HomeMy WebLinkAbout2014-0107 Council Agenda PACKET
CITY OF
ASHLAND
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AGENDA FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
January 7, 2014
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.]
6:45 p.m. Executive Session (in Jury Room) for legal council pursuant to ORS
192.660(2)(h)
7:00 p.m. Regular Meeting
1. CALL TO ORDER
II. PLEDGE OF ALLEGIANCE
III. ROLL CALL
IV. STATE OF THE CITY ADDRESS BY MAYOR STROMBERG
V. ELECTION OF COUNCIL CHAIR
VI. MAYOR'S ANNOUNCEMENTS
VII. APPROVAL OF MINUTES
1. Study Session of December 16, 2013
2. Business Meeting of December 17, 2013
VIII. SPECIAL PRESENTATIONS & AWARDS
1. Proclamation of January 11, 2014 as Christmas Tree-Cycle Day in Ashland
IX. CONSENT AGENDA
1. Acceptance of Commission minutes
2. Award of a professional services contract in excess of $75,000 for consulting
and engineering of the Ashland Municipal Airport taxilane extension project
3. Liquor license application for Ashland Food Co-op
4. Approval of an intergovernmental agreement between Medford Area Drug
and Gang Enforcement Team and the Ashland Police Department
COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9
VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US
X. 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
XI. PUBLIC FORUM Business from the audience not included on the agenda.
(Total time allowed for Public Forum is 15 minutes. The Mayorwill set time limits
to enable all people wishing to speak to complete their testimony.) [15 minutes
maximum]
XII. UNFINISHED BUSINESS
1. Approval of a resolution titled, "A resolution accepting changes to the financial
management policies and accounting methodologies"
XIII. NEW AND MISCELLANEOUS BUSINESS
1. Letter to Jackson County Board of Commissioners requesting a referral of the
question of non-partisan commission positions
XIV. ORDINANCES, RESOLUTIONS AND CONTRACTS
XV. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL
LIAISONS
XVI. ADJOURNMENT
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting,
please contact the City Administrator's office at (541) 488-6002 (TTY phone number 1-800-735-2900). Notification 72
hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the
meeting (28 CFR 35.102-35.104 ADA Title 1).
COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9
VISIT THE CITY OF ASHLAND'S WEB SITE AT W W W.ASHLAND.OR.US
Minutes for the City Council Study Session
December 16, 2013
Pagel of 3
MINUTES FOR THE STUDY SESSION
ASHLAND CITY COUNCIL
Monday, December 16, 2013
Siskiyou Room, 51 Winburn Way
Mayor Stromberg called the meeting to order at 5:29 p.m. in the Siskiyou Room.
Councilor Morris, Voisin, Rosenthal, Slattery, and Marsh were present. Councilor Lemhouse arrived at
6:16 p.m.
Councilor Slattery and Councilor Marsh proposed deferring the discussion on the Cost of Service Study
for the Electric Utility and having the Budget Committee review and provide input during the off year of
the biennium budget. Council comments included one that did not support the suggestion, two comments
that did and two that were neutral on the matter. City Administrator Dave Kanner noted implementation
would occur 2015 and there was time for discussion 2014.
Mayor Stromberg moved Agenda Item #3 Discussion of request to donate fire pumper to Guanajuato
to Agenda Item #2 with Council consent.
1. Look Ahead review
City Administrator Dave Kanner reviewed items on the Look Ahead.
2. Discussion of request to donate fire pumper to Guanajuato
Fire Chief John Kams explained the Ashland Fire and Rescue Department would purchase two new fire
engines in March or April 2014. The purchases provided an opportunity to donate a fire engine to
Guanajuato. Previously, the Fire department donated a 1991 fire engine to Guanajuato in 2005. The
trading price for the older fire engine was $10,000 and $35,000 for the newer one. The older one fit
Guanajuato's needs better but required pump certification that would cost $2,500 to bring it up to
standards. There were three ways to liquidate fire equipment, through trade, donation, or send out for
bids. Details to move the vehicle from Ashland to El Paso TX were not in place at this time. The City
funded shipping costs in 2005. Shipping would cost approximately $3,000. Driving the vehicle to El
Paso would cost approximately the same.
Council was concerned donating a unit that was not reliable. Chief Karns clarified Guanajuato was
skilled with engine work and the 1991 donation currently was their first line engine. Council suggested
giving Guanajuato half the money received in trade for them to buy a truck that might work better.
Council supported donating the fire engine but thought Guanajuato should cover shipping costs. Chief
Karns would contact Guanajuato with the proposal and provide a deadline for a response.
3. Presentation of cost of service and rate design study for electric utility
Electric/IT Director Mark Holden explained Electric Utilities used Cost of Service (COS) studies to
establish need, fairness, and equity of cost for each customer class. COS studies also ensured rates and
charges represented actual costs from customers. The COS established rates and charges and along with
the Ten Year Capital Plan provided a master plan for the Electric Utility. If Council approved the COS
model presented, staff would move forward on rate design.
President of Utility Financial Solutions (UFS) Mark Beauchamp explained Council needed to provide
direction on three items, approval of the 5.3% rate increase and the subsequent four-year rate track, a 1
Minutes for the City Council Study Session
December 16, 2013
Page 2 of 3
2% leeway to move classes closer to COS, and raising the monthly customer charge overtime to match
what the COS proposed.
He went on to give a presentation on COS results that included:
• First Target UFS performed a Cost of Service Study, Five-year financial Projection and
rate design
• Three key financial targets:
o Operating Income
UFS used three targets to assess the financial integrity of a utility. One, they established a target
operating income that ensured the City fully funded replacement costs of the infrastructure. UFS
determined operating income using a [methodology called Utility Basis. There were two ways to
determine revenue requirements. One was a Cash Basis method that consisted of adding operating
maintenance costs, service payments, and capital replacement. The second method was Utility Basis that
used operating maintenance costs, depreciation, and rate of return to cover interest expense and inflation.
o Cash Reserves
The second target was Cash Reserves. The minimal level of cash reserves included repair and
replacement. They looked at risk factors and Ashland was low risk.
o Debt Ratio
The third target was Debt Ratio and Ashland currently had a low debt coverage ratio.
• Five-year proposed rate track
The minimal level of debt coverage ratio was 1.4%. Revenue bonds usually had a debt coverage
requirement of 1.2% or 1.5%. The second target was minimum cash reserve levels. The City needed a
minimum level of $2,200,000. The target operating income was approximately $500,000. UFS used
these targets to develop a rate track by trying to keep the utility financially stable with rate adjustments
less than 5% yearly. UFS proposed a series of increases at 3% or slightly above. Projected rate
adjustments included inflation, Bonneville Power Administration (BPA) increases, and Tier 2.
Councilor Lemhouse arrived at 6:16 p.m.
• COS Results by Rate Class
The table indicated increases before and after the 5.3% rate increase. The utility needed a 4.5% increase
and UFS proposed 3.5%. The goal was getting all customer classes within 10% of their cost providing
service. The City did not have a rate class that was excessively out of line. If Council approved the 3.5%
increase, they would need to provide a 1%-2% leeway for staff to move customer classes closer to COS.
Mr. Beauchamp clarified government and municipal in the tables. Government was any other public
entity not a municipality. Rate issues in the electric industry related to metering capabilities. The most
inaccurate way to bill customers was through kilowatt-hours. Meters depended on weather. Technology
now had the ability to identify hourly use that would help set better price signals in the future.
• Minimum Cash Reserve
Mr. Beauchamp explained the need to have enough cash in reserve to fund working capital. The City's
infrastructure was aging and more susceptible to a catastrophic event. Because of that, UFS factored 3%
of the City's investment in assets to ensure the City had enough cash in reserves to fund capital
improvements and could provide reliable service. Ashland had the cheapest electric rates in the country.
Minutes for the City Council Study Session
December 16, 2013
Page 3 of 3
• COS Results by Rate Class
The Monthly Customer Charge was designed to recover costs that did not vary based on consumption.
The portion of distribution system was determined using the minimal system analysis based on the theory
of what it would cost to build a distribution infrastructure where every customer consumed one-kilowatt
hour of electricity. Mr. Beauchamp confirmed each bill had a fixed portion with a minimum attribute of
the distribution system. The rest of the fixed costs of the distribution system were prorated by usage in
other sections of the bill.
• Funding conservation program
Mr. Beauchamp explained it was common to recover conservation charges through the monthly customer
charges because it was a fixed source of funding. The City had $600,000 conservation costs to recover
and UFS thought it was appropriate to add it to the monthly customer charge for an increase from $11.50
to $13.84 in monthly customer charges for Residential Single Phase.
The current basic charge for Residential Single Phase was $8.45 in monthly charges. The COS would
increase that amount to $13.84. UFS recommended increasing the monthly customer charge $1.50 each
year for minimum impact on customers. The increase in monthly customer charge would affect low use
customers. Mr. Beauchamp clarified low use customers were not low-income customers who tended to
consume higher amounts of energy than average customers did. The increase in the monthly customer
charge actually benefited low-income users.
Mr. Beauchamp explained projections were close for years 2-3 and typically wrong but by year five
because there were too many variables. Mr. Holden noted COS studies usually occurred every five years,
this was the first for the City in 12 years.
Mr. Kanner and Management Analyst Adam Hanks would bring in a suggestion to the next Study Session
that could remove Conservation Department from the Electric Department.
Council majority did not think the Budget Committee needed to review the COS study and supported
moving forward with the model, projected rate adjustments, the 1%-2% leeway to move classes closer to
COS and raising the monthly customer charges $1.50 each year to meet the increase.
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) (continued
from December 2 study session)
Delayed due to time constraints.
Meeting adjourned at 7:03 p.m.
Respectfully submitted,
Dana Smith
Assistant to the City Recorder
Regular City Council Meeting
December 17, 2013
Page I of 10
MINUTES FOR THE REGULAR MEETING
ASHLAND CITY COUNCIL
December 17, 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
City Administrator Dave Kanner commended City employees that worked on the streets during the recent
snowstorm and shared staff experiences. Mayor Stromberg voiced appreciation to all staff during this time.
Mayor Stromberg announced vacancies on the Tree, Public Arts, and Firewise Commissions and on the Band
Board.
APPROVAL OF MINUTES
The minutes of the Study Session of December 2, 2013 and Business Meeting of December 3, 2013 were
approved as presented.
SPECIAL PRESENTATIONS & AWARDS - None
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
9. Establishment of and appointment to Ad-Hoc Recycle Center and Waste Reduction Committee
Staff recommended pulling Consent Agenda Item #6 Approval of a special procurement with JACO
Environmental for refrigerator/freezer recycling program for clarification. Management Analyst Adam
Hanks noted an exhibit attachment was not included in the packet information.
Councilor Morris pulled Consent Agenda Item #8 Special procurement for the purchase of a Schwarze
Street Sweeper for further discussion. Public Works Superintendent Michael Morrison addressed the
asterisk on line five of the Special Procurement form and explained the Public Works Department added a
cushion to vehicle replacement estimates when they did their budget to cover price variances that might
occur during the fiscal year. What was before Council was approval to use a specific Contractor to purchase
the Schwarze Street Sweeper.
Councilor Rosenthal/Slattery m/s to approve Consent Agenda items. Voice Vote: all AYES. Motion
passed.
Regular City Council Meeting
December 17, 2013
Page 2 of 10
PUBLIC HEARINGS - None
PUBLIC FORUM - None
UNFINISHED BUSINESS
1. Discussion of future planning initiatives
Planning Commission Chair Melanie Mindlin explained the Planning Commission heard Land Use Actions,
planning for areas in town, and currently were working on the Normal Avenue Neighborhood Plan. The
Planning Commission also held public hearings on legislative issues related to land use and made
recommendations to Council. Chair Mindlin went on to describe various projects the Planning Commission
worked on.
Community Development Director Bill Molnar explained over the past year the Planning Commission and
staff worked on the Unified Land Use ordinance and the Normal Avenue Neighborhood Plan. Both projects
would go before Council early spring 2014.
Councilor Rosenthal noted the priority project list and suggested adding a reexamination to annex the area
from North Main Street by the Rail Road bridge to the intersection of Valley View Road and Highway 99.
That area was the entrance to Ashland and did not reflect aspects of the community.
Mr. Molnar explained in the past staff looked at creating an Urban Growth Management Agreement that
instead of annexing the property established a gateway overlay in Jackson County where a certain level of
city requirements would apply. However they encountered issues with property owners. He confirmed part
of the Regional Problem Solving (RPS) agreement maintained a co-managed zone between city limits and
the Urban Growth Boundary (UGB) to create and maintain individual identity between communities as well
as ensure areas with the UGB did not continue to develop more intensely under county zoning. There were
also provisions prohibiting certain lot divisions.
Mr. Molnar explained in the past staff looked at creating an Urban Growth Management Agreement that did
not annex the property but in Jackson County established a gateway overlay where a certain level of city
requirements would apply but there were issues with property owners. He confirmed part of the Regional
Problem Solving (RPS) agreement maintained a co-managed zone between city limits and the Urban Growth
Boundary (UGB to create and maintain individual identity between communities as well as ensure areas with
the UGB did not continue to develop more intensely under county zoning. There were also provisions
prohibiting certain lot divisions.
Mr. Molnar went on to explain staff initially looked at parking management, circulation, and deliveries and
thought it was a good time to include areas in the parameter of the downtown because of their impacts.
Possible zoning code changes that might occur in the future would provide additional techniques as they
looked into parking management.
City Administrator Dave Kanner noted it was unlikely the Planning Department could accomplish all the
priority projects identified in the Council Communication and Council should indicate their priorities on the
list.
Mr. Molnar clarified the Railroad District Master Plan project would review remaining elements of the plan
not adopted and possibly allow greater flexibility for building design in the district.
Councilor Marsh thought the zoning on Winburn Way was a priority and should be included in the
downtown project.
Regular City Council Meeting
December 17, 2013
Page 3 of 10
Mr. Molnar explained the first four projects on the priority list, the downtown parking management and
multi-modal circulation study, the downtown zoning analysis, the Winbum Way corridor analysis, and the
Historic Preservation Ten-Year Plan were top priorities that addressed Council objectives. The Croman Mill
opportunities analysis, the Housing Element update, and the Railroad District Master Plan on the potential
list were less of a priority. However, over the next 18 months there would be opportunities for staff to work
on aspects of those projects to move them along.
Councilor Voisin wanted the code incentives for affordable workforce housing considered a high priority.
She was concerned the City was still looking into the Croman Mill area and wanted the Housing Element
Update set at a higher priority.
Colin Swales/143 81h Street/Agreed with suggestion to include the annexation of the north end of town in
the priorities project list. It was the gateway to Ashland and not aesthetically aligned with the community.
