v . ~d What degrees do you hold? What additional training or education have you had that would apply to this position? 2. Related Experience / ran pQ/Z What prior werk-experience have you had that would help you if you were appointed to this position? ~,~6Z~(4~ CGt Q t!2~ r L~r t]dk 5~ / 711't_. Vc < urn l~e..e.2 S.-e,-v12 Do you feel it would be advantageous fdr you to have furtt r trainingm thiseld, such as attending conferences or seminars? Why? aS . I'Ckj zcp~ e e ~J D S 7/t ,q r'p / rcS ~r) ~ Z/r7 ~/✓I N T (n ✓9rC/ r 7~ Ld7'1 3. Interests Why are you applying for this position? _ L- s¢ zc~ y~ J c B u 5tc pizT ~6tc Js~~By~. 4. Availability rl t u tk ~ ",-LL ` T - Are you available t6 attend s cial meetings, in addition to the regularly sche led / meetings? Do you prefer day or evening meetings? i~ y JZ ale. veb / /•LZ 5. Add onalInformation How long have you lived in this community? i Please use the space below to summarize any additional qualifications you have for this position A~ S 6Ti, a w~lU ~/t C}1-k G9 r C?!/1,4 ~2 - o-(- 9 a 1 D e ignature September 27, 2013 SEP 7 2813 7 Mayor Stromberg, I am applying for the position of commissioner on the newly formed Housing and Human Services Commission. I have a broad base of experience that makes me an excellent candidate for this commission. The charter of the new commission will address the continuum of housing issues, including affordable housing, transitional housing, homelessness, and other poverty-driven concerns. I have been a member of the Housing Commission for over 8 years as well as chair of the Housing Commission for 2 terms and a member of the Homeless Steering Committee since its inception almost 3 years ago. I have a good working relationship with the commission/committee members and other community members that have dedicated their time to solving very complex housing and human services issues. In addition, I have been active in city government activities and numerous local non-profits. I have volunteered at the local community meal, Uncle Foods Diner, for 3 years and served as chair and board member of Peace House, the non-profit who sponsors Uncle Foods Diner. This volunteer service has enabled me to interact with the members of our community that will be the program beneficiaries of services that will be developed and implemented by the Housing and Human Services Commission. The level of trust and understanding that I have established with this community gives me a solid foundation to design and implement the necessary programs to address the crucial services that support people in moving forward to become self sufficient. I have much to contribute to our community and the Housing and Human Services Commission is where I want to commit my substantial energy and time. Thank you for your consideration. Re s, Agars 541-482-5019 reginariley@jeffhet.org CITY OF -AS H L D APPLICATION FOR APPOINTMENT TO 1 `S CITY COMMISSION/COMMITTEE CCTV Please type or print answers to the following questions and submit to the City Retiotder at 1p13 City Hall, 20 E Main Street, or email christeb@nshland.or.us. If you have any questions,'' - please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name `ICW0 L AN ` 0.I Requesting to serve on: ~ b ~ S~~ 6 V- N0 Mgn1 ommgo ommi[[ee) Address a 5 5 Us t~ Occupation ?p 57'0.t. CO t3T"C~T~1L Phone: Home 241-4(521-06181 Work Email Fax J 1. Education Background What schools have you attended? U N S J o it Z LLa N o 5. S S U What degrees do you hold? 13 S 5 ~ CAA What additional training or education have you had that would apply to this position? P Q-e P yLzr Y M A r4 A U t p- 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? \ r V y O S'"( 'S+, 6 vJ ) 1} N A n7T 5 Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? CgrJ~ ~INAYS GASH 11~(L ~VUGATT~N 3. Interests Why are you applying for this position? V t \3> .v3 e0 TH S ~A ~j os3v*s C, Cotr.thss; ~t3 1`-or~ -5'1{£ PAS; CAP, (LWD W A.0 -r o C-3 tJT3i~) V E MY \Np(L~C _ ' 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? S~ NAAV6 A y'= -L6x~~1tr SOA IDU So NHAi $S A, ND, t-1- :c Ss iP, 5. Additional Information How long have you lived in this community? S s 0 r- fi 9 3`l pans Please use the space below to summarize any additional qualifications you have for this position T \AAV3 Ne&5tJ6 ~(L9VAPF AriOeLVAQt-S yousaPJt, Date Signature ~r, CITY OF AS H LAIC APPLICATION FOR APPOINTMENT TO ~~fl ~v CITY COMMISSION/COMMITTEE 6 OC 0~~~~ Y 0 Please type or print answers to the following questions and submit to the City Recordetat City Hall, 20 E Main Street, or email christeb(c4ashland.or us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary Name Rich Rohde Requesting to serve on: Housing and Human Resources Commission Address 124 Ohio Ashland, OR 97520 Occupation Community or ag nizer Phone: Home 541488-0447 Work 541-621-6647 Email fich@oregonaction.org Fax 1. Education Background What schools have you attended? Oregon State U & U of Minnesota What degrees do you hold? AS at OSU MSW at U of Minnesota What additional training or education have you had that would apply to this position? I have been involved in homeless issues and affordable housing for many years I have been to many affordable housing trainings and conferences in Oregon 2. Related Experience What prior work experience have you had that would help you if you were appointed Board member of McKensie River = Oregon Action addressing issues of social and economic justice working with low income and communities of color Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? 3. Interests Why are you applying for this position? _ I have served for two years on Homesless Task Force and have had a chance to see strong progress with Ashland's services and programs working with homeless people. I have a long experience working with affordable housing including supporting the creation of the Ashland Housing Commission. I have worked with the creation of the Ashland Housing Trust Fund and have much experience in affordable housing strategies. The chance to bring together my connections to low income communities and experience with affordable housing and homelessness is a chance for me to support our city and low income communities. 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? _I prefer the late afternoon or evening meeting but I can attend any time that is agreed upon by the commission 5. Additional Information How long have you lived in this community? 27 years Please use the space below to summarize any additional qualifications you have for this position I have a MS W in community organizing and social policy from U of Minnesota. I have decades of experience working for local community housing policy. I have served on local board of directors for several community human services organizations ( CERVS, the group that formed Ashland Interfaith Care Community) Peace House ( that started Uncle Food's Diner). Thrive ( local sustainable business) Date October 1 2013 Signature Rich Rohde CITY OF W. -ASHLAND I••, APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email christeb(@,,ashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name Connie Saldafla Requesting to serve on: Housing & Human Services (Commission) E y ?0/3 OCjI~ 't~D Address 1650 Sunset St, Ashland. OR 97520 Occupation Senior & Disability Services Planner Phone: Home 541-482-6054 Work 541-423-1383 Email csaldana(u,rvcog org Fax 541-664-7927 1. Education Background What schools have you attended? Calif. State Polytechnic Univ, Pomona; American Graduate School (now, ,thunderbird) School of International Management Glendale AZ What degrees do you hold? BS in International Agriculture, Masters in International Management What additional training or education have you had that would apply to this position? Numerous workshops over the years dealing with various aspects of human services through work. 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? 25 yrs working in human services including 20 at current position at Senior & Disability Services of Rogue Valley Council of Governments: active member and leader of Jackson Co Homeless Task Force and Jackson Cc Community Services Consortium; participation on Ashland Homelessness Ad Hoc Steering Committee since its inception• participation as needed over the years, on Ashland Systems Development Charge Ad Hoc Committee; Annual writing of both community and agency Continuum of Care grants for HUD (Housin & Urban Development) for 1 I Years; some familiarity with issues of local ~A /r governance from many years of employment at Rogue Valley Council of Governments Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? Perhaps a refresher on Ashland Cit Governance. I've sort of picked it up over the years, but never seen it diagramed or heard it explained. 3. Interests Why are you applying for this position? I have a strong interest in the well-being of Ashland's lowest income residents. Would like to continue the work begun by the Homelessness Steering Committee 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? Prefer late afternoon, but could do evening. 5. Additional Information How long have you lived in this community? 23 years Please use the space below to summarize any additional qualifications you have for this position Implied above in question 2: Strong knowledge of Jackson County governmental and non-profit human services provider community and personal relationships with many individuals in that community. Understanding and practice with legislative advocacy. Good problem-solving skills at the community and individual level. Bilingual: English/Spanish October 9.2013/~/ Date Signature CITY OF ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email christebRashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary.. Name Requesting to serve on: (Commission//Committee) Addres ~//~L~~UDG fl g0- 7 Occupation ViPS lE~14-G) Phone: Home Work Email A. Vex' 1. Education Backeround What schools have you attended? What degrees do you hold? What additional training or education have you had that would apply to this position? r 1 ~d 2. Related Experience What prior work experience have you had that would help you if you were appointed to this ostt n? J) > AAr~e QC'b/7 Gc </D/UI7 rC~IZ tic Do you feel it would be advantageous for you to have further training in this field, such Lt/n Ol7Cl7 as attending conferences or seminars? Why? Y4!~ C~\ 3. Interests Why are you applying for this position? / U.Z/ w ;D ze- 's 16rwicl~ i~1 dc c MIUV17 Pr7d / /45 6eaml,5.5~a 6C5'~ F' mE 4. Availabibty Are you available to attend special meetings, in addition to the regulazly schedyed meetings? Do you prefer day or evening meetings? _ / Aly! 4 / k 6 Ives - T/~vR Pde/lir)~, s /1e><u122/1 Ste, 7Tr22 5. Additional Information How long have you lived in this community? .5 Please use the space below to summarize any additional qua ifications you have for this position A . Date Signature IFFr, SOU Sew a w1~,n ~te.5 r o i3 • We got 8 applications for interns. • A couple folks will be coming to the Senate meeting next week. They are a part of a Activist Art group I have been working with them as their sponsor. They have to partner with a community or campus organization to work on a project. Their project is student debt and they are working to build kind of a multimedia, audio piece by students giving their testimonials on student debt. They are coming to the senate meeting to ask you all to support in providing some testimony in experience with student debt. • Last night Kristi Wright and 1 gave a presentation on student debt for the Student Strong Voice Coalition. • Won't be on campus for the next two Thursdays. • We have two interns in the room, Marcus and Marissa. Open Forum: • Dave Carter (Faculty Senate) + o The Faculty Senate meets every other week on off Ivtondays. o Faculty Senate is having an emergency meeting tomorrow. • Senator Cantlon (Student Life & Housing Senator) o When are your meetings? • Dave t,. o Normal faculty meeting are every other Monday at 4pm.. • Senator Ensslin (Speaker of Senate) o Ben Canon was supposed to bemeet ting with people on campus but that meeting has been canceled. 6:40 New Business: • CommtttWflacemints-Speaker Egsshn It g'. s1, ave a request. I was previously on the City of Ashland Housing Commission last year. The Housing Commission has formally dissolved and has become the Housing and Human Services Commission. There is an SOU'liaison position on it and I"would 'like to be appointed to that position; I just need to be appointed 6ythe ASSOU Senate. • Senator L'on¢necker moves-to appoint Andrew Ensslin to the Housing and Human-Services Conimission`of the City, of Ashland. • Senator 9 Woveiti.secorids the motion • Discussion o Senator Longnecker(At Large Senator) :Andrew does a great job and. we should let him continuer • Vote 12-0-2 Motion passes • Senator Enssl p-(Speaker of Senate) o We have two other appointments. The Hearing board needs to be sat this week. The Hearing Board consists of two students appointed by ASSOU two faculty appointed by administration and one mutually agreed upon party. Lisa Moore Ratcher is one of the students who would like to be on the Hearing Board. She is the Exec Director of ICC Inter Club Council and is very familiar with our student fee process. Then Maxx Goldman our ASSOU Vice President. I would like to entertain a motion to appoint Lisa and Maxx to the Hearings Board. • Senator Longnecker moves to appoint Lisa and Maxx to the Hearings Board • Senator Koch seconds the motion • Discussion o Senator Longnecker(At Large Senator) • Lisa was in every SFC meeting we had last year. She is intimately aware of how things operate. She is exactly the right person for this position. CITY OF ASHLAND Council Communication December 17, 2013, Business Meeting Appointment to Transportation Commission FROM: Barbara Christensen, City Recorder, christeb@ashland.or.us SUMMARY Confirm Mayor's appointment of Alan Bender to the Transportation Commission with a term to expire April 30, 2014. BACKGROUND AND POLICY IMPLICATIONS: This is confirmation by the City Council on the Mayor's appointment to the Transportation Commission. Ashland Municipal Code (AMC) Chapter 2.17.020 FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: None SUGGESTED MOTION: Motion to approve appointment of Alan Bender to the Transportation Commission with a term to expire April 30, 2014. ATTACHMENTS: Application Page 1 of 1 CITY OF ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email christebaashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Alan R. Bender, Ph.D. Name Requesting to serve on: TRANSPORTATION (Commission/Committee) 145 Almond Street, Ashland, OR 97520 Address Occupation University professor Phone: Home 541488-4967 Work (Same as home) Email alan.bender@erau.edu Fax 541-488-4411 1. Education Background What schools have you attended? UCLA and UC Berkeley What degrees do you hold? B.A. (UCLA, Urban Geography); M.A. (UCLA, Transportation Geography); M.S. (Berkeley, Transportation Engineering); Ph.D. (Berkeley, Transportation Geography) What additional training or education have you had that would apply to this position? I believe I have as much training and education in transportation related matters as anyone in the State of Oregon (see Item #1) 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? Considerable. Almost 25 years teaching transportation policy and planning related courses at the undergraduate and graduate levels. Although my focus has been aviation, I have taught and written about all modes, including motorized and non- motorized transportation. Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? It would always be advantageous, but I have already chaired sessions and made presentations at transportation conferences for at least 20 years. I was also the President of the Transportation Research Forum (TRF) in 2011 and 2012, one of the most prestigious transportation research organizations in the United States. 119rWrr, 3. Interests I feel I bring significant expertise to the table. I served on the Why are you applying for this position? Traffic Safety Commission from approx. 2005-2009, and the Airport Commission from approx. 2009-2012. 1 believe I played an important role in the formation of the Ashland Transportation Commission. While serving on the Traffic Safety Commission, I was constantly "lobbying" for the combination of Traffic Safety with Bike & Per. because urban transportation in the 21st century is a multi-modal issue. I feel I have the knowledge, and now the time, to contribute further. 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? I have a busy schedule teaching aviation and general transportation courses throughout the United States, but I would try my best to attend special meetings. Advance notice would help considerably! I prefer evening meetings, but I can accommodate daytime meetings as I did when I served on the Airport Commission. 5. Additional Information How long have you lived in this community? 9 years Please use the space below to summarize any additional qualifications you have for this position AAFor the first time in 8 or 9 years, I am not serving on an Ashland or Jackson County transportation related committee or commission. I recently finished 7 years with the Jackson County Airport Advisory Committee and 3 years with the Ashland Airport Commission. Prior to serving on the Ashland Airport Commission, I served 3 years on the Ashland Traffic Safety Commission. As noted earlier, I have worked as a transportation professional for almost 25 years. Although most consultant on projects for the FAA, the U.S. Dept. of Transportation, NASA, and Caltrans. I have been an active member o the Transportation Research oar or 30 years, and I waste President of the Transportation Research -orurn in 2011 and 2012. 1 feel we can do a significantly better job of integrating private and publication transportation here in Ashland. I am not an automobile zealot nor a bicycle zealot nor a transit zealot nor a rail zealot. My "zeal" is for the integration of those (and other) transport mode% in order to move Ashlanders in cafe, efficient ernnonfrol clean and healthful ways from their origins to their destinations in the Rogue Valley. Ashlanders have the will to make transportation improvements a reality despite the political, an a en e transportation e ge aria P01111M - to contribute linancial, significantly to improving transportation for all the citizens of Ashland. August 10, 2013 Alan &V 8ehdev Date Signature FIr, CITY OF ASHLAND Council Communication December 17, 2013, Business Meeting Request for a contract amendment exceeding 25% of original contract with Roxy Ann Rock FROM: Don Robertson, Parks and Recreation Director, don.robertson n ashland.or.us SUMMARY This is a request for City Council, acting as the Local Contract Review Board, to approve a contract amendment of $14,580 for the utility work and demolition of the restroom facility in Lithia Park. BACKGROUND AND POLICY IMPLICATIONS: The utility work and demolition of a restroom facility in Lithia Park project was originally awarded to Roxy Ann Rock for $21,970.00. With other changes to the project, the total project now exceeds $50,000, which triggers the requirement to pay prevailing wage. Due to requirements for prevailing wage, a contract increase of $11,587 is needed. Additionally, there is $1091 in rock work outside of the original scope of work needed. This increase in prevailing wage costs and additional rock work mean we have now exceeded the original contract of $21,970 by $14,580. This amount is 66% higher than the original contract, and all contract increases over 25% require Council approval. FISCAL IMPLICATIONS: The new contract will total $36,550. This amount is still within the original budget. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends approval of the contract amendment. SUGGESTED MOTION: I move that Council, acting as the Local Contract Review Board, approve the contract amendment of $14,580 for a total contract of $36,550 to Roxy Ann Rock to cover the cost of prevailing wage and additional rock work. ATTACHMENTS: Contract Amendment Form 10 for Roxy Ann Rock Page 1 of 1 ~r, Foxn~#lo CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORMS H LAN D Request for a Change Order Name of Supplier ) Contractor I Consultant: ?,qcy IVj) IV vOCK- r76t;Jl_6m6unt of tl is acot Purchase Order Number: C41)2_40 ntrac mendmentt Title I Description: L (TMAPAXJL 12R Al Uri 414 i y (avtf Roc a l- Per attached contract amendment Contract Amendment Original contractamount, 100 %oforiginalcontract Total amount o(previou contract amendments PI of original contract Amount of this contract amendment 141 6 r %oforiginal contract . 70TAL AMOUNT OF'CONTRACT, $ s~W! S0. 0 O40 % of original contract In accordance with OAR 137-047MW l) The amendment Is within the scope of procurement as described In the solicitation documents, Sole Source notice or approval of Special Procurement. 2) The amendment Is necessary to comply with a charge In law [hat affects performance of the contract. 3) The amendment results from renegotiation of the terms and conditions, including the contractprice, of a contract and the amendment is advantageous to the City of Ashland, subject to all of the following conditions: a) goods and services lobe provided underthe amended contractare the same as the goods and services to be provided under the unamended contract b) The City delemdnes that with all things considered, the amended conbactu at leastas favorable to the Cityas the unamended contract; c) The amended contract does not have a total term greater than allowed In the solicitation document, contract orapproval of a Special Procurement. An amendment Is rot Within the scope of the procurement If the City determines that if It had described the charges to be made by the 'amendment in the procumment documents, itwouid hkely have Increased compelitlon or affected award of cenlrad Contract amendmenf is within the scope of procurement YES :NO' (if 'No", requlres Council approval l Attach copy of CC Sourcing Method: SMALL PROCUREMENT • Less than $5.01i0 INVITATION TO BID or COOPERATIVE PROCUREMENT, ORF or ❑'YES',the total arnou_ntol contract and cumulative 'REQUEST FORPROPOSAL EXEMPTION PURSUANT TO AMC 2.50 amendments 5$6,000. ❑'YES', the total amountofcumuWMeamendmenls ❑'YES', the total amount of original contract and ❑II'NO', amount exceeding authority requires 525% of original contract amount or $250,000 cumulative amendments 5$100K for Goods a Services, s. Council approval, Attach copy of Council whichever is less.. $75K for Personal Services,< S50K for Attorney Fees. Communication. ❑IPNO', amount exceeding authority requlres ❑ifw,amount exceeding authority requires Council ❑ Exempt-Reason: Counalappmval,ARachmovofCeuridl approval. Attach may of Council Communication. PERSONALSERVICES Communication. ❑ Exempt-..Reason: ❑'YES', Direct appointment 5$35,000, ❑ Exempt-Reason: ❑ lf'NO, requires approval. INTERMEDIATE PROCUREMENT SOLE SOURCE EMERGENCY PROCUREMENT ,Goods 6 Services •$5,000 to $100,000 ❑'YES', the total amount of cumulative amendments ❑ Written Findings: Document the nature oflhe Personal Services-M000 to $75,000 525% of original contract amount or $250,001) emergency, Including necessity and circumstances ❑'YES'. the total amount of cumulative whichever is less. requiring the contract amendment amerulmerlss25% ofoniloat contract amount If ❑IPNO', amount exceeding authority requires ❑ Obtain direction endwrittenappfoval from City 'NO',amountexceedifig aolhontyrequires Council Council approval. Attach gory of Council Administrator approval. Attach coovof Council Communication. Communlcmbn. ❑'I(applicable, attach copy of Council Communication ❑ Exempt-Reason : ❑Exem t-Reason: ❑ Exem t-Reason: SPECIAL PROCUREMENT INTERGOVERNMENTALAGREEMENT , ❑'YES', the total amount ol original contract and cumulative amendments ore '.01YES', the original contract was approved by City Council. within the amount anilterms initially approved by Coundtas a Special Provide date approved by City Council: (Date) Procurement. If'NO', Council approval is required. Attach coy of Council Communication. ❑ If'NO', amountexeeeding authority requires Council approval. Contract amendment approved and signed by City Administrator. Aach - fC CoLnitiiinkglop, ,,ff" com, Project Number }•7n Account Numberjjij_-12.LYY) G~-]0ZQQAccountNumber 'Expenditure must be charged to the appropriate account numbers forthe financials to reflect the actual expenditures accurately. Attach extra pages it needed. Employee Signaturr&QL_2 06MA Department Head Signature: - (To` felamoriat o/ coafr'acf 2 35,000) City Administrator: Funds appropriated for current fiscal year 6)1 NO (Equal to oigreater (hen $25,000or fo%)- FinanceDlrector (Equal toorgreaferthan $5,000) Date Comments: Form Ii10 - Contract Amendment Approval Request Form, Request for a Change Order, Page 1 of 1,1213/20U Wes Norton DBA: Roxy Ann Rock PO Box 4488 Medford, OR. 97501 Phone: 541-601-7451 Fax: 541-535-6051 www.wesnorton@aol.com OR Lie # 104966 CA Lie #426558 November 20, 2013 Steve Ennis Steve Ennis Architect PO Box 4051 Medford, OR. 97501 RE: Lithia Park Restroom Replacement City of Ashland Project No. 0000034.999 Change Order Number One: A. Wage increase for Prevailing Wage adjustment to contract: $11,587.00 B. Remove boulders: Labor: November 5th 7 hours November 8th 6 hours November 12th 4 hours Total Labor 17 hrs. @ $49. 23 $836.00 Equipment: Jackhammer - Total (3) days a $85.00 $255.00 Total $1,091.00 General and Administrative 1.902.00 Total Change Order $14,580.00 Ashland Parks and Recreation Lithia Park Restroom Replacement Project #0000034.999 10/09/13 Bid: Base Bid: Hours Rate Gross Burden G&A Total Gross Wages Cement Mason 80 20.00 1600 400 300 $ 2,300 Laborer 40 20.00 800 200 150 1,150 Operator 160 20.00 3200 800 600 4,600 Carpenter 20 20.00 400 100 75 575 Total Man Hours 300 Alternate: Operator 30 20.00 600 150 112 862 Cement Mason 30 20.00 600 150 113 863 Total $ 10,350 Bid Detail for Prevailing Wage: Base Bid: Base + Hours Fringe Gross Burden G&A Total Gross Wages Cement Mason 80 38.48 3,078 769 577 $ 4,424 Laborer 40 34.26 1,370 342 257 1,969 Operator 160 46.76 7,481 1,870 1,402 10,753 Carpenter 20 38.93 779 194 145 1,118 Total Man Hours 300 Alternate: Operator 30 46.76 1,403 350 262 2,015 Cement Mason 30 38.48 1,154 288 216 1,658 Bid Detail for Prevailing Wage: $ 21,937 Less 10/09/13 Bid $ (10,350) Wage Adjustment $ 11,587 CITY OF ASHLAND Council Communication December 17, 2013, Business Meeting Approval of a Special Procurement JACO Environmental - Refrigerator/Freezer Recycling Program FROM: Adam Hanks, Management Analyst, adam@ashland.or.us SUMMARY The City of Ashland Conservation Division requests that the Council, acting as the Local Contract Review Board, approve the use of a special procurement process to renew and extend the City's contract with JACO Environmental Services to offer refrigerator recycling services to Ashland Utility customers. This partnership provides Ashland Utility customers with the opportunity to safely and easily dispose of their old refrigerators and receive an additional small incentive payment for doing so. BACKGROUND AND POLICY IMPLICATIONS: As part of the City's energy efficiency/conservation appliance incentive program, JACO Environmental has been a valuable partner in ensuring that the refrigerators/freezers replaced as part of the City's rebate incentive program are properly disposed of. In the absence of such a program, the inefficient units being replaced could remain in use as a secondary unit or be sold and re-utilized negating the energy saving benefits of the incentive/rebate. Additionally, proper de-commissioning ensures the proper handling of hazardous materials and recycling of as much of the component materials as possible. JACO performs this service for Pacific Power through the Energy Trust of Oregon, which surrounds the City of Ashland's utility territory, as well as for over 40 other utilities in 19 different states. Remaining consistent with programs in Ashland's surrounding utility territories provides the City with shared marketing efforts and eliminates customer confusion regarding recycling options. The use of a large multi utility contractor also provides cost benefits that would otherwise be difficult to achieve given Ashland's relatively low volume as a small utility. FISCAL IMPLICATIONS: Costs associated with the program are eligible for reimbursements through Bonneville Power Administration (BPA) and are processed in conjunction with the incentive/rebate resulting in little to no actual cost to the Conservation Division budget. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends Council approval of the contract renewal with JACO Environmental as a special procurement within the City of Ashland Purchasing Policies. Page I of 2 I`, CITY OF ASHLAND SUGGESTED MOTION: I move to approve a special procurement with JACO Environmental for the refrigerator/freezer recycling program. ATTACHMENTS: Request for Special Procurement Draft Contract - JACO Environmental Page 2 of 2 CITY OF ASHLAND Memo DATE: December 11, 2013 TO: Local Contract Review Board FROM: Adam Hanks, Management Analyst, Administration RE: Special Procurement - JACO Environmental Consistent with ORS 279B.085 (4) Special Procurements, the following is a written request to substantiate the request for the use of the Special Procurement process for the City of Ashland's contract renewal with JACO Environmental to continue providing refrigerator/freezer pick up and recycling as part of the City of Ashland's Conservation Division energy efficiency/conservation appliance incentive/rebate program. The use of a Special Procurement will: (a) Be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts Due to the relatively small volume of pick-up/recycling within the City of Ashland's municipal service territory compared with the volume in the surrounding Utility service territories, Staff has not been aware of any competition for this service from other firms in the form of inquiries or other communication with City Staff. (b)(A) Result in substantial cost savings to the contracting agency or to the public, or Due to the volume of pick up and recycling work done by JACO Environmental for other electric utilities surrounding the City of Ashland Electric Utility's service territory, including the immediate abutting service territory of Pacific Power, JACO is uniquely positioned to offer far more competitive pricing on the services provided, as well as cost effective integrated marketing efforts across service territories and administrative efficiencies between customers, City administrative staff and involved third parties (BPA) (B) Otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with requirements that are applicable under ORS 279B.055, 279B.065 or 279B.070 or under any rules adopted there under. The ability of JACO Environmental to serve multiple utility service territories serves and promotes the public interest by being cost effective, consistent in message and operation reducing confusion and added administrative efforts. City of Ashland ADMINISTRATIVE SERVICES & ELECTRIC UTILITIES Tel: 541-552-2046 20 East Main St rax: 541-088-5311 Ashland, Oregon 97520 TTY: 800-735-2900 w .ashland.or.us adam@ashland.or.us PROFESSIONAL SERVICES CONTRACT CONTRACT NO. THIS AGREEMENT is entered into by and between The City of Ashland Electric Utilities Department (hereinafter referred to as the "City"), with its principal place of business located at 90 N Mountain Avenue, Ashland, OR 97520, and JACO ENVIRONMENTAL (hereinafter referred to as "Service Provider'), with its principal place of business located at 18323 Bothell-Everett Highway, Suite 220, Bothell, WA 98012. This agreement may be referred to herein as the "Contract" or "Agreement" 1. SCOPE OF SERVICE The Service Provider shall provide the services described in Exhibit A, City Appliance Recycling Program (ARP), which is attached hereto and by this reference is incorporated herein. 2. TERM OF CONTRACT A. The term of this Contract shall be from January 1, 2014 through December 31, 2016. The Service Provider shall complete all specified Contract work, including submission of reports and other required documentation within the term of the Contract. Any revision to the term of the Contract shall be by mutual agreement, in writing, between CITY and the Service Provider. 3. PAYMENT A. CITY shall pay the Service Provider for such services on a unit price basis in accordance with the accepted price shown in Attachment A, Cost Scenario Analysis Summary. CITY makes no guarantee of any minimum number of units to be recycled under the ARP or this Contract. B. The Service Provider shall submit an invoice to CITY monthly for the number of units recycled according to the amounts stated in Exhibit A. Invoices shall be in a format acceptable to CITY. C. CITY shall pay for only those units that the Service Provider has recycled and for which the Service Provider has issued the incentive check to CITY's customer. D. CITY shall pay all invoices from the Service Provider by mailing an CITY warrant, within 30 days of receipt of a properly completed invoice. E. Payment by CITY will be completed on a fee-for-service basis. There shall be no advance payment for services furnished pursuant to this contract. There shall be no minimum payment. F. Payments made to the Service Provider shall not constitute acceptance of the work or any portion thereof which is not in accordance with this Contract. G. If during the course of the Contract, the work performed does not meet the requirements set forth in the Contract, the Service Provider shall correct or modify the work to comply with the Contract requirements and CITY shall have the right to withhold payment for such work until the Service Provider meets the requirements of the Contract. JACO Contract Page 1 4. REPORTS AND INSPECTIONS A. The Service Provider at such times and in such forms as CITY may require, shall furnish to CITY such statements, records, reports, data, and information as CITY may request pertaining to the matters covered by this Contract. B. All statements, reports, data, records and accounts pertaining to this Contract are to be kept available for inspection by representatives of CITY during the course of the Contract and for a period of three (3) years after final payment: Copies shall be made available to CITY upon request. 5. RESPONSIBILITIES OF SERVICE PROVIDER A. Manager. The Service Provider shall appoint a Manager who will be in charge of the Service Provider's responsibilities under this Agreement and have day to day authority to make decisions on behalf of the Service Provider. All notices regarding changes in the Program or revisions to the Scope of Service shall be delivered to the designated Manager. The Service Provider's Manager to CITY's ARP is: Name: Bob Nicholas Title: Program Development Address: P.O. Box 14307 City , State, Zip: Mill Creek, WA 98082 Office Phone Cell Phone 425.754.4894 Office Fax 425.423.7873 E-mail Address: bobn gniacoinc.net B. Any and all employees of the Service Provider or other persons while engaged in the performance of any work or services required of the Service Provider under this Contract shall be considered employees of the Service Provider only and not of CITY, and any and all claims that may or might arise under any Workmen's Compensation Act on behalf of said employees or other persons while so engaged, and any and all claims made by a third party as a consequence of any act or omission on the part of the Service Provider's employees or other persons while engaged. in any of the work or services rendered herein, shall be the sole obligation and responsibility of the Service Provider. C. Safety. The Service Provider shall take all necessary precautions for the safety of employees and shall comply with all applicable provisions of federal, state and local regulations, ordinances and codes. The Service Provider shall erect and properly maintain at all times, as required by the conditions and progress of the work, all necessary safeguards for the protection of workers and the public and shall post danger signs warning against known or unusual hazards. D. Warranty. The Service Provider shall be responsible for correcting any deficiencies and for completing all the work as described in Exhibit A. E. Nondiscrimination/Equal Protection. The Service Provider agrees not to discriminate against any employee or applicant for employment or any other persons in the performance of this Contract because of race, religion, creed, color, national origin, marital status, gender, age or handicap, or other circumstances as may be defined by federal, JACO Contract 2 state or local law or ordinance, except for a bona fide occupational qualification. The Service Provider agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the Service Provider setting forth the provisions of this nondiscrimination clause. 