He thought the Downtown Parking Management and Multi-modal Circulation Ad Hoc Advisory Committee
are weighted towards the business community and Chamber of Commerce members with no one
representing the people who live around the area. He wanted to see public outreach to actual residential
neighbors of the downtown area, with the meetings occurring in the evening and a time for public input. He
took issue with the approval criteria and review process for non-structural exterior changes to historic
buildings stating it created a huge impact on property owners and was sure no one had informed the public
on the criteria. The current incentives for affordable workforce housing should emphasize more inflow in the
historic districts. He addressed Croman Mill noting Plexis Healthcare Systems had pulled out of the
development and questioned why Council was looking into urban renewal when the developers showed no
interest in developing the property or contributing money to create the infrastructure like normal developers
did. The City should focus more on commercial development and creating a plan for the north end of town.
Mayor Stromberg suggested discussing each project separately with a joint meeting with Council and the
Planning Commission prior to starting work on the projects. Councilor Lemhouse suggested adding projects
to the list then prioritizing them at the joint Council-Planning Commission meeting.
Councilor Lemhouse/Slattery m/s to place Croman Mill opportunities analysis to the list.
DISCUSSION: Councilor Lemhouse thought the project was important and did not think anything would
happen until the City reanalyzed the plan. The Croman plan provided an opportunity to establish commerce
and housing and help with affordable workforce housing and pocket neighborhoods. Councilor Slattery
concurred and agreed with a joint meeting to prioritize projects with the Planning Commission then delving
into each project separately. Councilor Voisin wanted Mr. Kanner to summarize a meeting that occurred
with the property owners regarding their interest in development of Croman Mill. Mr. Kanner explained the
property owners and their consultant would come back with a proposal that laid out what they were willing
to do themselves to jumpstart development that the City would evaluate to determine the City's role. Roll
Call Vote: Councilor Lemhouse, Marsh, Rosenthal, Slattery, and Morris, YES; Councilor Voisin, NO.
Motion passed 5-1.
Concern was raised that everytime the City took on a project it created special districts and rules. Question
was raised as to whether or not a discussion needed to occur regarding basic codes and building flexibility in
the code so it is applied in varying conditions. Mr. Molnar explained doing sub-area plans was a popular
process in other communities. Ashland traditionally used a form-based approach to planning and tended to
focus on the character of the different areas then created a sub-area plan to protect those characteristics.
Comment was made that everything seemed to take two years and part of the issue was that the City was
writing new code into the process. It might be easier to have fewer zoning designations with a couple
overlays than completely different types of zoning.
Councilor Marsh/Morris m/s to add to the list of projects an assessment by the Planning Commission
as to the basic approach list in terms of complexity. Roll Call Vote: Councilor Lemhouse, Voisin,
Regular City Council Meeting
December 17, 2013
Page 4 of 10
Marsh, Rosenthal, Slattery, and Morris, YES. Motion passed.
Councilor Rosenthal/Voisin m/s to forward the list of future planning initiatives including pursuing an
urban growth management agreement with Jackson County to a joint meeting of Council and the
Planning Commission. DISCUSSION: Councilor Morris wanted to see planning on Jackson Road. He
noted the current entrance to Ashland and thought the road and overpass needed improving.
Roll Call Vote: Councilor Lemhouse, Voisin, Marsh, Rosenthal, Slattery, and Morris, YES. Motion
passed.
2. Housing and Human Services Commission involvement in social service grant screening
City Administrator Dave Kanner explained the four options Council discussed at the November 18, 2013
Study Session:
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.
Councilor Marsh/Morris m/s to ask the new Housing and Human Services Commission to conduct an
analysis of current social service grant program, focusing on whether grants are targeted to the right
areas and with the appropriate allocations, then have them bring those findings for a discussion with
the Budget Committee in June 2014. DISCUSSION: Councilor Marsh thought there was potential in
having the Housing and Human Services Commission undertake the high-level review. Councilor Slattery
supported the motion but was not comfortable with the June 2014 cut off. Councilor Marsh withdrew the
motion.
Councilor Marsh/Morris m/s to request the Housing and Human Services Commission to conduct an
analysis of current social service grant program, focusing on whether grants are targeted to the right
areas and with the appropriate allocations, then have them bring those findings to a discussion with
the Budget Committee. DISCUSSION: Councilor Marsh explained the Housing and Human Services
Commission would look at the process for social service grants and come back with a set of
recommendations. Councilor Rosenthal confirmed the motion would have the Commission look at the grant
process only. The Finance Department would still initiate the process. Councilor Lemhouse supported the
analysis and was not ready for the Commission to have a larger role in the actual grant awarding process.
Councilor Voisin thought the Housing and Human Services Commission should screen grant applications
and make recommendations to the Budget Committee. The Commission had expertise in social services and
would understand community needs better than the subcommittee.
Roll Call Vote: Councilor Lemhouse, Marsh, Rosenthal, Morris, and Slattery, YES; Councilor Voisin,
NO. Motion passed 5-1.
Councilor Voisin motion that Housing and Human Services Commission screen grant applications and
make recommendations to the Budget Committee in 2015. Motion died due to lack of second.
NEW AND MISCELLANEOUS BUSINESS
1. Acceptance of FY 2012-2013 Comprehensive Annual Financial Report
Finance Director Lee Tuneberg explained the report showed improvement since 2008. The City would have
significant costs over the next 5-10 years and were taking steps to meet those needs. The intemal controls
for the IT (Information Technology) Department and Court were examples of new changes in the financial
Regular City Council Meeting
December 17, 2013
Page 5 of 10
reporting requirements from the Government Accounting Standards Board. The IT Department and Court
both received federal money that required comments in the report. IT was in the process of working on
establishing internal controls to support the utility billing systems and would complete the task this month.
Staff expected to clear the comment on the report this year. Court required a segregation of duties relating to
processing payments that was difficult at times due to the small department size. Staff instituted a tracking
process where someone outside the department signed off on adjustments daily. They expected this
comment to clear during the current fiscal year.
Mr. Tuneberg explained the City saved $175,000 through refinancing water revenue bonds. Staff also
refinanced the Telecommunication debt from 7% to the 2% range that would save the City approximately
$1,700,000 over the next ten years. The $2,700,000 identified in Unfunded Actuarial Accrued Liabilities for
August 1, 2014 was unrecorded funds because they extended over many years. PERS (Public Employee
Retirement Systems) was a good example of unrecorded funds.
City Administrator Dave Kanner clarified the Mayor and the Parks and Recreation Commission Chair were
reviewing a draft of the MOU (Memo of Understanding) and would go before a joint meeting of the Council
and the Parks Commission soon. The MOU showed as a comment for the Parks and Recreation Department
but not for the City.
Mr. Tuneberg went on to explain the City set money aside yearly for the City funded Internal Service Fund
for post employment stipend instead of having a reserve. Mr. Kanner added the stipend was a discontinued
practice and there were 15 retirees' still receiving funds. Additionally, the new self-insurance did not affect
the Post Employment Health Insurance subsidy. Projections for the cost of healthcare in the biennium
included the cost of providing benefits to the entire risk pool including retirees in the pool.
Councilor Slattery/Marsh m/s to accept the Audit Committee Report and the Comprehensive Annual
Financial Report for the fiscal year end June 30, 2013, as presented. Voice Vote: all AYES. Motion
passed.
2. Annual appointments to Citizen Budget Committee
City Recorder Barbara Christensen received three applications from Mary Cody, Karen Clarke, and Joan
Williamson. Ms. Christensen, staff and Council discussed appointment options.
Councilor Lemhouse/Marsh m/s to appoint Mary Cody and Joan Williamson to the Citizen Budget
Committee with a term ending 12/31/2017 and to appoint Karen Clarke to the Citizen Budget
Committee if an opening should occur within the next six months.
Councilor Voisin/Marsh m/s to divide motion. Roll Call Vote: Councilor Voisin, Morris, Slattery,
Rosenthal, and Marsh, YES; Councilor Lemhouse, No. Motion passed 5-1.
Councilor Lemhouse/Marsh m/s to appoint Mary Cody and Joan Williamson to the Citizen Budget
Committee with a term ending 12/31/2017. Voice Vote: all AYES. Motion passed.
Councilor Lemhouse/Marsh m/s to appoint Karen Clarke to the Citizen Budget Committee if an
opening should occur within the next six months. DISCUSSION: Councilor Lemhouse explained there
was substantial time provided for applicants to apply and he thought the motion was fair and efficient.
Councilor Marsh added this was essentially an alternate position and would allow Council to fill a vacancy
quickly. Councilor Slattery would not support the motion because situations change and he did not want to
circumvent the appointment process currently in place. Councilor Voisin would not support the motion
either. She wanted to ensure anyone interested had an opportunity to apply. Council could appoint a
committee member within a month of a vacancy. Additionally, Council had never done this in the past and it
set a precedent she would not support. Councilor Rosenthal thought if a vacancy became available in the
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December 17, 2013
Page 6 of 10
next few months he assumed Ms. Clarke would reapply. The motion set a precedent going forward that
might be difficult to undo. Mayor Stromberg would also not support the motion. Roll Call Vote: Councilor
Lemhouse and Marsh, YES; Councilor Voisin, Morris, Rosenthal, Slattery, and Mayor Stromberg;
NO. Motion failed 5-2.
3. Council discussion of creation of a City beautification and improvement plan and the use of
transient occupancy tax revenues for City capital projects
Management Analyst Ann Seltzer explained at the November 4, 2013 Study Session Council supported
forming an ad hoc committee to develop a citywide beautification and improvement plan and determine the
use of Transient Occupancy Tax funds (TOT) set aside for City capital projects. The Council
Communication included membership suggestions, a draft purpose statement, and a list of beautification
projects previously identified by citizens, staff, the Economic Development Strategy, and the Chamber
Downtown Task Force. Council set aside TOT funds for several budget cycles for Other City Capital
Projects that qualified. Resolution 2013-05 allocated an estimated $128,500 for projects in the current
biennium but did not address a process to determine how to spend the funds.
Staff suggested membership consist of one member each from the Historic, Planning, Tree, and Public Arts
Commissions, two citizens at large, and two members from the Chamber Downtown Task Force. Mayor
Stromberg added Council would confirm a Council liaison to the committee as well as the two citizens at
large.
The committee would develop a cohesive plan for the beautification of the community with a primary focus
on the downtown core. Duties included:
• 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.
City Administrator Dave Kanner clarified it was not an allowed use under state law to use TOT funds to pave
roads. He suggested setting aside a specific amount of money dedicated for Plaza improvements each budget
cycle. Alternatively, the committee could review potential Plaza improvements and incorporate it as part of
the plan. Ms. Seltzer further clarified using the funds for marketing would only qualify if Council changed
the resolution and did not allocate the 11% for City capital projects. Staff discussed a five-year plan similar
to the structure of the Capital Improvement Plan.
Staff addressed the Pedestrian Lights Upgrade and explained a prior Council had approved the Sternberg
lights as city standard. Currently the downtown area had Gothic style lights and the Plaza had Sternberg.
Staff confirmed during a July 2013 meeting Council did not direct staff to change the pavers at the Plaza at
that time. Ms. Seltzer clarified Council discussion at the November 4, 2013 Study Session Council
supported the committee having a blank canvas to come up with recommendations for Council approval.
David Sherr/Diane Street/Read a comment from the petition regarding the Plaza dissatisfied with the gray
pavers. He had discussions with every Councilor, the Mayor, and others and all but one claimed no prior
knowledge regarding the gray pavers. Citizens were shown a different color in the final approved renderings
and completely blindsided by the gray pavers. He stated the gray pavers were a colossal mistake. People,
including the former City Councilor Russ Silbiger were unhappy with the pavers. Mr. Sherr wanted the
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December 17, 2013
Page 7 of 10
pavers replaced with colored ones and more greenery added to the Plaza. Over 500 petitioners signed a
petition to restore the Plaza.
Cici Brown/171 Church Street/Equated the Plaza redesign to the Oak Knoll neighborhood after it burned
down. She was stunned the professional designers did not envision how 4,000 plus gray pavers would affect
the ambiance and historical surroundings of the Plaza. She urged Council to set aside a portion of the TOT
funds to replace the gray pavers with warm friendly colors. She asked the Mayor not to appoint any person,
staff, or independent contractors that had anything to do with the look of the Plaza as it was today.
Mark Brown/171 Church Street/Read comments from people who signed the petition who disliked the
gray pavers in the Plaza.
Rik Burns/249 Wittier Street #33/Commented on the Plaza's lack of trees then read comments from
petitioners who disliked the Plaza redesign. He stated one reason for the Plaza redesign was to discourage
transients from using the area and noted transients used it more than others did.
Doug Burns/249 Winner Street #33/Thought a City staff person made the decision to use gray pavers during
a Public Arts Commission Subcommittee meeting regarding the Plaza and intimated Council was possibly
hiding something by not investigating why the pavers were substituted with the ones the Council and public
approved. He referenced an email response from the City Administrator explaining he did not have the
authority to approve $250,000 project and questioned how a member of his staff that reported to him did. He
had issue with the Council and City Administration's relationship with the Chamber of Commerce and
thought it affected the redesign and choice of gray pavers for the Plaza.
Colin Swales/143 8n` Street/Shared the same concerns expressed by the previous speakers regarding the ad
hoc committee. He noted the Chamber of Commerce was in the proposed committee and how the Chamber
was the defacto invisible government that seemed to run Ashland. He also had issue with the citizen at large
appointees. He wanted the businesses to pay for improvements through an LID (Local Improvement
District), or utility surcharge. He also had issues with the Sternberg lights casting glare at motorists and
making pedestrians difficult to see at night.
Councilor Lemhouse/Slattery m/s 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 focusing on the
downtown area. DISCUSSION: Councilor Lemhouse noted staff suggestions to improve areas outside of
the downtown. He had concerns regarding adequate funding and wanted to focus on the downtown area.
Councilor Slattery agreed the committee should have a blank canvas to work with and wanted the committee
to address ideas about the Plaza.
Councilor Marsh/Slattery m/s to amend the motion that the Committee look at a 4-year plan that
potentially used funds from the current and next biennium. DISCUSSION: Councilor Marsh explained
the money allocated for the current biennium was clear, and the four-year plan would help the committee
have a long-term perspective. Councilor Lemhouse supported the motion, it added focus, and the plan was
not too far out that it became difficult to visualize. Councilor Slattery clarified it did not have to be limited
to TOT funds. Councilor Lemhouse confirmed if the committee made recommendations, they would address
what the TOT funds were available for and make other recommendations that Council could take up
separately. Roll Call Vote: Councilor Lemhouse, Slattery, Rosenthal, Marsh, Voisin, and Morris, YES.
Motion passed.