6. CITY'S PROGRAM MANAGER CITY's Program Manager for CITY's ARP will have the primary responsibility for CITY under this Contract and shall oversee and approve all work to be performed, coordinate communications, and review and approve all invoices, under this Agreement. Name Lee Tunebero Title Interim Assistant City Administrator Address 20 East Main St City , State, Zip Ashland, OR 97520 Office Phone # 541-552-2003 Cell Phone # Office Fax # E-mail Address lee.tunebero(aashland.or.us 7. CONFIDENTIALITY / NON-DISCLOSURE A. Confidential Information. Service Provider acknowledges that it and its employees or agents may, in the course of performing its responsibilities under this Contract, be exposed to or acquire information that is confidential to CITY or CITY's clients. Any and all information of any form obtained by Service Provider or its employees or agents in the performance of this Contract shall be deemed to be confidential information of CITY ("Confidential Information"). Any reports or other documents or items (including software) which result from the use of the Confidential Information by Service Provider shall be treated with respect to confidentiality in the same manner as the Confidential Information. Confidential Information shall be deemed not to include information that (a) is or becomes (other than by disclosure by Service Provider) publicly known or is contained in a publicly available document; (b) is furnished by CITY to others without restrictions similar to those imposed by this Contract; (c) is rightfully in Service Provider's possession without the obligation of nondisclosure prior to the time of its disclosure under this Contract; or (d) is independently developed by employees or agents of Service Provider who can be shown to have had no access to the Confidential Information. B. Non-Disclosure. Service Provider agrees to hold Confidential Information in strict confidence, using at least the same degree of care that Service Provider uses in maintaining the confidentiality of its own confidential information, and not to copy, reproduce, sell, assign, license, market, transfer or otherwise dispose of, give, or disclose Confidential Information to third parties or use Confidential Information for any purposes whatsoever other than the provision of services to CITY hereunder, and to advise each of its employees and agents of their obligations to keep Confidential Information confidential. C. Unauthorized Use. Service Provider shall use its best efforts to assist CITY in identifying and preventing any unauthorized use or disclosure of any Confidential Information. Without limitation of the foregoing, Service Provider shall advise CITY immediately in the event Service Provider learns or has reason to believe that any person who has had access to Confidential Information has violated or intends to violate the terms of this Contract and Service Provider will at its expense cooperate with CITY in JACO Contract 3 seeking injunctive or other equitable relief in the name of CITY or Service Provider against any such person. D. Return of Confidential Information. Service Provider agrees that, except as directed by CITY, Service Provider will not at any time during or after the term of this Contract disclose, directly or indirectly, any Confidential Information to any person, and that upon termination of this Contract or at CITY's request, Service Provider will turn over to CITY all documents, papers, and other matter in Service Provider's possession which embody Confidential Information. E. Injunctive Relief. Service Provider acknowledges that breach of this Paragraph 7, including disclosure of any Confidential Information, or disclosure of other information that, at law or in good conscience or equity, ought to remain confidential, will give rise to irreparable injury to CITY that can only be inadequately compensable in damages. Accordingly, CITY may seek and obtain injunctive relief against the breach or threatened breach of the foregoing undertakings, in addition to any other legal remedies that may be available. Service Provider acknowledges and agrees that the covenants contained herein are necessary for the protection of the legitimate business interests of CITY and are reasonable in scope and content. F. Ensuring Confidentiality. Service Provider agrees to comply with all reasonable requests by CITY to ensure the confidentiality and nondisclosure of the Confidential Information, including without limitation (a) obtaining nondisclosure agreements, in a form approved by CITY, from each of Service Provider's employees and agents who are performing work, and providing copies of such agreements to CITY, and (b) performing criminal background checks on each of Service Provider's employees and agents who are performing work, and providing a copy of the results to CITY. 8. COMPLIANCE WITH LAWS A. The Service Provider shall comply with all federal, state and local regulations and ordinances applicable to the work to be done under this Contract, including, but not limited to, all applicable environmental and hazardous materials laws. B. Any violation of the provisions of Paragraph 7 shall be considered a violation of a material provision of this Contract and shall be grounds for cancellation, termination or suspension of the Contract by CITY, in whole or in part, and may result in ineligibility for further work for CITY. 9. TERMINATION OF CONTRACT A. CITY may terminate this Contract by giving at least ten (10) days written notice to the Service Provider. Termination may be effected by serving a notice of termination on the Service Provider's Manager identified in Paragraph 6 of this Contract, or by mailing such notice to Service Provider's business address by certified mail, allowing three (3) business days for delivery. B. In the event this Contract is terminated by CITY, the Service Provider shall be entitled to receive payment only for the number of units recycled, and for which the Service Provider has issued the incentive check to CITY's customer(s), as of the effective date of termination. 10. CLAIMS Any claim against CITY for damages, expenses, costs or extras arising out of the performance of this Contract must be made in writing to CITY within thirty (30) days after the discovery of such damage, expense or loss, and in no event later than the time of JACO Contract 4 approval by CITY for final payment. The Service Provider, upon making application for final payment, shall be deemed to have waived its right to claim for any other damages for which a claim has not been made, unless such application for final payment includes notice of additional claim and fully describes such claim. 11. HOLD HARMLESS AND INDEMNIFICATION A. This is a contract for a pass-through of Bonneville Power Administration (BPA) conservation renewable funding. The refrigerator, freezer and other units to be recycled under this Contract are not, and have never been, the property of, or held in the possession or control of, CITY. Accordingly, the parties hereto agree that CITY shall bear no responsibility or liability of any nature or kind whatsoever for, or relating to, the recycling or disposal of said units. B. To the fullest extent permitted by law, the Service Provider shall indemnify, defend and hold harmless CITY, and its officers, officials, agents and employees from and against any and all claims, actions, suits at law or equity, liability, loss, costs, expenses or damages of any nature or kind whatsoever, including but not limited to environmental liabilities and damages (whether resulting from hazardous materials disposal or otherwise), and further including but not limited to reasonable attorneys' fees and litigation costs, brought against CITY, its officers, officials, agents and/or employees, arising out of, or in connection with, or incident to, the execution of this Contract and/or the performance or failure to perform any aspect of this Contract; provided, however, that nothing herein shall require the Service Provider to hold harmless or defend CITY, its officers, officials, agents or employees from any claims arising from the sole negligence of CITY, its officers, agents or employees. C. The Service Provider agrees that its obligations under this Paragraph 11 also extend to any claim, demand, and/or cause of action brought by, or on behalf of, any of its employees or agents. For this purpose, the Service Provider, by mutual negotiation, hereby waives, as respects CITY only, any immunity that would otherwise be available against such claims under the industrial insurance provision of Title 51 RCW. In the event CITY obtains any judgment or award, and/or incurs any cost arising therefrom, including attorneys' fees to enforce the provisions of this article, all such fees, expenses, and costs shall be recoverable form the Service Provider. D. The provisions of this Paragraph 11 shall survive the termination of this Services Contract. 12. INSURANCE The Service Provider at his/her own cost and expense, shall procure and maintain, for the duration of the Contract, the following insurance policies with insurers possessing a Best's rating of no less than A. Workers' Compensation Coverage: Service Provider shall maintain Workers' Compensation Insurance and Employer's Liability Insurance in an amount not less than one million dollars ($1,000,000), for his/her employees in accordance with the laws of the State of Washington. Any notice of cancellation or non-renewal of all Workers' Compensation policies must be received by CITY at least thirty (30) days prior to such change. General Liability Coverage: Service Provider shall maintain commercial general liability insurance in an amount not less than one million dollars ($1,000,000) per occurrence for bodily injury, personal injury and property damage. If a commercial general liability insurance form or other form with a general aggregate limit is used, either the general JACO Contract 5 aggregate limit shall apply separately to the work to be performed under this Contract or the general aggregate limit shall be at least twice the required occurrence limit. CITY shall be named as an additional insured under this coverage. Pollution Legal Liability Coverage: Service Provider shall maintain Pollution Legal Liability insurance with minimum limits of one million dollars ($1,000,000) per occurrence for death, bodily injury, or property damage to third parties, as well as for environmental remediation of sites damaged by pollution resulting directly or indirectly from the Service Provider's operations under this Contract. Such policy shall be maintained throughout the term of this Contract, and for not less than three (3) years after the date of final acceptance and completion of the work performed under this Contract. CITY shall be named as an additional insured under this coverage. Automobile Liability Coverage: Service Provider shall maintain automobile liability insurance covering bodily injury and property damage for all activities arising out of or in connection with the work to be performed under this Agreement, including coverage for owned, hired and non-owned vehicles, in an amount of not less than one million dollars ($1,000,000) combined single limit for each occurrence. Cancellation: The insurance provided by the policies identified in this Paragraph 12 shall not be suspended, voided, canceled, or reduced in coverage or in limits except after thirty (30) days written notice has been received by CITY. Other insurance requirements: The Service Provider's insurance coverages shall be primary insurance relative to CITY. Any insurance, self-insurance, or insurance pool coverage maintained by CITY shall be in excess of the Service Provider's insurance and shall not contribute to it. All policy coverages required under this Paragraph 12 shall be written on an occurrence basis. The Service Provider will deliver to CITY, no later than ten (10) days after execution of the Agreement by CITY and prior to commencing work, Certificates of Insurance, identified on their face as the Contract Number to which applicable, as evidence that policies providing such coverage and limits of insurance are in full force and effect, which Certificates shall provide that not less than thirty (30) days advance notice will be given in writing to CITY prior to cancellation, termination or alteration of said policies of insurance. Such advance notice of cancellation, termination, or alteration of said policies shall be delivered to CITY's Program Manager. 13. PREVAILING WAGES AND ASHLAND LIVING WAGE The Service Provider shall comply with any applicable Prevailing Wage Rate Requirements in Oregon State. In addition, Service Provider shall comply with Ashland Municipal Code Chapter 3.12, which requires all employers subject to the chapter to pay the Ashland living wage. 14. ASSIGNMENT A. This Contract shall not be assigned or transferred by either party, either in whole or in part, without the prior written consent of the other party. Any attempted assignment or transfer without such written consent shall be void. B. Any work or services assigned hereunder shall be subject to each provision of this Contract. 15. INDEPENDENT SERVICE PROVIDER JACO Contract 6 The Service Provider is and shall be at all times during the term of this Contract an independent Service Provider and not an employee of CITY. 16. GOVERNING LAW Any legal dispute between the parties to this Contract shall be governed by the laws of the State of Oregon, and any action to enforce this Contract shall be brought in Jackson County, Oregon. 17. PARTIAL INVALIDITY Any provision of this Contract which is found to be invalid or unenforceable shall be ineffective to the extent of such invalidity or unenforceability, and the invalidity or unenforceability of such provision shall not affect the validity or enforceability of the remaining provisions hereof. 18. NONWAIVER The failure of CITY to insist upon or enforce strict performance by the Service Provider of any provision of this Contract, or to exercise any right under this Contract, shall not be construed as a waiver or relinquishment to any extent of CITY right to assert or rely upon any such provision or right in that or any other instance; rather, the same shall be and remain in full force and effect. 19. ENTIRE AGREEMENT/ MODIFICATION This Contract, together with the attachments and/or addenda, represents the entire and integrated Contract between the parties hereto and supersedes all prior negotiations, representations, or agreements, either written or oral. This Contract may be amended, modified or added to only by written instrument properly signed by both parties hereto. IN WITNESS WHEREOF, the parties have executed this Contract as of this _ day of '2013. JACO ENVIRONMENTAL CITY OF ASHLAND ELECTRIC UTILITIES DEPARTMENT By: By: Printed Name: Printed Name: Title: Title: Address: City/State/Zip: Attest: Attest: Date: Date: Tax ID Na: JACO Contract 7 CITY OF -ASH LAN D Council Communication December 17, 2013, Business Meeting Klamath County Intergovernmental Agreement for Building Inspection Services FROM: Michael Grubbs, Building Official, Community Development, michael.grubbs@ashland.or.us SUMMARY The proposed Intergovernmental Agreement (IGA) with Klamath County will permit City of Ashland Building Division staff to perform building inspection services for Klamath County should the need arise. The City of Ashland Building Division has been requested to occasionally conduct building code inspections for Klamath County. In order to provide this service an Intergovernmental Agreement (IGA) must be in place. BACKGROUND AND POLICY IMPLICATIONS: As in the past, the City of Ashland Building Division has had several IGAs with other jurisdictions to provide and receive backup building code inspections when staff is not available. Currently the City of Ashland has IGAs with the City of Medford and Jackson County. While this new IGA does not have an expiration date, it does contain a termination clause for both parties. FISCAL IMPLICATIONS: This is expected to have a minor fiscal impact. This IGA can produce income for the Building Division by providing inspection services. Conversely, we have budgeted for any expenditure when other jurisdictions provide us with back-up inspection services. This has been considered and is included in our budget. STAFF RECOMMENDATION AND REQUESTED ACTION: Approve the IGA with Klamath County. SUGGESTED MOTION: I move approval of an IGA with Klamath County to perform building inspections. ATTACHMENTS: Intergovernmental Agreement for Building Inspection Services with Klamath County Page I of I ~r, INTERGOVERNMENTAL AGREEMENT FOR BUILDING INSPECTION SERVICES This Agreement is made and entered into this day of 2013 by and between KLAMATH COUNTY, a political subdivision of the State of Oregon, hereinafter referred to as "Klamath," and THE CITY OF ASHLAND, an Oregon municipal corporation, hereinafter referred to as "Ashland." RECITALS A. ORS 190.010 permits units of local government to enter into intergovernmental agreements for the performance of any or all functions and activities that a party to the agreement has authority to perform; and B. Klamath County requires the services of qualified building inspectors for the performance of Oregon State Building Code compliant commercial and residential building code inspections; and C. The City of Ashland employs building inspectors with the particular training, ability, knowledge, and experience to meet the needs of Klamath County; and NOW, THEREFORE, in consideration for the mutual covenants contained herein the receipt and sufficiency of which are hereby acknowledged, the parties agree as follows: 1. RECITALS. The recitals set forth above are true and correct and are incorporated herein by this reference. 2. DURATION. This agreement shall become effective on the date at which every party, has signed this agreement. This agreement shall not expire unless terminated in accordance with section 8. 3. FUNCTIONS OR ACTIVITIES. [ORS 190.020(1)]. The City of Ashland shall make available to Klamath County, City of Ashland Building Inspectors with the qualifications and state certifications necessary to perform the inspections requested by Klamath County. This Agreement contemplates Ashland providing inspections for plumbing, electrical, mechanical, and structural purposes, together with plan review services and such other services as may be mutually agreed upon by the parties. Inspectors shall be made available on those dates and at those times ( a schedule) as are mutually agreed upon between the Ashland Building Official and the Klamath Building Official. Ashland shall provide Klamath with periodic reports at the frequency and with the information prescribed to be reported by Klamath. The City of Ashland Inspectors providing services to Klamath County pursuant to this Agreement shall have all jurisdiction, authority, powers, functions, and duties of the Klamath County Building Inspectors with respect to any and all violations of State Law, the Charter or ordinances of Klamath County. It is agreed by and between the parties that Ashland is carrying out a function on behalf of Klamath, and Klamath has the right of direction or control of the Intergovernmental Agreement for Building Inspection Services Page I of 5 manner in which Ashland delivers services under this agreement and exercises control over the activities of Ashland when providing agreed upon services. 4. PAYMENT. [ORS 190.020(1)(a)]. Klamath County shall promptly reimburse the City of Ashland for the actual expenses incurred for the services provided. For purposes of this Agreement, actual cost shall be considered a flat rate costs in an amount of $70.00 per hour portal to portal, not to exceed $25,000 under this agreement. No other incidental costs shall be reimbursed. However, if the hours worked by an Ashland employee for services performed under this Agreement exceeds 40 hours in a work week, Klamath agrees to pay Ashland for all hours worked by the employee in excess of 40 hours in a work week at the rate of 1 '/2 times the hourly rate being paid to Ashland for the services of the employee performing the services. Klamath's performance of its obligations hereunder is conditioned upon Ashland's compliance with the provisions of ORS 279B.220, 279B.230, and 279B.235 for work related to this agreement, which are incorporated herein by this reference. 5. REVENUE. [ORS 190.020(1)(b)]. All costs, fees, fines and charges, collected as a result of the work performed by City of Ashland building inspectors pursuant to this Agreement shall be the property of Klamath County. No revenues expected to be derived pursuant to this Agreement need to be apportioned between the parties. 6. PERSONNEL. [ORS 190.020(1)(c)]. No employees will be formally transferred pursuant to this Agreement. The City of Ashland will continue to pay its employees and shall keep accurate records of hours worked pursuant to this Agreement. Klamath County and the City of Ashland are subject employers under ORS Chapter 656, and shall procure and maintain current valid workers compensation insurance coverage for all subject workers throughout the period of this Agreement. This Agreement does not change the status of any employee, contractor or officer of the respective entities. 7. REAL OR PERSONAL PROPERTY. [ORS 190.020(1)(d)]. There shall be no transfer of title or possession to any real or personal property pursuant to this Agreement. 8. TERMINATION. [190.020(1)(f)]. This Agreement maybe terminated by mutual consent by both parties; or by either party at anytime, upon thirty (30) days notice in writing and delivered by certified mail or personal service. In the event of termination of the Agreement, Klamath County shall pay for all services rendered by the City of Ashland to the date of termination. Such termination shall be without prejudice to any obligations or liabilities of either party accrued prior to such termination. 9. HOLD HARMLESS. It is the intention of the Klamath County to be solely responsible for the actions of the City of Ashland inspectors while acting pursuant to this Agreement for the sole benefit of Klamath County with the full power and authority of the Klamath County Building Department. Accordingly, to the extent permitted by Article 11, Section 7, and Article 11, Section 10 of the Oregon Constitution and the Intergovernmental Agreement for Building Inspection Services Page 2 of 5 Oregon Tort Claims Act, Klamath County shall hold harmless, defend and indemnify the City of Ashland from any and all claims, demands, damages or injuries, liability of damage that anyone may have or assert by reason of any error, act or omission of the City of Ashland building department personnel in the performance of his/her duties under the terms of this Agreement. It is further agreed and understood that neither party is, by virtue of this Agreement, a partner or joint venturing with the other party and neither party shall have any obligation with respect to the other party's debts or liabilities of whatever kind or nature. If any aspect of this indemnity shall be found to be illegal or invalid for any reason whatsoever, such illegality or invalidity shall not affect the validity of the remainder of this indemnification. 10. ' METHOD AND PLACE OF GIVING NOTICE, SUBMITTING BILLS, AND MAKING PAYMENTS. All notices, bills, and payments shall be made in writing and may be given by personal delivery or by mail. Notices, bills, and payments sent by mail should be addressed as follows: City of Ashland Attn: Dave Kanner, City Administrator 20 East Main Street Ashland, Oregon 97520 Phone: 541-488-2100 Fax: 541-552-2092 Klamath County Building Division Attn: Rochelle Putnam 305 Main Street Klamath Falls, OR 97601 Phone: 541-883-5121 option 1 and when so addressed, shall be deemed given upon deposit in the United States Mail, postage prepaid. In all other instances, notices, bills, and payments shall be deemed given at the time of actual delivery. Changes may be made to the names and addresses of the person to whom notices, bills, and payments are to be given by providing notice pursuant to this paragraph. 11. NON-DISCRIMINATION. Each party agrees that no person shall, on the grounds . of race, color, creed, national origin, sex, marital status, or age, suffer discrimination in the performance of this agreement when employed by either party. Each party agrees to comply with Title VI of the Civil Rights Act of 1964, with Section V of the Rehabilitation Act of 1973, and with all applicable requirements of federal and state civil rights and rehabilitation statutes, rules and regulations. Additionally, each party shall comply with the Americans with Disabilities Act of 1990 (Pub. L. No. 101- 336), ORS 659.425, and all regulations and administrative rules established pursuant to those laws. Intergovernmental Agreement for Building Inspection Services Page 3 of 5 12. ATTORNEY FEES. In the event an action, lawsuit or: proceeding, including appeal there from, is brought for failure to fulfill or comply with any of the terms of this agreement, each party shall be responsible for their own attorney fees, expenses, costs and disbursements for said action, lawsuit,' proceeding or appeal. 13. NO WAIVER. The failure by any party to enforce any provision of this Agreement shall not constitute a waiver by that party of. that provision or of any other provision of this Agreement. 14. SEVERABILITY. Should any provision or provisions of this Agreement be construed by a court of competent jurisdiction to be void, invalid or unenforceable, such construction shall affect only the provision or provisions so construed, and shall not affect, impair or invalidate any of the other provisions of this Agreement which shall remain in full force and effect. 15. HEADINGS.. The headings of this Agreement are for convenience only and shall not be used to construe or interpret any provisions of this Agreement., 16. APPLICABLE LAW. This Agreement shall be governed by and interpreted in accordance with the laws of the State of Oregon. 17. ASSIGNMENT/DELEGATION.. Ashland shall not delegate the responsibility for providing services hereunder to any other individual or agency. Neither this Agreement nor any of the rights granted by this Agreement may be assigned or transferred by either party. 18. MERGER. This writing is intended both as the final expression of the Agreement between the parties with respect to the included terms.and as a complete and exclusive statement of the terms of the Agreement. No modification of this Agreement shall be effective unless and until it is made in writing and signed by both parties. 19. BINDING EFFECT. The terms of this Agreement shall be binding upon and inure to the benefit of each of the parties and each of their respective administrators, agents, representatives, successors and assigns. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed in two (2) duplicate originals, either as individuals, or by their officers, thereunto duly authorized. Dated this day of 2013. Klamath County, Oregon Intergovernmental Agreement for Building Inspection Services Page 4 of 5 Dated this of , 2013 BOARD OF COUNTY COMMISSIONERS COMMISSIONER COMMISSIONER ATTEST: Recording Secretary CHAIR Approved as to Form: Klamath County Counsel City of Ashland, Oregon By: JOHN STROMBERG, MAYOR City of Ashland Approved as to Form: City Attorney Intergovernmental Agreement for Building Inspection Services Page 5 of 5 CITY OF ASHLAND Council Communication December 17, 2013, Business Meeting Special Procurement for the purchase of a Schwarze Street Sweeper FROM Stu Wilkie, Fleet Maintenance Supervisor, stu.wilkie@ashland.or.us John Peterson, Street Supervisor, petersi@ashland.or.us SUMMARY The Public Works Department/Street Division is planning to replace one of the two street sweepers currently in operation. The sweeper scheduled for replacement has been in service with the Street Division since August of 2004. Maintenance costs and downtime of this equipment exceed acceptable limits. Staff requests Council approval of a "Contract-specific Special Procurement" for the purchase of a Schwarze Model A7000 Street Sweeper, priced at $217,930.00. BACKGROUND AND POLICY IMPLICATIONS: The industry standard lifecycle for a street sweeper in full time operation is seven years. In comparison, the sweeper to be replaced has been in operation for nearly ten years (three years beyond the recommended lifecycle). Downtime regularly exceeds 50 percent per month; a newer sweeper's downtime is expected to be less than 5 percent per month. Repair costs have become increasingly more expensive as the repairs have become system replacements rather than just regular maintenance. Repair costs per month have begun to exceed the equipment fund payment for replacement of this piece of equipment. Keeping this piece of equipment in operation will cost more per month than replacing it. The planned replacement sweeper is available for purchase using an NJPA (National Joint Powers Alliance) contract. This will allow the City to purchase the sweeper that meets departmental specifications, while taking advantage of special pricing available as part of a much larger buying group. On average, more than 3,000 cubic yards of material are removed by the city's two sweepers annually. This material would eventually enter the City's storm drain system and then enter into the creeks if it is not swept up from the roadways. Street sweeping is one of the most proactive environmentally conscous activities the City undertakes. This activity also helps ensure compliance with the City's DEQ issued NPDES (National Pollutant Discharge Elimination System) permit. Street sweeping is an activity that must be continued to maintain regulatory compliance. Costs for this sweeper exceed the budgeted amount, largely due to increased regulatory requirements for diesel vehicle emissions. The new engines operate extremely clean and efficient relative to older models, but the technology to make that happen is expensive. Street sweepers generally have two engines, both of which have to be equipped with this new technology. The new sweeper will have greatly reduced emissions compared to older models. Page 1 of 2 1prTr`, CITY OF ASHLAND Natural gas and diesel powered engines were both considered for the replacement sweeper; however, Ashland does not have the infrastructure to support a natural gas powered vehicle. Therefore, staff is recommending the purchase of the Schwarze diesel powered sweeper. A Special Procurement is used for the purpose of seeking an exemption from the competitive bid process, custom designing a contracting approach, or the direct selection or award of a public contract or for a series of contracts. The completed Special Procurement, Approval Request Form is attached for your review and consideration. AMC 2.50.090 Exemptions from Formal Competitive Selection Procedures All Public Contracts shall be based upon Competitive Sealed Bidding (Invitation to Bid) or Competitive Sealed Proposals (Request for Proposal) pursuant to ORS 279A - 279C and the Model Rules except for the following: G. Special Procurements - a public contract for a class special procurement, a contract specific procurement or both, based upon a contracting procedure that differs from procedures described in ORS 27913.055, 27913.060, 279B.065, 279B.070. The contracting approach may be custom designed to meet the procurement needs. 1. Special procurements shall be awarded in accordance with ORS 27913.085 and all other applicable provisions of law. FISCAL IMPLICATIONS: The amount budgeted and carried forward from the FY 2013 budget is $200,000.00. The difference of $17;930.00 will be made up by other fleet purchases coming in under budget. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends that the "Contract-specific Special Procurement" be approved. SUGGESTED MOTION: The Council, acting as the Local Contract Review Board, moves to approve the Contract-specific Special Procurement for the purchase of a Schwarze Model A7000 Street Sweeper. ATTACHMENTS: 1. Form #9, Special Procurement, Request for Approval and Written Findings 2. NJPA Contract 031710-AMI Information 3. Atlantic Machinery Contract 031710-AMI Pricing 4. HGACBuy Contract Pricing Worksheet (for comparison purposes only) Page 2 of 2 ~r, CITY OF FORM #9 ASHLAND SPECIAL PROCUREMENT REQUEST FOR APPROVAL To: City Council, Local Contract Review Board From: Stu Wilkie, Fleet Safety Supervisor Date: November 19, 2013 Subject: REQUEST FOR APPROVAL OF A SPECIAL PROCUREMENT In accordance with ORS27913.085, this request for approval of a Special Procurement is being presented to the City Council for approval. This written request for approval describes the proposed contracting procedure and the goods or services or the class of goods or services to be acquired through the special procurement and the circumstances that justify the use of a special procurement under the standards set forth ORS 279B.085(4). 1. Requesting Department Name: Public Works -Fleet Department 2. Department Contact Name: Stu Wilkie -Fleet Safety Supervisor 3. Type of Request: Class Special Procurement X Contract-specific Special Procurement 4. Time Period Requested: From: *Order to be placed upon receiving Comcil appmval To: N/A 5. Total Estimated Cost: $217,930.00* * $200,000.00 was budgeted; the difference of $17,930.00 will be made up by other purchases coming in under budget. 6. Short title of the Procurement: Schwarze Model A7000 Street Sweeper Supplies and/or Services or class of Supplies and/or Services to be acquired: "New" Schwarze Model A7000 Street Sweeper 7. Background and Proposed Contracting Procedure: Provide a description of what has been done in the past and the proposed procedure. The Agency may, but is not required to, also include the following types of documents: Notice/Advertising, Solicitation(s), Bid/Proposal Forms(s), Contract Form(s), and any other documents or forms to be used in the proposed contracting procedure. Attach additional sheets as needed. Background: The Johnston Sweeper being replaced has 6,898 hours on the rear engine and 37,201 miles on the chassis. The miles may seem low; however the street sweepers run at wide open throttle Form #9 - Special Procurement - Request for Approval, Page 1 of 4,12/11/2013 10 hours per day in the worst environment possible, dirt and dust. According to industry standards 1- hour of wide open throttle equals 70 mile of driving wear, at 6,898 hours that equals 482,860 miles of wear. The Johnston Sweeper was our main sweeper from 2005 - 2009, during that time the sweeper had collected on average 3000 cubic yard per year. In 2009 we received the A7000 Schwarze sweeper moving the Johnston sweeper to the backup / leaf season sweeper position. Failure to replace the Johnston Sweeper may jeopardize compliance with the NPDES Phase 11 permit, as well impacting the level of sweeping service provided to the citizens of Ashland. Street sweeping is the first line of defense in the city's storm water system. Industry standard for street sweeper life cycle is seven years. City of Ashland experience has followed industry standard and when sweepers have been kept past their seven year life cycle, maintenance cost and downtime exceed acceptable limits. This sweeper will be nine years old when the replacement unit is delivered. Upon replacement of this unit, the new sweeper will be moved to the position of main sweeper and the current 2008 street sweeper will become the backup sweeper. Proposed procedure: Staff recommends the public contract be directly awarded to Atlantic Machinery using the NJPA Contract 031710-AM 1. National Joint Powers Alliance (NJPA) was created by the State of Minnesota as a service cooperative to service any agency of the State of Minnesota or the United States. The NJPA allows members of the NJPA to piggyback on NJPA contracts. NJPA gives local governments nationwide access to volume purchasing and discounts. 8. Justification for use of Special Procurement: Describe the circumstances thatjustify the use of a Special Procurement. Attach relevant documentation. Staff recommends the City purchase a Schwarze Model A7000 street sweeper through NJPA. NJPA gives local government nationwide access to volume purchasing and discounts. The solicitation processed by NJPA (State of Minnesota) for the sweeper was advertised in the Daily Journal of Commerce. The Daily Journal of Commerce (publication) is located in Portland, Oregon. Government agencies throughout Oregon commonly use the Daily Journal of Commerce to satisfy the public notice requirements for advertising bidding opportunities. 9. Findings to Satisfy the Required Standards: This proposed special procurement: X (a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because: The NJPA solicitation was advertised in the Daily Journal of Commerce (publication located in Portland, Oregon) on the following dates: 2/18/2010, 02/19/2010, 02/22/2013, 02/23/2010, 02/24/2010.02/25/2010 and 02/26/2010 (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.); and X (b)(i) will result in substantial cost savings to the contracting agency or to the public because: Form #9 - Special Procurement - Request for Approval, Page 2 of 4,12/11/1013 There are two contracts available to the City. The NJPA contract price is $217,930.00 and the HGAC contract price is $220,896.00. The NJPA contract is $2,966.00 less than the HGAC contract. We also have confirmation that the NJPA contract was advertised in the State of Oregon via the Daily Journal of Commerce (Publication located in Portland, Oregon) (Pleasc provide the total estimate cost savings to be gained and the rationale for determining the cost savings); or X (b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 279B.055, 279B.060, 279B.065, or 27913.070, or any rules adopted thereunder because: The City's Street and Fleet Departments have extensive experience with the Schwarze, Model A7000, Street Sweeper, and they have found them to be dependable and reliable, as well as easLto operate and maintain. Parts are readily available and delivered in a timely manner by EnviroClean, the local dealer and parts distributor for Schwarze. This is a multiuse piece of equipment with a high pressure wash down system. In addition to being a street sweeper, it can be used to clean catch basins and dig utilities to a depth of eight feet. And, its cameras eliminate blind spots for the operator. This piece of equipment comes fully equipped as required by the City's Street Department and is ready for delivery now. (Please provide specific information that demonstrates how the proposed Special Procurement meets this requirement.) Form #9 - Special Procurement- Request for Approval, Page 3 of 4,121112013 Public Notice: Pursuant to ORS 279B.085(5) and OAR 137-047-0285(2), a Contracting Agency shall give public notice of the Contract Review Authority's approval of a Special Procurement in the same manner as a public notice of competitive sealed Bids under ORS 279B.055(4) and OAR 137-047-0300. The public notice shall describe the Goods or Services or class of Goods or Services to be acquired through the Special Procurement and shall give such public notice of the approval of a Special Procurement at least seven (7) Days before Award of the Contract. After the Special Procurement has been approved by the City Council, the following public notice will be posted on the City's website to allow for the seven (7) day protest period. Date Public Notice first appeared on www.ashland.or.us - [Ifapproved, November 20, 2013] PUBLIC NOTICE Annroval of a Snecial Procurement First date of publication: [If approved, November 20, 2013] A request for approval of a Special Procurement was presented to and approved by the City Council, acting as the Local Contract Review Board, on [Ifapproved, November 19, 2013]. This Contract-specific special procurement is for the purchase of a Schwarze Model A7000 Street Sweeper. The City intends to purchase the street sweeper front Atlantic Machinery. Atlantic Machinery was awarded the NJPA National Contract for Public Utility Vehicles. NJPA was created by the State of Minnesota and offers contracts to any government agency in the United States. It has been determined based on written findings that the Special Procurement will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts, and result in substantial cost savings or substantially promote the public interest in a manner that could not be realized by complying with the requirements that are applicable in ORS 27913.055, 27913.060, 279B.065, or 27913.070. An affected person may protest the request for approval of a Special Procurement in accordance with ORS 27913.400 and OAR 137-047-0300. A written protest shall be delivered to the following address: City of Ashland, Kari Olson, Purchasing Representative, 90 N. Mountain Avenue, Ashland, OR 97520. The seven (7) protest period will expire at 5:00pm on [Ifapproved andposted, November 28, 2013] This public notice is being published on the City's Internet World Wide Web site at least seven days prior to the award of a public contract resulting from this request for approval ofa Special Procurement. Form #g - Special Procurement- Request for Approval, Page 4 of 4,12111/2013 WJPA www.nipacoop.org National Joint Powers Alliance FOR IMMEDIATE RELEASE 200 First Street NE NJPA Contract Announcement Staples, MN 56479 ATLANTIC Atlantic Machinery Awarded NJPA National MACHINERY, INC. Contract for Public Utility Vehicles Sewer and Street Equipment Specialists National Contract #031710-AMP "Public Utility Vehicles and r• Services, Apparatus, Equipment Rr Accessories" has been added to VA -CM ENZ C MA INr the competitively bid products and service available to National WIA t ~ ? } ""f1°" ewe rowtvwwu Joint Powers Alliance® (NJPA) Contract Purchasing Members throughout the nation. (Staples, MN - July 8, 2010) - NJPA.is pleased to announce the awarding of contract number 031710-AMI to Atlantic Machinery on behalf of Schwarze Industries, Vac-Con & ENZ USA, Inc. for Public Utility Vehicles and Services, Apparatus, Equipment & Accessories. As the contract administrator for these three manufacturers, Atlantic Machinery will manage NJPA's members needs as they pertain to street sweepers, vac-type equipment & high pressure pipe cleaning equipment. About Schwarze Industries: For over 30 years in the street sweeping business, Schwarze Industries has been committed to providing an extraordinary level of customer support. Schwarze Industries offers one of the most comprehensive sweeper lines in the sweeping business, including models for parking area cleaning, industrial sweeping, mall and shopping center sweeping, airport runway sweeping, street sweeping, milling cleanup and stormwater runoff (PM-10) management. "We are very pleased to receive a contract with the National Joint Powers Alliance® (NJPA), in conjunction with our dealer partner, Atlantic Machinery." states Bob Faulhaber, President Schwarze Industries. "Both Schwarze Industries and Atlantic Machinery value the opportunity to serve over 30,000 members of this alliance with the best built and most comprehensive line of municipal and parking lot sweepers in our industry. We believe that this new cooperative purchasing alliance will benefit our governmental customers through streamlined purchasing processes and leveraged purchasing power. Our research revealed NJPA to have a professional, well-structured approach to provide members with: • Time and resource savings • Leveraged volume pricing • Comprehensive member service It is also a "win" for Schwarze Industries and Atlantic Machinery to have access to the Alliance's nationwide membership. We are very pleased to be working with NJPA and look forward to a very successful partnership." i WJPA www.nipacoop.org National Joint Powers Alliance 200 hisl Slrcel NE Sloples, MN 56479 About Vac-Con: Vac-Con, Inc., a manufacturer of heavy duty, heck-mounted vacuum equipment, serving both private industry and public entities since 1986. Vac-Con delivers high-performing, rugged products for sewer cleaning, industrial vacuuming, hydro excavation and waterjetting. All Vac-Con products come fully loaded with a powerful package of thoughtful features. For more power, ease of use, relentless performance, rugged durability and uncompromised safety... Vac-Con delivers. What sets Vac-Con apart is engineering and added features and value that deliver more uptime, more technology, more success on the job and more confidence in getting thejob done: Darrell LeSage, president and founder of Vac-Con states "We are both pleased and grateful to have the opportunity to participate in the NJPA contract. We have many fine products, supported by a strong service and training network to help NJPA members reach their infrastructure and environmental cleaning goals. We think that by combining our innovative and environmentally-friendly products with the buying power and convenience of the NJPA contract, the members can be assured of getting high performance, as well as the best value, certainly an important factor in today's difficult economy. Another important factor is that our machines are mostly used in environmentally-sensitive applications, something that always brings new challenges and questions. Our industrial vacuum loaders and vacuum excavators have worked in heavy construction and utility applications to effectively and quickly recover spilled or waste material, to safely uncover sensitive underground utilities, to set utility poles, and even to assist in trench collapse and other fire and rescue operations. Our combination sewer and drain cleaning products have covered a full spectrum of municipal cleaning applications, including storm and sanitary sewer lines, catch basins and water treatment plants. The importance of mentioning all of these applications is that our philosophy since the beginning has been to incorporate our customers' good ideas, and custom build our products around their special needs and applications. That means when someone heeds our products, we can also offer nearly 25 years of custom problem-solving and field experience with thousands of customers around the world. We welcome NJPA members to take advantage of this experience, and we're looking forward to working in partnership with the NJPA to help provide effective and innovative solutions." About ENZ USA, Inc.: . ENZ USA, Inc. offers a large range of high quality pipe cleaning tools. Through innovative designs, we have assisted the sewer and pipe cleaning industry to remain one the forfront of new, creative and effective solutions in cleaning/maintaining utility infrastructure. Dana M. Hicks, National Sales Manager for ENZ USA states, "ENZ USA, Inc. is extremely excited and proud to learn of our recent contract award with NJPA. We feel this partnership will greatly benefit NJPA's members as they now have access to ENZ's full line of quality sewer & pipe cleaning equipment through a competitively bid contract that offers'nationally leveraged pricing meaning quantifiable money AND time savings when purchasing through our NJPA contract." WJPA www.nipacoop.org National Joint Powers Alliance - - - - - - - - - 200 Eirsl Slreel NE Staples, MN 56479 About NJPA: The National Joint Powers Alliance® (NJPA) is a Municipal Contracting government agency established through legal statute in 1978. NJPA serves over 30,000 Members throughout the nation with competitively awarded purchasing solutions from industry-leading vendors. About Contract #031710-AMI: Press Contact: For more information: Andy Campbell Mike Hajek htto://www.nipacoop.org (218) 894-5491 (218) 894-5477 http://www.atlantiemachineryinc.com/ andv.campbellOnioacoomore mike.haiek(@,nioacooo.ore www.schwarze.com www.vac-con.com www.enzusainc.com ANNUAL RENEWAL OF AGREEMENT made by and between Atlantic Machinery, Inc. (Vendor) 2628 Garfield Ave. Silver Spring, MB 20910 end National Joint Powers AWance® (NJPA) 202 12P Street NE Staples, Minnesota 56479 Phone: (218) 894-1930 Whom: "Vendor" and'NJPA" have entered Into sa "Acceptance and Award 11031710-AMP' fbr the procurement oFYublio IJtOi a Hq sublectand/or Accossortes and havlrtg ruaturlty data of May 27,201 ;and wbic whloh arc c aubjeat to annual retuwala at tho option of ba Now therefore: "Vendor" and "NJPA" hareby desire and agree t0 extend and renew the above defined contract fbr the period of May 27, 2013 through May 26, 2014. National JohitPowers Illa By: j D/Ltr /~i1/ f Its: 4'' ,~W r Namoprln ort ed: S9 C ki Ah P2l /C, Date tlantlc Madduary. Inc, Bk~VY t J Q A) Its: u e 5 /1 u n C l /C Name printed or typed: VA e:!-- .60e)cn-S Date NI 0, f 5- fde93rbYoextandcontreoti,P~ ghEiglow,gg8.retuPnthfu;egCeootbflG e5~}re'ddijo;ddiadogthtueah¢tcohtrbef:.: Dnta•> Proposal Offering And Acceptance and Award RFP 9011510 FORM D PUBLIC UTILITY VEHICLES AND/OR SERVICES. APARATUS. EQUIPMENT AND/OR ACCESSPRIES. Prouosal Offering (To be completed Only by Propo e In compliance with the Request for proposal (RFP) for PUBLIC UTILITY VEHICLES AND/OR SERVICES, APARATUS, EQUIPMENT AND/OR ACCESSPRIES, the undersigned warrants that Itwe have examined this RFP and, being familiar with all of the instructions, terms and conditions, general specifications, expectations, technical specifications, service expectations and any special terms, do hereby offer and agree to furnish the defined products/services and services in compliance with all terms, conditions of this RFP, any applicable amendments of this RFP, and all Proposer's Response documentation. Proposer further understands they are the sole offeror herein and that the performance of any sub-contractors employed by the Proposer in fulfillment of this offer is the sole responsibility of the Proposer. Company Name: ATLANTIC MACHINERY, INC. Date: 3/31/10 Company Address: 2628 GARFIEIA AVE. - - - - - - City: SILVER SPRING State: MD Zip: 20910 Contact Person: M.J. DUBOIS Title: NATIONAL SALES'MR. Authorized Signature (ink on A M.J. DMIS (Name printed or typed) Contract Acceptance and Award (To be completed only by NJPA) Your proposal offering is hereby accepted and awarded. As the awarded Proposer, you are now bound to provide the defined goods and services contained in your proposal offering according to all terms, conditions, and pricing set forth in this RFP, any amendments to this RFP, and the Proposer's Response. The tern of the Contract shall commence on the date of this award and continue for four years AND which is subject to annual renewal at the option of both parties. National Joint Powers Allian (N A NJPA Authorized signatYr Fury-L-Nytes (Name printed or typed) Title: Executive Director NJPA Awarded this r~ day of r/{~Ottf~/f Contract Number 9 031710 NJPA Authorized signature: / S54. ,p Q 1,[/ Et/ 4Z ~ (Name printed or typed) Title: GrXF- Executed this day of rl Contract Number # 031710 Page 42 of 47 National Joint Powers Alliance Schwarze Industries Page I of 1 _ T TT~ lame Mrf~cceas for Vendors /1Na'~ib'MJoolmW..TMU;- - 888.894.1930 s"' so'" About Us I NaUoml Cooperslive Contract Solution I S1steMddrtveor Solotiors ( OsP t..H o ~~Con~i ~Ua Hame>MWMICaoperatheCW ct Sdutbns>Sk &LR'Dty EauWwt> Sdmaremdushles Schwarze Industries ) M l 'ACWON)dXA-t Al ContraQa10317MAMI - NII/sN// ft ; Categam Hegry& Utility Equipment Sub Category: Public UtHity Equipment Description: Street Sweepers Mah ltY Dada: 05/17(1014 FM poopl, norKaalk PAS Falls, You VOL Resented by ADmtlc Machinery. Far ow 35 yeah A the street sweeping d,wmess, SUmaae Omdssbles has beers Overview committed to froAdinp an osraoMrery kM of customer support. Schmne bdustnles offers one of the Most mmpadhensNe sweeper lines in the sweeping business, l dtdW models for parUmp area cleaning, kdustrlal sweeping, Contract Summery mall and shopping center Weeping, airport rumaaY sweeping, street sweeping, mnlhg cleanup and stommw der r ff (PM .10) management. You w0) also see this high yuapty and durability tonne In mr safe, cost effecem road patching and Rtclng asphalt repair units, we proudly cd the RoadPatrher De. MML-U g Mawksh, NIA Contact Nomination HOW TO PURCHASE / Our step by-uep guAle, .7 . Vendor Contact Info M.I. D ISDIS Direct Mane: Ip1-585-080) y wwwaHammmarHrervAamm - JPA m ills Strme NE 888894.1930 SfAITI LEGAL 5ITTMAP WFAISITE DECOMEAMEMBER BEMMEAVENDOR P.G. tax 319 AUtHORMY NAVIGATION CREAKS McM,[r4liol(mw Ds vmaw GiT,. arxu. U• xmeuraw r,.a„w,.u• St1Pas,MN%1n • • a • • • M,+nNviAlpArylialim Cur•nn 61\N4,a . rBYAavanlyp•Nddtller Sdk.10Wo ekmMr TatlmaWn ~~aa+aA+w4•wlnal http://www.njpacoop.org/national-cooperative-contract-solutions/heavy-utility-equipment/O... 9/5/2013 AFFIDAVIT OF PUBLICATION I DJC P.O. Box 10127 / Portland, Oregon 9729"1271(603)228.1311 FAX (603) 222.6366 STATE OF OREGON, COUNTY OF MULTNOMAH, -so. I, MARC CAPLAN, being first duly sworn, depose and say that I am a Manager of the DAILY JOURNAL OF COMMERCE, a newspaper of general circulation In the counties of CLACKAMAS, MULTNOMAH and WASHINGTON as defined by ORS 193.010 and 103.020; published at Portland Id the aforesaid County and State; that I know from my personal knowledge that the REQUEST FOR PROPOSALS NATIONAL JOINT POWERS ALLIANCE - PUBLIC UTILITY.VEHICLES AND/OR SERVICES, APARATUS, EQUIPMENT AND/OR ACCESSORIES e pdnted copy of which is attached, was published In the entire Issue of this newspaper for 711me(s) In the following Issues: 02/18/2010; 0211912010, 02/2212010, 02/23/10101-02/242010, 02/2512010, 02/26/2010.- NAT1d1NALJ6INf PONII:RS Subscribed andsw v o eoto methis 28lhday _ ALWANCEfat..••.-, of February, 201. PU9uC 5T)L1TN.vt]OC! w4 yoR . SERV•I0E8,.APARATUS. EQUIPMENT. "*b/QFt ACCES$090 Propp??6elgdue7:0ppyymyp1larch l7 . QUEST.FFpFV .0, OSAL 'rha.N. IIdeQlgJOI(lt Fewdra.ANanco® NJPA) l~u@e.lhld rcat i proPReal. OFFICW.6EAL i1FP) to pfovlde"pt~6LIC0J~C NEf{I. J K COATES LE6`AANN6p/OR SERV196S, APARAYUS. ; NOTARYPUBLIC•OR2OON _'E4uIPJ+1ENTANd/QRACCESSOFt~ES;IO NJPA;.andcufrbbt and Pbtentlal ilJPA COMMISSION NO. A410889 nam'd f fro -iff UOlvarelta latA a to . MY COMMISSION EXPIRES OCTOBER 0. 2010 noh-PY091 eyenoi40In all, b0 orated aria; rAthpRantigl,IdtprnadgnpldlaltNU1(66. 6pegrid4tlpna eiltl ddletls of 1fes;RFP'Wo avelle¢ta boglnnl y FEBRUARY.:1 s. 2010, aM consrnsnp until Mgldh a 20+D. bataMa -aod soa~O Md). ;Oblalned. IAA, ter Fire oI' IY to to Obr MelarhMer. PA, 200 Fire ael'Nb eae4 8UPlas; MN 63479. cr.rpghtod 9 aM requaslh4p RFP Pro~Paeaaera. documants at ivrA4.notiCoto coin or "e-mgii jI:RFpI PjP9c0oP:orseal etl Prppbedl's Wlif be raeelydd Until Marts 17,.2010 at 2:Qa p by at the. eb, gddreea.,NJPA roaeI,V06 Ihg'd9bt to reject a~iryyend gll'Pry. 6eaiq., ' R~tld Feb.18, 1~,'22.,2yZ'4, 2C.a 26, . 2010: '..;.1.al6esasr±B. NATIONAL JOINT POWERS ALLIANCE Attn: JILENE FIEMEYER Order No.: 101158948 200 FIRST STREET NE Client's Reference No.: STAPLES, MN 66479 NJPA www.nipacoop.org National Joint Powers Alliances 200 First Sfreei NE Staples, MN 56479. Bid Opening Witness Date of opening: April 15, 2010 The witnesses signed below hereby witness they were present on the above date and in witness of the public opening of all Bidder's responses received to the Invitation For Bid #031710 for the procurement of PUBLIC UTILITY VEHICLES AND/OR SERVICES, APPARATUS, EQUIPMENT AND/OR ACCESSORIES by NJPA and NJPA Members. Bids are evaluated fast on Bidder Responsiveness then on the other criteria included in the IFB. Bidder Responsiveness consists of the following criteria: 1. Was the bid response received prior to the deadline of submission? 2. - _Was the bid properly packaged and addressed? 3. Did the bid contain the proper bid bond? 4. Did the bid include documents with original signatures that were required? Bid responses were received from the following Bidders: Gradall Industries, Inc, Federal Contracts Corp. j Federal Signal Corporation Atlantic Machinery, Inc. Allianz Sweeper Company Alamo Group (TX) Inc. DBA Alamo Industrial Genie Industries, Inc. All bids were deemed responsive; WI S Andy C ell, Contract Manager, NJPA Ginger L' Coordinator of Bids and Contracts, NJPA 4-15 V Jil Fiemeyer, Coordinator of Legal Contract Communications, NJPA Form G. OVERALL EVALUATION AND CRITERIA In accordance with accepted standards of competitive sealed proposal awards as set forth in the Minnesota Procurement Code, competitive sealed bidslawards will be made to responsible Proposer s whose bids are determined in writing to be responsive and also be the most advantageous to NIPA and its NJPA Members. To qualify for the final evaluation, a Proposer must have been deemed responsive as a result of the criteria set for "Proposer Responsiveness." A proposal must have been submitted on time and materially satisfy all mandatory requirements identified in this document. Evaluation for: All responses For the Proposal Subject Public Utility Vehicles and/or Services. Apparatus, Eauloment and/or Accessories The evaluation criteria for this solicitation, not arranged in order of importance: Atlantic Federal Machinery, Contracts Federal -•Allianz Inc. -----Gradall -Corp.--- Signal Corp.. -Alamo Genie- Conformance to terms and conditions to include documentation 50.0 40.0 45.0 38.3 38.3 38.3 38.3 38.3 Pricing 400.0 333.3 350.0 316.7 183.3 350.0 83.3 358.3 Indust andMarketplace Succees 25.0 16.7 18.0 15.7 8.3 20.0 15.7 19.0 Bidders Ability to Sell and Service Contract Notionally 100.0 78.3 60.0 70.0 38.3 73.3 73.3 83.0 Bidders Markel' Plan 75.0 63.3 62.7 55.0 46.7 56.7 51.7 51.7 Value Added attributes 75.0 64.3 66.0 55.0 53.3 55.0 57.7 58.3 Invoicing Payment Terns and Financing Options 25.0 18.3 18.8 20.4 19.2 17.5 19.2 19.2 Warms Coverages and Information 50.0 40.0 38.3 40.0 40.0 43.3 40.0 40.0 Selection and Variety of Products and Services offered 200.0 178.3 180.0 173.3 68.3 175.0 8.3 180.0 Total Points 1000.0 832.7 838.8 784A 495.8 829.2 387.5 847.8 Bonus Points awarded for: Bidders "Greed" characteristics 45.0 22.5 12.5 27.5 22.5 12.5 15.0 Overall Evaluation Points 877.7 861.3 796.9 523.3 851.7 400.0 862.8 Review 'by: Its 6 fan. ,b v o Elcnaagl Sere v its lwd. oF~O l c' k CoNranita-hors Its rMA • e6i ma Vly1~~ C. Its I t ~~j~ ~ l t i 'AAaAW MEMBERSHIP AGREEMENT NJPA PARTICIPATING MEMBER National Joint Powers Alliance This Agreement, made and entered into this day of , 20_, by and between National Joint Powers Alliance, hereinafter referred to as "NJPA" and hereinafter referred to as the "Applicant". Witnesseth: That for a good and valuable consideration of the premises, mutual terns, covenants, provisions, and conditions hereafter set forth, it is agreed by and between the parties as follows: Whereas, the NJPA is created by Minnesota Statute §123-4.21 as a service cooperative (with membership further defined in MS. §471 JVto serve cities, counties, towns, public or private schools, political subdivisions of Minnesota or another state, another state, any agency of the State of Minnesota or the United States including Instrumentalities ofa governmental emit and all non profits; and Whereas, NJPA's penpose as defined in M.S. §123,4.21 is to assist in meeting specific needs of tents which could be better provided by NJPA than by the members themselves; and Whereas, the NJPA Board of Directors has established the ability for an "Applicant" desiring to participate in NJPA contracts and procurement, programs to become a Participating Member; and Whereas, the NJPA Board of Directors has determined that Participating Members will have no financial or organizational liability to NJPA or to its organizational activities; Now Therefore, it is hereby stipulated and agreed that the "Applicant" Agency desires to be a Participating Member of NJPA with contract purchasing benefits, in accordance with terms and conditions of the applicable contract(s), and that NJPA hereby grants said Membership to said "Applicant." Term: This continuing agreement shall remain in force or until either party elects to dissolve the Agreement by written notice. THEREFORE, IN WITNESS THEREOF, the parties hereto have executed this Agreement the day and year written above. National Joint Powers Alliance@ 202 12"' Street NE Member Name: Staples, MN 56479 By AUTHORIZED SIGNATURE AUTHORIZED SIGNATURE Its TITLE TITLE DATE DATE 1 MEMBERSHIP AGREEMENT PAR ~JPA PARTICIPATING MEMBER [rational Joint Powers Alliance ORGANIZATION INFORMATION (".Required Information) Applicant Name: Please IrWiwle an address to which your Membership materials may be delivered. Address: Thank you. City, Stale, Zip Federal ID Number: Contact Person: Title: E-mail: Phone: Website: APPLICANT ORGANIZATION TYPE: ❑ K-12 ❑ Government or Municipality (please specify: ) ❑ Higher Education ❑ Other (please specify: ) I WAS REFERRED BY: (please specify) ❑ Advertisement ❑ Current NJPA Member ❑ Vendor Representative ❑ Trade Show ❑ NJPA Website ❑ Other Completed applications may be returned to: National Joint Powers Alliance 20212 TH Street NE Staples, MN 56479 Duff Erholtz Phone 218-894-5490 Fax 218-894-3045 E-mail duff.erholtz@njpacoop.org 2 Frequently Asked Questions I NJPA Contract Purchasing FAQs Page 1 of 3 /O-flvn~ c$i7 ~JPA ~m ~0~ for Vendors N,mw Iola Ibwm ~ 888.894.1930 Sale Semdh About ti, I National Compeadve contract Solutions Stalesvldeffl,lonal Soludws oraamaadmml I -T.-Ma US Hwne>Ataut Ui> FAQs About Us FAQs Who Is NJPA Who Is NIPA? NIPA Is a public corporstbn or agency seMrp as a municipal contracting agency, operating under the legldaUm authority History & Aahwiy of Maine" Stabde 123A.21 (see specific statuttay references on pages 4-5). AD NIPA employees art publik empbyees FAQ, ahem am mgdred to pay brio public Employment Retirement Assotlatlon (PERU through osY'aI dMdbn. One level of comfort for mnnters Is that NIPA empbyees have the same employment staan as N)PA neamc pal members. What Is NPAY primary purpose? Among other thrgs, NIPA creates national corpemtiw contract purchasing opportunities and soluti on behalf of Its members whch hcksde all gwemment, edaatlan and non-pmR agencies catlmwede. These cooperative contract purchasing opportunities present both lime and money savings for their users by consolidating numerous kidiMuoly, prepared sdkltatons to one toomrathey, shared process and by the aggregation of demand from members natkrnvide. Who Is eligible for NIPA membership? fnpible menthes Irdude any unit of government, Mraton (private a public) or natpront agencies rusidonwIde. Now Is PUPA governed? NIPA Is governed by the NIPA Board of Dkect The tight-member board Is owsprlsed of prblkhy elected gmming officials; Including schea board city council members and cony cannksbms from Regbl fhe In Wwresda. How much drum it cost to partldpete In N?PAT Them It n,C A npddgatlm or Babliy, to loan or participate In the NIPA contract p rc asi g program Them are m mMmun comma purchasing netMhembm or commitments for members use of NIPA Cmntms t How Is NIPA fumded2 Vedas reaam substantial efficiencies through their abNy, to respond to one NIPA solicitation and Request for proposal (UP) that will potentially eam Owsands of an opportunities. from these efidencies, vendors pay an adrmmshathe fee to NIPA calculated as a percentage of Mies pucessed through the canpeWmly bid pasreaseat contract awarded and hid by the vendor. this adnbpsV the fee is not an added past to the member. This adlmmstraft fee covers the costs of contract marketrg and facgliatlarh and It offsets opemMV menses Incurred by NIPA Ths fa may also be used for other purposes as aDmvad by Minnesota stable. WPA does not reaiv° state or federal aid a mambo" fees. Nth respect co cooperative contract purchasing, NIPA Is a self-funded gmrm anal unit. NIPA also shares these sees with certain other NIPA membesm partner cooperatives or associations as they demonstrate the desire and abigly to help fantasia and market available NIPA contracts. Administrative fees pap te NIPA am not an additional cost ro NIPA members. How can we join and participate In PUPA and it compacts and seMCm? A membeslp can be WNated by: • Online Membership application: • Pap based Memberdagappaoton: • 'Iant EveNSe of Powers'a'Interiaal' egreenan4 see esampb ah vmsv n6x,nru.rufaybintevemsemimvers Participating Members am non-wthg members of NIPA that are able to enter hb ]ant Pawed Agreements. Nnnpnont orgamratom, nwpubik sdWs and other Nmstn entitles may)DIn NNA through an Assontas Memb=Np. Full vahhg memberships arc limited s Wt of government or education koeted within the Ave county region of Mhnems which NIPA was originally created to serve. Dom NPA have a professional public purchasing board of advisers? Yes. At this point all current Members arc a phi of our Board of Advisors. NIPA also has multiple Member Advisory Committees that spadeful, h various membership verticals. These vedkels Include our geneand membership represented by procurement professionals from our gmnumnt and education agencies and others, such as flea department, food service departments, perk and moeation departments and pudic utmy department. Can agencclm other than government and education me the program? i i http://www.njpacoop.org/about-us/faqs 9/5/2013 i Frequently Asked Questions I NJPA I Contract Purchasing FAQs Page 2 of 3 i Yes, under M.S. 123A.21, all n rr proOt agencies may also participate. What specific statute gives my agency the authority to participate? Generally, joint present and(W coolovatiw purchasing laws create the authdty for members to wort bget with NAPA and accept HAPA procurement burs. These ban are a part of state law In every state, however, they are written slightly differently. EsunuaW, what these laws able Is 'What two units of government can kdMdu* do for Ihemsehes, one on do for the dher.' WPA membership forms am designed to help establish an appropriate sgreennmt to campy with the ]rod powers taws of our qualifying operates. What are the advantages of being a member of N3PA? • The competitive biking and contract Poxes is ompeted and satisfied on beMlf of your agency. • Natnal aggregation of product and epcpment demand and volume reshdtp In aggressive and cohpedthe pricing. • Choke of equipment, products and services Is offered under awarded contracts fwhaing the Nphest quality solutions from indusby-eadeng and regionally acdalmed venders; a broad range of ea epOOnal selecNan; substantial time saWgs and multiple other related benefits for participating agercles. • Members enjoy a broad range of exceptional prod ct and eguipmerd seledlorrs compOmemM by subsomfi t time savings and mWple other related beneAb For parildpatbp apmdes. • NARA contract sobtlcns offer choke Mon tie ablity to continua to perform your own cometthe bidding process If you doom, to do sr. WPA sbiws to exceed our members' needs and evpectatlom. Qrc contracting process mbmro our process In creating a pah ay to a Wiled process that Is, and can be, accepted by agencies across tie country. NAPA Increases our members' comfort by conducting compete Mmlrlal audits annually by an Independent aditor with the renlb submitted 0 the 'State rf Minnesota, a5 Required bj Hate law. Can my public agency use WPA contracts without issuing ourown selehatmn? Yes, In most states and loot jurisdictions. All NAPA commands have been compell soAgkd notionally, rMewed, evaWabd by committee and recammerltled ro the NAPA Board of Directors fo award In acconbnce Mth Minnesota public puthasht, ales and regulations applicable to WPA Each saOgbgon Is Issued on b" of WPA and anent and potential N1PA members nationwide. Each Up adores eO resporWUS dot WPA moH destres a vendor worn an sell and servke parlikor p members lo all find stabs and, optionally, wovis and terdtones of Canada. N Up respondents understand Iliad these oontrads Will be under mmidewtlon for use by powmmenb education and nampront member agencies tlrouynohA the Wt d SbtM - How can 1 obtain copies of the legal documentation associated with each cantrect? MaH of our docurredatbn Is available co our webslte atawsY.ojpsL . By sebdlop a vmdrr Imm the list and scrollnp lo Be bottom of tie page you erg see: 1) Contract Award Documentattn, 2) Doarnenbtlco of de CompemNe Bidding process, 3) Doco enctlrn of the UP, and e) Docounmtatkn of the Contract Maintenance. Pere follow the losbutlcos h each vendor We to scoot p" for speudfc contracts. PmcuemeM files are also available M hard copy at Make drop normal N1PA bugnes tours. What Is the arllclotlon and request far proposal (RFP) process? NAPA conducts a comprehen9w 11-Step PrOosS (described In full on pages 9 -10) that IrcOdes: 1) Researching mother needs, 2) Researching the soiu to s avepable, loge mate place, 3) Requesting permission from tee RVA Bread to Issue a solicitation, Drafting, and adwNSlrp an UP, 5) Recehhhp proposes'response; 6) Evaluating proposers'responsM 7) Maldng recommendations W the NAPA Board, B) AvardhV ve do(s), 9) PoHOp approved contract rbounerns. 