Councilor Lemhouse/Morris m/s to amend the main motion to add "or other budgeted money as
approved by Council," to read "to form an ad hoc Committee to develop a beautification and
improvement plan for the use of tourism related TOT funds or other budgeted funds as approved by
Council for City capital projects focusing on the downtown area." DISCUSSION: Councilor Morris
Regular City Council Meeting
December 17, 2013
Page 8 of 10
thought the infrastructure requirements would exceed TOT money and they would have to use other funds.
Roll Call Vote: Councilor Lemhouse, Slattery, Rosenthal, Marsh, Voisin, and Morris, YES. Motion
passed.
Councilor Voisin/Marsh m/s the membership for the ad hoc committee have two citizens at large with
no specifications to their backgrounds or expertise. DISCUSSION: Councilor Voisin wanted the
committee to have citizens at large, not citizens representing specific areas or with backgrounds in urban
design. Councilor Marsh thought the citizens could end up having those qualifications but it was fine to keep
it general. Roll Call Vote: Councilor Lemhouse, Slattery, Rosenthal, Marsh, Voisin, and Morris, YES.
Motion passed.
Councilor Voisin motioned to amend the main motion and in the draft purpose of the committee "seek
citizen input on project ideas and concepts," replace that language with "hold four public forums over
a month before each recommendation is taken to the Council." Motion failed for lack of a second.
Councilor Marsh/Lemhouse m/s to amend the main motion to add to the membership of the committee
two downtown business or building owners in addition to the Chamber Downtown Task Force
representatives. DISCUSSION: Councilor Marsh thought it was critical to have strong representation from
stakeholders who were downtown on a daily basis. Councilor Lemhouse would support the motion and did
not think it was too many people for a committee. It was important to have individuals from the downtown
involved especially if there was a fee that businesses or landowners would have to pay. Councilor Voisin
would not support the amendment. Adding two additional downtown representatives was overkill and
Council should depend on the Chamber of Commerce to make those appointments. Roll Call Vote:
Councilor Lemhouse, Slattery, Marsh, and Morris, YES; Councilor Rosenthal and Voisin, NO.
Motion passed 4-2.
Councilor Marsh/Morris m/s to amend the main motion to reserve ahead of time, monies to replace the
hanging baskets in the Plaza in the coming year up to a maximum of $2,500.
DISCUSSION: Councilor Marsh thought it may take a while for the committee to form a plan and the
infrastructure was already in place for the hanging baskets. Councilor Morris agreed it was something that
should continue regardless of what the committee recommended. Councilor Voisin thought the committee
should decide on the hanging baskets and would not support the motion. Councilor Lemhouse wanted to
avoid telling the committee what to do, if it came to a point where the flowers were in danger of dying,
Council could take appropriate action. Councilor Slattery thought the Council was already committed to the
hanging baskets and was not part of what the committee would work on.
Roll Call Vote: Councilor Slattery, Rosenthal, Marsh, and Morris, YES; Councilor Lemhouse and
Voisin, NO. Motion passed 4-3.
Councilor Lemhouse/Rosenthal m/s to call for the question. Voice Vote: Councilor Morris, Lemhouse,
Slattery, Rosenthal, and Marsh, YES; Councilor Voisin, NO. Motion passed.
Mr. Kanner noted allegations made regarding Ms. Seltzer during public testimony were grossly unfair and
unwarranted. He commended Ms. Seltzer on her role in the process. Mayor Stromberg added her behavior
was ethical.
Roll Call Vote on amended main motion: Councilor Lemhouse, Slattery, Rosenthal, Marsh and
Morris, YES; Councilor Voisin, NO. Motion passed 5-1.
ORDINANCES. RESOLUTIONS AND CONTRACTS
1. Approval of a resolution titled, "A resolution accepting changes to the financial management
policies and accounting methodologies"
Item delayed due to time constraints.
Regular City Council Meeting
December 17, 2013
Page 9 of 10
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"
Councilor Slattery received inquiries to extend the shelter to two nights per week. There were enough
volunteers to staff a second night and the best night the Parks and Recreation Department could offer was
Tuesdays. The proposed resolution was the same as the Thursday night shelter only extended to Tuesday
nights.
Fran Adams/292 Gresham/Supported the addition of a second City sponsored shelter night on Tuesdays at
Pioneer Hall. It reduced the risk of someone freezing to death and left three nights not covered. The model of
using volunteers, the City, and faith-based organizations may not be expandable indefinitely and
recommended possibly having a temperature based model instead. CERT (Community Emergency Response
Team) provided four nights of emergency shelter last year when there were 14 nights at 20 degrees or below
and 9 nights not covered by existing shelters. This indicated the CERT emergency shelter was not working
as well as planned.
Julio Delgado/Homeless/Explained he was houseless and a traveler who had spent the past two weeks in
Ashland. He was able to sleep in shelters Monday, Wednesday, and Thursday. People referred to Friday as
"Fend for Yourself Friday," because the library was closed and no shelter provided. He shared information
on weather related deaths explaining 700 people died from hypothermia yearly, and many more incurred
frostbite. Most deaths occurred between 30-40 degree temperatures.
John Wieczorek/165 Orange Avenue/Thanked Council for expanding the shelter nights. He was the Chair
of the Social Justice and Action Committee for the Unitarian Universalists Fellowship in Ashland who
collaborated with Temple Emek Shalom to staff the shelter. Both organizations were interested in extending
the shelter to a second night. They also looked forward to working with the Housing and Human Services
Commission. He clarified the existing resolution included dogs and did not require crates where the
proposed resolution required crates. He urged Council to remove that language from the proposed
resolution.
Leigh Madsen/176 Orange Avenue/Shared his experience as a volunteer who hosted a shelter night where
18 people attended, including two elderly and a toddler who accessed the shelter when it had snowed 8
inches. Their feet were wet and they were at high risk for freezing. Last week he saw the same people and
had to turn them away because there was no shelter. It was a heart breaking experience because he knew
they would suffer. An additional shelter night was great but he thought they needed to work with the faith
community to cover every night.
Councilor Marsh noted a conflict in the current resolution. The Council required people to self-certify they
were at least 18 years old and the proposed resolution had language regarding families and children.
Councilor Slattery clarified the intent was the resolution reflect the current Thursday night shelter and that
included dogs and no crates. City Attorney Dave Lohman clarified the resolution before Council was not the
one they passed.
Councilor Slattery/Rosenthal m/s to approve Resolution #2013-37 authorizing the City of Ashland to
provide a City building for Winter Shelter two nights per week through April 2014 repealing
Resolution 2013-30 but retaining the language with this addition. DISCUSSION: Councilor Slattery
credited the people that made the shelter happen. Councilor Rosenthal thanked Councilor Slattery for his
compassion in bringing the shelter forward. Councilor Lemhouse would support the motion but thought
crates were a good idea due to the risk.
Councilor Marsh/Slattery m/s to amend the motion that participants must self-certify they are 18
Regular City Council Meeting
December 17, 2013
Page 10 of 10
years old. DISCUSSION: Councilor Marsh did not think the City could protect children in a shelter
environment. An altemative would have families stay in motels or provide transportation to family shelters.
Councilor Slattery/Lemhouse m/s called for the question. Voice Vote: all AYES. Motion passed.
Roll Call Vote on the amendment: Councilor Slattery, Marsh, Lemhouse, Morris, and Rosenthal,
YES; Councilor Voisin, NO. Motion passed 5-1.
Roll Call Vote on amended main motion: Councilor Slattery, Marsh, Voisin, Lemhouse, Morris, and
Rosenthal, YES. Motion passed.
OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS
ADJOURNMENT
Meeting adjourned at 10:30 p.m.
Barbara Christensen, City Recorder John Stromberg, Mayor
Kj
PROCLAMATION
"28TH ANNUAL CHRISTMAS TREE RECYCLE DAY"
• Solid waste disposal and a dwindling capacity in our landfills is a critical
national problem. 00
• Garden waste contributes a significant volume in our landfills.
E, • Troop 112 of the Boy Scouts of America, with assistance from the Ashland
Parks Department, pick up and chipped Christmas trees in the City of Ashland. 00
• The chipped material was used on park trails and as mulch for plants and did
not enter the "waste stream."
• The Ashland Lions Club supports this effort by donating volunteer power and
equipment to transport the pick-up crews.
NOW THEREFORE, the City Council and Mayor, on behalf of the citizens of
Ashland, hereby proclaim Saturday, January 11, 2014 as:
"CHRISTMAS TREE-CYCLE
' . DAYINASHLAND"
and hereby urge all citizens to set out their tree near the curb on Friday, January
10th to be picked up on Saturday, January I l'h, and to consider making a donation
to assist the Troop in their community service activities.
Dated this 7ah day of January, 2014
John Stromberg, Mayor
Barbara Christensen, City Recorder
l ~1 44`0 .~~~rto
ASHLAND TRANSPORTATION COMMISSION
MINUTES
NOVEMBER 14, 2013
CALL TO ORDER: Chair David Young called the meeting to order at 6:06 p.m. in the Civic Center Council
Chambers, 1175 E. Main Street.
Commissioners Present: Joe Graf, Corinne Vieville, Shawn Kampmann, Craig Anderson, David Chapman and
David Young
Ex officio Present: Steve MacLennan
Staff Present: Scoff Fleury, Mike Faught and Tami De Mille-Campos
Council Liaison Not Present: Carol Voisin
ANNOUNCEMENTS
None
CONSENT AGENDA
A. Approval of Minutes
October 24, 2013 - Unanimous approval as corrected:
• Commissioner Anderson stated that his main concerns are what this is going to cost, how it will be paid
for, how we can ensure that East Main is going to function acceptably, that connectivity will be consistent
with adopted [objectives] eNestiens, and that [existing] residents won't be asked to pay for the impacts. He
would like this to be provided prior to the special meeting.
• Vieville/Chapmann m/s to [recommend] amend that ODOT conduct a speed study on Ashland Street.
Graf, Vieville, Anderson, Chapman and Young YES; Kampmann NO. Motion Passes.
• Commissioner Chapman stated that he doesn't like how this process occurred. He doesn't see why the
connection should be made by Grace church. He does think that Normal Ave. should connect to East Main
Street though. He thinks there should only be three access points on East Main. He likes shared roads and
thinks maybe [Normal Ave.] Ashland Street should be a shared street. He thinks it's important to make the
rail connection to Normal Ave., at least for bicyclists/pedestrians. He said he doesn't really see people using
this for cut through traffic.
PUBLIC FORUM
None
ACTION ITEMS
A. Normal Avenue Neighborhood Plan (Continuation)
Ann Sylvester; Traffic Engineer/Transportation Planner with SCJ Alliance joined the meeting via conference call.
Brandon Goldman noted this is a continuation of the previous two Transportation Commission (TC) meetings which
were held on September 26, 2013 and October 24, 2013. He noted public testimony was provided at both meetings
and additional public input was distributed to the commission in their meeting packet. The revised traffic report dated
November 12, 2013 was emailed to the commission prior to the meeting. During a two hour peak pm period traffic
counts and an analysis of the turning movements were conducted at the intersection of East Main Street at the drive
way that serves the school bus turn around/Grace Point Church. Traffic counts/analysis of turning movements were
also conducted for Clay Street(Ashland Street and Ashland Street/Tolman Creek Drive. Access control points, traffic
volumes were questioned by the Commissioners and those were answered in figure 11 of the provided traffic
analysis. A few key conclusions from the report include: All 8 evaluated intersections are currently within their
acceptable mobility standards and are expected to continue to meet those standards even after full build out. Normal
Transportation Commission
November 14, 2013
Page 1 of 6
Avenue would carry about 1200 Average Daily Trips (ADT) per day which is lower than the range of volume for an
avenue. The report notes improvements to East Main Street. The report also included a speed zone study request to
ODOT in order to look at reducing the speed limit on East Main Street.
Michael Dawkins (Planning Commissioner) is in attendance tonight to act as a liaison to the planning commission.
Bryce Anderson, 2092 Creek Drive. His house is located directly across the street from the parcel that will likely be
developed first and may be the only one developed for a substantial length of time. He would like the Commission to
take into account that this parcel with the highest density is going to likely be the first one developed and the citizens
will have to live with that. Any plan should take that aspect into account. It is going to create a big increase in traffic
coming onto East Main Street. Another concern is how much control the City has over the development of East Main,
specifically in regards to the portion which is under County jurisdictions. They feel that there needs to be a significant
amount of improvements made to this stretch of East Main before this development is doable. He also doesn't feel
like stop signs are enough to slow the traffic down for vehicles turning onto East Main.
Chair person Young reminded the group that this is the third meeting regarding Normal Avenue and the group is
tasked with looking at the transportation aspect of this master plan and advise the Planning Commission on the
Transportation Commission's recommendation.
Commissioner Kampmann is, concerned about East Main Street. He feels like there are too many proposed access
points onto East Main Street between Clay Street and Walker. He feels that there should be one extension of Normal
Street approximately half way between Clay and Walker and then in the high density area to the Northeast have that
traffic routed onto Clay Street. This way they are exiting onto Clay and you have one new entrance instead of three
onto East Main. He thinks they need to limit the access points.
Chair person Young pointed out to the Commission that this isn't a project; the transportation element isn't a build
out all at once.
Commissioner Anderson spoke to the charrette process. Residents would like to see the rural area preserved as it is
and they don't want to suffer the effects of cut through traffic. He feels like the design that came out of the cherette
process reflects the objectives of those that live around there and will be experiencing the impacts. Most of these
residents purchased that property and built on that property long before the City included this as part of the Urban
Growth Boundary and long before Normal Avenue was planned to be extended. He hoped anyone that purchased
after that did their due diligence. He is concerned that all city residents will be on the hook for the future infrastructure
costs. He stated that people living in the County aren't currently paying street user fees but they do use City streets.
The residents in this area want minimal traffic to go through their neighborhood but they are asking existing Ashland
residents to help pay for a good portion of the infrastructure. Adopted plans show signalized intersections at Normal
and Hwy. 66, a railroad crossing at Normal Ave., millions of dollars worth of projects on East Main Street, a new
intersection at Tolman Creek/East Main. The Traffic Consultant has recommended that no improvements are
necessary at the Normal Ave rail crossing. He is concerned about that recommendation. There are no signalized
intersections being planned at Hwy 66 or East Main. There is no discussion about how much it is going to cost to
bring East Main up to urban standards but that will certainly be required for this scale of development. All of these
projects together are not going to be affordable by these developers so that cost is going to be passed onto existing
residents. He feels that if the residents of Ashland are being asked to help pay for the infrastructure then these are
streets that everyone should be able to use. He stated that interconnectivity is an objective of the TSP and he stated
it seems that this was neglected or played down during the charrette process. He addressed one of Kampmann's
concerns; he thinks Normal Avenue needs to be a collector with a signal. It is currently designed to limit traffic and
discourage cut through traffic. If that is done then it is questionable to him as to whether the other connections to
East Main are necessary. Regarding cost he would prefer to see a minimalist approach. He thinks that the
developers should be paying a substantial portion of these costs.
Ann Sylvester stated that they did look at signal warrants on Normal/Ashland Street. She spoke to the fact that they
did look at the Railroad crossing. If it was made into a public crossing then the City may want to look at the signal
warrants at that point and a signal may be warranted. At other intersections the traffic counts indicate that they do not
Transportation Commission
November 14, 2013
Page 2 of 6
warrant signalized intersections.
Commissioner Anderson asked if the traffic counts were higher because it was changed to a residential collector and
reducing the number of connections onto East Main then would it warrant a signal. Ann said it is possible under that
scenario. ODOT ran the computerized model and it didn't attract a lot of through traffic.
Commissioner Graf pointed out that the existing Normal Avenue likely won't be completed until current property
owners sell their property and then new owners purchase those pieces of property and request annexation. He sees
this as them deciding the proper traffic flow to get traffic in and out of the area that is likely to be developed on the
eastern side and the western side would likely be put off for awhile. He likes the plan to improve East Main but is
unsure of how it would be paid for it. He stated it is hard for him to see a better plan to organize these streets to
develop that eastern area. On the Western side he is concerned with sending the traffic by the school instead of
making the option to connect Normal Avenue straight through.
Commissioner Vieville stated that she thinks you would need more connections to East Main Street with the high
density development that is likely to occur first; otherwise you would have traffic backups.
Commissioner Chapman stated he has been thinking about the potential rail road crossing issue. Right now it is a
private crossing; private crossings are only allowed when it is landlocked. His concern is if we are unable to convert it
to a public crossing then we could lose that crossing altogether which could affect the interconnectivity.
Faught stated he spoke to ODOT rail during the TSP process regarding the conversion from private to public and
what he heard from them is that it is not uncommon to see a private crossing converted to a public crossing.
Goldman stated that the plan was developed in two phases. Phase one being the East side of the property, phase
two being the West side of the property. The road network as presented could be developed without connecting to
the rail crossing or existing Normal at phase one and enable the development of everything that is to the East of the
new Normal Avenue. During phase 2 a railroad crossing would be necessitated in order for the full Normal Ave.
connection
Chair person Young stated he was glad the phasing was brought up and it leads to the fact that it is feasible to do
this incrementally. There is already a lot of interest in phase one. The traffic engineers report shows that the
conditions will be adequate under the phasing. He stated that we don't know what the railroad will do at this time but
it sounds like that's not an issue right now. He spent the last three weeks teaching at the Middle school and has
spent a fair amount of time out there during the day and has been very observant of that road. He stated that except
during school start/end times the road is essentially empty. When phase 2 happens he has no objection to that
connection being made at East Main.
Commissioner Kampmann stated that right now East Main has a sixty foot right of way under County jurisdiction. If it
is improved to urban standards the proposed plan has a substantially wider right of way.
Faught stated that if annexation does happen that section of East Main would become City jurisdiction and would be
built to City standards. Fleury ran estimates on the street improvements (from Walker to Clay) and the baseline
estimate was right around 2 million without any traffic controls. Faught stated that the cost is development driven.
This is a benefit to the community as a whole. A portion of the costs should be added to the TSP and then added to
the SDC piece and the advanced financing tool is also available for the development driven improvement costs.
Commissioner Anderson asked about the E. Nevada Street extension project which the City is applying for state
funding for. He asked if Mountain Meadows paid any SDC money towards that project.
Faught stated that we just found out that the City lost that funding. He stated that it has been in the TSP for quite
some time and he would have to go back and look to see if that was included in the SDC's.
Commissioner Anderson stated that the 2013 RTP shows that the Normal Avenue extension estimated cost is 5.9
rmnsporta0on Commission
November 14, 2013
Page 3 orb
million dollars. Part of the concern is that phase one is the high density and that development doesn't seem to be
paying for that.
Goldman noted that the TSP shows the estimate for Normal Avenue (project # R19) shows an estimate of 2.7 million
with the Rail Road issue separate. Faught stated that he would have to go back and see why those figures don't
match because we provided the data for the RTP.
Faught would recommend the advanced financing tool for the improvements. His initial look at this is that Normal
Avenue should be a straight shot through like a collector should be. After a meeting with the Planning department
they explained they looked at the likelihood of development occurring and planned accordingly. He liked how the
transportation piece mirrored the density. He also liked the location of the entrances onto East Main. He liked that the
design creates traffic calming. He worries about Normal Avenue being a straight through connection because that's
what people will use it for. He sees that the middle school multi modal connection is very important. He likes the idea
that the new Normal Street meanders over following the high density.
The Commission brainstormed other street connection alternatives and the possibility of incorporating roundabouts
instead of 90 degree turns. The Commission has concerns with the street locations particularly in phase two.
Goldman stated that they can look at alternate connections to East Main but ultimately it comes down to what
development is applying for annexation.
Chair person Young recommended that the commission may want to look at the plan in terms of phases in order to
get some motions on the table.
Commissioner Kampmann stated that he is a little reluctant to use Planning's phase one and phase two as a basis
for where development will occur first.
Goldman stated that it is likely that development will occur the way they have it laid out based on the receptivity of
the current property owners but that very well may not be how the requests come in for annexation.
Commissioner Graf m/s to recommend phase one of the transportation plan as presented in zones A, B, C, D, E & F.
Motion died for a lack of a second.
Commissioner Kampmann m/s to recommend keeping the plan as presented except eliminate the 2 northerly
connections onto East Main. Motion died for a lack of a second.
Commissioners Anderson/Chapman m/s to make the Normal Avenue connection from Ashland Street, over the
public railroad crossing, and connecting to East Main. It would terminate somewhere within phase 1, reducing the
number of connections onto East Main. Motion withdrawn.
Discussion: Ann Sylvester pointed out that the 90 degree turns are presented as a general idea and when they're
built out they could be more gradual in nature. It is just a general orientation.
Faught spoke to the fact that there seems to be a lot of concern about having multiple connections onto East Main.
He pointed out that Ann Sylvester has analyzed these connections and they are not unsafe. He stated that they try to
design the road system in a grid system so people can take alternate routes and not put all the traffic onto one road.
Commissioner Anderson stated that he spent some time on Google Earth and particularly in the Netherlands. He
said that is where the woonerfs originated. He feels the Netherlands arguably do the best job of planning their
transportation in regards to multi modal design. They have grid patterns with high capacity streets every five hundred
feet and then they have woonerfs in between. He thinks that Normal Avenue is the logical spine for this design and
he feels that once that is done we will see that a signalized intersection at East Main and at Ashland Street will be
warranted. He said that accidents are more likely to occur at intersections and that additional intersections should be
limited. He also feels like it is important to include the public rail crossing within phase one so that traffic patterns
aren't established around the crossing and potentially negatively impacting the rail road crossing's possibility of
Transportation Commission
November 14, 2013
Page 4 of 6
becoming a public crossing. He would like to see Normal Avenue as a through street between Ashland Street and
East Main and that the crossing is completed in phase one. He understands that the connection requirement can't be
made within phase one and withdraws his motion.
Commissioner Kampmann stated that you can't make that requirement unless you get all of the property owners to
agree to annex at the same time.
Faught explained that this is a plan for the whole area as it develops in piecemeal. Every time a development comes
in we can't make them build Normal Street all the way through, there has to be a clear nexus between their
development and your required construction of infrastructure. You can't make them build more than you can justify
and this is why we want to do this plan. This is a plan in piecemeal format that the developers will follow.
Commissioner Chapman stated that he thinks C, D, and E shouldn't have to pay for the collector. A, and B should
have to pay for a part of the collector and the railroad crossing. It was also noted that the SDC's don't come close to
paying for it.
Commissioners KampmannNieville m/s to extend the new Normal Avenue from the East Main, as the only vehicular
connection to East Main (between Clay and Walker), following the alignment as shown on figure 11 with the
modification of it continuing North instead of going East across the Creek. Kampmann YES; Graf, Vieville, Anderson,
Chapman and Young NO. Motion Fails.
Discussion: Anderson likes the motion and agrees with the idea of limiting connections to East Main but feels that
there needs to be a connection near the original plan. Chapman agrees with minimizing the connections to East Main
but some of these zones would be isolated until further development occurs and if that did occur then the plan would
need to go through an amendment process. He feels that there should be minimal connections but not zero
connections. Vieville has concern with the potential that the rail crossing may not become a public crossing. Chair
Young feels that there has been a lot of thought given to this plan and process. He doesn't think the amounts of
connections are excessive. It isn't a perfect plan but the plan is good enough and provides connectivity. Graf can't
support the motion because he feels that the collector needs to go through the high density. Commissioner Vieville
called for the vote.
Commissioners GrafNieville m/s to approve the transportation plan as specified in figure 11. Vieville, Graf, Young
YES; Chapman, Anderson and Kampmann NO. Motion Fails.
Discussion: Young stated he supports the motion. Anderson said he thought he had read that Normal Avenue
wouldn't be a collector as part of this plan. Faught explained that the reason is because of the average vehicle trips
per day. It is being proposed that it be reclassified to a neighborhood collector. Faught asked Ann "If Normal Avenue
went through the rail road crossing all the way to East Main would the ADT be over 3,000 trips per day"? Ann
Sylvester expects that it still would be below 3,000 based on the overall trip generation. Planning Commissioner
Dawkins informed the group that he understand the Commission's overall concerns and is prepared to relay the
concerns to the Planning Commission. He reminded the group that they also have to deal with what the
neighborhood wants to feel like. He cautioned them with trying to channel off a lot of the traffic onto Clay. He stated
that it is something that the Planning Commission wouldn't support.
Commissioner Vieville left the meeting at 8:35 pm.
Commissioner Chapman doesn't really see a way to resolve it. He thinks Michael Dawkins is right, he's seen the
flavor. He said there are a lot of things that he can't support in this plan.
Commissioner Kampmann feels that the commission has a job to try to come up with something to recommend to the
Planning Commission.
Commissioner Anderson stated that he appreciates the comments regarding shuffling the traffic off onto Clay Street.
He thinks they are attempting to shuffle cars through this network that's going to spill out onto East Main Street
without really considering the impacts to East Main Street. He is concerned with the way that the plan has been
structured. He feels like the plan is trying to shuffle the traffic impacts onto East Main Street. He is also concerned
Transportation Commission
November 14, 2013
Page 5 of 6
with the cost of completing the project and doesn't feel that the developers will be covering the costs of this plan.
The Commission worries that the group is unable to come to a consensus on any plan.
Faught stated that if the commission needs more time to make a decision they have that option. They are not forced
to make a recommendation tonight.
Chair Young feels that they are being asked to exceed their scope on the Transportation commission to essentially
become Planners and Designers to an unreasonable expectation. He feels that if they had been included earlier in
the process they could have responded differently.
Commissioner Kampman m/s to approve the plan with only one connection to East Main through the development
between the rail road tracks and East Main. Motion Withdrawn.
Commissioners Anderson/Graf m/s to approve the transportation plan as presented with the two vehicular proposed
street connections on the West and East side of the new Normal Avenue eliminated, leaving only one vehicular
connection to East Main Street. Anderson, Graf, Kampmann YES; Chapman, Young NO. Motion passes.
Discussion: Graf has some concern with the far west side not having any connection except the rail road tracks which
might not be that bad.
Commissioner Chapman pointed out that there could be changes dependant on how annexation request's and
development proposals come in.
Faught stated that now the City will have the traffic engineer look at the motion and look at the impacts of the motion.
ADJOURNMENT
Meeting adjourned at 8:49 p.m.
Respectfully submitted,
Tami De Mille-Campos, Administrative Assistant
Trensporta ion Commission
November 14, 2013
Page 6 of 6
ASHLAND TRANSPORTATION COMMISSION
MINUTES
NOVEMBER 20, 2013
CALL TO ORDER: Chair David Young called the meeting to order at 6:00 p.m. in the Civic Center Council
Chambers, 1175 E. Main Street.
Commissioners Present: Joe Graf, Shawn Kampmann, Craig Anderson, David Chapman and David Young
Commissioners Absent: Corinne Vieville
Ex officio Present: Steve MacLennan
Staff Present: Scott Fleury, Mike Faught and Tami De Mille-Campos
Council Liaison Present: Carol Voisin
ANNOUNCEMENTS
None
PUBLIC FORUM
Dan Thorndike, 369 Granite Street. He wanted to introduce himself to the Commission. He was just appointed to
the statewide ODOT bicycle/pedestrian policy advisory committee. It will start up in December and go for the next
year to two years.
ACTION ITEMS
Road Diet Public Survey
Eva Skuratowicz, Director of the Southern Oregon University (SOU) research center
Eva spoke to the highlights of the report (see report included in meeting packet). SOU was hired by the City to
conduct a scientific public opinion survey on the residents of Ashland and to do interviews with local businesses
about the reconfiguration. They did a random sampling which obtains a full spectrum of opinions. She pointed out
she received phone calls from people interested in doing the survey and she had to tell them that if they did not
receive the survey in the mail that they were not able to participate. The 1000 households were stratified by location.
They were put into 3 groups; the target area, which were those households right along the North Main corridor, the
North Main area just outside of the corridor, and the last group was Ashland households outside of those other two
areas. Overall, there was a response rate of 55%, a response rate of 66% from the target area, a response rate of
88% from the North Main area, and a response rate of 48% from the rest of Ashland. The trends in what they found
include:
• Most of the people feel that the driving speed has been reduced along the North Main corridor.
• There is an observation of more congestion.
• of the respondents say that they still use North Main Street.
• The perception is overall, safety has increased.
• There were mixed results regarding traffic flow.
• As far as the time it takes most people felt like it took longer than before.
• Merging and turning was mentioned most in the open ended comments. There is a weak positive opinion
on the statement "overall do you agree that the changes have improved North Main Street?" It was almost
exactly split between agrees and disagrees.
50 businesses were selected for the phone interview survey and they were able to contact 38 of those businesses.
• Overall customers did not talk to the businesses regarding the road changes.
• The businesses who receive deliveries had a strong opinion, increased delivery times.
• Customer safety was a concern due to turning onto Main Street.
Transportation Commission
November 20, 2013
Page 1 or8
Open City Hall Review
Kim Parducci, PE PTOE, Southern Oregon Transportation Engineering, LLC
She went over some of the highlights of the 273 Open City Hall responses that came in through the end of October,
2013:
• 51% felt it was safer for pedestrians.
• 70% felt it was safer for bicycles.
• 84% felt that the speed had reduced.
• 33 % had changed their driving habits.
• 36% felt the side street traffic had changed.
• 68% expressed positive feelings regarding the road diet.