10) Developog and Implemmlhg a joint madeNng pan MM awarded vedoa, and Ili) RMewq ad and a ping our contact thro ghm its term. How does the purchase process now? WPA contracts establish a busses W grwmment stye transaction flaw. Planters are encouraged to begin With their loot daledhepresentatlw of our contract holder as they are the epeds In Irlpng mentors determine then spdOc needs and thereby ddlninp the products and services needed. Members canmunote with the verNCS Borough contract proposals that lodude pricing. Members may contact WPA W wrlfy the awarded contact paling and confirm (Ordrild coma and coatbru. To erende a purcham a member sherd Issue a phrcheses order a®rdng W their normal rrtanizatlgal parameters. In adchum the member should Identify on the fm of blot purchase order "This purchase order Is Issued pursuant in NAPA Contract #)DDD O(-AAA' whkh erg notify the local dealer/representative of your desire to use the NAPA Contract that Includes Its terms and cundlbns and pricing. Can my agency add additional terms and conditions? Members have the ability to propose acv o add ksW W mS and condWm during the customer prreuse order phase. By reviewing your procurement docanenbtion and local reclumnenb you may AW that gore we specific repuiremants by your agency that are not hWuAG In the NAPA term and conndOlous The terms and arldmaa of the NAPA contract http://www.njpacoop.org/about-us/faqs 9/5/2013 Frequently Asked Questions I NJPA Contract Purchasing FAQs Page 3 of 3 anpt be champed, but custom oraddtlorW terms and conditkne art actable between the aahnner and vendor at the purdem order level. What about customer satisfaction and a•somnrct? NJPA cooperaaim procurement contracts do not guarantee sales. Each vendor must earn each InGNdual sale they propose. bceaem productye p4mient end costumer service yields excellent customer satsfacbn and assurance. As a result, NIPA cooperative procurement contracts are based an the quality and performance of the equpmenVpreducts and support of the ongoing customer services. Our members Issue their must Important and final wh with their pursham, orders. Describe who NIPA contract awards W. NIPA prefer to award contracts at dus mawfacmer level when possible. Contract awards to manufacturers art made on behalf of Wt memdachaerls dealer group through the eRu btlshed relationship between manufacturer and tlaly group t&ewdse, contract awards made b a resell are made m barely of the re seWs manufactures, agah though the esabgded relationship between the re seller and tl it manufa<trvers. In many cases, some products or equipment are qtly available though re-sellers. Widcter er Is the am, NIPA members have a We source of responsibility In the awarded contractor and that awarded contractor tales responsibility for al 1Hm party sWrmtractars used N the occurred and delvedng of mclucts and services to be delivered. As a result or the reputation NIPA has earned, NJPA Is able to award contracts to quality vendors that members an trust. How do my regular suppliers become authorised suppliers for HIM Ask the supplier to watch for bids being posted. NIPA bids are posted In the Star Tdbue (prwe.stambuOP.A>m); In use Dally Journal of Commerce whin Use State of.Oregon (yAdpy.tll .form); on the NJPA website (m'm.nl0tfraTQ.ap); the tMgceToNddee.wm website (www.mdremly m.mm); distributed to other WWI party procurement webdles such as DHSync IId09mC.com), OrMa (1'dYtlt.Omia.mm), and The Pubk Croup twww=,[am.ch±se ~omJ: and distridded bbl the procurement offices at the state level In each state for neputlkation h detrlwis6caans at tlasroptbn. Suppliers respond in NIPA UPS in a sufficient mama to be awarded a contract according to the term and cordltlorn combined tivereh. How do I get more Information about NIPA? EaNazt any, of our vendors Qued In cur Cpnbmd Dimclacry, You may also contact us drectly, at 888-09r1930. How, can we become a NIPA vendor? All current NJPA vendors became awarded vendors by responding to a NJPA nationally advertised solicitation In their respective categories. To learn more visit our website at www.nioacoop.ordnIoavenclor. Marketing Publications 91 Testimonials 4qRecentNews News Update - Newly Awarded cam Pomt.nrur amen t i ~ ~ Cerntracisl t~irQ~ C • Q1 ZU1I Newsletter ,t~.I:J T RIMI View Publications View Testimoninls"%- PUPA 1.OIS1Srf NE 888.894.1930 SIATES NA CATION CREDITS um~4u iuM~tUCR vrn~QEiu K-U. NW.rmw•maa,••Y Stnpl"ANINW" tmmu•••Np Aryliutsm Cornea A Iw Mg . NIPAAnu.hueNw•knk• Sddnwun Hn„t..TN~manu6 vw.aw..,..rs.,rtr, http://www.njpacoop.org/about-us/faqs 9/5/2013 Who is NJPA I Government Procurement I National Joint Powers Alliance Page 1 of I ~JPA ~ IVJfAccess for Vendors 888.894.1930 :s a s°a a Monal Joint Powers Allin1w About U. Nadanal Cooperative ConUaet Solaria.. I StatewidtlNeglond Solution I Organiraltonal ~ Coned Us Hone. A'MiA tN> Yllak NlpA , About Us Who is NJPA 'An Alliance Built On Trust' Who Is NjPA Vision/ fission: History k Aatlvxiry 0dicIng valued relationships, PAQs tklNennp Innovative adutlons with 1Ttegdry, _ exceeding the expectations of our Members. Focus: serving sdmh, govertmen and all non-profit agencies. Exceeding Members' expectation; by pro idap an easy, legal and cost eRadlve prourtarsnt process. Nexnding the Value of ndat onsfelps yAM bu5rcs supplies. Validating and measubq results. Identifying current and future needs. CunmuNatinp elfectively with current and potential Members.. explping new areas and opportunities to stwt our Members. Marketing Publications Testimonials 454'RecentNews item _tant r - News update - Newly Awarded u 9p7vs.xtt-' ~ - 1 Cgrhadsl Q12013 Newslener .ill 4 it L;p FCI II . s-..._.~ View Publications View Testimonials m T.p .u.It Von VENDOn *JPA O'W. 2I19s Nf 888.894.1930 AfUVHONIYLEGAL N VIGATION CNSOn5 MBECOME V.. xa uMarv.a,~u.~ Aapk'.AW SWN ® Men,bMUp Arppo•an Cv.,&Pmeeg MPAd.anUka'WNNm SWaa1w alrnibe.TOlNMmia4 YVnY Wtri.n.GUelmel http://www.njpacoop.org/about-us/who-njpa 9/5/2013 History and Authority of National Joint Powers Alliance I Service Cooperatives Legal Au... Page I of 2 Y \ aJPA "0A1C WPAccess for Vendor: wwrwlantrowee;Amaatr 888.894.1930 ;snasearch About Us National Cooperative Contract Solutions I statewidHRegioml solution I O(gaNea"em.1 '~"Coniadlle - Home >Alrou[US N Mshay N AWetty About Us History & Authority Minnesota statute 4123A.21t Service Cooperatives wtn is NJPA Under this statute, Subd. 1, NIPA was orionaM created as l of IO Minnesota Service Cooperatives. Our previous name was the North Central Service Cm Ove (NCSC) grata a we ett rmw clohit business as the National Joint Powers Hierory It Authority (113PA). AlareneS Data Practises Proreduros The primary purpose of to service cooperatives, under Subd. 2, Is IdenNlkd to be the perlmrerue of plervrtg on a PAQs rtgio" basis are to assist In meeting specific needs of diems In pamdpaUng syrveme enbl unfits, whth could ba better provided by a service Cooperative than by the members themselves. MS.1DA.21, 9bd. 7 detals the 23 programs and seMCe categories that service cooperatives are to rpemte In, and this subdivision stales that the service Cooperatives are not Ndted to those categories. Under 5bd. 7 the NAPA Board of Daecrors, In mn)unctbn with Its many advisory committees, annually, develops a plan identifying the programs and services It vA Implement each year. Additional References M.S. §323A.21 Subd. at MenbersHp W Pa tdpatbn Flt Membership with a service cooperative shag be limited to public shod districts, titles, counties and critter governmental sets as detned In section 471.59 and NIPA's Bylaws and Policies. Governmental units are rat required to Join NAPA as Full Members, taut tey must sign on as WPA participating Members to access cur contracts and to valdzle Ux* prostitutes. Murry IorN policies regale MembersHp to leg* access contracts hold by other agendas. NAPA provides a Participating Member9Ip and load powers Agreement at m cost. When • board signs a Joint Posters Agreement N raises that board to serve on the NIPA Joint Powers Advisory Board. the participating Membership and Joint Powers Agreements both establish a legal paper trall between NIPA and the Member as consa ce, arc accessed. M.S. 51230.21 Subd. S(g) Shows Uat the powers of to board of directors ota service cooperative are Wigan ray broadly to grant extensive aWady. This statute states -Ta board of directors shag have authority to mabltaln and operate a service coopenlhe.• Mae spedricaly, -ft service cooperative board or directors may enter Into contracts with other public and private agencies and lnstlutbns to provide administmlave staff and other personnel as necessary to fordsh and support the speedapon p rgema and se "cec" M.S.1230.21 Subd. fi(de)s service Cooperative DeMCI S bci. 9 de0nes the service Cooperatve (SC) under (d) the SC Is • public corporation and agency and Its board of dtrectors may make epplaaton its, accept, are expend private, state and federal funds that are available for programs of the Members. (e) The SC Is a pudic Corporates and agency and as such. no earnings or Interest of the SC may Inca, to the benef0 of an Individual or private awry. NJPA Bylaws • Available upon request Marketing Publications 10' Testimonials Recent News • News Update - Newly Awarded term@b nom I CdWacttt F;(~'c • Q12013 Newsletter sot View Publications - View Testimonials-- http://www.njpacoop.org/about-us/history-authority/ 9/5/2013 History and Authority of National Joint Powers Alliance I Service Cooperatives Legal Au... Page 2 of 2 NJPA ~n llm nv NE 888.894.1930 STATES LEGAL NAVIGATION CREDITS us uMEMBER BECOME A U.R XAW 4tl w..nwrr Rnpk4MNWN ® I.kmFeMiyAmG[ainCvnent 4YmtiM NII'Mh'anleKe MVaIM SulklWlue Glemhinlimnninb Vmin0.hnnefxAertX1 http://www.njpacoop.org/about-us/history-authority/ 9/5/2013 TA LANTIC MACHINERY INC. Sewer aril Street Equ ptiietnC Specialists 7/31/2013 SWEEPER UNIT - NJPA CONTRACT 031710-AMI Customer: CITY OF ASHLAND Location: OREGON Partici atin Dealer: Enviro-Clean Equipment Description Amount Schwarze Model A7000 Street Sweeper unit with all standard equipment 2014 International Model 4300M7 chassis with Automatic Transmission and A/C with 220HP diesel engine, 33,000 GV WR, cab over Chassis to have 56 gallon fuel tank, dual steering, right and left hand steering, right and left hand position shall have their own speedometer, dual air pressure gauges, water temperature gauge, parking brake light, high beam light controls and turn signals. AM/FM Radio, windshield wiper control w/ delay at both driving positions. Auxiliary diesel engine, John Deere, engine to be equipped with a 3 point safety engine shutdown device that shuts down engine for low oil pressure, high coolant temp and low coolant level, 12 volt electrical system, 65 amp alternator and re-sellable circuit breakers, auxiliary engine, muffler, 56 gallon fuel tank, battery box, hydraulic tank and cooler to be protected by a shroud, Hydraulic power shall be used to operate all broom rotation and lifting functions. Sweeper shall utilize a multi-stage gear driven hydraulic pump, minimum of 25 gallon capacity vented hydraulic reservoir required. 12 volt DC hydraulic back up system shall be provided which may be used to opcmtc all hydraulic functions without starting the auxiliary engine Hopper volumetric capacity shall be not less than 8.4 cubic yards. The usable capacity shall not be less than 7.0 cubic yards Hopper drop down screens 15" x 32" inspection doors shall be provided on left and right side of hopper. A hopper door open/close switch to be mounted on console to allow rear door to be operated from inside the cab. Heavy-duly steel blower shall be used to create air pressure and suction-for removing debris from road surface. Sweepers that clean road surfaces by using suction only will not be accepted. Blower shall be a closed face turbine type with 10 curved blades, and shall be 32.75 inch diameter by 5" wide. Blower to be constructed of T-42 steel. Open face blower, either covered with rubber or not, or a die cast steel open face blower will not be accepted Page I of 4 Description Amount Fan must provided 360 degree average dB rating of 72.0 or less at an unobstructed distance of 50 feet at 2000 RPM. Blower housing will be constructed of 3/16" abrasion resistant steel with the inside of the housing covered by a replaceable rubber wear liner. The sweeper pickup head shall not be less than 90 inches wide and 36" long giving a total head area of 3240 sq inches. Dual gutter brooms shall be 44" minimum diameter each and provide a minimum of 144" sweeping path (including suction bead). Sweeper will have sweeps in reverse which allows it to sweep in both forward and reverse with the head down without causing damage to head or other components. Sweeping heads that are not designed to sweep in reverse and that acquire add on devises such as chains attached to the head and chassis axle to meet this requirement will not be accepted. Dual gutter broom shall incorporate a hydraulically actuated tilt capacity of 27 degrees remotely controlled from the console in the cab. Dual gutter broom extension' overdrive Gutter broom, in cab down pressure Low hydraulic level indicator in cab Engine remote throttle 6" Hopper drain Hopper sound suppression Hopper hand hose, 8" with Power boom Hand hose extension, 4' Hopper dump switches exterior right hand side Dust control system shall be provided Water tank capacity shall not be less than 250 gallons and be constructed of polyethylene for strength and corrosion resistance Front mounted spray bar Hopper spray bar, additional 4 nozzles shall be provided High pressure washdown system with wand and pump A 25' fire hydrant fill hose, hydrant wrench and hose storage rack shall be provided. 2 adjustable spray nozzles shall be located at each gutter broom, two spray nozzles on pickup head, 2 in the pickup tube and 2 in the body. Water system shall incorporate an air purge system for flushing water lines during freezing conditions 1 G` ro. Page 2 of 4 Description Amount Water level gauge in cab shall be provided Remote grease fittings, fan LED amber strobe light with limb guard will be provided LED Barlight 4-way LED strobes Sweeper shall have stop/tail lights and turn signals mounted into the rear bumper at a height of 35", two dump lights mounted on the rear, two gutter broom lights (one each broom) a slow moving vehicle sign, cab mounted 51b fire extinguisher and a warning triangle kit shall be provided Air dryer, Bendix AD-9 12" parabolic mirror set Air ride hi-back sear Dual Camera system Air horn Additional dealer installed water tanks High speed gutter brooms Dual cams, extended boom cylinder Stand by to include water system Back up alarm Bronze Warranty- (standard) one year / 1200 howl on sweeper, one year parts & labor, two years / 2400 hours on sweeper skids, five year / 6000 hour limited hydraulic coverage 18 7/8" wide x 10 ''/z' tall x 24 5/8" deep lockable tool box shall be provided. Access shall be from the curb side of sweeper Body mounting on chassis Sweeper to be painted with Dupont Imron 5000 Polyurethane paint, white DELIVERY AND TRAINING TO CUSTOMER FACILITY TOTAL UNIT COST $217,930.00 - Page 3 of 4 Vendor: Atlantic Machinery, Inc. 2628 Garfield Ave Silver Spring, MD 20910 Phone Number: 301-585-0800 Fax Number 301-585-7681 Contact: M.J. DuBois Email: miduboisna,atlanticmachinervinc.com Page 4 of 4 [HGAMW CONTRACT PRICING WORKSHEET Contract SW 04 12 Date 7/26/2013 For MOTOR VEHICLES Only No.: 111 Prepared: T/tis Works/tee! is prepnre// by C•onlrnctor nud given 1o End User. f n PO is isstrerl, bolb doc-umews MIDST be faxed to H GAC @ 713-993-4548. Therefore plense type or print /eg/bly. AxBoc't"maq:ICity of Ashland, OR eonimetor: iSchwaac Industries. Inc. c°m°et ;Stew Wilkie Prcpnrtd (ace Hendrickson Person: , Bp: I Phone: 541-552.2355 Phone: 1-800.879-7933 ext 1150 Fns: I Fax: 1256-851-1105 Email: Iwilkiesn shiand.or.us Emna: :`,'hendricksonnschwarze.com Product i BG02 Cde: Description: ScMvarze A7000 with 115hp John Deere Auxiliary Engine o diTProduct'Item Base Unit Price Per Contractor's'H-GACContract: - - - 90,90 B Published Options,- Itemize below - Attach additionalsheet(s) if necessary - Include Option Code. in description if applicable. (Note': Published OptiooAre options %4hich were submitted and priced in Contractors bid.) Description j Cost Description l Cost Standard Head with Rubber Blast Orifice 0 Hopper Dump Switches Right Side 439 Dual Gutterbroom 0 Standard 250 Gaallon Water Tank t 0 Dual Gutter Broom Powcr Tilt Ir 1371 front Spray Bar 633 Dual Gutter Broom, GEO 2368 Hopper Spray Bar, 4 Nozzles 563 Gutter Broom,, Standby 1067 High Pressure Washdown Word With Pump 3051 Low Hydraulic Level Indicator. In-Cab - 254 Barlight Rear LED 693 Engine Remote Throttle f319 Bendix AD9 Air Dq er. 748 Standard Hopper xGitti-Drop Doivn Screens - - - 0 12"Parabolic M- irrors ' - - - 1 35 Hopper Drain 6" 661. Hopper Sound Suppression 675 Hand Hose 8" Power Boom ' 2589 Subtotal From Additional Sheet(s): 85524 Nand Hose Extension 4 Feet Long 325 Subtotal B: 101637 C. Unpublished Options - Itemize below / attach additional sheet(s) if necessary. (Note: Unpublished options are items `which were not submitted and priced in Contractors bid.) Description Cost Description Cost Envhr clean Option Package- See Below 20000 Remote Grease Fittings. Fan 250 (Additional Water Tanks, High Speed GB. Dual Cams, Subtotal From Additional Sheet(s):. Extended Boom Cylinder, Standby with Water System) Subtotal C: 3 20250 Check: Total cost of Unpublished Options (C) cannot exceed 25% of the total of the Base Unit Published Options (A+B). i For this transaction the percentage is: Price plus I I% i D..Total Cost Before Any Applicable Trade-In /Other Allowances / Discounts (A+B+C) Quantity Ordered: 1 X Subtotal of A+B+C: 212796 11 11 Subtotal 212796 E. H-GACOrder, Processing Charge (Amount Per.Currenl Policy) - - 11 Subtotal E: 1 :J F::Trade-Ins/ Other Allowances/ Special 'Discounts/ freight /.Installation Description 1 Cost Description Cost Delivery 7100 Training ! 50 PIN 500 i Subtotal F: , 8100 ` Delivery Date:' G Total Purchase Price (D+E+F): zzog9r, CITY OF ASHLAND Council Communication December 17, 2013, Business Meeting Establishment and Appointments to Ad-Hoc Recycle Center & Waste Reduction Committee FROM: Adam Hanks, Management Analyst, adam@ashland.or.us SUMMARY With Council direction, Mayor Stromberg has recommended the establishment of an Ad-hoc committee to study the future of the Recycle Center and waste reduction and recycling in Ashland. Additionally, the Mayor is requesting Council confirmation of his seven appointments to to the Committee. BACKGROUND AND POLICY IMPLICATIONS: In conjunction with the approval of a new franchise agreement, rate adjustment and Recycle Center surcharge at its October 1, 2013 regular business meeting, Council approved a motion to formally create an ad-hoc committee to review the existing and future operations and opportunities for the Recycle Center. The Committee of seven is to be composed of three Council members, two Conservation Commission members and two members of the public and is charged with reporting back to the Council by June of 2014 with recommendations regarding the future of the Recycle Center and its relationship to overall waste prevention strategies in Ashland. The proposed members for Council confirmation are as follows: Council Members Conservation Commissioners Citizens at Large Dennis Slattery Tom Beam Bob Altaras Rich Rosenthal Roxane Beigel-Coryell Michael Meiring The draft scope of work for the Committee is as follows: The ad hoc Recycling and Waste Reduction Committee is charged with making recommendations to the City Council regarding the future of the recycling center; its effectiveness, what form it should take, how it should be funded and whether it should continue to operate. The Committee will also examine City-wide waste reduction and recycling efforts; examine best practices and how they might be applied in Ashland to improve waste diversion and recycling; and examine how the recycling center fits.or should fit into those efforts. The Committee shall, in the course of its work: • Provide ample opportunity for public input; • Consult with Recology and City staff to determine what impact, if any, its recommendations would have on garbage rates; and • Present its recommendations in writing so they can be easily shared with the public. Page ] of 2 ~r, CITY OF ASHLAND FISCAL IMPLICATIONS: As a formal Ad-hoc committee, the meetings will be noticed and staff will be providing committee support, meeting agenda/prep and minute taking activities. STAFF RECOMMENDATION AND REQUESTED ACTION: N/A SUGGESTED MOTION: I move to accept Mayor Stromberg's establishment of an Ad-Hoc Recycle Center & Waste Reduction Committee and appoint the recommended members. ATTACHMENTS: Email from Mayor Stromberg - Appointees and Background Info Page 2 of 2 ~r, Ad-Hoc Recycle Center & Waste Reduction Committee Citizen at Large - Appointment Letters of Interest and Background Qualifications Dear Mr. Mayor, I checked with the recorder's office and they said in place of an application, I shouldjust send you an e-mail. I'd like to apply to be on the ad hoc committee being formed to study the Ashland Recycling Center. Most of my career I've been business for myself, and since moving to Ashland in 1999, I've worked for the Eagle Point School district tutoring at risk students. Many years ago, while living in northern California, 1 led a drive to start a community recycling center. This was shortly before waste haulers were mandated to provide curbside pick up of recyclables. I was involved in every part of putting the center together. I've been a volunteer at North Mountain Park since its inception and served two years on an ad hoc committee to develop a Trail Master Plan for Ashland Parks and Recreation. I was certified as a Master Recycler in 2009 and have been heavily involved with the Jackson County Green Party for the past 13 years. I currently volunteer as a cook at Uncle Foods Diner and work as a volunteer tutor at the Maslow Project in Medford. Thanks for your consideration. Bob Altaras Mayor Stromberg: It was a pleasure to meet with you last week about the Recycling and Waste Reduction Committee. While my background is construction historic preservation, and land use planning, as we discussed in the last five years of my of my employment as Planning Director for the City of Vallejo I was very involved with waste management. Initially, it was just dealing with starting a curbside recycling collection program which entailed dealing with our local non-profit recycling organization and then going out to bid and selecting a provider, which initially was not our waste collection company. Later on our waste collection company absorbed the recycling company in order to reduce costs and enhance our service. Additionally, the City of Vallejo, for which I was the representative, worked with Napa County to develop a transfer station as our landfill was reaching capacity. As a result„ we then worked together to develop a hazardous waste drop-off facility that served both our community and the southern portion of Napa County. Of course all of this was as a representative for the City of Vallejo for which I helped develop recommendations for the City Councils review and ultimate approval. Because of this experience and the fact that I have lived here for the last 13 years, I believe 1 could be of some assistance with regard to the Ad Hoc Recycling and Waste Reduction Committee deliberations. Thanks you for your time and consideration. Respectfully, Michael Meiring CITY OF ASHLAND Council Communication December 17, 2013, Business Meeting Discussion of Future Planning Initiatives FROM: Bill Molnar, community development director, molnarb@ashland.or.us SUMMARY Staff has compiled a list of approved and potential planning initiatives to be undertaken over the next 12 to 18 months. Each initiative is intended to address one or more of the Council's goals and objectives from the 2013 goal setting process. In September, the Planning Commission discussed the initiatives and is interested in Council feedback to make sure the proposed list is consistent with Council priorities and if there are other projects to be considered. BACKGROUND AND POLICY IMPLICATIONS: Staffing resources in the Community Development Department's long range program are primarily directed toward addressing Council goals and objectives. Some recent examples of completed projects include a series of code amendments associated with the green codes ordinances, analysis of infrastructure financing strategies to promote employment opportunities, an update of the City's Housing Needs Analysis, and the adoption of a revised Transportation System Plan and official street dedication map, which was a joint project between Public Works and Community Development. Currently, staff is focused on the completion of a master plan and implementing ordinances for the Normal Avenue Neighborhood Plan area, and a comprehensive restructuring of the City's Land Use Ordinance. Additionally, other issues of community interest often arise that need immediate attention from the Planning Commission and staff. A recent example would be the community discussion over the pros and cons of permitting short term rentals in both multi-family and single family neighborhoods. Projects identified as priorities by staff and the Planning Commission include: • Downtown parking management and multi-modal circulation study • Downtown zoning analysis • Winbum Way corridor analysis • Historic Preservation Ten-Year Plan • Infill strategies along transit corridors • Vertical Housing Development zones • Code incentives for affordable workforce housing • Pocket neighborhoods/cottage housing In addition, three potential projects have been identified: • Croman Mill opportunities analysis • Housing Element update Page 1 of t kITAW, CITY OF ASHLAND • Railroad District Master Plan FISCAL IMPLICATIONS: In most cases, the proposed planning initiatives will be carried out primarily by Community Development Department staff. Funds are budgeted for the parking management and multi-modal circulation study, with a contract awarded to University of Oregon's Community Planning Workshop to assist with several aspects of the project. The Community Development Department's budget includes funds for professional services in case outside expertise is needed on a project. This type of expenditure is generally associated with specialized studies, such as transportation impact analyses, environmental assessment and illustrative site design work. STAFF RECOMMENDATION AND REQUESTED ACTION: This item is intended for the purpose of providing some background information to the Council about potential projects and initiatives targeted at addressing Council goals and objectives. It is not likely that staff can accomplish all these in the next 18 months, so some sense of Council priority is needed. Some projects are already underway. For instance, the parking management and multi-modal circulation study, which involves a separate analysis of area zoning, was approved by Council and included in the current budget. The Planning Commission and staff would like Council feedback on the list. This is also the time for Council to discuss any other priorities not represented on the list, so that staff could determine a scope of work and time line to bring back for Council consideration at a later date. SUGGESTED MOTION: N/A ATTACHMENTS: Long Range Planning Initiatives Planning Commission Meeting Minutes - September 10, 2013 Page 2 of 2 Pr, CITY OF ASHLAND Long Range Planning Initiatives Identified Priorities 1. Downtown Parking Management and Multi-Modal Circulation Study (CG) Review the Downtown Plan including zoning ofareas around downtown and create a roadmap for the future planning of downtown Public Works and Community Development staff is working with the University of Oregon Community Planning Workshop to conduct a downtown parking management and multimodal circulation study to review pedestrian, bicycle and vehicular circulation and vehicle and truck parking within Ashland's downtown. The study is intended to evaluate the effectiveness of existing downtown parking management, truck loading zones, and travel demand management strategies to improve the overall accessibility of downtown for tourists, citizens, students and employees. While this study is undertaken, city planning staff and the Planning Commission will evaluate existing zoning at specific locations within and adjacent to the downtown. The findings from this analysis could influence the final recommendations of the parking management and multi-modal circulation study. • Downtown zoning analysis The zoning analysis project entails review of existing zoning adjacent to the downtown area. This project will be carried out at the same time as the parking management and multi-modal circulation study and its recommendations may suggest changes to zoning, permitted land uses and code standards necessary to support construction and redevelopment proposals that enhance the vitality of the downtown area. Ashland's downtown and adjoining residential neighborhoods are largely defined by their historic and cultural characteristics. In consideration of this character and the objective of preparing for future change in the vicinity of the City's established downtown district this project would address the following objectives: Maintain a compact downtown that includes a mix of uses located within a distinct and cohesive downtown core; Evaluate ways to increase housing within the downtown core; Preserve the downtown's small-town character through traditional building design that complements the area's vibrant pedestrian surroundings; and Address potential impacts to the existing residential neighborhoods surrounding the downtown and look for ways in which zoning could be used to create a smooth transition between the two. Council Meeting - December 3, 2013 Page 1 • Winburn Way corridor analysis - Options to single family zoning (R-1) The land along Winburn Way, from the Community Development and Engineering Services building south to Nutley Street, is zoned single-family residential. A variety of land uses exist, including a gravel commercial parking lot, two public buildings offering community space, a commercial eating establishment and a city skating rink/public parking lot. This area represents a transitional corridor between the downtown business area and Lithia Park. Zoning, allowable land uses and site design standards would be evaluated and recommendations considered in recognition of the corridor's unique location adjacent to the downtown, Lithia Park and a traditional residential neighborhood. 2. Historic Preservation Ten-Year Plan - Next Phase of Implementation (CG) Analyze the impacts of increased preservation of historic buildings in Ashland This proposal would evaluate the benefits- of establishing an approval process for reviewing exterior changes to residential structures identified and listed as "historic contributing" within the National Register districts. Historic contributing refers to those properties that retain and exhibit sufficient integrity, through materials, design and setting, to convey a sense of history. The issue of acceptable design and building materials for exterior changes to residential historic buildings arises routinely. Typical examples of non-structural, exterior modifications to buildings that can impact the integrity of historic structures and the surrounding district include changes to windows, doors, trim, roofing and siding. These types of changes, however, typically do not require a building permit, but can have a dramatic impact on a structure's historic integrity. In addition to public education materials, staff and the Historic Commission would like to consider developing clear approval criteria and a review process for non-structural, exterior changes to historic contributing residential structures. 3. Infill Strategies Along Transit Corridors - East Siskiyou and Ashland Street (CG) Investigate land-use and funding strategies that provide affordable and workforce housing units and encourage private development ofaffordable housing options A significant amount of vacant and re-developable land is concentrated in the eastern side of Ashland. As a result, this is an area that can expect a considerable amount of both employment and housing growth over the next 20 years. This project will explore opportunities for encouraging transit-oriented, mixed-use projects along the East Siskiyou and Ashland Street corridors. First, establishment of a vertical housing development zone (VHDZ) would be evaluated as a financial incentive to encourage upper story housing above businesses. A second phase could include an assessment of market conditions, the financial feasibility of mixed-use, multi-story projects, the permitting process and possible incentives, and public improvements targeted at increasing the desirability of the corridors for residential living. A palette of options and strategies for addressing the opportunities and barriers would be compiled for council consideration. Council Meeting - December 3, 2013 Page 2 • Vertical Housing Development Zones - Evaluate and establish The establishment of a Vertical Housing Development Zone (VHDZ) is an incentive based strategy intended to encourage mixed use commercial/residential developments through a partial property tax exemption. The purpose of the State authorized tax exemption program is to encourage investment in and rehabilitation of properties in targeted areas of the community through the promotion of the availability of housing. This program is administered through the Oregon Housing and Community Services Department (OHCS) which certifies projects designated by the community as eligible for a partial tax exemption for providing additional floors of housing above commercial development. The amount of the tax exemption varies in accordance with the number of residential floors on a project with a maximum property tax exemption of 80% over 10 years. This financial incentive for targeted areas can help promote the construction of needed housing in commercial areas well suited for higher concentrations of housing. Evaluation and establishment of a VHDZ entails identifying the appropriate areas throughout the City for such a designation, coordination with all local taxing districts, application through the State of Oregon, and approval by resolution of the City Council. 4. Code Incentives for Affordable Workforce Housing (CG) /investigate land-use and funding strategies that provide affordable and workforce housing units and encourage private development ofaffordable housing options The Planning Commission has evaluated several code amendments as part of the Unified Land Use Ordinance project, which involves a comprehensive restructuring of chapter 18 - Land Use Ordinance. The proposed changes are intended to create additional opportunities to provide affordable and workforce housing through increasing density bonuses for affordable housing, streamlining the application process for accessory residential units and eliminating impediments to the location and design of manufactured housing. The recently completed Housing Needs Analysis (HNA) identified these and other land use code changes as means to promote affordable and workforce housing. The Housing and Human Services Commission will review the list of "potential strategies" within the Housing Needs Analysis at a future meeting in an effort to forward recommendations to the Council for consideration. • Pocket neighborhoods/cottage housing As part of the Unified Land Use Ordinance, Commission and staff have been evaluating the possibility of enacting a section of code on pocket neighborhoods/cottage housing. A pocket neighborhood is a cohesive cluster of homes gathered around some type of common ground within a larger surrounding neighborhood. In general, these developments range in size from four to 16 households. The projects often are located in single family neighborhoods at a density greater than the underlying zoning district. Pocket neighborhoods seek to provide an option in the housing market that falls between a typical detached residence and attached townhome housing, which appeals to singles, smaller families and retirees. Council Meeting - December 3, 2013 Page 3 To address impacts of the increased density, the size, height and footprint of the structures are restricted, which also assists in targeting housing prices below the median home sales price for the area. Other Potential Proiects A. Croman Mill Area - Analysis of Opportunities (CG) Maintain and improve infrastructure that enhances the economic vitality of the community The City Council is exploring the use of tax increment financing to facilitate the development of the Croman Mill area. Most other employment areas in Ashland have lots ready for development with utilities and streets installed. This allows potential businesses to concentrate on the layout and design of their specific building and site. In contrast, the Croman Mill isn't development ready because individual lots, utilities and streets are not in place. The site was previously a lumber mill which relied heavily on outdoor production and storage. As a result of the previous land-intensive use, the site lacks basic utilities and transportation facilities. Because of its location away from a major street and behind a developed neighborhood, the area lacks visibility and a welcoming entryway. Finally, a large amount of old equipment, debris, organic waste and structures from past logging practices are located on the site, and need to be cleared before development can occur. This project would include identifying opportunities as well as potential barriers to development of the Croman Mill area, and evaluating different strategies that would assist in preparing the site to be development ready. This could entail a review of the zoning code, specifically the use table, to make certain a full range of businesses are allowed commensurate to the City's economic development strategy. B. Housing Element Update (CG) investigate land-use and funding strategies that provide affordable and workforce housing units and encourage private development ofaffordable housing options The City's Housing Element is an important part of the overall Comprehensive Plan, as housing makes up the vast majority of land use within the City. The general components of the Housing Element include a description of the characteristics of housing types, an analysis of community demographics and development trends, and establishment of goals and policies that ensure the housing needs of the community are accommodated over a twenty year horizon. The Housing Element was last revised in 1981. Consequently, some aspects of the City's Housing Element are outdated and do not reflect current conditions within the community. With more demographic and development information readily available given the recent completion of Housing Needs Analysis, Buildable Lands Inventory, and Jackson County coordinated population forecasting, an update of the Housing Element is timely. The update of the Housing Element would aim to refine the general narrative, replace outdated information, and to draft new policies and goals that are effective at addressing the communities housing needs. Council Meeting - December 3, 2013 Page 4 C. Railroad Master Plan - Evaluate benefits of adoption (CG) Maintain and improve infrastructure that enhances the economic vitality of the community The draft master plan was completed in 2001. The illustrated master plan drawing identifies a distinct district core north of Fourth Street, future building and parking locations, a street network, public plaza areas and natural open spaces, as well as detailed illustrations of master plan elements. The plan also includes recommendations for code changes related to minimum building height, prohibition of ground floor residential use, and consideration of increased residential density. The plan also suggests considering the adoption of building type and placement standards in recognition of the area's history and diversity. As recommended in the draft document, the plan area was included in the Detail Site Review Zone and subject to pedestrian-oriented design standards, and the plan's street network was included on the city's amended, future street dedication map. The first phase-of the project would be to evaluate benefits of adopting the unimplemented portions of the draft Railroad Property Master Plan, as well as a parking management plan similar to that under consideration for the downtown. Council Meeting - December 3. 