Commissioner Chapman asked if she had grouped any of the comments together to see if there was a common
theme.
Parducci stated that she did go through the comments and group them together. The common issues mentioned
were; transitioning from the beginning and the end, congestion, and being able to turn from the side streets onto
Main Street. There were also a lot of comments from people who felt like the road configuration should have never
been changed based upon the amount of cyclists/pedestrians they see using the road.
Commissioner Kampmann asked if the results were subjective.
Parducci stated that they are subjective because some of the responses weren't 100% clear so she had to use her
best judgment to classify them, sometimes placing it as a N/A response.
Cynthia Barnard, 128 Wimer. She lives approximately a block and a half from the Wimer/Main Street intersection.
She is very happy with the realignment of Wimer. She appreciates the road diet very much and is speaking on behalf
of herself and several of her neighbors, none of which received the random survey. She feels that the ability to turn
onto Wimer is greatly improved with the reconfiguration. She wanted to pass along positive feedback on behalf of her
neighborhood. They do take an alternate route over to Maple when they need to turn left onto Main because it allows
for much safer turning. She stated that the traffic is slower but it is much more controlled.
John Billock, 777 Palmer Road. His use of the roadways in Ashland are basically Siskiyou Blvd. and North Main
out of town and Hwy. 66. When the road diet began he stepped back and analyzed his feeling from a safety
standpoint as a driver and a bicyclist/pedestdan. He stated that prior to the road diet North Main was not a very safe
road for all modes of transportation. He is very supportive of the road diet.
Dan Thorndike, 369 Granite Street. He has been a resident on Granite for 30 years. He has been a regular user of
North Main both as a driver and as a cyclist. It is a difficult road with or without the road diet, with an unlimited budget
one might tear up the entire road and start over but that isn't possible. He stated that he is definitely in favor of the
road diet. It could use some tweaks in regards to merge areas, refuge lanes etc. He always felt threatened as a
cyclist and the current configuration is a huge improvement. Prior to the road diet he rarely used Main Street coming
back into town and now he probably comes into town more often than leaving town. He pointed out that as a driver
he was always afraid to make a left turn prior to the road diet.
Sharon Harris, 155 Fifth Street. She just wanted to share her support of the road diet for bicycle and auto safety
reasons. She wonders if by congestion people mean that they have to slow down and she wonders if safety shouldn't
outweigh someone being in a hurry to get somewhere. .
Gary Shaff, 516 Herbert Street. He encourages the commission to look at making some improvements to the
current configuration to make it work well, as well as the City recommending that the current configuration continue
all the way to Rapp Road in Talent. He stated that both ODOT and the City of Talent both support that extension.
Elizabeth Zell, 250 Scenic Drive. She stated that she is a cyclist and driver. She participated in the bicycle counts.
She is very supportive as a cyclist and as a driver. She is an avid cyclist and has observed that traffic is running
smoothly. She feels that that the issue with left turns from the side streets could be alleviated if drivers would leave a
Transportation Commission
November 20, 2013
Page 2 or8
gap between the car in front of them. They have done a lot of traveling and she has been more aware of other towns
throughout Oregon that also have road diets.
Philip Gagon, 399 Morton Street. He looked at the road diet from a national perspective. Throughout the Country
bicycling is increasing at a very high rate and he sees it only increasing in the future. Terratrike is a manufacturer of
recumbent trikes/bicycles. The sales last year were 87% more over the previous year which is illustrative of what is
likely to continue.
Post Construction Engineering Analysis Review
Parducci stated that her role related to this road diet was to monitor the road diet for one year. She collected the
technical and feedback data.
Monthly data collection since January of 2013 included:
• Side street delays during the PM peak hour (seconds per vehicle)
• Side street queue lengths during the PM peak hour (number of vehicles waiting at any one time)
• Main Street delays and queue lengths during the PM peak hour
• Intersection level of services during the PM peak hour (A-F)
• Available gaps on Main Street for side street traffic during the PM peak hour
• Average travel times during the AM and PM peak hours
• 85th percentile speeds
• Average daily traffic (ADT) volumes
Quarterly data collection since January of 2013 included:
• Side street average daily traffic volumes
• Side street delays during the AM peak hour (seconds per vehicle)
• Side street queue lengths during the AM peak hour (number of vehicles waiting at any one time)
Crash Data-
From a safety standpoint they compared the crash data. The North Main Street condor experienced an average of
12 accidents per year from 2002-2012. The location with the highest occurrence during that 10 year period was at
the stop-controlled intersection of Wimer/Hersey/Main Street, where there was an average of 3.9 per year from 2002-
2012. Under the current configuration there have been 2 reported crashes along the North Main Street corridor
neither of those occurring along the intersection of Wimer/Hersey/Main Street.
Pedestrian/Bicycle Activity-
There were some corrections to the original pedestrian/bicycle counts and those pages have been updated in the
packet.
Pre and post counts were done to monitor pedestrian/bicycle activity along the North Main Street corridor. These
counts were conducted at the intersections of Laurel/Main, HerseyMimer/Main, and Maple/Main (see attached table
1 for results).
Kim noted that not only did she observe an increase in activity but she also observed a difference in the range of
people utilizing the bike lanes. From a Traffic Engineer's standpoint she doesn't necessarily look at the number of
people but rather the nature of who is using the bike lanes.
85th Percentile Speed-
Before implementation of the road diet the 85th percentile speed on North Main Street was measured to be 31 miles
per hour (mph) northbound and 32 mph southbound at a location just North of Coolidge. Since January of 2013 the
85th percentile speed has been measured each month at the same location for comparison purposes and has been
consistently slightly lower (1-2 mph lower in each direction). The 85th percentile speed in September of 2013 was
measured to be 30mph northbound and southbound.
Transportation Commission
November 20, 2013
Page 3 of 8
Corridor Travel Times-
Travel times were measured along North Main Street between Valley View Road-Maple Street and Maple Street-
Helman Street in both directions before implementation of the road diet. Travel times continued to be measured each
month since January of 2013 for comparison purposes (see attached table 2 for results).
Intersection Level of Service-
Traffic operations were evaluated at key intersections along North Main Street before implementation of the road diet
and estimated for post-road diet conditions. Intersection operations have been evaluated each month since January
of 2013 at the most critical intersection (Wimer/Hersey/Main) and in August and September of 2013 at all other
intersections for comparison purposes (see attached tables 3/4 for results).
Corridor Queuing-
Queuing is the stacking up of vehicles for a given lane movement. Queue lengths are reported as the average,
maximum, or W, percentile queue length to the nearest 25-foot increment. Each 25-foot increment represents a
single vehicle. 95th percentile queue lengths were measured at key intersections prior to the road diet and estimated
for post-road diet conditions (see attached table 5 for results).
Stopped Delay-
The stopped delay is the delay in seconds a vehicle waits in a stopped position (normally at a stop sign on a side
street) to make a maneuver onto another roadway (normally the mainline). Data was collected at the intersection of
Hersey/Wimer/Main Street every month since January of 2013 and at other intersections within the corridor when
requested (see attached table 6 for results).
Proposed Design Changes-
Adding a northbound left turn lane at Bush Street
• Restriping the southbound left turn pocket at Glenn Street to be a center two-way-left-turn-lane
• Re-aligning driveways on North Main Street just north of Maple Street to eliminate conflicting left turn
movements
• Improving sight distance at intersections to increase visibility for side street traffic
• Adding a crosswalk on North Main Street between signalized intersections of Laurel/Main and
Maple/Main
• Reducing pedestrian walk times to minimums at signalized intersections to decrease traffic flow
disruption on North Main Street during peak periods.
From a technical and livability standpoint, North Main Street operates better as a 3-lane facility than it did as a 4-lane
facility. The only unknown is how long North Main Street can continue to function better as a 3-lane facility than as a
larger facility. The average daily traffic (ADT) on North Main Street was shown to fluctuate between 18,100 - 20,700
ADT over a 10-month period, which is at the high end of what's generally shown to provide a benefit to a system, but
throughout the evaluation period the data has continued to show that it works regardless of being over the threshold.
Based on this, the recommendation for North Main Street is to leave the road diet in place, but not make any
permanent (installation of concrete, neck down lanes to make them narrower etc.) changes which allows for flexibility
for emergencies, special events, or sudden changes in traffic patterns (for the full recommendation and conclusion
please see the attached assessment).
Faught asked Parducci to clarify the data regarding the ADT threshold.
Parducci explained that other Cities that she looked at were upwards of 26,000 ADT and still functionally operating.
Commissioner Kampmann stated that Kittleson previously stated that they felt like the road diet wouldn't work 20 or
so years out and he wonders when Parducci thinks it may begin to fail.
Parducci pointed out that even in months with the highest ADT's they operated better than months when the ADT's
were lower but it is very hard to project when the road diet will begin to fail based on ADT's, traffic pattern changes,
increased side road traffic etc. The ADT threshold is subjective. This is why she recommends keeping the road diet
Transporlabon Commission
November 20, 2013
Page 4 o18
but not making any permanent changes.
Commissioner Anderson asked if it was reverted back to the 4 lane configuration how the realignment of
Hersey/Wimer would function.
Parducci explained that if that happened you would have all of the people northbound & southbound on Main Street
sitting in one of the through lanes trying to make a left turn out of the side streets and then you would have your side
street traffic having two lanes to pull into but three lanes to pull across to try to make turns off of the side streets.
Basically you would go back to having what is considered a defacto left turn lane in both directions. When you have a
lot of turns in one of the through lanes it becomes a defacto turn lane so in a sense you only have one through lane.
She thinks if we went back to the 4 lane configuration you would see a higher rise in crashes at that intersection,
higher delay on the side street and the intersection failing as it was before. The next step if you did that would be
looking at a signalized intersection which may not be a good solution either.
Commissioner Anderson stated that originally when the road diet was presented Manzanita and other side streets,
mainly uphill of Main Street, were a concern because residents feared they would be used as a substitute for people
trying to avoid other streets that were more difficult to make the left turns onto Main. He asked what she found
regarding increased traffic on Manzanita and other side streets.
Parducci stated that they put tubes out on the side streets over a three day period. The tube count at Manzanita
(between North Main and High Street) showed an average increase of one car per day. Coolidge (between North
Main and Rock) increased by an average of ninety cars per day. Van Ness (between North Main and Skidmore)
increased by an average of one hundred nine cars per day. There were also streets that had decreases. Laurel
(between North Main and Central) had a decrease. Central (between Main and Laurel) had a decrease. Van Ness
(between North Main and Skidmore on a different section) had a decrease. She estimated that it was about a 10%
increase on side street traffic overall.
Commissioner Anderson asked what Parducci's opinion is on the southern end operationally. As a cyclist he feels it
isn't ideal. It would be nice to see more width. He wonders if anything can be done to help with that.
Parducci stated that they looked at that throughout the road diet and the problem is that you have a significant
amount of traffic at Helman. If that is reduced to one lane then you will see significant increases in queue lengths.
She spoke to ODOT regarding this and they indicated that they had done some work out there previously and had it
necked down to one lane and during that time they saw a significant increase in queue lengths so they are hesitant
to make any changes. The Commission pointed out, that is northbound that she is referring to not southbound. She
stated that she hadn't really looked at that. Most complaints received were regarding the northbound transition.
Faught feels we need to do a better job of communicating how cyclists should use the sharrows.
Commissioner Chapman stated that at some point he would like the commission to consider adding pedestrian
crossings at North Main.
Commissioner Kampmann asked if the traffic counts that were being conducted were counting traffic in both
directions.
Fleury stated that the counts were multi directional and were done on a Tuesday, Wednesday, and Thursday.
Parducci pointed out that there were also traffic counts conducted at Oak to see if people were possibly using Eagle
Mill as an alternate route. The counts were higher in the beginning but lowered back down. She also stated that
overall, as side street traffic increased traffic on Main Street would also increase so they came to the conclusion that
the overall side street traffic saw only a slight increase.
Commissioner Kampmann doesn't understand the need for the change at Bush Street.
Faught stated that when you have a left hand turn movement there it ends up being in competition with the merge
area.
Transportation Commission
November 20, 2013
Page 5 or8
Parducci stated that they had several complaints regarding it being dangerous so they went out and did counts and
within a 2 hour period there were 18 northbound left turn movements, 28 eastbound lefts off of Bush. It isn't a huge
number but it does need to be safer.
Commissioner Graf stated that he hears people complaining about turning off of side streets into Main. He asked
about whether or not it is considered safer to turn onto 1 lane in each direction versus 2 lanes in each direction. He
also mentioned the safety issues with the Doctors offices near Maple. He stated that it has always been hazardous
even before the road diet.
Parducci stated that it is much safer the fewer lanes you have to travel across.
Faught stated that they are in ongoing talks with the medical offices regarding moving the entrances to Maple and
close those entrances to Main Street.
Graf asked about RVTD's responses regarding the busses having to stop in the travel lane.
Faught stated that after Eva did the phone survey with them there was a follow up email to clarify their stance. The
bus has to pull slightly over into the bike lane and vehicles can go around if there is sufficient space to do so.
Chair person Young thanked Parducci for all of her diligence.
Chapmann/Anderson motioned that the transportation commission recommends the continuation of the 3-lane
configuration on North Main. The goal of this multimodal project was to provide safe and comfortable options to ALL
users. After evaluating the collected engineering data and comments from the public, we find that criteria have been
met for continuation. There are several design and operational changes that may improve the function of the project
and also address concerns from our residents. We recommend exploring these changes. NO: Kampmann; YES:
Graf, Anderson, Chapman and Young. Motion passes.
Discussion: Chapman pointed out that at some point he would like to discuss some additional changes that weren't
addressed in the road diet, Ashland Mine Road is one of them. Commissioner Graff mentioned that this motion does
not preclude adjustments from being made by staff and Council. Chair person Young stated that the single most
issue was that something needs to be done about North Main but we always felt we were at the behest of ODOT.
This pilot represents that the goals of making North Main safer and multi modal have been met. He agrees that there
is room for further improvement. Commissioner Anderson stated that for years the Hersey/Wimer intersection was
one of the worst intersections in the County and he doesn't think we could go back to the pre-road diet configuration
and still take advantage of that realignment.
Faught noted that this recommendation will now be forwarded to the Council for their final consideration.
Kampmann/Graf motioned that the original motion be amended to include Parducci's recommendation that
permanent facilities not be installed. YES: Kampmann; NO: Graf, Anderson, Chapman and Young. Motion fails.
Discussion: Kampmann thinks it's important for emergencies or big events. Young agrees with the concept but does
not like the wording of the motion which includes the word permanent. Chapman doesn't want to put a constraint on
it. Anderson's main concern is Maple north to the rail road crossing. There is a lot of unutilized space with the
amount of pavement. He would like to see some beautification projects completed along the corridor, such as
landscaping which is why he doesn't want to preclude that with this motion.