2013 Page 5 CITY OF ASHLAND ASHLAND PLANNING COMMISSION REGULAR MEETING MINUTES September 10, 2013 CALL TO ORDER Vice Chair Michael Dawkins called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers, 1175 East Main Street. Commissioners Present: Staff Present: Troy J. Brown, Jr. Bill Molnar, Community Development Director Michael Dawkins Maria Harris, Planning Manager Richard Kaplan Brandon Goldman, Senior Planner Debbie Miller April Lucas, Administrative Supervisor Melanie Mindlin Tracy Peddicord Absent Members: Council Liaison: None Mike Morris, absent ANNOUCEMENTS Commissioners Brown and Miller stated they would be absent from the September 24, 2013 meeting. Community Development Director Bill Molnar updated the Commission on several actions that have gone before the City Council: l) The City Council has decided to not substantially change the travelers accommodation ordinance to allow greater flexibility for short term home rentals. They did agree, however, to add language that stipulates a business license, transient occupancy tax registration, and land use approval must be obtained prior to operation of a travelers accommodation. Additionally, the changes require a safety inspection by the Fire Department and will make it a violation to advertise units for rent that have not received City approval; 2) The Council passed second reading of the Housing Needs Analysis; and 3) First reading of an ordinance creating a combined Housing and Human Services Commission was approved. CONSENT AGENDA A. Approval of Minutes. 1. August 13, 2013 Regular Meeting. Commissioners Dawkins/Brown mis to approve the Consent Agenda. Voice Vote: all AYES. Motion passed 5-0. [Commissioner Kaplan abstained from vote] PUBLIC FORUM No one came forward to speak. DISCUSSION ITEMS A. Long Range Project Update. Community Development Director Bill Molnar, Planning Manager Maria Harris, and Senior Planner Brandon Goldman presented an overview of projects the Community Development Department is considering pursuing over the next 18-24 months. Staff explained the Normal Neighborhood Plan and Unified Land Use Code projects will be wrapping up at the end of this year and staff will be transitioning into the next set of projects starting early 2014. Ashland Planning Commission September 10, 2013 Page 1 or3 Downtown Parking Management & Multi-Modal Circulation Study Mr. Molnar stated this project was identified during the Transportation Systems Plan (TSP) Update and the City Council has already approved an intergovernmental agreement with the University of Oregon to assist with this study. He noted the Council Goal that states "Review the Downtown Plan including zoning of areas around downtown and create a roadmap for the future planning of downtown"and explained the zoning analysis project entails a review of existing zoning adjacent to the downtown and will be undertaken at the same time as the parking management and multi-modal circulation study. Staff was asked to clarify the objective of the zoning review. Mr. Molnar commented on creating transition zones and the interest to potentially create more flexibility for residential properties that abut or are across the street from commercial zones. He cited Winburn Way, which is zoned single family residential, as an example of an area where a zone change might be reasonable. He added the Council felt it was logical to look at the zoning and have it considered as part of the parking management study. Historic Preservation 10-Year Plan Planning Manager Maria Harris stated the impact of exterior changes to residential structures is a high priority area in the Historic Preservation Plan and is something the Historic Commission has been concerned about for some time. She explained currently the code addresses exterior alterations to commercial buildings, but not residential structures unless it is specifically listed on the national register. Ms. Harris explained the City does not require a building permit for certain residential alterations, including siding, windows, doors, and roofing materials; however, exterior changes can significantly impact the integrity of a historic structure. This project would include an evaluation of the impacts of establishing a process to review these types of changes, and potentially developing ordinance language that establishes approval criteria and a review process. Ms. Harris added because Ashland is a Certified Local Government (CLG), we are eligible for state grants that could help fund this project. Infill Strategies Along Transit Corridors Ms. Harris stated this project is still being formulated and pertains to the Council Goal that states "Investigate land-use and funding strategies that provide affordable and workforce housing units."She stated this project would identify opportunities for and constraints to transit-oriented development in the East Siskiyou and Ashland Street area, and would include an assessment of market conditions, mixed-use housing costs, financial feasibility of multi-story development, regulatory process, frequency and quality of transit service, and public infrastructure improvements. Additionally, this project would develop options and strategies for addressing opportunities and barriers, and identify incentives that could be provided to encourage affordable workforce housing near existing and future transit routes. Vertical Housing Development Zones Senior Planner Brandon Goldman explained the establishment of a Vertical Housing Development Zone (VHDZ) is an incentive based strategy intended to encourage more mixed-use developments through a partial property tax exemption. He explained this is a state authorized tax exemption and is administered through the Oregon Housing and Community Services Department. He stated the program provides a 20% tax exemption for each residential floor built for 10 years, with a maximum of 80%, and could provide developers incentive to build more mixed-use buildings. Mr. Goldman stated this project would include the evaluation and establishment of Vertical Housing Development Zones in Ashland, and while this is not a land use decision, staff recommends the Planning Commission's involvement before this is taken to the City Council for approval. Comment was made voicing support for providing incentives to create smaller, workforce housing units; as opposed to larger residential units which often are second homes for people who live out of town. Code Incentives for Affordable Workforce Housing Mr. Goldman stated this project falls under the same Council Goal as Vertical Housing Development Zones and includes the consideration of a number of code amendments in the Unified Land Use Ordinance that are intended to provide greater opportunities for affordable housing and workforce housing. He stated increasing density bonuses for affordable housing, streamlining the application process for accessory residential units, eliminating impediments to the location and design of manufactured housing, and the establishment of standards for pocket neighborhoods are some of the changes being considered at this time. He added the recently adopted Housing Needs Analysis outlines a number of other strategies and the Housing Commission will be reviewing these and issuing a recommendation to the City Council. Ashland Planning Commission September 10, 2013 Page 2 of 3 Croman Mill Area - Analysis of Opportunities and Impediments Mr. Molnar stated the Croman Plan was adopted in 2010 which was right in the middle of the recession, and while the City has started to see some improvements in commercial building activity, there is an interest from the Council to see if there is anything the City can do as part of the economic development strategy to encourage development at the Croman property. This project would entail identifying opportunities and impediments to the development of the Croman Mill area and developing strategies for preparing the site to be development ready. The Commission held general discussion of the Croman Plan, including the infrastructure improvements that would be needed, what types of businesses this area might attract, and the intent of the plan itself. Housing Element Update Mr. Goldman stated the Housing Element is an important part of the City's Comprehensive Plan and its primary goal is to ensure a variety of dwelling types to provide housing opportunities for the total cross-section of Ashland's population consistent with preserving the character and appearance of the City. He explained the Housing Element was last revised in 1981 and consequently some of the items are outdated and do not reflect the current conditions of the City. This project would involve refining the general narrative, replacing outdated information, and reviewing the existing policies and goals to ensure they remain effective at addressing the community's housing needs. Mr. Goldman noted the City's Housing Program Specialist has identified this project in the Housing Work Plan as a project she would like to undertake in the next 18-24 months. Railroad Master Plan - Evaluate Benefits of Adoption Ms. Harris explained this plan was developed in 2001 but was not adopted in its entirety. She staled the zoning was changed from industrial to employment, the plan area was put in the Detail Site Review Zone, and the street network was adopted; but the "vision documents" were not approved. Ms. Harris staled this project would evaluate the benefits of the unimplemented portions of the draft Railroad Property Master Plan. B. Annual Report to City Council. Community Development Director Bill Molnar reminded the Commission that the Council has asked the various commissions to come before them once a year and highlight projects that have been completed. He commented that the City Council is a lot more familiar with the work of the Planning Commission because much of their work goes onto Council, and suggested this might be a good opportunity to address other topics of concern instead of specific land use actions. He asked the Commission to start thinking about this and to identify a date. ADJOURNMENT Meeting adjourned at 8:40 p.m. Ashland Planning Commission September 10, 2013 Page 3 of 3 CITY OF ASHLAND Council Communication December 17, 2013, Business Meeting Housing and Human Services Commission involvement in social service grant screening FROM: Dave Kanner, city administrator, dave.kanner@ashland.or.us SUMMARY Ashland has historically used a subcommittee of its Budget Committee to screen and rank applications for the social service grants it annually awards. The Council has been discussing the merits of turning this responsibility, in whole or in part, over to the newly formed Housing and Human Services Commission and seeks public input on this question before making a decision. BACKGROUND AND POLICY IMPLICATIONS: The City Council held first reading of an ordinance titled, "An Ordinance Amending Section 2.19 of the Ashland Municipal Code Dissolving the Housing Commission and creating the Housing and Human Services Commission consisting of nine appointed members," at its September 3, 2013, business meeting. The ordinance, as originally drafted, stated that the commission would "review and make recommendations to the City Council on City of Ashland Social Service Grant related allocations." During deliberations on the ordinance, there was considerable discussion of what role, if any, this new commission should play in screening and ranking applications for social service grants. Ideas discussed included retaining the language as written, having the commission make a recommendation to the Budget Committee or its subcommittee, or leaving the decision with the Budget Committee, as is done now. The Council discussed this issue at its November 18 study session and its November 19 business meeting, but deferred a decision to the December 17 business meeting in order to allow an opportunity for notice and public input. Among the ideas discussed are the following: 1. Continue the social service grant process as it currently exists. (A subcommittee of the Budget Committee reviews and makes recommendation on social service grant applications.) 2. Have the Housing and Human Services Commission screen grant applications and make a recommendation to the Budget Committee. 3. Have the Housing and Human Services Commission screen grant applications and make a recommendation directly to the City Council. 4. Have the Housing and Human Services Commission conduct an analysis of the current social service grant program, focusing on whether grants are targeted to the right areas and with appropriate allocations, then have them discuss their findings with the Budget Committee in June. II FISCAL IMPLICATIONS: C~~~ 5 0~ Vv N/A Page 1 of 2 ~r, CITY OF ASHLAND STAFF RECOMMENDATION AND REQUESTED ACTION: N/A SUGGESTED MOTION: N/A ATTACHMENTS: Minutes of the September 3, 2013, and November 19, 2013, business meetings Page 2 of 2 ISPFFIAA Regular City Council Meeting September 3, 2013 Page I of 7 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL September 3, 2013 Council Chambers 1175 E. Main Street CALL TO ORDER Mayor Stromberg called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers. ROLL CALL Councilor Voisin, Morris, Lemhouse, Slattery, Rosenthal, and Marsh were present. MAYOR'S ANNOUNCEMENTS Mayor Stromberg announced vacancies on Commissions and Committees. APPROVAL OF MINUTES The minutes of the Study Session of August 19, 2013 and Business Meeting of August 20, 2013 were approved as presented. SPECIAL PRESENTATIONS & AWARDS - None CONSENT AGENDA 1. Approval of commission minutes 2. Intergovernmental Agreement with Southern Oregon University Research Center for a Road Diet survey 3. Approval of an MOU with Ashland School District and the Ashland Police Department for a School Resource Officer 4. Adoption of a resolution titled, "A resolution setting a public hearing for assessments to be charged against lots within the Schofield and Monte Vista Local Improvement District No. 87" 5. Liquor License Application for Jason Penner dba Stop N Shop Market Councilor Slattery pulled Consent Agenda item #2 and declared a potential conflict of interest regarding the Intergovernmental Agreement with Southern Oregon University Research Center since he worked for the university. Councilor Rosenthal and Marsh pulled Consent Agenda Item #3 for further discussion. Police Chief Terry Holderness addressed funding for the School Resource Officer (SRO) and explained there was a 7- day notice to terminate the agreement in case funding issues or other problems occurred. The SRO would work differently depending on the school. It there was no history of violence in the school the SRO would focus on counseling, traffic problems, and education. The officer would work in partnership with the school district to define duties and interaction in the Middle School and High School. The school district would assign a liaison from each school to work with the officer on program improvements. They would base evaluation of the program on accomplishments and education the officer made with the students regarding civil obedience and rights. Currently Ashland School District was the only community without an SRO. Councilor Rosenthal/Marsh m/s to amend the SRO MOU Section 2 to reflect an end date of June 30, 2015. DISCUSSION: Councilor Rosenthal explained funding might not be available in two years and providing an end date would help in the budget process. Councilor Slattery thought retaining the four-year end date conveyed commitment and support for the program. Councilor Lemhouse voiced concern that it could be a problem if presented as a "add package" in the budget process and noted the I Regular City Council Meeting September 3, 2013 Page 2 of 7 importance of the program. Councilor Rosenthal reiterated the possibility that funding might not be available for the full four years. Councilor Slattery did not think having a four-year end date guaranteed funding. Councilor Marsh supported the two-year end date, it would prompt an evaluation of the program. Councilor Voisin expressed support for the date change. Councilor Slattery commented an evaluation would take place annually regardless of the end date. Mayor Stromberg noted the SRO was originally part of staff cut from the budget due to financial problems and the recession. Roll Call Vote: Councilor Rosenthal, Voisin, Lemhouse, and Marsh, YES; Councilor Morris and Slattery, NO. Motion passed 4-2. Councilor Voisin/Slattery m/s to approve Consent Agenda items as amended. Voice Vote: all AYES. Motion passed. PUBLIC HEARINGS -None PUBLIC FORUM - None UNFINISHED BUSINESS - None NEW AND MISCELLANEOUS BUSINESS 1. A report on the Mt. Ashland Association's Summer Work Plan and expansion-related activities Engineering Services Manager Scott Fleury explained Engineering Technician Rob Morris had monitored Mt. Ashland Association's (MAA) ski run widening and tree removal. The US Forest Service approved MAA to begin work on the parking lot expansion but not re-contouring the Sonnet ski run. City hired consultants David Evans & Associates reviewed engineered plans from MAA and forwarded their review to the US Forest Service and MAA. The review focused on work regarding the ski slope and did not involve the parking lot because it did not drain into the watershed. The US Forest Service requested MAA incorporate David Evans & Associates' comments into their construction activities to minimize potential of landslide activity, slope destabilization and erosion control issues. The City would have a representative onsite during construction to ensure best management practices were in place for erosion control activities. Ongoing inspections for turbidity in the water due to run off would trigger calling the US Forest Service. Best management practices for erosion control measures adapted to meet the needs of the site. The Water Treatment Plant conducted visual inspections of the dam and forks daily. The engineer for the design plans was professionally liable for incidents. 2. Designation of voting delegate to LOC annual meeting Councilor Lemhouse/Marsh m/s to designate Mayor Stromberg as the voting delegate at the League of Oregon Cities Conference. Voice Vote: all AYES. Motion passed. 3. Council discussion and direction regarding anonymity on Open City Hall City Administrator Dave Kanner explained the new Open City Hall had a default feature that allowed individuals to post anonymous comments. All information posted on Open City Hall was public record and archived. Community Development Bill Molnar added the Planning Department had not used Open City Hall for quasi-judicial action but in the case of a legislative action, comments would be included in the overall record. City Attorney David Lohman agreed it could be part of the record but the question of name and address being part of the record had come up as well. Oregon law did not have a precedent that addressed a public records request for an address from an anonymous comment. City Recorder Barbara Christensen further explained Open City Hall comments were stored differently Regular City Council Meeting September 3, 2013 Page 3 of 7 than emails from the comments to the Council. Mr. Kanner added all comments were public record. Open City Hall was a tool for citizens to provide input to Council regarding specific topics and not a poll. Peak Democracy had some safeguards in place but individuals could use multiple pseudonyms. Councilor Slattery/Morris m/s to direct staff to disable the anonymity feature of Open City Hall on the City of Ashland website. DISCUSSION: Councilor Slattery did not support anonymous comments and thought individuals should identify themselves. Councilor Morris and Marsh supported identifying individuals. Councilor Lemhouse thought people uncomfortable disclosing their names on Open City Hall could email Council individually. Councilor Voisin supported allowing anonymous comments and suggested waiting and removing the anonymous message feature if abuse occurred. The system retained information on anonymous comments. Councilor Rosenthal thought anonymous comments could encourage candid feedback although requiring identification did build credibility. Roll Call Vote: Councilor Morris, Lemhouse, Slattery, Rosenthal and Marsh, YES; Councilor Voisin, NO. Motion passed 5-1. Mr. Kanner noted when a topic closed on Open City Hall staff would summarize and collate the input for Council review. Mayor Stromberg explained the genesis for Open City Hall came from comments he received on the difficulty citizens had turning onto North Main due to one lane of traffic. The feedback did not match actual statistics the Traffic Engineer collected and the Mayor wanted to determine whether the problem was perceptual or related to actual traffic engineering. ORDINANCES. RESOLUTIONS AND CONTRACTS 1. Approval of a resolution titled, "A resolution authorizing the City of Ashland to provide a city building for a winter shelter one night per week through April, 2014, and repealing Resolution No. 2013-28" City Administrator Dave Kanner explained the proposed resolution would allow dogs in the shelter. The language was similar to the dog provision used in the Emergency Shelter Resolution 2013-04 with one change shown in Section 4. (C) Service dogs are not required to remain in crates but must be leashed while in the shelter. Staff talked to volunteer representatives from Temple Emek Shalom who would provide crates. Mr. Kanner added staff had reserved Pioneer Hall every Thursday night from November 2013 through April 2014 for the shelter. Councilor Voisin clarified the United Presbyterian Church typically hosted the emergency shelter. City Attorney Dave Lohman explained there was potential liability allowing dogs in the shelter as well as liability not allowing service animals per 2010 ADA regulations. Insurance would cover a lawsuit over the deductible. Only two questions were allowed to determine if a dog was a service animal or not. One was whether the individual required an animal due to a disability. The second was what work or task was the animal trained to perform. The federal definition of a service animal was a dog individually trained to do work or perform tasks for a person with a disability. Nothing in the definition required a certification card and per regulations, a person could not ask for certification if the dog had specific training. If a guest stated their dog was a service animal, the volunteer could ask the two questions and nothing more. Oregon law referenced an assistant animal as a dog. Councilor Voisin/Marsh m/s to approve Resolution #2013-30. DISCUSSION: Councilor Voisin explained the other shelters in Ashland allowed dogs and had experienced no problems. Volunteers and guests at the City sponsored shelter signed a non-responsibility and non-liability statement. The Grove allowed dog training weekly without identification and many were troubled dogs. Insurance would cover the City if an incident occurred. Regular City Council Meeting September 3, 2013 Page 4 of 7 Councilor Marsh noted the City now had four months of experience with the shelter and the volunteers had hosted the shelter without incident. Councilor Marsh/Voisin to amend the Resolution and delete Section 4(b) and amend Section 4(c) to read as the following: "Dogs in general must be leashed and under the control of the owner at all times while in the shelter." DISCUSSION: Councilor Marsh noted the volunteers running the shelter had proved themselves, were responsible, and provided adequate supervision. Council had heard the other shelters testify repeatedly they allowed dogs without incident. She did not want to create a quagmire for volunteers by delineating service dogs and imposing other requirements on the dog population. Volunteers would have to make an assessment whether a dog was a service animal, bring crates to the shelter, and take them away afterwards. If the rules in place were adequate for service dogs, they should be strong enough for the population as a whole. Councilor Voisin agreed and supported the amendment. Councilor Lemhouse would not support the amendment. He agreed the City needed to allow service animals but did not believe it was prudent to put the City intentionally in a position of liability by allowing all dogs. The City shelter was a public entity. He was comfortable prioritizing risk in an emergency weather situation, but not for the weekly shelter. He strongly supported the shelter but was fearful one bad incident would stop the program and did not want to take that risk. Councilor Slattery was not in favor of eliminating dog crates. Volunteers could sign statements claiming they would not sue but that would not prevent them from suing. As a public entity, the City had different standards than the churches and allowing dogs put the program at risk. Roll Call Vote on amendment: Councilor Voisin, Rosenthal, Marsh, and Morris, YES; Councilor Slattery and Lemhouse, NO. Motion passed 4-2. Councilor Lemhouse/Marsh m/s to amend the main motion by removing Section 4 pertaining to dogs and consider it separately so Council could vote on the remaining Resolution. DISCUSSION: Councilor Lemhouse clarified he wanted to pass the winter shelter and have the opportunity to oppose allowing dogs. Councilor Marsh thought it was important to move forward together. Mr. Kanner noted Council had adopted Resolution 2013-28 that contained everything in the resolution before Council except the verbiage allowing dogs. Roll Call Vote on amendment: Councilor Rosenthal, Marsh, Morris, Slattery, and Lemhouse, YES; Councilor Voisin, NO. Motion passed 5-1. Council and staff discussed the how procedurally passing the proposed resolution and repealing Resolution 2013-28 replaced one version with the same since the section on allowing dogs was removed. Councilor Marsh/Slattery m/s to call for the question. Roll Call Vote: Councilor Rosenthal, Marsh, Morris, Slattery, and Lemhouse, YES; Councilor Voisin, NO. Motion passed 5-1. Roll Call Vote to approve Resolution 2013-30 as amended: Councilor Rosenthal, Marsh, Morris, Slattery and Lemhouse, YES; Councilor Voisin, NO. Motion passed 5-1. Councilor Voisin/Rosenthal m/s to add to the above approved Resolution the "Section 4 Dogs" as proposed by staff and delete Section 4(b) and change Section 4(c) to read as follows: "Dogs must be leashed and under control of the owner at all times while in the shelter." DISCUSSION: Councilor Voisin thought since Council already voted on the amendment they should vote on it now and finish the process. Councilor Rosenthal agreed. Councilor Marsh clarified the motion was a separate vote adding Section 4 of the original resolution with caveat she had made earlier regarding leashes. Councilor Slattery did not support the motion but agreed Council should vote on it. Roll Call Vote: Councilor Voisin, Rosenthal, Marsh, YES; Councilor Morris, Slattery, and Lemhouse, NO. Mayor Stromberg broke the tie with a YES vote. Motion passed 4-3. Regular City Council Meeting September 3, 2013 Page 5 of 7 • n:i:r. 2i.*.Second- reading by title: only,of:an ordinance titled, `.`An ordinance amending the City of Ashland Comprehensive Plan to adopt the Housing Needs Analysis as a supporting document to the City of Ashland Comprehensive Plan" .!'Councilor.MorrisNoisin..m/s to approve Ordinance #3085. Roll Call Vote: Councilor Slattery, • . ` Marsh; Lemhouse, Rosenthal, Voisin, and Morris, YES. Motion passed. .3:•:i•First reading .bytitle:only •oGah ordinance titled, "An ordinance amending Section 2.19 of the ~i.. :'•n~.',:c ' ~:..-m: ,Ashland Municipal: Code: dissolving the Housing Commission and creating the Housing and Human Services Commission" Housing Program Specialist Linda! Reid noted Resolution 2013-08 created a new Housing and Human Services Commission by:merging.the Housing and ad hoc Homelessness Steering Committee (HSC). The Committee and Commission met and reviewed mission statements, powers, and duties. They formed a sub-committee with two members from both the Housing Commission and HSC to create a mission statement, recommend powers; duties; and membership composition for the draft ordinance. The proposed ordinance incorporated thc3recommendations from the Housing Commission and HSC. Both groups' recommended nine members. However, staff was proposing seven. Housing Commission Chair and. HSC member Regina Ayars supported combining the groups and thought the new commission should:have.,nine members. HSC Co-Chair.Rich Rhode also supported the new commission having nine members. Councilor Rosenthal/Voisin m/s.to'approve First Reading by title only of an Ordinance titled "An Ordinance. Amending: Section ;2:19tiof the Ashland Municipal Code Dissolving the Housing r : Commissiow;an& creating~.therHousing and Human Services Commission consisting of nine appointed members and place on agenda for Second Reading. DISCUSSION: Councilor:•RosemhaLexplained after reviewing what similar commissions did he supported,nine members: r': Councilor Voisin thought staff wrote the proposed ordinance. well and supported, the motion!:: Councilor: Lemhouse supported the concept but did not think the ordinance covered human services issues enough. ...Councilor Lenihouse/Slattery• m/s i!to remove Section 2.19.030(C). DISCUSSION: Councilor Lemhouse explained; reviewing' and inaking recommendations regarding social service grant allocations 'was afunction of the Budget Committee and sub-committee. Because it went into the main budget, he .?thought. it should %remain,; with that. group. Councilor Slattery agreed and was interested in the :Commission,making recommendations;to the Council and Budget Committee. City Attorney Dave ;'o., Lohman clarified-the proposed ordinance would allow the Housing and Human Services Commission to make recommendations only to Council. Ms. Reid further' clarified,-,Sectiom.:2 19.030(C) did not intend to take the process from the Budget r Committee only•make,reeoinmendations similar to the CDBG (Community Development Block Grant) -and social services: grants :process;:, Xouncilor Slattery wanted the Housing and Human Services . , r .,Commission to+make recommendations for social services grants at the right time to the Social Service Grant Budget Sub-committee. ` Ms:, Reid confirmed grantees could not apply for social service grants outside of Housing and Human Services. Councilor Marsh thought Council needed to change the human service funding process.. These were big decisions allocated to whoever volunteered from the Budget Committee and thought the Housing and Human Services Commission was better equipped for the task. She did not want to create a situation where the Housing and Human Services Commission was making recommendations while still going Regular City Council Meeting September 3, 2013 Page 6 of 7 through the budget process. The question was too big to resolve in context of the resolution and suggested discussing it with the Budget Committee during the interim budget to' determine the best process for allocating that money. ; Councilor Voisin/Lemhouse m/s to amend the amendment by adding that the Council will address this particular duty within the year 2013. DISCUSSION: Councilor Voisin wanted to ensure the topic came back to Council for discussion. Councilor Lemhouse supported the amendment and :possibly involving the Housing and Human Services Commission. Councilor Morris would not support the amendment citing there was not enough time. Councilor Voisin clarified her intention was allocating a Study Session or adding it to a regular meeting to discuss the parameters before' going:w4het Budget Committee. Councilor Slattery agreed with Councilor Morris. Councilor Marsh noted the September 30, 2013 Budget Committee Budget Debrief and thought they could add the item to that agenda.::..: Roll Call Vote: Councilor Lemhouse, Voisin, Rosenthal, Morris, Marsh, and Slattery, YES; Motion passed. Roll Call Vote on amended amendment: Councilor Lemhouse, Voisin, Rosenthal, Morris, Marsh, and Slattery, YES. Councilor Marsh/Lemhouse m/s to amend the Ordinance under 2.19.010 Purpose and Mission as the follows: "The Housing and Human Services Commission is charged with assessing and addressing the continuum of housing and human service needs in the community for the purpose of enhancing community health andwell being." DISCUSSION: Councilor Marsh did not think the words "poverty-driven" gave full range to the concerns Council expressed in the past. Using "enhancing community health and well being," provided context on why the City had this community. !Councilor Lemhouse agreed with Councilor Marsh and added the original purpose did,not highlight: the. human services element as much he liked. Roll Call Vote: Councilor Lemhouse,:Rosenthal, Morris, Marsh, and Slattery, YES; Councilor Voisin, NO. Motion passed 5-1. Councilor Lemhouse/Marsh m/s to add to Section 2.19.030 Powers and Duties the following: "To promote programs that assist seniors, children and children/families in need in regards twutility, medical, transportation, and food assistance." DISCUSSION:. Councilor Lemhouse wanted to ensure the Commission took on these issues. Councilor Marsh supported the amendment. Councilor Lemhouse deferred to staff if they thought the amendment should replace 2.19.030(6) To foster public knowledge and support of official city housing and human service programs. Roll Call Vote: Councilor Lemhouse, Rosenthal, Morris, Voisin, Marsh, and Slattery, YES. Motion passed. Councilor Lemhouse/Marsh m/s to add to Section 2.19.030 Powers and Duties the following: "To monitor issues and report to Council regarding complaints or compliance of equal housing laws." DISCUSSION: Councilor Lemhouse noted an incident of racial discrimination against renters that occurred in the past. Council did not receive notification oPthe situation and he wanted to ensure staff notified Council in the future and included incidents in an annual report.: Councilor Marsh agreed it fell in the purview of the Housing Commission and now the new commission... C Councilor Voisin wanted to use the words "fair housing" instead of `.