FOLLOW UP ITEMS
APS homing sound/inconsistencies - It was found that there was a manufacturing defect on the Polera buttons.
All of the buttons have been resupplied and installed except the 8 buttons left to be replaced at the
Wightman/Ashland intersection. They also extended the warranty on the buttons.
Idling ordinance - The Commission overall recommends not pursuing it.
Transportation Commission
November 20, 2013
Page 6 or8
INFORMATIONAL ITEMS
Action Summary
Making an Impact October Newsletter
Traffic Crash Summary
Voison left the meeting at 8:08 pm.
COMMISSION OPEN DISCUSSION
Commissioner Kampmann would like to see a future agenda item for Siskiyou Boulevard (Whitman) in front of SOU.
He would also like to see an agenda item for signaling at the pedestrian crossings (metering the signal).
Commissioner Anderson stated that after going through the Normal Avenue neighborhood plan he would like to see
future discussion with the Transportation Commission regarding potential funding mechanisms (advanced financing
districts, SDC's, LID's etc.) related to transportation and the overall issue of financing large projects (i.e. who is going
to pay for these costs). Long term funding options need to be explored.
Fleury pointed out that there is going to be a SDC working group starting up soon that will be going over the SDC's
city wide which is an important component. There is also an upcoming cost of service study being conducted on the
transportation user fee analysis. The transportation user fee would definitely be brought back to the Transportation
Commission for further discussion. As the groups move along updates would be brought back to the commission.
The Commission expressed disappointment with the Normal Avenue Neighborhood plan process and felt they were
left out until the very end. There was no consensus and some of the Commissioners feel like maybe they should
have just voted against the proposal with one option having been to go back to the drawing board and recreate it and
they agree it was too late to go that route.
Commissioner Chapman stated that part of the code that started this Commission talks about Planning and Land use
because the Planning Commission didn't want to take on transportation planning but in regards to the Normal
Avenue plan the Transportation Commission was left out until the end and the commission expressed
disappointment in that process.
Commissioner Anderson stated that he feels like it is the Transportation Commission's responsibility to look out for
the City as a whole and the cherette process took into account primarily just the neighborhood itself.
Faught stated that the group does have the option of continuing the discussion of the Normal Avenue plan if they
should desire. He also wanted to point out that he does not support the single access point onto East Main Street. If
Council should approve annexation this is a plan of what the transportation element should look like and then when a
type three developments come in it would come back in front of the Transportation Commission for further approval
related to costs etc. He is pleased that we are looking at the transportation system in advance of anybody coming in
with a development proposal. He pointed out that these types of developments should be planned out in advance
rather than in isolation which creates issues down the road.
Questions were raised regarding the traffic engineers data/analysis.
Faught stated that he could have another engineer look at this plan if the Commission wanted to go that route. He
stated that he could get a cost estimate for Parducci to do an analysis.
The Commission agreed to leave their recommendation as it stands and let the Planning Commission proceed
accordingly. Faught pointed out that he will be recommending adding additional access points along East Main
Street.
Commissioner Chapman would like to have someone take a look at the multi use path that goes from Tolman Creek
to Walker (from SOU). There is an issue with the tree roots coming up along the South side of Siskiyou.
Transportation Commission
November 20, 2013
Page 7 o/8
FUTURE AGENDA TOPICS
Orange Ave. corridor discussion
Transportation Safety Public Outreach
SOU Multi-Modal Future
Lithia and 3rd Intersection Analysis
Iowa St. 20mph zone
ADJOURNMENT
Meeting adjourned at 8:58 pm
Respectfully submitted,
Tami De Mille-Campos, Administrative Assistant
Transportation Commission
November 20, 2013
Page 8 of 8
CITY OF
ASHLAND
Council Communication
January 7, 2014, Business Meeting
Award of a Professional Services Contract in Excess of $75,000 for Consultant
Engineering of the Ashland Municipal Airport Taxilane Extension Project
FROM:
Scott A. Fleury, Engineering Services Manager, Public Works/Engineering, fleurys@ashland.or.us
SUMMARY
The 2005 Ashland Municipal Airport Master Plan recommended numerous improvements and
maintenance related projects for the airport to undertake in the 20 year planning period. Through work
with the Airport Commission, Public Works staff has developed a six year Capital Improvement Plan
for the airport that has been adopted by the Federal Aviation Administration (FAA). The primary
project in the adopted master plan and the approved CIP is a taxilane extension and security fencing
project.
BACKGROUND AND POLICY IMPLICATIONS:
Following master plan recommendations and meeting the goals of the Airport Commission, staff
created and advertised a request for proposal for engineering services for the taxilane extension and
security fencing project. The primary goals of the Airport Commission are to increase operating
revenue and provide for a safe facility. The primary method of increasing revenue is through hangar
rentals and ground leases. At any given time there are 15 to 25 individuals on a waiting list to rent or
lease an enclosed hangar. The proposed construction of the taxilane is the last pavement extension that
will allow for construction of new hangars to meet demand. This project would allow for the
construction of approximately 50 new hangars and provide a significant revenue increase (see map
attachment). The project also enhances safety onsite for aircraft taxiing to the runway by providing an
alternate travel route that will minimize potential incursions.
Over the past seven years, completed projects recommended in the master plan have included a runway
overlay and installation of new landing lights, obstruction removal, pavement maintenance and
improvement to the public parking lot.
Request for Proposal
On July 11, 2013, a Qualifications Based Selection Proposal for engineering services for the taxilane
and security fence improvement was advertised statewide, in the Mail Tribune, and on the City's
website. Proposal documents were sent to prospective proposers, plan centers and builder's exchanges
throughout the state.
Proposals were due on August 8, 2013 at which time four qualified consultants submitted proposals.
An evaluation team consisting of three Engineering staff members and one Airport Commissioner
individually graded the proposals according to the given criteria:
Page I of 3
Iai,
CITY OF
ASHLAND
Criteria Max1mu&nm Score -
Demonstrated Technical Competence 15
Specialized Experience & Capabilities 25
Resources Committed to Perform the Work 25
Ownership, Availability to, and familiars with Locale 25
Project Management Techniques 10
4.f
' TOTAL 100 Points
Scoring was completed on September 5, 2013 and the scores were combined to determine the top
rankings. The final results were as follows:
r NCO SULTANT TpTAL
r. SCORE BANK
ua;.
Precision Approach Engineering 450 1
Reid Middleton Inc. 447 2
Century West Engineering Corp. 420 3
WHPacific 397 4
After scoring the proposals, engineering staff started scope and fee negotiations with Precision
Approach Engineering Inc. (PAE) per the requirements of the selection process. The scope and fee
negotiation consisted of engineering staff working with PAE to develop an overall consultant scope
that would meet the needs of the city and include engineering design, environmental site evaluation,
surveying and construction administration activities. After multiple discussions between the FAA,
PAE and staff a final scope and fee was completed and approved by engineering staff (see attachment
#1).
The sub consultant team PAE has put together for this project include:
1. Precision Approach Engineering-preliminary and final design, bidding assistance and
construction administration
2. GeoMetrix-topographical, boundary and utility survey work
3. The Galli Group-geotechnical investigation
4. JBR Evironemental Consultants Inc - environmental services and cultural resource study
FISCAL IMPLICATIONS:
The proposed fee for the engineering scope of services is $156,281.85. The City currently has
$595,000 of non-primary entitlement monies directly accessible from the FAA as reimbursements for
project costs. The FAA requires the city to match all federal funds dispersed at a rate of 10%. Through
the budget process, $225,000 was appropriated for this project in fiscal year 2014.
The City is required by the FAA to have an independent consultant perform a fee analysis for the
proposed work. Reid Middleton is performing the independent analysis and it should be complete by
mid January. The proposed fee by PAE must be no more than 10% higher than the fee analysis
number. If the proposed fee is 10% higher than the fee analysis number, the City can negotiate a lower
Page 2 of 3
pr,
CITY OF
ASHLAND
fee with PAE. If the proposed fee is lower than the fee analysis there are no issues with proceeding
with contract award.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends the Council approve a professional services contract with Precision Approach
Engineering for engineering of the taxilane extension and security fencing project.
SUGGESTED MOTION:
Move to approve a professional services contract with Precision Approach Engineering for engineering
for no more than $156,281.85 for the taxilane extension and security fencing project.
ATTACHMENTS:
1. Precision Approach Engineering Scope of Services and Fee
2. Qualifications Based Selection Proposal-Precision Approach Engineering
3. FAA approved Capital Improvement Plan
4. Taxilane extension and fence drawing
L
Page 3 of 3
~r,
EXHIBIT A
TO
TASK ORDER NO. 1
PRECISION APPROACH ENGINEERING, INC.
SCOPE OF SERVICES
CITY OF ASHLAND
TAXILANE AND FENCE IMPROVEMENTS
AIP No. 3-41-0002-011
PROJECT DESCRIPTIONMUSTIFICATION
The project components include construction of new taxi lanes and a perimeter fence. The location of the
new taxilane design is north of the existing T-hangar structures and northeast of Runway 12-30 and the
F'BO building. The approximate length of taxilane improvements is 700 feet. The improvement areas are
consistent with the current Airport Layout Plan (ALP) and will provide new areas of hangar development.
Perimeter fencing is anticipated to encompass the majority of the Airport property; however, large
portions of the fence alignment may not follow the Airport property line due to environmental and
terrestrial constraints presented by close proximity to Neil and Emigrant Creeks. Approximately
13,000 feet of 7-foot-high chain-link fence is anticipated to close off three sides of the Airport from
animal and unauthorized encroachment onto the airfield. The fence will connect to an existing fence on
the east side, which will provide a continuous system around the airfield.
CONSULTANT ELEMENTS OF WORK
The CONSULTANT will provide professional civil engineering design services to include survey,
environmental, and geotechnical services. Design and construction of improvements will follow FAA
standards and guidelines current at the date of contract signature by the CITY.
• Task 1 - Project Administration/Management
CONSULTANT will manage internal project efforts, coordination with CITY, FAA, Airport
commission, Airport tenants, and subconsultants. CONSULTANT's specific
responsibilities/activities consist of
• Communication and information exchange with CITY c
• Subconsultant coordination (Survey, Environmental, Geotechnical)
• Coordinate with Airport project manager for required survey information
• FAA communication and coordination
Coordinate communications with Tenants, Users, and Airport FBO to minimize impacts
in day-to-day operations at Airport
• In-house project team meetings
• Provide and maintain project schedule
• In-house project records management and processing
• Coordinate with CITY's staff, preparation of legal section of contract document
Deliverables
• Monthly invoices
• Project schedule
W;hil A to Task Order No. I - Scope ofSernices City of Ashland
.491001-Toxilave and Fence Gnpronemenls A-I Precision Approach Engineering, hoc.
• Task 2 -Meetings
Coordinate and attend onsite and conference call meetings to review the status of the project with
CITY, FAA, and Airport users. CONSULTANT-specific responsibilities/activities consist of:
• Piedesign meeting with CITY and FAA
• Onsite meetings to discuss 30-percent and 90-percent submittals (2)
Conference call meeting to discuss project issues, progress, and incorporate changes (4)
• Onsite Airport users/Airport commission meeting to discuss project (2)
Deliverables
• Predesign meeting notes
• Task 3 - Quality Assurance/Quality Control -
CONSULTANT to provide in-house quality assurance and quality control procedures for review of
design elements. CONSULTANT's specific responsibilities/activities consist of..
• Review of progress/constructability by qualified staff
• Provide detailed review of 30-percent and 90-percent submittals
• Evaluate and incorporate CITY, FBO, and FAA findings into design concepts
Deliverables
• 30-percent specification and drawing submittal to CITY and FAA staff for review and
comment (3 sets to City)
• 90-percent specification and drawing submittal to CITY and FAA staff for review and
comment (3 sets to City, I set to FAA)
• Task 4 -Permits (Non-Environmental)
• Coordinate and prepare CITY fence permit application
• Prepare FAA Form 7460 for proposed construction improvements
Deliverables
• City fence permit
• FAA Form 7460
• Task 5 - Survey- Subconsultant services provided by- GeoAfetrie Northwest
Provide topographic survey for site with CONSULTANT to review survey data and set up electronic
drawings and files. CONSULTANT'S specific responsibilities/activities consist of: _
Provide topographic survey for taxilane improvement area
• Property line location for north, west, and south side of Airport within approximately
30 feet of fence locations
Identify creek location at areas within approximately 75 feet of fence locations
&hibil A to Task Order No. 1 - Scope ofservices City ojAshland
ASH00/-Taxilane and Fence Improvements A-2 Precision Approach Engineering, htc.
• Identify areas of obstructions and brush within approximately 30 feet of the proposed
fence alignment
• Identify runway ends and centerline
• Set up Civil 3-D (AmoCAD) project
• Review topographic survey
• Create Base Drawings for design areas
Deliverables
• Topographic base map
• Electronic digital terrain model
• Task 6 - Geotechnical Work- Subconsultant services provided by- The Galli Group
Geoteclmical work proposed for this project will include pavement section cores to verify existing
pavement section, field explorations of subgrade soils, laboratory testing, and a geotechnical report.
The work will include:
• Core existing pavement section to subgrade and obtain representative soil samples for
evaluation and testing
• Perform the following laboratory tests: Unified Soil System Classification
(2 minimum), modified proctor (2 minimum), Atterberg Limits (2 minimum), laboratory
CBR test (2 minimum), a soil particle size analysis including the percent finer than
0.02mm by weight (2 minimum)
• Test existing soils, including recommendations for construction
CONSULTANT'S specific responsibilities/activities consist of:
• Review geotechnical investigation findings and geotechnical report
• Review a summary of geotechnical findings including CBR values for pavement design
and recommendations for construction
Deliverables
• Copy of geotechnical results to CITY (1 copy)
• Copy of geotechnical results to FAA (I copy)
• Task 7 - Environmental- Subconsultant services provided by-JRR Environmental Consultants, Inc.
Provide environmental services which include documented categorical exclusion, cultural resource
study, and documentation review of endangered species.
• Prepare documented CAT Ex required by FAA
o Conduct Cultural Resource Study as pail of Cat Ex form- Subconsultant
services provided by-Sore Foot Archaeology
Check wetland inventory for wetlands on Airport
o Endangered Species list review
Exhibit A to Task Order No. I - Scope of Services City of Ashland
ASHOOI-Tmilmre and Fence Dnprovenrents A-3 Precision Approach Engineering, Inc.
CONSULTANT's specific responsibilities/activities consist of:
• Coordination of environmental process with CITY
• Review of findings and documentation
• Incorporating requirements into design and contract documents
Deliverables
• Cultural Resource Study
• Cat Ex form
• Conditional Task 7A - Wetland Impact Permit- Subconsultant services provided by- JBR
Environmental Consrdtanls, Inc.
Once the fence alignment has been determined and potential impact to existing wetlands has been
identified, the work under this task will include wetland delineation, field survey, base maps, permit _
coordination with agencies, and recommendations for construction. CONSULTANT'S specific
responsibilities/activities consist of:
• Review environmental investigation findings and wetland report
• Review of permit application and permit requirements
• Coordinate delineation and wetland impacts with Department of State Lands (DSL) and
U.S. Corps of Engineers (USCOE), as needed
• Design fence compliant with permit requirements
• Coordinate wetland mitigation with CITY staff
Deliverables
• Wetland delineation base map and report
• Wetland impact permit(s) through DSL and USCOE
• Task S -Design
Design services will incorporate new taxilanes and perimeter fence. CONSULTANT's specific
responsibilities/activities consist of:
• Project site visit for design team including review of CITY-provided record drawings
for site and existing drainage system
• Taxilane Layout
• Identify taxilane geometric design criteria-verify TDG-1
Determine aircraft usage through coordination with FRO and information
furnished by the CITY
• Identify with CITY future hangar development layout associated with
taxilane design and provide layout drawings (up to 3 design options)
• Refine taxilane alignments and geometry layout based on review
comments
&hibit A to Task Order No. I - Scope of Services City of Ashland
ASH001-Taxilane and Fence Improvemenis A-4 Precision Approach Engineering, Inc.
• Submit selected taxilane layout to CITY and FAA for final approval
• Prepare preliminary estimate of probable construction costs and
schematic design for each element of the project
Taxilane Design
• Pavement design (aircraft pavement design to utilize FAA pavement
design software FAARFIELD current version)
o Light duty pavement section (12,500 lbs)
• identify demolition limits and methods
• Taxilane profiles
• Intersection grading
o Connections to existing pavement
o Intersection of two or more alignments
• Drainage
o Prepare runoff calculations for drainage structure and pipe sizing
within taxilane area and Inure hangar development sites
o Pavement Underdrain System
• Evaluate requirements to determine if undedrain system
is required (FAA Engineering Policy 94-03,
geotechnical results, and discussion with FAA)
• Design underdrain system for new pavement sections if
required
Pavement marking for new taxilanes
• Taxilane safety area, taxilane, and site grading
• Excess excavation to be offsite; location responsibility of contractor
• Coordinate the design of the project with existing and ultimate grades
established at adjacent areas
• Taxilane retioreflective marker layout
• Provide spare conduits across taxilanes to allow for future electric and water
access to the hangar development sites
• Coordinate sanitary sewer system location for future development and
installation by others; place sleeve under taxilane, if needed, as coordinated with
CITY staff.
• Fence
• Design fence alignment to be clear of streams and stream riparian areas
and compatible with the Airport property line, natural obstructions,
future developable areas, imaginary airspace surfaces, and aircraft
operation area boundaries as coordinated with CITY staff (up to 3 design
options)
• Design fence details
Exhibit ,4 to Task Order No. I - Scope of Services Cify of Ashland
ASH001-Trerilane and Fence Improvemenis A-5 Precision Approach Engineering, Inc.
• Design areas in need of obstruction and/or brush clearing to allow for
fence installation
• Bid design-Design project with:
• Abase bid schedule for taxi lane and fence improvements
• One additive bid schedule for additional fencing compatible with
anticipated project funding
Deliverables
• Taxilane layout options
• Taxilane final design
o Profile, grading, and pavement section
o Site storm drain design
o Utility improvements or provisions as coordinated with CITY staff
o Details as required for design
• Pence alignment options
• Fence-final design
o Final alignment
o Site clearing as coordinated with CITY staff
o Details as required for selected alignment
• Task 9 -General Tasks
During the course of providing professional design services, certain general tasks will be required in
conjunction with the deliverables. CONSULTANT's specific responsibilities/activities consist of:
• Preparation of Erosion and Sediment Control Plan in accordance with current CITY
1200-Z permit
• Provide recommendations for construction phasing to CITY for their review
• Develop Construction Safety Phasing Plan in accordance with AC 150/5370-2E
• Prepare Design Report per Engineering Guidance 2013-04, December 2012 1
• Prepare and submit a Project DBE Goal update to FAA
• Review and update DBE plan for organizational changes
t
• Evaluate Inca] material suppliers, sources, and capabilities.
• Advise the sponsor as to options available for reducing construction costs to stay within
the budget, if it appears that estimated construction costs will exceed available funds. t
t
4
Deliverables
9
• Erosion and Sediment Control Plan (ESCP)
• Construction Safety Phasing Plan (CSPP)
i
ExhiM A to Task Order No. I - Scope ojSen ices City of Ashland
ASII00I-Taxi1ane and I%ence Lnprovenrents A-6 Precision Approach Engineering, Inc.
rir
9
i
• Design Report
• Project DBE Goal update.
DBE Plan
• Task 10 -Contract Documents
Documents fm' construction will incorporate CONSULTANT's and subconsultant's elements of work
for bidding and construction of the project. CONSULTANT's specific responsibilities/activities
consist of:
• Create construction drawings incorporating design (approximately 32 drawings)
• Technical Specifications (FAA AC 150/5370-10, latest version, including any Regional
Notices -includes General Provisions and approximately 20 technical specifications
• Prepare draft legal specifications for FAA and CITY review
• Incorporate CITY requirements into legal specifications
• Construction quantities - Base and Additive Bid
• Construction cost opinion - Base and Additive Bid
• Compile documents and prepare for printing
• Print contract documents
Deliverables
• 15 sets of contract documents for distribution to Bidders
• 6 sets of contract documents to CITY for contract signature
• Full-size bid drawings (5 sets)
• Contract document and I Ix17 drawings to FAA Project Manager (I set)
CONSTRUCTION ADMINISTRATION
Task 1 - Bidding Services
CONSULTANT will assist CITY staff, distribute documents, attend prebid meeting and review bids
with the CITY. CONSULTANT's specific responsibilities/activities consist of.
• Assist CITY with text and publishing of bid advertisement
• Disperse contract documents for bidding
• Answer questions during bidding process
• Issue addendums as required
• Prepare and conduct prebid conference (site visit)
• Review bid proposals, prepare bid abstract with recommendations for bid acceptance,
and assist in necessary approvals for awarding the contract
• Approvals for awarding the contract
• Solicit and review bonds, insurance certificates, construction schedules, etc.
Fxhibil A to Task Order No. I - Scope of Services Ciry of Ashland
ASH001-7tuilpne and Fence /nrprovenrenls A-7 Precision Approach Engineering, Inc.
• Task 2-Contract Award
PAE will assist CITY staff and attend onsite meetings (1) with the CITY, FAA, and Contractor.
PAE's specific responsibilities/activities consist of:
• Assist CITY with writing/issuing the Notice to Proceed (NTP)
• Prepare conforming contract documents containing contract, bonds, proposal, and other
signature forms
• Review and coordinate revisions to Contractor's proposed work schedule (2)
• Assist in award notification to successful bidder and notify and return bid bonds to the
unsuccessful bidders
Deliverables
• Draft NTP for CITY use
• Task 3 - Project Administration/Management
PAE will manage internal project efforts, coordination with the CITY, FAA, and airport users. PAE's
specific responsibilities/activities consist of:
• Project management/administiation/invoicing
• Provide general construction administration services to include; invoicing, record
keeping, correspondence, and related tasks FAA/CITY/contractor/user coordination
• PM site visit (assume 2)
• Assist CITY with preparation of grant application
Deliverables
• Monthly invoices
• Task A - Pre-construction Work
In the event that there is a limited time period between notice of award and the start of construction,
PAE will begin work prior to the start of construction. PAE's specific responsibilities/activities
consist of
• Prepare and conduct pre-construction conference (per FAA Preconstruction
Agenda/Check-off List)
• Incorporate addenda and provide electronic drawing files to Contractor - 33 drawings
(requires converting CAD files prior to providing to Contractor)
• Review Contractor submittals, shop drawings, and material certifications (estimate
30 submittals)
• Review Contractor-provided CSPP conformance document
• Setup construction files
• Airport stakeholders and users project kickoff meeting
Deliverables
• Electronic drawing files to CITY and Contractor
Exhihil A to Task Order No. / - Scope ofSen,ices 01), of Ashland
AS11001-Taxilane and Fence Improvements A-8 Precision Approach Engineering, hic.
• CSPP Conformance Document
• FAA preconstruction conference agenda/check off list
• Preconstruction meeting minutes
• Task 5 - Construction Services
• Construction Observation and Administrative Support - Assume 50 Calendar Days of
Onsite Construction for the taxilane and.5 additional site visits for fence construction
outside the 50-day construction period (assume 8-hour Contractor work shift for
35 Work Days of onsite construction and 5 additional 4-hour site visits) - Provide one
full-time construction observer as required to monitor general conformance with plans
and specifications. In addition to construction observation to monitor Contractor's work
for general conformance with the contract documents, day-to-day onsite construction
observation also includes:
• Prepare contract change orders and supplemental agreements with associated
cost justifications, if required
• Prepare daily and weekly inspection reports' weekly inspection reports to
follow FAA format
Document correspondence with Contractor and CITY
• Participate in weekly progress/safety meetings with Contractor and CITY
• Assist with preparation of pay estimates for Contractor's completed work,
including inspection and CAD time to verify quantities
• Prepare monthly letter to the CITY recommending payment
• CAD time for verification of construction survey
• Review Contractor's quality control and acceptance testing results
• Perform wage rate interviews
• Conduct substantial completion and final inspection walkthroughs
• Prepare punch list items as necessary
Deliverables
• Weekly inspection reports to Owner and FAA
• Monthly pay estimates including a letter recommending payment to Contractor
• Contract change orders/supplemental agreements if required
• Punch list documenting construction deficiencies noted during substantial completion
inspection
Task 6 - Independent Testing- Subconsultant services provided by- Carlson Testing, file.
Bituminous Surface Course Acceptance Sampling and Testing:
PA-E's material testing Subconsultant will provide Bituminous Surface Course Quality Acceptance
sampling and testing in conformance with FAA AC 150/5370-IOF and FAA NWMR Notice F-I and
meet the requirements of ASTM D 3666 or other recognized state certification as approved by the
FAA. The subconsultant's specific responsibilities/activities consist of:
• Subconsultant Project Management/Administration
Fshihit A to Task Order No. I - Scope oJSemices 00, of Ashland
4SH001-Tcallane and Fence Intprovenrents A-9 Precision Approach Engineering, hic.
• Mobilization of lab equipment including: MOB to site; setup, calibration, and
maintenance of all laboratory equipment; consumables; and demobilization from project
site including cleanup
• Bituminous Surface Course testing (I technician); including the following testing:
• Calibrate Incinerator Oven per ODOT TM-323
Asphalt Content by Ignition per AASHTO T-308
Gradation Analysis per AASHTO T-30
• Gyratory Specimen Fabrication per ODOT TM-326
• Gyratory Specimen Bulk Specific Gravity Pei AASHTO T-166
• Maximum Density Determination per AASHTO T-209
• Moisture Content of HMAC per AASHTO T-329
• Gyratory Specimen Fabrication will include all subsequent calculations such as Ah-
Voids (Va), Voids in Mineral Aggregate (VMA), Voids Filled with Asphalt (VFA),
Percentage of Absorbed Asphalt (Pba), Percentage of Effective Asphalt (Pbe), and The
P200/Pbe ratio.
• Generate summary report of all test results
• Assumes Paving Operations continue in two consecutive days; total tonnage estimated
at approximately 500 and the mix design anticipated to be ODOT, level 3 I MAC.
• CONSULTANT specific responsibilities to this task include:
• Review of test results for conformance with specifications
Deliverables
• Test result summary report (2 copies to CITY, I copy to FAA)
• Task 7 -Project Closeout (per NWMR Engineering Guidance 2010-06)
• Coordinate and attend Final Inspection
• Create Electronic AutoCAD Record Drawings from Contractor-provided markups
• Review final project test results and finish grade survey
• Prepare and submit FAA-formal Final Report, to include project financial information
which will require coordination with CITY's records
• Update previously prepared electronic Pavement Strength Survey (FAA 5320)
• Update Airport Layout Plan (ALP) set to reflect project improvements - anticipate
updates to 1 sheet; includes I draft review submittal and one final submittal
Deliverables
• Final inspection and acceptance letter
• AutoCAD record drawings to CITY, PDF record drawing file to FAA
• Updated electronic copy of pavement strength survey
• Draft ALP submittal in PDF format for CITY and FAA review
• Final ALP submittal will include paper prints, PDF, and AutoCAD files to CITY and
paper and PDF files to FAA
• Final Report
Exhihii A 1o Task Order No. I - Scope oJServices Cily Of Ashland
AS11001-Taxilane and Fence Iniprovenrenls A-10 precision Approach Engineering, Inc.
CITY RESPONSIBILITIES
• Assist CONSULTANT with coordination with local users, tenants, or other
stakeholders.
• .Identify fence location:
• Proximity to property line
• Gate locations/size
• Level of riparian area impact
• Coordination of utility installation (water, electric, sanitary sewer) in conjunction with
taxilane construction
• Provide electronic version of ALP
• Advertise project
Use of the designs prepared by PRECISION APPROACH ENGINEERING, INC., on any other project
without specific written verification or adaptation by PRECISION APPROACH ENGINEERING, INC.,
will be atthe OWNER's sole risk and without liability or legal expense to PRECISION APPROACH
ENGINEERING, INC.
EXCLUSIONS
This scope of services does not include performance of any further special studies or services beyond
those specifically stated. Should the project be found to require further studies or services, a revised
scope of services and fee proposal will be required.
1) Environmental
i) Wetland delineation, except as noted in conditional task 7A.
ii) Completing and processing permits required as part of environmental efforts required by any
agency, except as noted in conditional task 7A.
iii) Streaked Horn Lark (SHL) - site visits to check for SHL
iv) Coordination and permitting required for riparian area impacts
v) Coordination and permitting required below OHWM for stream channel impacts.
vi) Certified land survey of property boundaries and/or delineated WoUS/WoS boundaries,
including wetlands.
vii) Agency field visits.
viii) Application fees, where necessary. DSL Wetland review fee for 2013 is $388 and is
adjusted annually. The wetland review fee is normally paid directly to DSL by the land
owner if and when the report is submitted for review.
ix) Federal Clean Water Act; Section 404 dredge and fill or Oregon DSL's removal-fill
permitting.
x) Environmental surveys, beyond those specifically listed above.
2) Design
i) A current 1200-z Oregon Department of Environmental Quality (DEQ) permit is on file for
the Airport. Additional DEQ permits are not anticipated for the project and National
&hibil A to Task Order No. I -.Scope ofS'ervices Chy of Ashland
AS11001-Taxilane and Fence hnprovenrenls A-11 Precision Approach Engineering, hrc.