`equal housing." :Fair Housing included race and 7-8 other protected populations. Councilor Lemhouse responded the verbiage came from the federal equal housing laws under HUD (Department of Housing and Urban Development). He was open to changing it if staff determined it was necessary. Councilor Rosenthal thought the wording suggested a watchdog mentality and might imply investigative powers that could take on a life of its own. Councilor Lemhouse did not intend the Commission to have Regular City Council Meeting September 3, 2013 Page 7 of 7 investigative powers but provide contact information for people that experienced discrimination or issues relating to equal housing. City Administrator Dave Kanner commented monitoring and reporting was significantly different from investigate and enforce. Staff would direct inquiries to the appropriate authorities and report back to Council on the complaints received and action taken. Councilor Rosenthal thought the amendment was too vague and with the absence of procedure and methodology would not support the amendment. Ms. Reid explained the City received CDBG funds and was required to further affirm fair housing and have a fair housing piece. The City had a fair housing ordinance that did not require compliance regarding discriminatory issues but staff recommended and referred people to agencies for complaints like HUD, BOLI (Bureau of Labor and Industries), and the.Fair Housing Council of Oregon. The Housing Commission helped craft the fair housing ordinance and reviewed all reports staff submitted to HUD regarding fair housing activities the City conducted that included fair housing trainings, outreach, education, and any activities where staff engaged the Fair Housing Council of Oregon. Ms. Reid received complaints and forwarded them to the proper agencies. In general, staff and the Housing Commission did not report complaints to Council. Roll Call Vote: Councilor Lemhouse, Morris, and Marsh, YES; Councilor Rosenthal, Voisin, and Slattery, NO. Mayor Stromberg broke the tie with a YES vote. Motion passed 4-3. Councilor Marsh/Lemhouse m/s to amend the motion and move Section 2.19.030 Powers and Duties (1) to position (A) under this section. DISCUSSION: Councilor Marsh explained the Commission's first responsibility was update and inform Council, make recommendations, and provide feedback regarding their work. Councilor Lemhouse agreed. Roll Call Vote on amendment: Councilor Lemhouse, Rosenthal, Voisin, Slattery, Morris, and Marsh, YES. Motion passed. Roll Call Vote on amended main motion: Councilor Lemhouse, Morris, Marsh, Rosenthal, Voisin, and Slattery, YES. Motion passed. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS Councilor Voisin announced the AIR (Ashland is Ready) event sponsored by the Fire Department Saturday September 7, 2013, the Women's Self Defense Seminar September 20-21 at the Ashland Karate Academy and a presentation September 26 from 6:00-8:00 p.m. by Police Chief Terry Holderness on The Police and Homeless in Ashland at the United Methodist Church. ADJOURNMENT Meeting adjourned at 9:42 p.m. Barbara Christensen, City Recorder John Stromberg, Mayor Regular City Council Meeting November 19, 2013 Page 1 of 4 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL November 19, 2013 Council Chambers 1175 E. Main Street CALL TO ORDER Mayor Stromberg called the meeting to order at 7:00 p.m. in the Civic Center Council Chambers. ROLL CALL Councilor Voisin, Morris, Slattery, Rosenthal, and Marsh were present. Councilor Lemhouse was absent. MAYOR'S ANNOUNCEMENTS Mayor Stromberg noted the recent passing of former Budget Committee member and Ashland Community Hospital Board Chair Doug Gentry and honored him with a moment of silence. Councilor Slattery noted Ashland Community Hospital would plant a tree on the hospital grounds to honor Mr. Gentry for his efforts and contributions to the Hospital and community. Mayor Stromberg went on to announce vacancies on the Tree, Transportation, Public Arts, and Firewise Commissions and the Band Board. APPROVAL OF MINUTES The minutes of the Joint Meeting of October 29, 2013, the Study Session of November 4, 2013, and the Business Meeting of November 5, 2013 were approved as presented. Mayor Stromberg added an agenda item from the previous night's Study Session, Discussion of Housing and Human Services Commission involvement in social service grant screening to agenda item #1 under OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS. SPECIAL PRESENTATIONS & AWARDS Mayor Stromberg's proclamation regarding fallen Police Reserve Officer Robert Libke of Oregon City, Oregon was read aloud. CONSENT AGENDA 1. Acceptance of Commission minutes 2. Award of a professional services contract in excess of $75,000 for engineering and construction administration of the Bear Creek Parallel Trunk Sewer project 3. Economic Development Strategy Quarterly Update 4. Approval of special procurement for Construction phase of Calle Guanajuato project Councilor Morris/Voisin m/s to approve Consent Agenda items. Voice Vote: all AYES. Motion passed. PUBLIC HEARINGS - None PUBLIC FORUM - None UNFINISHED BUSINESS - None Regular City Council Meeting November 19, 2013 Page 2 of 4 NEW AND MISCELLANEOUS BUSINESS 1. Infrastructure Financing Authority, Water Fund Financing Alternatives Senior Engineer Pieter Smeenk explained the Public Works Department met with the state for alternatives to finance Water Capital Improvement projects. The state had five scenarios for the City to consider, two options were private financing done through the League of Oregon Cities. He referenced the scenario table in the Council Communication. The first two options consolidated three large projects into one loan that consisted of the TAP (Talent Ashland Phoenix) project, the Crowson 11 Reservoir project, and the Backup Water Treatment Plant. Together the projects totaled approximately $20,000,000 resulting in a monthly increase of $12.60 per household to the water bill if the City used private financing. Another option was public financing that significantly reduced the cost resulting in the TAP project costing $0.42 per month per household. The Crowson Il Reservoir project would cost $1.93 per household monthly, and the Backup Water Treatment Plant costing $3.63 a month per household for a total monthly increase of $5.98 per household. Mr. Smeenk clarified this was the additional cost the state anticipated the City would incur because of the debt service and did not include the rest of the Water Fund. These projects were the largest on the Capital Improvement Plan project list. Many of the remaining projects listed were smaller and financed through a bond issued in 2012. Once completed what would remain was $5,000,000 to $6,000,000 of pipe improvement over the remaining years of the 10-year program. Staff was confident grant funding would be available and there was almost a guarantee of the first $250,000. The remaining $500,000 depended on whether the City could meet the green infrastructure project criteria by incorporating either a water use or energy use efficiency or green infrastructure into each of the projects. If the grant fell through public financing offered a 1% interest on the loan ensuring the monthly increase per household would not be as high as the private financing. Private financing offered 4.5% 5% interest on the loan. Public financing required the water rate was at least 1.25% of the median household income in order to be eligible for the 1 % financing. Public Works Director Mike Faught added if the City adhered to the current rate structure in the Master Plan, it would meet the 1% criteria. Projects included in the rate structure estimated at 5%. If staff secured the 1% loan along with the grant, they would reevaluate the rate impact. Staff recommended staying with the current rate structure proposed in the Water Master Plan until they knew if the City would get the loan, and the Medford Water Commission decided the SDC (System Development Charges). Once both of those issues were resolved, staff would return to Council. Mr. Faught addressed the $4,000,000 the City forecasted was needed to generate revenue for the debt service and explained it would help keep the rates level. Mr. Smeenk clarified the City would apply for each loan individually there was a one loan per year limit that allowed several projects to be consolidated. The City had a significant chance to receive a loan but there was no guarantee. Once the City hit the $6,000,000 threshold, it would be harder to get the next loan. Three separate loans provided the opportunity to secure more funds. If the TAP project went through, staff could reduce the size of the Crowson 11 Reservoir project, and if the Crowson 11 Reservoir was in place, it was part of the new Water Treatment Plant. The loans also followed planning for construction in the Water Master Plan. Councilor Voisin/Marsh m/s that Public Works apply for financing through the SDWRLF program for upcoming projects identified in the 2012 Water Master Plan. Voice Vote: all AYES. Motion passed. 2. Annual Review of Investment Policy for the City of Ashland City Recorder Barbara Christensen explained the state completed the process that allowed cities to invest in credit unions April 2013. At that time, the City approved Resolution 2013-07 Responsible Banking Regular City Council Meeting November 19, 2013 Page 3 of 4 Policies. Ms. Christensen integrated language from Resolution 2013-07 into the investment policy. For securities, she incorporated the ability for the City to invest in credit unions if appropriate. She provided a list of approved qualified depositories for the state of Oregon that included credit unions. Unfortunately, none of the local credit unions chose to participate with the State of Oregon at this time. She noted the delegation of authority that designated the City Recorder/Treasurer and the Administrative Services Director as investment officers in the Investment Policy was not consistent throughout the document. She would make corrections accordingly. Ms. Christensen addressed inquiries from the Conservation Commission interested in having the City not invest in funds that were not sustainable. She planned to meet with the Conservation Commission the following night. They wanted to know if the City invested in companies with green or sustainable practices. If not, they wanted to know the process to add that to the City's investment policy. Other queries pertained to PERS (Public Employee Retirement System). The City followed strict state guidelines, Oregon Revised Statutes, and rules set by the Oregon Short Term Board. The City's investments went into the Local Government Pool and those monies followed the same rules the state set. PERS was under a different board. Additionally, City and investment monies did not go into PERS. The Investment Policy dealt with excess funds, how the City invested those funds on a short-term basis, 18- months or less, and how safe and available they were to the City. Changes to investment rules and practices could not occur at the local level. There were CDs (Certificate of Deposit) and certain securities the City could purchase that had specific parameters. Currently all investment monies were in the Local Government Investment Pool due to the market. The Local Government Investment Pool had the ability to invest further out than a City Investment Officer buying securities. The City did not invest in Corporate Debt. The Oregon Short Term Board approved all investment policies. Councilor Morris/Slattery m/s to approve revised Investment Policy for the City of Ashland. Voice Vote: all AYES. Motion passed. 3. Discussion of regular reporting by boards and commissions or Council liaison City Administrator Dave Kanner explained the Uniform Policies for Boards and Commissions stated boards and commissions would submit reports from time to time as may be requested by the Mayor or Council. The Rules of the City Council addressed council liaisons and a regular agenda item for council liaison reports. Council could decide whether they wanted every board and commission to report. Another item Council could review at some point was the appropriate role boards, commissions, and Council goal setting. Mayor Stromberg wanted to liberate Council from unnecessary attendance in their roles as Council Liaisons and suggested some form of rotation for commissions and the band board to report periodically at the Brown Bag meetings possibly at different time intervals. Council wanted commissions to provide a 5-10 minute report once a year at regular council meetings. The presentation could occur at the start of the agenda with the liaison scheduling the time. Additional comments wanted each commission to provide goals so Council was aware of them when council goal setting began. Council comment noted commissions had goals based on the direction of Council as well as their own goals. Council directed staff to bring back an amendment to the ordinance that encompassed the suggestions. Councilor Voisin/Rosenthal m/s that Council give direction to the Commissions and Committees to submit goals for 2014-15 and present prior to the date of the Council Goal Setting February 2014. DISCUSSION: Councilor Rosenthal commented Council met with the Parks and Recreation Commission about ajoint or integration of goals and thought it was appropriate to extend that to the other Regular City Council Meeting November 19, 2013 Page 4 of 4 commissions. Councilor Voisin clarified she wanted the commissions to submit both goals driven by Council and their own goals. Roll Call Vote: Councilor Morris, Rosenthal, Slattery, Voisin, and Marsh, YES. Motion passed. ORDINANCES. RESOLUTIONS AND CONTRACTS 1. Approval of a resolution titled, "A resolution accepting changes to the financial management policies and accounting methodologies" Item delayed until the December 3, 2013 Council meeting. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS 1. Discussion of Housing and Human Services Commission involvement in social service grant screening. City Administrator Dave Kanner explained the ordinance creating the Housing and Human Services Commission initially had a provision the commission would be responsible for reviewing social services grant applications and making a recommendation to the City Council. Historically, the Budget Committee was responsible for this duty. Prior to adopting the ordinance, Council amended it to remove that provision with the intention to discuss the commission's role with the social service grants later. Council suggested several scenarios. One the Housing and Human Services Commission could review social service grants, vet and hold presentation hearings and make a recommendation to the Budget Committee who would retain their traditional role regarding grants. The second option did not support a two-tier review and would support a second less detailed review by the Budget Committee. Another option suggested having the new Commission make recommendations directly to Council who ultimately voted on the deliberations of the Budget Committee. A fourth option noted the Budget Committee did a good job at allocating grants and thought Council should look at the Commission's role in the grant process next year. The fifth option suggested Council direct the Commission to conduct an analysis of the Human Service funding program. Council could schedule a meeting with the Budget Committee to look at grants then schedule another meeting to simplify the process. Councilor Voisin wanted Budget Committee input on the grant process. Council comment noted the agenda item was a discussion item only and the public needed the opportunity to provide input prior to Council making a decision. Council moved the item to the December 17, 2013 Council meeting agenda. Councilor Voisin announced Tuesday November 26, 2013 Uncle Foods Diner would serve a complete Thanksgiving dinner at the United Methodist Church starting at 4:30. Councilor Rosenthal noted a news release issued by the City November 18, 2013 regarding a phone scam from people claiming to be from the City of Ashland or a collection agency. The caller indicates the utility bill is past due and threatens to disconnect service unless they pay immediately with a credit card. ADJOURNMENT Meeting adjourned at 8:22 p.m. Barbara Christensen, City Recorder John Stromberg, Mayor CITY OF ASHLAND Council Communication December 17, 2013, Business Meeting Acceptance of FY 2012-2013 Comprehensive Annual Financial Report FROM: Lee Tuneberg, Finance Director, lee.tuneberena,ashland.or.us SUMMARY The Audit Committee has met with staff and auditor Pauly, Rogers and Company, P.C. to review and accept the annual audit of the City of Ashland for the fiscal year ended June 30, 2013. The committee's report and recommendation to accept the Comprehensive Annual Financial Report (CAFR) can be found in the report on page xv and the auditor opinion on page 3. The auditor has given an unqualified opinion again this year. Council may accept the Committee's report and the annual report as presented, recommend modifications as discussed or defer acceptance (take no action) awaiting further information or clarification. BACKGROUND AND POLICY IMPLICATIONS: The CAFR is prepared each year as part of the state-required audit by an independent, certified and municipally licensed auditor. In Ashland, the auditor reports to the Audit Committee established by the Council. The committee receives the auditor opinion, management letter and annual financial reports (including the Parks Commission Component Unit Financial Report) prepared by staff. When satisfied with the reports and related information, the committee forwards the report to Council with a recommendation to accept. The auditor gave an unqualified opinion again this year. Excerpts are as follows: Report on the Financial Statements We have audited the accompanying financial statements of the governmental activities, the business-type activities, the aggregate discretely presented component units, each major fund, and the aggregate remaining fund information of City of Ashland as of and for the year ended June 30, 2013, and the related notes to the financial statements, which collectively comprise the basic financial statements as listed in the table of contents. Opinions In our opinion, the financial statements referred to above present fairly, in all material respects, the respective financial position of the governmental activities, the business-type activities, the aggregate discretely presented component units, each major fund, and the aggregate remaining fund information of City of Ashland, as of June 30, 2013, and the respective changes in financial position and budgetary comparisons for the general fund and federal grant fund, thereoffor the year then ended in accordance with accounting principles generally accepted in the United States ofAmerica. Page I of 4 ~r, CITY OF ASHLAND Staff Overview: The CAFR conforms to generally accepted accounting principles (GAAP) and the latest applicable Governmental Accounting Standards Board Statements (GASBS), auditing standards and Oregon Budget Law. The report also complies with U. S. Office of Management and Budget (OMB) Circular A-133 requirements since the City accepted enough federal financial assistance in FY 2012-2013 to require specific audit actions and disclosures. This is accomplished by including a Schedule of Findings and Questioned Costs addressing audit results, financial statement findings, federal award findings and questioned costs. The auditors identified two conditions worthy of reporting and they are detailed on Page 149. They include the need for: • Better internal controls for the Information Technology Department regarding internally developed software. • Better internal controls for staff access to transactions in the Municipal Court. Staff has made progress in the current year and continues to work on the issues with the goal to make sufficient progress or resolve them by June 30, 2014, so they are not carried forward. No questionable costs for federal financial assistance programs were reported by the Auditor. The City and Parks are prepared to submit both annual reports to the Government Finance Officers Association for review and suggestions for improvement again this year. Financial Overview: The City is responsible for completeness and accuracy of the annual report. The auditor reports are included in the document and presented on their letterhead. These reports attest to the City's compliance with Oregon Budget Law and federal reporting requirements. The annual report includes a section on pages 5 through 10 called Management's Discussion and Analysis (MD&A) that is intended to provide the reader with a basic understanding of the financial condition and change over the year audited. Please read the MD&A and Notes section to get a general understanding of the financial information provided. Unless otherwise indicated, financial references relate to the City and do not incorporate Parks & Recreation information. From an overview perspective, the City's financial condition improved for a second year with total net position increasing $3,055,280 or 2.8% to $110,510,643. In the prior year total net position increased $3.13 million. This year Cash balances increased a net $3.1 million or 12.8% in total with general governmental balances increasing $0.5 million including reserves and unspent borrowing but business- type funds increasing $3.6 million reflecting unspent capital borrowing and reserves for future debt needs. City total assets are up $7.0 million which includes: 1. $3.1 million more in cash & investments (a plus) 2. $165,000 more in restricted cash & investments (a plus) 3. $2.9 million more in receivables (a plus) 4. $5,000 less in inventories (a minus) 5. $119,000 less in deferred revenue (a minus) Page 2 of 4 ir, CITY OF ASHLAND 6. $7.3 million more in fixed assets (a plus) 7. $6.4 million more in accumulated depreciation (a minus). City-wide current payables (liabilities) are $1.6 million (23.9%) more than the prior year, primarily due to more accrued interest payable consistent with the outstanding debt service due in the coming year and more capital improvement work done late in the fiscal year and payable at the end of June. Long term payables are $2.4 million more in 2013 due to project financing greater than debt service payments. The net result of changes in Assets and Liabilities city-wide is the $3.1 million increase in Total Net Position as mentioned above. In general, the City raised rates, controlled operating expense to better balance incomes and out goes to provide a positive impact. These positive steps resulted in changes that offset the negative impact of depreciation (aging of city infrastructures calculated to be $6.4 million) for the year. The above variations contributed to a change in categorization of Net Position where Unrestricted increased by $4.92 million, Restricted decreased by $439,000 and invested in capital assets decreased by $1.42 million. There are many elements contributing to these changes such as transferring monies into accounts not restricted for specific work, receiving payments for the university that added to General Fund accounts and a refund on wholesale power purchases. Council may recall that GASBS 54 requires the Reserve Fund (considered a non-major fund) and its $1.0 million balance to be incorporated in the city-wide presentations and schedules as part of General Fund. This is done to be compliant with GAAP requirements. This is because the internally established reserve is a repository of monies transferred from other funds and their eventual use is left open to determination during subsequent budget processes. Since the use of that balance remains to be identified and cannot be automatically restricted by the type of revenue stream it has, it is required to be reported as part of the General Fund. The Parks and Recreation Commission, as a component unit of the City, is presented in summary in the GAAP reports (city wide schedules) near the front of the CAFR. Their net position decreased $1.1 million or 9.1% to $11,421,952. As with the City, there are many elements contributing to this change including a net $65,230 less in capital assets (after combining $336,964 in new additions and $402,194 more in depreciation) and liabilities increasing $269,313 and the $263,000 payment to the General Fund. The remainder of the change between years includes fluctuations in receivables and inventories. Key places to look within the document are: Pages Information i - viii Transmittal letter from staff xv Report of Audit Committee accepting the audit 3-4 Auditor's unqualified opinion 5-10 Management's Discussion & Analysis 13 - 22 Basic Financial Statements Page 3 of 4 ~r, CITY OF ASHLAND 23 - 54 Notes to General Purpose Financial Statements 57- 135 Supplementary reports, schedules and statistical tables 137- 141 Oregon required auditor comments and disclosures 143 - 149 Government Standards Compliance Reports including Federal Assistance, OMB Circular A-133 compliance, and other internal compliance disclosures FISCAL IMPLICATIONS: The report represents a review of City records and there is no direct financial implication from accepting the report. The Committee provided input on presentations and disclosures but no material changes in financial condition were necessary. STAFF RECOMMENDATION AND REQUESTED ACTION: The Audit Committee recommends acceptance of the Comprehensive Annual Financial Report for FY 2012-2013 and staff concurs. SUGGESTED MOTION: I move to accept the Audit Committee Report and the Comprehensive Annual Financial Report for the fiscal year ended June 30, 2013, as presented. ATTACHMENTS: FY 2012-2013 Comprehensive Annual Financial Report Page 4 of 4 ~r, CITY OF ASHLAND Council Communication December 17, 2013, Business Meeting Annual Appointments Citizen Budget Committee FROM: Barbara Christensen, City Recorder, christeb e,ashland.or.us SUMMARY Annual appointment of two positions on the Citizen Budget Committee with 4-year term ending of December 31, 2017. BACKGROUND AND POLICY IMPLICATIONS: These vacancies occurred with the term endings of DeeAnne Everson and Chuck Keil on December 31, 2013. The deadline for submission of applications ended on November 15, 2013 and notice of these vacancies were published in the local newspaper and placed on the city website. Of the two members whose terms are ending, Chuck Keil (appointed 12/10/2010) and DeeAnne Everson (appointed 2/19/2613) have requested no reappointment. Three new applications were received by Mary Cody, Karen Clarke and Joan Williamson. FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: None SUGGESTED MOTION: I move to appoint and to the Citizen Budget Committee with term ending of December 31, 2017. ATTACHMENTS Applications recieved Page I of I CITY OF ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email christeb(ashland.ocus. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. O Name: Mary Cody /Vol/ 7,5 Requesting to serve on: Citizen's Budget Committee eY 1013 Address: 1251 Munson Drive, Ashland, OR 97520 Occupation: Retired (2009) Home: 541-488-6968 Email: marrcodvPgmail. com 1. Education Backy-round What schools have you attended? California State University, Sacramento What degrees do you hold? Bachelor of Science, Business Administration/Accounting What additional training or education have you had that would apply to this position? Certified Public Accountant, California (expired 2010) Every 2 years, 80 hours of continuing education (24 of which were governmental accounting) were required to renew the CPA license. 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? As an Internal Auditor with the State of California for 25 years, I assessed operations to ensure efficiency and effectiveness; determined compliance with financial laws and governmental regulations; and conducted performance reviews of municipalities and private contractors that included analyzing budgets. I also worked on special projects for the Director's office, often working with the Department's Legal Office. Additionally, I was appointed as sole contact for reviews, studies, and audits for the Department of Health Service's $34 billion Medi-Cal program over a period of 6 years I am experienced in prioritizing and communicating clearly with all levels of authority within public and private entities. I am also experienced in focusing, analyzing, and deliberating on controversial issues. I was awarded the Superior Accomplishment Award, Department of Health Services, 2002 and the Sustained Superior Accomplishment Award, Department of Health 106TWIJA Services, 2005. These awards were in "recognition for outstanding job performance". Monetary gifts were given with each award. Treasurer, Meadowhawk Homeowner's Association, 2011-current, Manage and account for maintenance and operation of the property owned by the Association Treasurer (volunteer), Sacramento Habitat for Humanity, 1990-1994, Develop a 3-year budget to ensure funding for the construction of multiple homes per year. Up to this point, 1 or 2 homes were built a year. Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Absolutely Why? It is beneficial to obtain the most current education and training. Seminars and conferences provide an opportunity to meet and share ideas with others, in order to better serve communities. I would welcome an opportunity to discuss experiences encountered by current and former Budget Committee members. 3. Interests Why arc you applying for this position? 1 have always had an interest in state and local governments. Now that I am retired and Ashland is my home I have a strong desire to participate in our local decision-making policies. I am interested in contributing and participating to help ensure a strong, vibrant community. Currently volunteer in the SMART reader program at Helman School. 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Yes Do you prefer day or evening meetings? No preference 5. Additional Information How long have you lived in this community? Four years Please use the space below to summarize any additional qualifications you have for this position I attended the goal setting session in February 2013 to observe the goal setting process and related discussions/deliberations. I also attend some study sessions and attend or watch many city council meetings to keep abreast of the City's plans and direction as a community. Because Ashland is small compared to my former home, I find it interesting to participate in its working mechanics and activities. My past work experience enables me to analyze and approach issues from different points of view and to innovate/ problem solve. I believe I have the ability, as a result of my knowledge and experience, to participate in discussions about the City's biennium budget fairly and equitably. November 14, 2013 Ma Cod Date Signature Karen S. Clarke, MA, CTP 690 Glenwood Dr., Ashland, Or. 97520 (541) 488-1236 karensclarkeArnsn.com November 6, 2013 Barbara Christensen City Recorder City of Ashland 20 E. Main St. Ashland, Or. 97520 Dear Ms. Christensen: I wish to express interest in becoming a member of the Citizen Budget Committee. Committee involvement is a valuable and integral component of community life. I would be excited and honored to join this group of committee members. The attached application outlines the many constructive experiences I have available to draw upon as the source for my contributions and participation in the City's budgetary and finance work. I am well grounded in both the business and teaching fields. I enjoy living in Ashland and am looking forward to the occasion of becoming more involved in the community. Thank you for your consideration of my interest. Should you have any questions or need more information regarding my background and/or past experience, please let me know. References are available upon request. In closing, the Citizen Budget Committee is an exciting opportunity to participate in city governance matters and making a positive contribution to the City. I look forward to speaking with you regarding my application. Best wishes to you in your interview process. Sincerely, Karen S. Clarke MA, CTP CITY OF ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email christeb ,ashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name: Karen Clarke Requesting to serve on: Citizen Budget Committee (Commission/Committee) Address 690 Glenwood Dr. Ashland OR 97520 Occupation Retired Banker / Part-time University Instructor Phone: Home 541 488 1236 Email: karensclarke(&msn.com 1. Education Background What schools have you attended? • Southern Oregon University - Masters of Arts in Teaching, endorsement Business Education, Phi Kappa Phi and National Honor Society • Pacific Coast Banking School - University of Washington, graduated with honors and research paper published entitled "Electronic Commerce - The New Way to Bank" • California State University at Stanislaus - Bachelor of Science degree in Business Administration, Accounting concentration, Magna Cum Laude What degrees do you hold? Master of Arts; Bachelor of Science What additional training or education have you had that would apply to this position? Certified Treasury Professional accreditation through the Association of Financial Professionals www.afponline.org 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? Work Experience: Wells Fargo Bank - 1970 to 2004 - Key positions listed below: • Built a corporate university. Taught treasury management, electronic commerce, global and domestic banking, marketing, finance, product and project management, sales and service skills. • Product management and marketing consultant for Internet services and disbursement products. • Corporate Banking -managed municipal, retailer, and wholesaler relationships also a lending instructor • Retail Banking - District Sales Manager Community Experience: • Capital Projects Advisory Committee - Ashland School District • Chamber Music Concerts - Finance and Marketing Chair • Treasury Management Association of San Francisco - Secretary and Government Relations Officer • YMCA - President of Local Board and West Field National Committee Member* • United Way- County Campaign Chair and Board Member* *Both positions located in Stanislaus County, California Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? 1 believe that I have the requisite knowledge and background to serve on the City of Ashland's Citizen Budget Committee without needing financeibudgetary training. As a new committee member 1 will want to be apprised of the local, key, current budget issues and processes. 1 do believe ongoing training as it relates to new financial regulations and procedures is warranted in order to provide the best service to the City. I would participate as recommended by the City. ~r, 3. Interests Why are you applying for this position? I enjoy serving on municipal and nonprofit boards and finance committees. The most recent municipal experience was serving on the Ashland School District Capital Projects Advisory Committee. This project has wrapped up. I would like to be involved again in a municipal finance committee. I have met with past Citizen Budget Committee members to gain their perspective on the position and am very interested in being part of the going forward discussions for the City. 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? I am available to attend special meetings. I do not have a preference whether the meetings are during the day or evening. 5. Additional Information How long have you lived in this community? 8 Years Please use the space below to summarize any additional qualifications you have for this position After retiring from banking, I moved to Ashland. After getting settled I then started teaching at the University. For the past six years I have taught finance and accounting classes, including nonprofit and governmental accounting. I became involved with the community volunteering at the Oregon Shakespeare Festival and serving on the Chamber Music Board. I value being involved with the community I live in. Date November 6, 2013 Signature Karen Clarke ~r, Joan Williamson 905 Mountain Meadows Circle Ashland, OR 97520 Date: November 13, 2013 To: Barbara Christensen, City Recorder Subject: Vacancy on the Citizen Budget Committee Please find enclosed my application for consideration as a member of the Citizen Budget Committee. I am very interested in contributing to my community and believe that my 40 year career in the accounting field would be an asset to the Committee. Included in my career were 5 years in public accounting, 35 years in accounting management for small, medium and international companies. In addition, I have a BA in Accounting and a MBA in Finance. I consider myself reliable, dependable, trustworthy and a good communicator. I am committed to providing accurate, timely and user-friendly accounting reports. When I reviewed the list of current members of the Committee, I noticed Lynn Thompson's name. I have known her since I moved to Ashland in October 2005 and worked with her on a Rotary fund-raising project- providing sports programs for Ashland High School - as the accountant for the project. I believe she would tell the Committee what talents I possess and her experience working with me on this project. Thank you for your consideration. AW Wig Encl: Application CITY OF ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email christebRashland.ocus. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name: Joan Williamson Requesting to serve on: Citizen Budget Committee (Commission/Committee) Address: 905 Mountain Meadows Circle, Ashland, OR 97520 Occupation: Retired Accountant/Controller Phone: Home - 541-708-6076 Work Cell-209-603-0115 Emailjoanwmsn@aol.com Fax 1. Education Background What schools have you attended? Calif State University-Turlock and Golden Gate University- San Francisco, CA What degrees do you hold? BA in Accounting and MBA in Finance What additional training or education have you had that would apply to this position? 40 Year career in accounting field, with 5 years in public accounting and 35 years in accounting management for small, medium and international companies. Related Experience What prior work experience have you had that would help you if you were appointed to this position? Many years experience in preparation of budgets and strategic plans. Reported to various levels of management actual results and described causes for variances as well as forecasted trends. Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? Further training would absolutely be helpful to keep up to date with trends and changes in the field. It would also present the opportunity to interact with others to learn how other communities handle this function. 2. Interests Why are you applying for this position? I am retired and would like to contribute to my community. I think this committee could benefit from my skills, education and experience 3. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? Yes and 1 do prefer days, but will attend evening meetings without fail. 4. Additional Information How long have you lived in this community? I have lived in the Ashland, Talent and Phoenix area for 8 years. Please use the space below to summarize any additional qualifications you have for this position. I have been an active member of the Ashland Rotary Club for 8 years and have served as treasurer and accountant for various fundraising events. I also volunteered with the Tudor Guild and was trained by Asante as a Hospice Team Member. Lynn Thompson, a member of the Committee, has worked with me on some of the Rotary fundraising events and has known me for 8 years. She would be able to provide additional information about my accounting skills and reliability. November 14, 2013 foam wi¢elAsmgoM Date Signature CITY OF ASHLAND Council Communication December 17, 2013, Business Meeting Council discussion of creation of a City beautification and improvement plan and the use of transient occupancy tax revenues for City capital projects FROM: Ann Seltzer, Management Analyst, seltzera@ashland.or.us SUMMARY At the November 4, 2013, City Council Study Session, the Council expressed support for the formation of an ad hoc committee to develop a City-wide beautification and improvement plan and to plan for the use of the transient occupancy tax funds (TOT) set aside for City capital projects. This communication includes suggestions for the membership for the ad hoc committee, a draft purpose statement of the committee and a list of beautification projects previously identified by citizens, staff, the City's Economic Development Strategy and the Chamber Downtown Task Force. BACKGROUND AND POLICY IMPLICATIONS: The City has, for several budget cycles, reserved a portion of its tourism-related TOT for "Other City Capital Projects that qualify" for the use of these funds. These funds have been used for such things as powder-coating downtown light poles, improved signage in City parking lots and, perhaps most notably, the plaza renovation. Resolution 2013-05 allocates an estimated $128,500 for such projects in the current biennium. The resolution does not address a process for determining how to spend those funds, nor does the City have a plan or a project list for the use of those funds. The Economic Development Strategy (EDS) reads in part "Downtown Ashland is the heart of the community for both residents and visitors. It sets the tone for our tourism economy and plays a strong role in the quality of life of residents. Because of its importance and heavy use it receives, elements of the infrastructure and associated amenities are in need of repair, improvement, or replacement, including trash cans, benches, bike parking, sidewalks, lighting, landscaping, etc." Because there are a number of projects both in the downtown and elsewhere in Ashland that potentially qualify for the use of these TOT funds, the Council supports the development of a plan for the use of those funds, for specific projects and for guidance on how these funds should be used in the future. Further, the Council has suggested that a citizen ad hoc committee develop this plan. Suggested membership for the ad hoc Committee Members Historic Commission Member 1 Planning Commission Member 1 Tree Commission Member 1 Page 1 of 4 CITY OF ASHLAND Public Art Commission Member 1 Citizens at large: 2 consider one citizen representative of the east Ashland business area and consider one citizen with -background in urban design Chamber Downtown Task Force 2 Total number of voting members: 8 Draft Purpose of the Committee The purpose of this committee is to develop a cohesive plan for the beautification of the community with a primary focus on the downtown core. At a minimum the committee will: • Review the existing list of possible beautification projects and identify others; • Establish criteria by which a proposed project can be evaluated; • Evaluate how implementation of these projects will tie in with one another to create a cohesive overall look and integrate the north and south entrances with downtown; • Prioritize each project and develop a five year timeline for implementation of beautification projects; • Seek citizen input on project ideas and concepts; • Reach consensus on a final draft plan; • Provide to the Council the committee rationale on its final decision and recommendation to the Council. The Committee will be asked to make a recommendation to the City Council by a date certain. Council Discussion Points 1. What is the deadline for the committee to complete their work? 2. What amount of TOT funds, if any, should be set aside in each budget cycle for unplanned projects as they arise? 3. Does the Council wish to appoint one of more Council members to meet and work with the ad hoc committee? Previously Identified Projects The following downtown beautification/improvement projects have been identified by citizens, staff, the City's Economic Development Strategy (EDS) and the Chamber Downtown Task Force. Downtown • Tree Wells (listed in the EDS): In 2012 a permeable aggregate epoxy substance was used around the street trees in front of Wells Fargo Bank. The substance has held up well, eliminated the tripping hazard and has not caused damage to the trees. In addition to improved aesthetics, this treatment addresses a risk management concern of tripping hazards due to the exposed tree wells and loose bricks. Estimated cost: $34,000 ($400 per tree well). Page 2 of 4 Ir, CITY OF ASHLAND • Broken Fountain in front of the Black Swan (listed in the EDS): The fountain was installed after the Downtown Plan was adopted in 1988. It has been repaired and sealed numerous times over the years but has been broken for at least four years and can no longer hold water. It has become an eyesore and a trash receptacle. The fountain is owned by the City and is sited on City property leased to OSF. Proposed improvements including removing the marble basin of the fountain place a smaller basin underground and retain the center section of the vertical marble. This improvement would retain the water feature but eliminate the large marble basin. Estimated cost is $35,000-$40,000. • Pedestrian Lights Upgrade (listed in the EDS): upgrade the 60 gothic style downtown pedestrian lights with the City standard Sternberg style. Estimated cost: $150,000($2,500 per light. • Beautification of the comer of North Main/Winbum Way: this corner includes a large evergreen tree that has been limbed up, topped and pruned many times over the years to accommodate its growth and size. The size is not appropriate for that location and evergreens are not approved street trees. Further the tree is growing in a planter box and the dropping needles make it impossible to plant/grow any other shrubbery or flowers. Remove the tree, repair the planter, add fresh soil, plant an appropriate size street tree and shrubs and plants to match the recently improved planters on East Main. Estimated cost: $2,500 • Remove the asphalt in the park row on Lithia Way between Pioneer and Oak Streets and plant street trees. Estimated cost: $5,000. • Install additional pedestrian scale lighting on the stairway connection to the parking garage between Starbucks and Earthly Goods. Estimated cost: $5,000 • Hang flower baskets from light poles: cost to be determined While the cost of each hanging basket in minimal, approximately $100 per basket, the major costs are associated with retrofitting the existing lamp posts with brackets and irrigation lines. The cost of brackets and irrigation for the hanging baskets on the Plaza was $6,000 for five lamp poles. • Place free standing planter containers on the Plaza: Estimated cost: $3500 (based on three planters @ $500 each plus $2000 for irrigation) • Place movable tables and chairs on the Plaza: Estimated cost: $450 for a set of two chairs and one table. • Historical markers: cost to be determined • Grant or revolving loan fund program for sidewalk and fagade improvements downtown. Non-downtown beautification/improvements • Black powder coat the 25 cobra lights on North Main and hang colorful street pennants. Estimated cost: $20,000 (7,500 for powder coating and $12,500 for street pennants). • Hang colorful street pennants at Exit 14 overpass and Ashland Street to Siskiyou Blvd. Estimated cost $10,000. • Hang small street pennants in Railroad District: $5000 Examples of completed beautification/ improvement projects: • Black powder coating of downtown cobra lights (TOT funds) • Plaza renovation (listed in the EDS, TOT funds and department budget) • Planting downtown planters (TOT funds and department budget) Page 3 of 4 PFI& sa, CITY OF ASHLAND • Sidewalk cleaning (department budget) • New Trash Cans (listed in the EDS, department budget) • Remove telephone booths (department budget) • General signage improvements at city parking lots (TOT funds and department budget) • Container planters with new trees in front of the Black Swan (TOT funds) FISCAL IMPLICATIONS: The biennium anticipated revenue for beautification and improvement projects is $128,000. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends Council create an ad hoc committee and for the purpose of developing a plan for Council approval. SUGGESTED MOTIONS: I move to form an ad hoc committee to develop a beautification and improvement plan for the use of tourism related TOT funds for city capital projects. ATTACHMENTS: Pages 14 and 15 combined of the Economic Development Strategy Page 4 of 4 ~r, City of Ashland Economic Development Strategy Adopted July 2011 Action 5.3 (pg 14-15 from Strategy Document) 5. Increase tourism in the fall, winter, and diversify the types of events and activities promoted 5 3 Develop a capital,improvemen~t_jiplan and=maintenance r a City FOSS „ p ~Y'" strategy for the Plaza and downtown Downtown Ashland is the heart of the community for both residents and visitors. It sets the tone for our tourism economy and plays a strong role in the quality of life of residents. Because of its importance and the heavy use it receives, elements of the infrastructure and associated amenities are in need of repair, improvement, or replacement, including trash cans, benches, bike parking, sidewalks, lighting, landscaping, etc. Additionally, parking needs must be considered including how it is managed (time limits, charges, loading, bus, etc), how much and what types are available. Public art is also a way to further showcase the community and strengthens the ties of our cultural tourism promotion, quality of life for residents and energizing of the plaza/downtown. This strategy could be implemented on one end of the spectrum by a complete Downtown Plan, or a small task force to establish a"to do list" over a period of years. Funding could come from a variety of possible sources, including tourism qualified lodging tax capital projects, urban renewal district funds, parking ticket downtown business district fee. Possible task priority and timing: • Plaza redesign/upgrade (2011-12) - Increase pedestrian functionality and available space for special event use, improve seating uses and configurations (benches, tables, chairs), improve plantings/overall landscape, provide adequate lighting • Trash can replacement (2012-13) - Existing cans have no lid and plastic container very visible within outer shell. Recycling containers will be integrated into the replacement schedule (none currently in the downtown) • Black Swan Fountain & Plaza redesign/upgrade (2012-13) - Existing fountain leaks and needs complete rebuild. May redesign/change fountain to be more interactive. Seating and general use needs review and updating. • Lighting upgrades (2012-14) - Replace, add new and/or convert existing downtown pedestrian scale lighting with LED for better light, lower consumption and less maintenance • Tree grate installation (2012-14) - Removal of brick pavers, replace with metal grates. • Parking Utilization and Management Plan (2013-14) - An Inventory and assessment of all public parking locations, time limits and frequency of use (occupancy rates) to determine maximum use configuration. Assess advantages/disadvantages of possible paid parking to influence parking demand and occupancy rates within select, high demand locations. • Street light pennant upgrade (2013-14) - OSF replacement of 30+ 1950-60's era pennants with new short term pennant locations available for new permit applicants • Public Art installation (2013-14) - Significant public art installation in the plaza space between Fire Station #1 and the Library ECOnoIn1C DEVELOPMENT STRATEGY f1thoncing e(ononzif streQ01h in cornolvoily CITY OF ASHLAND Council Communication December 17, 2013, Business Meeting A Resolution Accepting Changes to the Financial Management Policies and Accounting Methodologies FROM: Lee Tuneberg, Finance Director, lee.tunebergka ashland.or.us SUMMARY The City of Ashland has a set of written policies and procedures that apply to the fiscal activities of the City. They are incorporated in the budget document as Financial Management Policies and Accounting Methods. These documents require updating as changes to fiscal operations occur through internal decisions or external mandates. Council action will address many issues that have come to light in the last three years. BACKGROUND AND POLICY IMPLICATIONS: These documents were last formally reviewed by Council in January 2010, as part of the fiscal stability update. There were subsequent reviews and smaller changes as part of the budget processes, accounting standards changes and our move to a biennial budget. Recent discussions prompted staff to submit these documents to Council for discussion at its September 30, 2013 study session. Formal adoption was set aside until this time to allow input on financial operations of Parks by the ad hoc committee. The seven recommendations of the ad hoc committee would have little impact on these documents at this point. Any subsequent proposed changes can be inserted into the document when approved. In the attached documents, existing language proposed to be struck is in red italics and lined through. Proposed new language is in red and underlined. Narrative or commentary information is in parenthesis and in blue. If the resolution is approved by Council, staff will consider what other changes may be needed for Resolution #2010-05 Establishing Target Ending Fund Balances and Resolution #2011-17 which provided compliance with GASBS 54. These two may be better addressed as part of the Budget Committee "off year" discussions next spring. FISCAL IMPLICATIONS: There is no direct fiscal impact with updating the policies. Changes in calculating a contingency or ending fund balance (minimum or target) is likely to impact the total budget as presented but should have a positive influence on operations over the long term. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends that Council approve the attached resolution. Page I of 2 17M CITY OF ASHLAND SUGGESTED MOTION: I move to approve the resolution titled, "A resolution accepting changes to the financial management policies and accounting methodologies." ATTACHMENTS: Resolution Financial Management Policies Accounting Methodologies Minutes from September 30, 2013 Study Session Resolution #2011-17 Resolution #2010-05 Page 2 of 2 RESOLUTION NO. 2013- A RESOLUTION ACCEPTING CHANGES TO THE FINANCIAL MANAGEMENT POLICIES AND ACCOUNTING METHODOLOGIES RECITALS: The City of Ashland prepares the budget and financial reports in keeping with generally accepted accounting principles (GAAP) as established by national and state guidelines. The Governmental Accounting Standards Board (GASB) is the primary organization that provides financial reporting requirements through their statements on accounting standards. Preparation of these documents is supported by policies and guidelines established for consistency between years and compliance with over-sight authorities. Changes in laws and industry standards require updating of these policies on a regular basis. Updating policies also supports the annual audit and helps to provide comparability with peer agencies. In order to keep internal policies consistent with GAAP and GASB requirements and with Oregon Budget Law; THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. Council accepts the proposed changes to the Financial Management Policy SECTION 2. Council accepts the proposed changes to the Accounting Methodologies This resolution was duly PASSED and ADOPTED this day of , 2013, and takes effect upon signing by the Mayor. Barbara Christensen, City Recorder. SIGNED and APPROVED this day of 12013. John Stromberg, Mayor Reviewed as to form: David H. Lohman, City Attorney Page 1 of 1 Financial Management Policies The Financial Management Policies apply to fiscal activities of the City of Ashland. Objectives The objectives of Ashland's financial policies are as follows: • To enhance the City Council's decision-making ability by providing accurate information on program and operating costs. • To employ revenue policies that prevent undue or unbalanced reliance on an), one source, distribute the cost of municipal services fairly, and provide adequate funds to operate desired programs. • To provide and maintain essential public programs, services, facilities, utilities, infrastructure, and capital equipment. • To protect and enhance the City's credit rating. • To ensure the legal use of all City funds through efficient systems of financial security and internal control. Investments All City funds shall be invested to provide-in order of importance-safety of principal, a sufficient level of liquidity to meet cash flow, needs, and the maximum yield possible. One hundred percent of all idle cash will be continuously invested. Accounting • The City will maintain an accounting and financial reporting system that conforms to Generally Accepted Accounting Principles (GAAP) and Oregon Local Budget Law. The City will issue a Comprehensive Annual Financial Report (Audit report) each fiscal year. The Comprehensive Annual Financial Report shows fund expenditures and revenues on both a GAAP and budget basis for comparison purposes. • An independent annual audit will be performed by a certified public accounting firm that will issue an official opinion on the annual financial statements and a management letter as needed or required detailing areas that need improvement. (No management letter should be prepared if it is not needed or required.) • Full disclosure will be provided in financial statements and bond representations. • The accounting systems will be maintained to monitor expenditures and revenues on a monthly basis with thorough analysis and adjustment of the annual-biennium budget as appropriate. • The accounting system will provide monthly information about cash position and investment performance. • Annually, the City will submit documentation to obtain the Certificate of Achievement for Excellence in financial reporting from the Government Finance Officers Association (GFOA). 1 Operating Budgetary Policies • The budget committee will be appointed in conformance with state statutes. The budget committee's chief purpose is to review the city administrator's (budget officer's) proposed budget and approve a budget and maximum tax levy for city council consideration. The budget committee may consider and develop recommendations on other financial issues as delegated by the city council. • The City will finance all current expenditures with current revenues. The City will avoid budgetary practices that balance current expenditures through the obligation of future resources. • The City budget will support city council goals and priorities and the long-range needs of the community. • In contrast to the line-item budget that focuses exclusively on items to be purchased (such as supplies and equipment), the City will use a program/objectives format that is designed to: 1) Structure budget choices and information in terms of programs and their related work activities. 2) Provide information on what each program is committed to accomplish in long-term goals and in short-term objectives, and 3) Measure the degree of achievement of program objectives (performance measures). • The City will include multi-year projections in the budget document. • To maintain fund integrity, the City will manage each fund as an independent entity in accordance with applicable statutes and with generally accepted accounting principles. • The City will allocate direct and administrative costs to each fund based upon the cost of providing these services. The City will recalculate the cost of administrative services regularly to identify the impact of inflation and other cost increases. • The City will submit documentation for each adopted budget to obtain the Award for Distinguished Budget Presentation from the Government Finance Officers Association. Fund Balance Policy General Fund The General Fund accounts for all financial resources not accounted for in other funds. Resources include working capital carryover, taxes, licenses and permits, intergovernmental revenue, fines and forfeitures, charges for services, miscellaneous revenues, and inter-fund transfers. Expenditures are for Social Services, Economic and Cultural Development, Police Department, Municipal Court Department, Fire and Rescue Department, City Band, Cemeteries, and the Department of Community Development and payments for services Provided by other funds This fund uses the modified accrual method of accounting. (The inserted text provides clarity.) • The General Fund will maintain an unrestricted and undesignated balance of annual revenue of at least 12 percent. (Staff originally questioned the potential to lower this to 10% for biennium budget however withdraws that question until fund balance amounts for the Parks and Recreation Fund are finalized?) This is the minimum needed to maintain the City's credit worthiness and to adequately provide for economic uncertainties and cash flow needs. • The City will budget a contingency appropriation to provide for unanticipated no-recurring expenditures-or 2 '''°-"l'S in pFej ed fevenues. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. Special Revenue Funds Special Revenue funds account for the proceeds of specific sources that are legally restricted to expenditures for specified purposes. Special Revenue funds account for transactions using the modified accrual method of accounting. Reserve Fund. This fund is used to set aside funds to protect services and to stabilize the budget, and to meet any costs that may arise in the future from unexpected events. As established by Resolution 2010-18. Community Development Block Grant Fund This fund was established in 1994-95. The fund accounts for the Block Grant and related expenditures. • A fund balance policy is not needed since this fund works on a reimbursement basis. Street Fund Revenues are from the state road tax, grants, franchise fees, charges for services and miscellaneous sources. Expenditures are for the maintenance, repair, and surfacing of streets, as well as the maintenance, repair and construction of storm drains. • The Street Fund will maintain a committed balance of annual revenue of at least 15 percent. This is the minimum needed to maintain the City's credit worthiness and to adequately provide for economic uncertainties and cash flow needs. • The System Development Charges for Transportation and Storm Drains are included in the Street Fund balance. This portion of the Street Fund balance is restricted and shall not be used in determining the minimum fund balance. • The City will budget a contingency appropriation to provide for unanticipated expenditures of a nonrecurring nature or °h^^"'°'° PFOjeeted Fevenues. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. Airport Fund. Revenues are from airport leases, and fuel sales. Expenditures are for airport operations. • The Airport Fund will maintain a committed balance of annual revenue of at least 10 percent. This is the minimum needed to maintain the City's credit worthiness and to adequately provide for economic uncertainties and cash flow needs. • No portion of the Airport fund balance is restricted for specific uses. • Many of the Airport assets have restrictions placed on them by the Federal Aviation Administration. None of the current revenues are pledged to outside lenders. • The City will budget a contingency appropriation to provide for unanticipated non-recurring expenditures of in ppeje ed FeN,en es. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. 3 Caaital Projects Funds Capital improvement funds are established to account for financial resources that are used for the acquisition or construction of major capital facilities (other than those financed by Enterprise Funds, Internal Service Funds, Special Assessment Funds and Trust Funds). Capital projects funds use the modified accrual method of accounting. Capital Improvements Fund This fund accounts for revenues from grants, unbonded assessment payments, and other sources, and will account for the construction of special local improvements, usually streets, with revenues from short term borrowing and unbonded assessments. Expenditures are for construction, property and equipment acquisition and replacement, improvements and related purposes including facility maintenance, and the repayment of short-term debt principal and interest incurred in financing improvements. The purpose is to accumulate funds prior to a large construction project; therefore, there is no minimum fund balance. • The System Development Charges (SDCs) for Parks are included in the Capital Improvement fund balance. This portion of the Capital Improvements fund balance is legally restricted and shall not be used in determining the minimum fund balance. Me ei ned has a5iqb.?.'9hP4 on ihi° fmd. . (There are no such restrictions in effect at this time or anticipated in the biennium.) • The City will budget a contingency appropriation to provide for unanticipated non-recurring expenditures of shaFtlitils in pfejeeted . The minimum contingency will be maintained at not less than 3 percent of annual 2;u2=oseratine expenditures (Correction to be consistent with policy on contingencies.) Debt Service Funds Debt Service Funds account for the accumulation of resources for, and the payment of, general long-term debt principal and interest. Expenditures and revenues are accounted for using the modified accrual method of accounting. All bond issues and notes are separated in the accounting system. • All of the monies within the Debt Service fund are restricted for Debt service until the specific debt is repaid in full. ORS prohibits cities from borrowing this money for any other purpose. Enterprise Funds Enterprise funds account for the following operations: (a) those that are financed and operated in a manner similar to private business enterprise, where the intent of the governing body is that the costs (expenses, including depreciation) of providing goods and services to the general public on a continuing basis be financed or recovered primarily through user charges; or (b) those where the governing body has decided that periodic determination of revenues earned, expenses incurred, and/or net income is appropriated for capital maintenance, public policy, management control, accountability, or other purposes. Enterprise funds use full accrual basis of accounting for financial statement presentations. However, the enterprise activities use a modified accrual basis of accounting for budgetary purposes. This assures budgetary compliance with such expenditures as capital construction and acquisition, as well as debt principal transactions. Water Fund. This fund accounts for water operations. Revenues are from sales of water, other charges for services, and miscellaneous sources. Expenditures are for operations, conservation programs, capital construction, and retirement of debt. • The Water Fund will maintain an unrestricted and undesignated balance of annual revenue of at least 20 4 percent in addition to any amounts fepaid b), held for repayment of debt. This is the minimum needed to maintain the City's credit worthiness and to adequately provide for economic uncertainties and cash flow needs. (Recognizes monies restricted for debt service.) • The Water System Development Charges and reserved debt service fund balances are included in the Water Fund balance. These portions ofthe Water Fund balance are restricted and shall not be used in determining the minimum fund balance. • "fhe City will budget a contingency appropriation to provide for unanticipated non-recurring expenditures _u..~-..:_ . feven...._ The minimum contingency will be maintained at not less than 3 percent of annual Fevexdes-operatingcxpenditures.-(Correction to be consistent with policy on contingencies.) Wastewater Fund This fund accounts for wastewater treatment and collection. Revenues are from charges and taxes. Expenditures are for operations, capital construction, and retirement of debt. • The Wastewater Fund will maintain an unrestricted and undesignated balance of annual revenue ofat least 15 percent in addition to any amount required by debt financing. This is the minimum needed to maintain the City's credit worthiness and to adequately provide for economic uncertainties and cash flow needs. • The Wastewater System Development Charges and reserved debt service fund balances are included in the Wastewater Fund balance. These portions of the Wastewater Fund balance are restricted and shall not be used in determining the minimum fund balance. • The City will budget a contingency appropriation to provide for unanticipated non-recurring expenditures. - The minimum contingency will be maintained at not less than 3 percent of annual -:venue- gratin oenditures-; (Correction to be consistent with policy on contingencies.) Electric Fund. The Electric Fund accounts for the distribution of purchased electricity according to standards set forth by the Federal Energy Regulatory Commission. Revenues are from sale of electricity and other charges for services and intergovernmental revenues. Expenditures are for related operations. Utility operations include wholesale power purchases, operating expenses, energy conservation incentives, capital outlay, retirement of debt, franchise tax, and related purposes. • The Electric Fund will maintain an unrestricted and undesignated balance of annual revenue of at least 12 percent. This is the minimum needed to maintain the City's credit worthiness and to adequately provide for economic uncertainties and cash flow needs. • No portion of the Electric Fund balance is restricted for specific uses. • The City will budget a contingency appropriation to provide for unanticipated non-recurring expenditures pFejeeted Fevenues. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. Telecommunications Fund The Telecommunications Fund accounts for the revenues and expenditures of the Ashland Fiber Network. • "fhe Telecommunications Fund will maintain a minimum balance of 20 percent of annual revenue as was established in FY 2006-07. • The city will budget a contingency appropriation to provide for unanticipated no-recurring expenditure. The minimum contineencv will be maintained at not less than 3 percent of annual operating expenditures.. (Correction to be consistent with policy on contingencies.) 5 Internal Service Funds Internal service funds account for the financing of goods or services provided by one department or agency to other departments or agencies of the governmental unit, or to other governmental units, on a cost reimbursement basis. Internal service funds use full accrual accounting methods for financial statement presentations. However, the internal service funds use a modified accrual basis of accounting for budgetary purposes. This assures budgetary compliance with such expenditures as capital construction and acquisition as well as debt principal transactions. Central Services Fund This fund is divided into Administration, Information Technology. Administrative Services, City Recorder, and Public Works Administration/Engineering. Expenditures are for personnel, materials and services and capital outlay for these departments. These functions are supported by charges for services by direct service departments and divisions. (Correction in title.) • The Central Services Fund will maintain an unrestricted and undesignated balance of annual revenue of at least 3 percent. This is the minimum needed to maintain the City's credit worthiness and to adequately provide for economic uncertainties and cash flow needs. • No portion of the Central Services Fund balance is restricted for specific purposes. • The City will budget a contingency appropriation to provide for unanticipated non-recurring expenditures of pFojee•ed FeN,en e The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. Insurance Services Fund Revenues in this fund are from service charges from other departments, investment income, and insurance retrospective rating adjustments. Expenditures are for insurance premiums, self-insurance direct claims, and administration. • The Insurance Services Fund will maintain an unrestricted and undesignated balance of $400,000 as recommended in the June 1993 Risk Financing Study. This balance will be increased annually by the Consumer Price Index (CPI) to account for inflation. This is the minimum needed to maintain the City's insurance programs and provide for uninsured exposures. • No portion of the Insurance Services Fund balance is legally restricted for specific uses. The City will budget a contingency appropriation to provide for unanticipated non-recurring expenditures-of 511814"' e ed revenues. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. Health Benefits Fund. Revenues in this fund are primarily from service charges from other departments, investment income and interfund loans as needed. Expenditures are for insurance premiums, self insurance direct claims, and administration. • The Health Benefits Fund will maintain a balance of $500,000 as recommended for self insurance programs. • The Health Benefits Fund balance is legally restricted for the emplovee health benefits program. The City will budget a contingency appropriation to provide for unanticipated non-recurring expenditureseF shortfalls in pfejeeted . The minimum contingency will be maintained at not less that 3-percent of annual operating expenditures. Equipment Fund. This fund is used to account for the maintenance and replacement of the City fleet of vehicles and specified equipment. Revenues are from equipment rental and replacement charges. Expenditures are for personnel, 6 materials and services, and capital outlay. This fund is divided into two functions: equipment maintenance and equipment replacement. The purpose of the equipment replacement function is to accumulate adequate funds to replace equipment. This replacement schedule is updated annually. • No minimum fund balance is recommended beyond the amount calculated to sufficiently fund equipment replacement. • No portion of the Equipment fund balance is legally restricted for specific uses. The City has a policy of renting equipment at rates that include the replacement cost of the specific piece of equipment. • The City will budget a contingency appropriation to provide for unanticipated non-recurring expenditures OF ^h^14'^"• OG1ed FeWR The minimum contingency will be maintained at not less than 3 percent of annual revenues--~eratine expenditures. (Correction to be consistent with policy on contingencies.) Trust and Agency Funds Trust and agency funds account for assets held by a governmental unit in a trustee capacity or as an agent for individuals, private organizations, or governmental units, and/or other funds. These include (a) expendable trust funds, (b) non-expendable trust funds, (c) pension trust funds, and (d) agency funds. Cemetery Trust Fund. The Cemetery Trust Fund is a non-expendable trust fund that uses the accrual basis of accounting. Revenues are from interest income and perpetual care service charges on cemetery operations. Expenditures are for the repurchase of plots and transfers of earnings to the cemetery fund for operations. • No minimum fund balance policy is recommended. Discrete Components Unit Parks Parks and Recreation Fund (Parks General Fund) Revenues are from-prepero texts, charges for services, and miscellaneous sources. Expenditures are for parks, recreational, and golf course operations. • The City will budget a contingencv appropriation to provide for unanticipated non-recurring expenditures. The minimum contingency will be maintained at not less than 3 percent of annual operating expenditures. (Correction to be consistent with policy on contingencies.) • A fund balance policy is not needed since this fund works on a reimbursement basis (Added to be consistent with new process but still under discussion. Previously the amount set by Council was 25% but one half of that down to no balance has been discussed.) Parks Capita! Improvements Fund (Capital Projects Fund) This fund is used to account for resources from grants, payments for services, and inter-fund transfers that are to be expended for equipment purchases and major park renovations. The purpose is to accumulate funds prior to a large construction project: therefore, there is no minimum fund balance. (Added to be consistent with new process.) Revenues • The City will estimate its annual revenues by an objective, analytical process. Because most revenues are sensitive to conditions outside the City's control, estimates will be conservative. • The City will make every effort to maintain a diversified and stable revenue base to protect its operation 7 from short-term fluctuations in any one revenue source. • With the exception of leeally restricted nortions of a fund balance, Council action equivalent to that taken to commit or assign fund balance can be done to unassien it. • The City will establish charges for enterprise funds that fully support the total cost of the enterprise. Utility rates will be reviewed annually. Rates will be adjusted as needed to account for major changes in consumption and cost increases. • The City will charge user fees to the direct beneficiaries of City services to recover some or all of the full cost of providing that service. All user fees will be reviewed biannually to insure that direct and overhead costs are recovered in the percentage approved by City Council. • To the extent practicable, new development shall pay necessary fees to meet all identified costs associated with that development. • The City will work aggressively to collect all delinquent accounts receivable. When necessary, collection procedures will include termination of service, submission to collection agencies, foreclosure, and other available legal remedies. Expenditures • The City will provide employee compensation that is competitive with comparable public jurisdictions within the relative recruitment area. • Estimated wage increases and changes in employee benefits will be included in the proposed budget under Personnel Services. • The City is committed to maintaining and improving the productivity of its staff by providing a proper working environment, adequate equipment and supplies, and appropriate training and supervision. • A Social Service appropriation will be included in the proposed General Fund Budget. This appropriation will increase or decrease relative to the overall General Fund revenues. • An Economic, Cultural Development, Tourism and Sustainability appropriation will be included in the proposed General Fund Budget. This appropriation will increase or decrease relative to the overall Transient Occupancy Tax Revenues. Purchasing • The City will purchase materials, supplies, and equipment through a competitive process that provides the best product for the least cost. Capital • The City will provide for adequate maintenance of equipment and capital assets. The City will make regular contributions to the Equipment Replacement Fund and the City Facilities budget to ensure that monies will be available as needed to replace City vehicles and facilities. • Future operating costs associated with new capital improvements will be projected and included in the long-term budget forecast. 8 • The City will determine and use the most appropriate method for financing all new capital projects. • Special accounts dedicated for capital improvements will be segregated in the accounting system and used only for the intended capital purposes. • The Capital Improvement Plan will encourage a level capital replacement schedule. Debts • The City will not use long-term borrowing to finance current operations. • Capital projects, financed through bond proceeds, will be financed for a period not to exceed the useful life of the project. • Whenever possible, enterprise debt will be sell'supporting. Regardless of the type of debt issued, the City will establish a one-year reserve for all self-supporting debt. • The City will seek to maintain and improve its bond rating to minimize borrowing costs and to ensure its access to credit markets. - • The City will keep the final maturity of general obligation bonds at or below 20 years, with the exception of water supply and land acquisition that will be limited to 30 years. • The City will maintain good communications with bond rating agencies about its financial condition. Risk Management • The City will provide an active risk management program that reduces human suffering and protects City assets through loss prevention, insurance, and self-insurance. 9 Accounting Methods General Fund This fund accounts for all financial resources except those accounted for in another fund. Resources include working capital carryover, taxes, licenses and permits, intergovernmental revenue, fines and forfeitures, charges for services, miscellaneous revenues, and inter-fund transfers. Expenditures are for Social Services, Economic and Cultural Development, Police Department, Municipal Court Division, Communications, Fire and Rescue Department, Community Development, Planning Division, and the Building Division, Cemetery and other administrative programs as needed. This fund uses the modified accrual method of accounting. (To identify other programs funded here.) Special Revenue Funds Special Revenue Funds account for the proceeds of specific revenue sources that are legally restricted to expenditures for specified purposes. Special revenue funds account for transactions on the modified accrual method of accounting. Reserve Fund. This fund is used to set aside fund to protect services and to stabilize the budget, and to meet any costs that may arise in the future from unexpected events Aas established by Resolution 2010-18. Community Development Block Grant Fund. This fund was created in 1994-95. The fund accounts for the Block Grant and related expenditures. Street Fund. Revenues are from the state road tax, franchise fees, charges for service's and miscellaneous sources. Expenditures are for the maintenance, repair, and surfacing of streets, as well as maintenance and construction of the storm water runoff infrastructure. 4 m0fflleF _in4gstniettife. Airport Fund. Revenues are from airport leases. Expenditures are for maintenance of airport facilities. Capital Projects Fund Capital improvement funds are established to account for financial resources that are used for the acquisition or construction of major capital facilities (other than those financed by enterprise funds, internal service funds, special assessment funds, and trust funds). Capital projects funds use the modified accrual method of accounting. Capital Improvements Fund. This fund accounts for revenues from grants, nonbonded assessment payments, bond proceeds, and other sources, and will account for the construction of special local improvements, usually streets, with revenues from short-term borrowing and non bonded assessments. Expenditures are for construction, property and equipment acquisition and maintenance, improvements and related purposes, and the repayment of short-term debt principal and interest incurred in financing improvements. Debt Service Fund The Debt Service Fund accounts for the accumulation of resources to be used for payment of the debt incurred for the acquisition or construction of major capital facilities (other than those financed by proprietary funds, and trust funds). Expenditures and revenues are accounted for on the modified accrual method of accounting. Bancroft Bonds revenues are from Bancroft (Local Improvement District) bonded assessments. These are expended for the retirement of local improvement district bonded debt principal and interest until such debts have been fulfilled. I General Bonds revenues are from property taxes that are expended for the retirement of general obligation debt principal and interest. Notes, Contracts, and Liens revenues derived from operating transfers from other funds are used to repay long- term contracts that are not bonded. Enterprise Funds Enterprise funds account for the following operations: (1) those that are financed and operated in a manner similar to private business enterprise, where the intent of the governing body is that the costs (expenses, including depreciation) of providing goods and services to the general public on a continuing basis be financed or recovered primarily through user charges; or (-F) (2) those where the governing body has decided that periodic determination of revenues earned, expenses incurred, and/or net income is appropriated for capital maintenance, public policy, management control. accountability, or other purposes. Enterprise funds use full accrual basis of accounting for financial statement presentations. However, the enterprise activities use a modified accrual basis of accounting for budgetary purposes. This assures budgetary compliance with such expenditures as capital construction and acquisition, as well as debt principal transactions. Water Fund. This fund accounts for water operations. Revenues are from sales of water, other charges for services, as well as property taxes dedicated to the retirement of general obligation bonds. Expenditures are for operations, conservation programs, capital construction, and retirement of debt. Wastewater Fund. This fund accounts for wastewater treatment and collection. Revenues are from charges for services. Expenditures are for operations, capital construction, and retirement of debt. Electric Fund. This fund accounts for the distribution of purchased electricity according to standards set forth by the Federal Energy Regulatory Commission. Revenues are from sale of electricity and other charges for services and intergovernmental grants. Expenditures are for related operations. Utility operations include wholesale power purchases, operating expenses, energy conservation incentives, capital outlay, retirement of debt, and franchise tax. Telecommunications Fund. This fund accounts for telecommunications operations. Revenues are from cable TV, Internet connections, and high-speed data. Expenses are for operations maintenance, capital construction, and debt service. Internal Service Funds Internal service funds account for the financing of goods or services provided by one department or agency to other departments or agencies of the governmental unit, or to other governmental units, on a cost reimbursement basis. Internal service funds use full accrual accounting methods for financial statement presentations. However, the internal service funds use a modified accrual basis of accounting for budgetary purposes. This assures budgetary compliance with such expenditures as capital construction and acquisition as well as debt principal transactions. Central Services. This fund is divided into the following Divisions: Elected Officials, Administration, Administrative Services, Legal, Customer Services, Accounting, Purchasing, Public Works Administration, Engineering, Maintenance, Computer Services, and the City Recorder. These Divisions fall under the umbrellas of the Administration, Finance, Public Works, Telecommunications and the Electric Departments. These functions are supported by charges for services by all direct service divisions and departments. Insurance Services Fund. Revenues in this fund are from service charges from other departments, investment income, and insurance retrospective rating adjustments. Expenditures are for insurance premiums, self-insurance direct claims, and administration. 2 Health Benefits Fund. Revenues in this fund are from service charges primarily from other departments, investment income, and internal loans. Expenditures are for insurance premiums, self-insurance direct claims, and administration. Equipment Fund. This fund is used to account for the replacement and maintenance of the city's fleet of vehicles. Revenues are from equipment rental charges. Expenditures are for personal services, materials and services, and capital outlay. Trust and Agency Funds Trust and agency funds account for assets held by a governmental unit in a trustee capacity or as an agent for individuals, private organizations, or governmental units, and/or other funds. These include (a) expendable trust funds, (b) non-expendable trust funds, (c) pension trust funds, and (d) agency funds. Cemetery Trust Fund. The Cemetery Trust Fund is a non-expendable trust fund that uses the accrual basis of accounting. Revenues are from interest income and perpetual care service charges on cemetery operations. Expenditures are for the repurchase of plots and transfers of earnings to the general fund for operations. Discrete Component Unit Parks Parks and Recreation Fund. (Parks General Fund) Revenues are from the parks and recreation peniea-e€the pfapeay-tax 1eµy barges for services, and miscellaneous sources. Expenditures are for parks and recreational purposes as well as department operations. Ashland Youth Activities Serial Levy Fund. (Special Revenue Fund) Revenues wereare from a three-year Ashland Youth Activities local option property tax levy. Expenditures wereafe for community and youth activities and recreation. This fund closed to the Parks and Recreation fund as of July 1, 2013. Parks Capital Improvements Fund. (Capital Projects Fund) This fund is used to account for resources from grants and inter-fund transfers that are to be expended for equipment purchases and major park renovations. These funds use the modified accrual method ofaccounline: (To clarify accounting methodology used for all Parks funds.) 3 MINUTES FOR THE STUDY SESSION ASHLAND CITY COUNCIL Monday, September 30, 2013 Council Chambers 1175 E. Main Street Council Chair Mike Morris called the meeting to order at 6:32 p.m. in the Siskiyou Room. Councilor Lemhouse, Slattery, Voisin, Rosenthal, Morris, and were present. Mayor Stromberg was absent. 1. Look Ahead review City Administrator Dave Kanner reviewed items on the Look Ahead. 2. Discussion regarding Review of financial management policy Finance Director Lee Tuneberg explained Financial Management Policies addressed how the City managed finances, funds, and met state requirements for Oregon Budget Law. The Accounting Methods document followed GAAP accounting (Generally Accepted Accounting Principles). Major changes to both documents included: 1. Updating language for a biennial budget and other housekeeping corrections. 2. Adding the Health Benefits internal service fund. 3. Review of required ending fund balance/carry forward minimums and calculations needed with a biennium budget. This revision proposes lowering the General Fund Ending Fund Balance to 10%, to reflect two year's worth of property taxes receipted in as operating income. 4. Consistent language and methodology for Contingency calculation is provided. Normally, a minimum of 3% of operating expenditures is used to calculate Contingency for a fund. 5. Clarification that reserves for debt service are held where required or recommended. 6. An update of the expenditures for services provided in the General Fund. 7. An update to the types of revenue recorded in the Ashland Parks and Recreation Fund recognizing the payment for services from the City rather than allocation of taxes receipts. 8. Clarification of the fund type for the Ashland Parks & Recreation Fund as a general type fund. Mr. Tuneberg explained Resolution 2011-17 identified the Parks and Recreation Department as a General Type Fund and a Special Revenue Fund. Staff assigned percentages by reviewing each fund, determining whether it had enough cash and the susceptibility on the revenue stream. Staff assigned fixed amounts for funds based on risk exposure. The current targets were established 2010, reviewed throughout the year as large transfers or loans occurred with a formal evaluation that should happen every few years. Councilor Marsh questioned removing revenues from property taxes and retaining charges for services and miscellaneous sources. City Administrator Dave Kanner clarified a transfer from the General Fund was a charge for service as a payment from the General Fund to the Parks and Recreation Funds. Mr. Tuneberg further explained Parks and Recreation was a component unit, transfers would create an imbalance and went against GAAP accounting, and the auditors considered it payment for services. This year, staff moved all the property taxes into the General Fund to ensure Parks and Recreation had money to accomplish what was in their budget. Instead of using a transfer, staff treated it as a payment to the Parks and Recreation Department for service and showed it as revenue in the Parks and Recreation Fund. The percentage and dollar format in Resolution 2010-05 was close to the current biennium budget. In addition to the budget document showing that data by fund, staff would provide a separate comparison to Council. The bigger question was whether to set the General Fund at 10% or 12%.When staff built the budget document; they calculated each percentage annually instead of biennially to avoid the excess a biennium could cause. It also provided the opportunity to consider changing conditions yearly. 9. Clarification of the fund policy for the Ashland Parks and Recreation Fund. 10. Clarification of Council authority for committing or assigning fund balances and subsequently changing them per GASBS 54. 11. Adding the Health Benefits Fund. 12. In general, correcting titles or typographical errors. Mr. Tuneberg went on to review changes to the Financial Management Policies document. Councilor Voisin suggested making the annual management letter a requirement even if the content just verified a letter was not required for the year. Under Capital Projects Funds, Capital Improvements Fund, staff changed revenue to operating expenditures to make it consistent with previous changes. Under Enterprise Funds, Wastewater Fund, staff would change "Revenues are from charges for service," to "Revenues are from charges and taxes." For Parks, Mr. Tuneberg explained 20% of the Food and Beverage tax went into City's CIP (Capital Improvement Program) with the City.paying into the Parks and Recreation CIP fund for their projects as a payment for services, not a transfer. SDCs (Systems Development Charges) that belonged to Parks and Recreation also went into the City's CIP with the City reimbursing the Parks and Recreation Department as needed. The Wastewater Fund received 80% of the Food and Beverage tax for debt service. As an enterprise, the Wastewater Department carried their own debt service. Meeting adjourned at 7:23 p.m. Respectfully submitted, Dana Smith Assistant to the City Recorder RESOLUTION NO. x011 17 A RESOLUTION IMPLEMENTING GOVERNMENTAL ACCOUNTING STANDARDS BOARD STATEMENT 54 - Fund Balance Reporting and Governmental Fund Type Definitions THE CITY OF ASHLAND RESOLVES AS FOLLOWS: The City of Ashland prepares financial reports in keeping with generally acceptable accounting principles (GAAP) as established by national and state guidelines. The Governmental Accounting Standards Board (GASB) is the primary organization that provides financial reporting requirements through their statements on accounting standards. GASB has issued statement 54 that standardizes presentations of fund balances in governmental fund types to promote consistency and comparability between entities. City of Ashland must adopt and implement GASBS 54 to be compliant with GAAP reporting for the FY 2011 in the comprehensive annual financial report. SECTION 1. Council adopts the guidelines provided in GASBS 54 for accounting and reporting of governmental type funds effective with the fiscal year ending June 30, 2011. SECTION 2. The existing funds and elements of fund balance that are thought to be subject to changes by this implementation include, but are not limited to: Agency Funds Component Category Comment City of Ashland General Asset Forfeiture Restricted Federal Money TOT Tourism (117) Restricted State Restriction TOT (517) Committed Council Resolution .Parking Surcharge Committed Council Resolution Public Art Committed Council Resolution Fiscal Stability Study Committed Adoption of Budget Affordable Housing Committed Council Resolution Remaining Balance Unassigned Treated Like General Fund Reserve General balance Unassigned until a policy is adopted CDBG General balance Restricted Federal Money street Gas Tax Restricted State Restriction SDC's Restricted State Restriction Remaining Balance Committed Page 1 of 2 Agency Funds Component Category Comment City of Ashland Airport General balance Committed Capital Improvement System Development Charges Restricted State Restriction Food and Beverage Committed Voter Approval Remaining Balance Committed Debt Service General balance Restricted Debt service commitment Cemetery Trust General balance Restricted Perpetual care Parks 8 Recreation General Fund General balance Unassigned, Youth Activity Fund General balance Restricted Voter Approval Capital Fund General balance Committed' SECTION 3. New funds and new revenues identified after approval of this resolution shall be evaluated for consistency with GASBS 54 and will be accounted for and reported accordingly. SECTION 4. Copies of this resolution shall be maintained in the Office of the City Recorder and shall be available for public inspection during regular business hours. SECTION 5. This resolution takes effect upon signing by the Mayor. This resolution was read by title only in accordance with Ashland Municipal Code §2.04.090 duly PA ED and ADOPTED this _ 7 ay of June, 2011. Barbara Christensen, City Recorder SIGNED and APPROVED this a p of12011. n Stromberg, Mayor Revi ed as to form: avid Lo an, City Attorney Page 2 of 2 RESOLUTION NO. o1DiD-oS A RESOLUTION ESTABLISHING TARGET ENDING FUND BALANCES THE CITY OF ASHLAND RESOLVES AS FOLLOWS: The City of Ashland currently has Ending Fund Balance (EFB) targets established in the accepted Financial Management Policies incorporated within the budget document. These EFB targets are a primary tool in assuring financial viability to the City and aids in flexibility. When percentages are provided they represent a calculation on annual operating revenue and the dollar figure is an estimated amount. When no percentage is given, only a dollar figure, the amount shown is the minimum target. No target is established for a fund when no amount or percentage is given. SECTION 1. Council adopts the following targets in either a percentage or dollar format as provided below. SECTION 2. The percentages or dollars presented will be adjusted annually in the budget process. City of Ashland Fund Balance Worksheet FY 2011 Proposed and EFB Target % General $ 1,722,000 12% CDBG - N/A Reserve . - N/A Street 450,000 15% Airport 10,000 10% - CIP 500,000 WA Debt - restricted 2,400,000 ' WA Water 900,000 20% Wastewater 750,000 15% Electric 1,488,950 12% Telecommunications 372,000 200,6 Central Services 174,000 3% Insurance Services 1,000,000 NIA Equipment 1,600,000 N/A Cemetery Trust NIA Subtotal $11,366,950 Parks & Recreation $ 1,230,000 25% CIP - N/A YAL WA Subtotal $ 1,230,000 TOTAL $12,596,950 Page 1 of 2 SECTION 3. Annual Operating Contingencies will be calculated on operating appropriations in the 3% to 5% range as recommended by staff and approved by the Citizen Budget Committee SECTION 4. Copies of this resolution shall be maintained in the Office of the City Recorder and shall be available for public inspection during regular business hours. SECTION 5. This resolution was duly PASSED and ADOPTED this day of February, 10. r Barbara Christensen, City Recorder ,{A SIGNED and APPROVED this day of rP 2010. n Stromberg, Mayor Rev' wed s to f rrtn~ M A -Richard Appicello, Ci ttorney Page 2 of 2 I CITY OF ASHLAND Council Communication December 17, 2013, Business Meeting Consideration of a Resolution Authorizing the City of Ashland to Provide a City Building for a Winter Shelter Two Nights Per Week Through April, 2014, and Repealing Resolution No. 2013-30 FROM: Dave Kanner, city administrator, dave.kanner@ashland.or.us SUMMARY Councilor Slattery requested that the Council consider "A Resolution Authorizing Authorizing the City of Ashland to Provide a City Building for a Winter Shelter Two Nights Per Week Through April, 2014, and Repealing Resolution No. 2013-30." Per AMC 2.04.030(5)(B), Councilor Slattery submitted this resolution, thus involving no staff time in its preparation, and notified the City Administrator by noon of the Wednesday prior to the December 17 Council meeting of his request that it be placed on the agenda for that meeting. BACKGROUND AND POLICY IMPLICATIONS: The City Council earlier this year adopted a resolution allowing the use of Pioneer Hall as a one-night- a-week winter shelter for the homeless and establishing conditions and policies governing the use of the building. The shelter was staffed by volunteers from the Rogue Valley Unitarian Universalist Fellowship (RVUUF) and Temple Emek Shalom (Temple). Nearly all of the conditions and policies in the resolution arose from recommendations made by the City's risk management staff and our general liability insurance carrier. Following adoption of the resolution, the City entered into an agreement with RVUUF and the Temple. Councilor Slattery proposes to amend that resolution in order to allow a City building to be used two nights a week for shelter. FISCAL IMPLICATIONS: None. STAFF RECOMMENDATION AND REQUESTED ACTION: N/A SUGGESTED MOTION I move approval of a Resolution Authorizing Authorizing the City of Ashland to Provide a City Building for a Winter Shelter Two Nights Per Week Through April, 2014, and Repealing Resolution No. 2013-30 ATTACHMENTS: None. Page 1 o(1 RESOLUTION NO. 2013- A RESOLUTION AUTHORIZING THE CITY OF ASHLAND TO PROVIDE A CITY BUILDING FOR A WINTER SHELTER TWO NIGHTS PER WEEK THROUGH APRIL, 2014, AND REPEALING RESOLUTION NO. 2013-30 RECITALS: A. Rogue Valley Unitarian Universalist Fellowship (RVUUF) and Temple Emek Shalom (Temple) wish to partner with the City of Ashland to provide shelter for homeless community members at a City building two nights per week from November, 2013, through April, 2014. B. RVUUF and the Temple will provide volunteers to staff, manage and clean the shelter. C. The City is willing to provide a building two nights a week to accommodate this proposal in accordance with the provisions below. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. Provision of a Shelter. Ashland will provide a City building for use as a shelter for homeless community members two nights per week under the terms and conditions set forth herein. SECTION 2. Terms and Conditions. a. This building is offered for the period November, 2013, through April, 2014. b. Prior to staffing a City-owned facility, volunteers must sign a waiver releasing the City from liability for any personal injuries to them. c. The shelter will be staffed by volunteers from RVUUF and Temple who are certified to staff an overnight shelter. RVUUF and Temple must provide to the Parks and Recreation Department written assurance that every volunteer who will staff the shelter is certified to have completed appropriate training on the emergency plan, mental health plan and emergency communications for the shelter and has passed criminal background checks. d. Each night of operation of the shelter, at least one male volunteer and one female volunteer will staff the shelter from 8:00 p.m. to 8:00 a.m. An additional male volunteer will be required when more than 10 male guests are present. More volunteers may be required by the City depending on the building to be used. If the minimum number or qualified volunteers are not available for the entire time, the shelter will not be opened that night. e. Shelter occupancy will be limited to 25 guests on a first come, first serve basis. f. Shelter will open at approximately 7:30 p.m. and close the following morning at 7:30 a.m. Doors will be locked at 10:00 p.m. with no re-entry for any that leave. g. City insurance requires separate sleeping space be designated for single men, women and families. Appropriate signage must be displayed that warns against children being left alone. Buildings must have separate restrooms for men and women. It. Ashland Parks & Recreation will identify the building to be used and provide access. Resolution No. 2013- Page 1 of 3 The priority from an operational and safety perspective is Pioneer Hall, the Community Center and the Grove, in that order. i. No showers or food service will be made available during the hours of operation. SECTION 3. Shelter Policies. Operation of the shelter shall, to the greatest extent feasible, comply with the following guidelines: a. Shelter services must be provided with dignity, care, and concern for the individuals involved. b. The buildings used as a shelter will comply with City, County and State Building, Fire and Health Codes, unless exemptions have been obtained from the appropriate agencies, and must be maintained in a safe and sanitary condition at all times. c. Upon entering the shelter facility each night, each guest must sign in, and sign an agreement committing to comply with shelter rules, absolving the City and volunteers of any responsibility for the security of the guest's personal property, releasing the City and volunteers from all claims of liability for property damage or personal injury arising from operation of the shelter or use of the City's building and certifying that he or she is eighteen years of age, or older. d. No cooking. Kitchen facilities are to be secured and access is prohibited. e. No drugs, alcohol, or weapons will be allowed in the shelter property at any time. f. No pets will be allowed in the shelter, except as described in Section 4, below. g. No disorderly conduct will be tolerated. h. No threatening or abusive language will be tolerated. i. No excessive noise will be tolerated, e.g. loud radios, telephone conversations, etc. j. Smoking will be restricted to the outdoors in designated areas. k. All guests should maintain their own areas and belongings in an orderly condition. 1. If a volunteer/staff member accepts any item from a guest for safe keeping at least one other volunteer/staff member will witness the transaction. m. Failure to comply with shelter policies may disqualify a guest(s) from future stays. n. The check-in/check-out process shall be maintained by the volunteers sufficient to ensure a control of the premises and exiting by guests at 7:30 a.m. to allow cleaning and room set-up by 8:00 a.m. SECTION 4. Dogs. Dogs may be permitted in the shelter under the following circumstances: a. Shelter volunteers must designate a specific area in the shelter for dogs. The floor of such area must be covered with thick plastic. b. Dogs must remain in crates while in the shelter. Crates will not be provided, stored, repaired or cleaned by the City of Ashland and must be removed from the shelter when it is vacated. c. Service dogs are not required to remain in crates but must be leashed while in the shelter. d. If taken outside for biological needs, dogs must be leashed. e. Shelter volunteers are to devise and follow procedures to keep dogs away from each other and other guests as they are being housed for the night and as they exit in the morning. f. Shelter volunteers must be responsible for cleaning and sanitizing any areas soiled by a dog or dogs. Such cleaning is to be done to the satisfaction of City facilities maintenance Resolution No. 2013- Page 2 of 3 staff. g. Dogs that become threatening to others or are otherwise unmanageable will be required to leave the shelter. h. Shelter volunteers must notify Jackson County Animal Control in the event a dog bite breaks the skin of an emergency shelter guest or volunteer. SECTION 5. This resolution takes effect upon signing by the Mayor. This resolution was duly PASSED and ADOPTED this day of , 2013, and takes effect upon signing by the Mayor. Barbara Christensen, City Recorder SIGNED and APPROVED this day of 2013. John Stromberg, Mayor Reviewed as to form: David H. Lohman, City Attorney Resolution No. 2013- Page 3 of 3 I