Pollution Discharge Elimination System (NPDES) permits are not included under this scope
of work.
ii) Stormwater detention/retention requirements anticipated by the CITY and are not included
under this scope of work.
iii) Special case fence design details for stream channel crossings are excluded from this scope of
work. Fencing alignments are anticipated to avoid or hold short of all wetland boundaries,
ordinary high water mark, or riparian areas.
iv) Automated vehicle gate
3) Construction
i) Permits required for construction (e.g., grading) are not included in this agreement and will
be made the responsibility of the contractor.
ii) Permit fees associated with the project are not included in this scope and will be paid by
others.
iii) Migratory bird observations in areas of brush and tree removal.
iv) As-built construction survey will be provided by the contractor.
v) It is anticipated that the bituminous surface course will be less than 3000 tons (approximately
500 tons), the asphalt specification will be revised to reflect state requirements and the
requirements of P-401 and P-403 do not apply.
vi) All other material testing is to be scheduled, paid, and performed by independent testing
laboratory hired by the Contractor. Construction services associated with testing will include
review of test results for conformance with project specifications.
p:lalash0nl-118 fe weWOOOCOnWo3ocon1racileFll a scope la tool as1'001418 fence dm 11-9-13.docx
E.thibil A to Task Order No. I - Scope of Sernices City of Ashland
ASHOOI-Taxi/ane and Fence Improrenlents A-12 Precision Approach Engineering, Inc.
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AVIATION ENGINEERING SERVICES FOR DEVELOPMENT OF PROJECTS AT THE ASHLAND MUNICIPAL AIRPORT
COVER SHEET
AVIATION ENGINEERING SERVICES
mr .r FOR DEVELOPMENT OF PROJECTS AT
THE ASHLAND MUNICIPAL AIRPORT
City of Ashland, Oregon
Project No. 2013-12
Proposal submitted by:
PRECISION APPROACH ENGINEERING, INC.
CL 5125 SW Hout Street
Corvallis, Oregon 97333
S-Corporation, Incorporated in the State of Oregon
Federal ID No. 26-2061058
Primary contact person:
John W. Shute, Project Manager
Ish ute(o7 Area p pI nc.com
541-754-0043 office
541-740-7281 cell
541-754-7649 fax
_ Person authorized to sign a contract:
John W. Shute, P.E., Vice President
- - - Date
t
PRECISION APPROACH
Cover Sheet
=ENGIN EE0.ING=
AVIATION ENGINEERING SERVICES FOR DEVELOPMENT OF PROJECTS AT THE ASHLAND MUNICIPAL AIRPORT
PRECISION mAPPROACH The staff at Precision Approach With a focus on aviation, we have developed experience that
agg ENGINEERING= Engineering is very enthusiastic comes from years of interacting with the federal, state, and local
about the opportunity to again work agencies and aviation clients. Our excellent longstanding
with the City of Ashland and we are pleased to submit this relationship with the FAA is also noteworthy. Each of our key team
Qualifications Based Proposal for aviation consulting services. members has worked with FAA staff on numerous airport projects.
Precision Approach Engineering is an aviation engineering Precision Approach Engineering specializes in projects similarto
consulting firm with extensive experience partnering with clients your proposed improvements and, with an office in Medford, we
and the FAA to obtain funding, create designs, and build airport stand ready to immediately commit a highly experienced and
improvement projects. responsive team. We believe our project approach and proposed
Our company was established in 2oo8 with lq employee team favorably address yourevaluation criteria.
owners, seven of whom have worked together forover 2S Years in We have tailored our proposal to meet the requirements as
the aviation industry. Our corporate headquarters office is located listed in the Request for Qualifications Based Proposals.
in Corvallis, Oregon, with offices in Medford, Oregon, and
Bellingham, Washington.
DEMONSTRATED TECHNICAL COMPETENCE
PROJECT NARRATIVE The significance of environmental considerations for the fence
The project encompasses new ,\~,.~_a..•..a. improvements will depend on location and clearing required to
taxilane and perimeter fence facilitate installation. We understand that flexibility in the fence
improvements. The taxilane location will help mitigate the environmental impact. With the
improvements will enhance primary role of the fence to keep deer, coyotes, and pedestrian
aircraft circulation and provide Future tau:ilnne location traffic from creating safety issues, these factors do not significantly
foradditional hangar expansion. The perimeter fence will help impactfence location. Evaluation of environmental, adjacent
improve safety of aircraft operations byreducing uncontrolled property owner potential, andfuture development of the land near
accessontothe runway,taxiway, and apronarea bytransient thefencewill be keyconsiderations in determining the fence
pedestrian traffic and animals. location. The importance of each impact will vary around the
Priorto design ofthe newtaxilanes,the location will be perimeter of the airport. Other factors that will be evaluated during
evaluated to facilitate traffic movements and potential conflicts the fence location process include Part 77 imaginary surfaces, object
with existing airfield operations. Other considerations include free areas, and surfaces related to aircraft movement areas. An
object free areas, existing building lease lines, and future additional design consideration is determining ifthe application of
development plans. wildlife ground control fabric is warranted along sections offence.
It is anticipated thatthe taxilane construction and area planned Discussion with City and Airport staffwill help to determine the
for additional hangar development will require a large amount of location ofvehicle and pedestrian gates. At numerous locations, the
excavation. Historically, excess excavation has been placed on-site, proposed fence alignment encounters the airport riparian buffer of
but identifying on-site disposal areas to absorb all the excavation Neil Creek and Emigrant Creek. All standards, permits, and
would be a challenge and off-site disposal will likely be needed. The approvals forthe fence shall comply with FAA perimeterfence
existing adjacent storm system will be evaluated and necessary regulations, federal and City of Ashland Municipal Code, as they
modifications will be designed to accommodate growth without relate to use within Water Resources Protection Zones, if needed.
trenching through the newtaxilanes. Associated non-AIP funded As part ofthe environmental effort for both the taxilane and fence,
improvements including utilities, sewer, and water may be designed a wetland inventory review and possible site investigation maybe
by the City and coordinated with the construction to provide these needed to ensure no issues exist. In addition, the State Historic
services, if desired, to new hangar development sites. We will Preservation Office will need to be contacted, since a cultural
coordinate with the City to include those improvements in the resource study will likely be required without previous studies in the
planned layout to limit costs and optimize options to future hangar area.
developers.
PRELIMINARY WORK BREAKDOWN AND SCHEDULE
ID Task aek Name Duranan August Septembe Gttober_ NolIvembe December lan11uary_ February March Aprils May Junl
O Mad. F B1M LE B1M E- g-IMf_E-_ByM ~M~E By Mj-E- B~MTE. B~M E_ B~ml-E- B~M E By
1 ~ Tavilane and Fence Project 212 days
2 !1Z RFP/COntraR '37 days RFP/EOptraCL
i
e Environmental ISS days Environmental
1 ~
13 i~ PHASEIpreliminary Design 27 days PHASE IPreliminary Design
PHASE 3 Design 15 days PHASE 2 Design
't I
22 ,°d PHASE 3-Final Design 23 days PHASE 3 Final Design
i
26 ~ Advertise/Open Bids 15 days Advert/.en Bids
i
27 -PreBid _ - 0days - ~ PreBid
♦ 1/20
28 PHASEAIConstrucuon Semlces 82days PHASE a Canstruttlon Seryices
PRhcistg ~~APPROACH Page 1
=ENGINEERING=
AVIATION ENGINEERING SERVICES FOR DEVELOPMENT OF PROJECTS AT THE ASHLAND MUNICIPAL AIRPORT •
PRELIMINARY STATEMENT OF WORK Environmental
The following narrative describes the methods by which the work Precision Approach Engineering, working with JBR
will be accomplished on any given project, and demonstrates how Environmental Consultants and Sore Foot Archaeology, will
the team members will interface with otherteam members as well provide the necessary environmental studies and regulatory
as City staff and Airport Commission members. Each major task compliance for construction projects that involve impacts to the
time-frame a nd duration are displayed in the schedule above. environment. We will coordinate environmental compliance with
PHASE I-Preliminary Design the Endangered Species Act, Clean Water Act, National
Environmental Policy Act (NEPA), and State Environmental
Predesign and FAA Airport Improvement Program(AIP) Protection Act(SEPA), all through the coordination of the FAA,
Grant Administration typically as the lead agency. Most projects will only require the FAA
A predesign meeting will be held at the City with key project Categorical Exclusion Checklist, with varying levels of effort to
team members meeting with your staff to ensure that all involved complete this form. We are familiar with Federal Aviation
organizations have a common understanding of project Administration (FAA) Northwest Mountain Region environmental
requirements, goals, and objectives. FAA representatives may be in requirements and have solid working relationships with the
attendance or may be included through a conference call. Project environmental compliance staff members at that agency. We have
scope ofwork and fees will also be discussed at this meeting. An AIP previouslyjoined with these firms addressing issues such as wetland
Grant Preapplication will be completed as required by the FAA. delineation and mitigation, and cultural resource studies.
When approval ofthe preapplication has been received from the PHASE a- Engineering Phase Activities Design
FAA, a Design and Services During Construction fee estimate will be The design will be performed completely in-house using
developed. Depending on proposed fees, an independentfee "state-of-the-art" technology and final contract documents will
estimate may be required toverifythe appropriateness ofthe include all locations, layouts, grades, alignments, specifications,
engineeringfee. Documentation of the fee estimate and the and details necessary to bid and construct the work. Ourdesign
independent fee estimate will be sent to the FAA for approval. team drawings, specifications, and cost opinions will be
Once a foundation has been set for the parameters of the submitted for review in preliminary as well as final stages. We
project improvements, preliminary alternative layouts will be will provide computer-generated drawings using AutoCAD and
constructed to evaluate costs and practical solutions. This specifications in a format compatible with the City of Ashland's
document identifiesthe general categories ofworkto be included, computer applications.
preliminary costestimates for engineering and construction, and When the preliminary design is completed, we will conduct
sources of funding. As part of the discussions, a Construction Safety the in-depth design that addresses improvement confirmation
and Phasing Plan (CSPP) is required to be developed. The with the master plan; City and staff comments; design elements
development ofthis documentwill be coordinated with City staff to include drainage, profiles and cross slopes; taxilane and site
and the Airport's Fixed Base Operator(FBO) to better understand grading; pavement design, and special fence details due to
airport operations and minimize impacts. topography or other considerations, along with a list to include
Field Investigation utility coordination and other considerations.
We will direct the field investigation work that will be tailored for In support of the design, a preliminary design report meeting
the improvements. Field investigation will include geotechnical FAA requirements summarizing the improvements and design
investigation such as excavation oftest holes into existing considerations and costs will be developed. The draft report will
pavement sections and testing of[he existing ground in the be submitted with the plans and specifications to the City and the
FAA for
development area to collect samples for laboratory testing. Soil review and comment.
samples collected from these test holes will be tested as required to PHASE 3-Final Design
determine subgrade strengths and drainage characteristics. The Final design will include a review of design concepts and
Galli Group, with whom we have successfully teamed for previous details, as well as a quality management review. Changes
airport improvement projects, will perform the geotechnical brought about by City staff, the FAA, and senior reviews will be
laboratory testing. incorporated and all other project elements finalized during this
Survey of the site will be conducted at this time. Geometrix phase. The project design will be completed and incorporated
Northwest will provide the design survey. We anticipate the into a contract document for bid and the design report
surveying will include connection to previous survey control and completed. A final go-percent will be provided to City staff and
measurement of existing elevations in all improvement areas. In FAA for final review.
addition to topography, the drainage, utilities, and existing facilities To achieve the goals of the project within the determined
are incorporated into the data gathering. We will coordinate the constraints, alternative bid items may be considered and
required information with the Airport Manager. This would include evaluated. The construction package will be structured so that
property line location verification, if needed, forthe fence the City will receive a well-thought-out and cost-effective
improvements and impact areas adjacent to the improvements. project. Final comments will be incorporated and the contract
We anticipate that while on-site we willjoin with City staffto document prepared.
review the taxilane layout and investigate the fence alignment. PHASE q- Construction Services Bidding
Additional work to be conducted in the field will include We will assist with a pre-bid conference and, after bid
documentation photographs, evaluation of existing and future opening, review and prepare a bid abstract with recommendation
drainage requirements, and establishment ofsurvey control for award. We will also prepare your FAA grant application.
monuments to be used during construction. These elements of After review of construction contract forms, bonds, and
work provide opportunity for City staffto be directly involved in the insurance, we will assemble a fully executed contract document
project work. for your files.
PRECISION AM APPROACH Page 2
ENGINEE0.IRG=
AVIATION ENGINEERING SERVICES FOR DEVELOPMENT OF PROJECTS AT THE ASHLAND MUNICIPAL AIRPORT
Services During Construction document construction; review and approve pay requests;
With our key Construction Services Staff located in Medford, develop change orders/supplemental agreements; assist
we offerthe City unparalleled access to construction services, the City in coordination with the FAA, aircraft owners,
while also offering the Citythe flexibility of using ourservices pilots, FBOs, or other interested parties.
appropriate to the specific needs of the City. We can be on-site • Conduct weekly meetings with stakeholders as required for
in short notice, improving service while reducing overall projects that have a high impact on users and airport
construction services costs. operations.
We will conduct a preconstruction conference with all • During the course of construction, conduct wage rate
affected parties to review and discuss safety and airport interviews, manage testing, monitor site conditions, and
operations during construction, lines of communication, Notices maintain a daily diary, as required.
to Airmen, construction schedule and sequencing, security, civil After construction is completed, conduct a final inspection,
rights, labor requirements, and other pertinent information as prepare project punch list(s), and verify that work has been
described in FAA Advisory Circulars. completed. Following the closeout of the construction contract,
Precision Approach can perform all of the services directly we will revise the contract drawings, prepare a set of record
related to the proposed improvements. Other construction- drawings, and prepare a final report following FAA criteria
related activities we can provide include: describing the project's construction activities.
• Reviewing contractor's submittals and shop drawings for The final project closeout activity will involve updating your
technical quality and compatibility. existing Airport Layout Plan (ALP).
• Provide resident project representative to monitor and
SUBCONSULTANT INFORMATION (references are included following Page 6)
Geometrix Northwest, Inc. - Surveying JBR Environmental Consultants, Inc.
Office Location: Medford, OR Office Location: Medford, OR
Key Staff: Randy Fitch, PLS Key Staff: Jonathan Williams
The Galli Group - Geotechnical Services Sore Foot Archaeology-Cultural Resources Study
Office Location: Grants Pass, OR Office Location: Medford, OR
Key Staff: Bill Galli, P.E., G.E. Key Staff: Jeffrey Applen
SPECIALIZED EXPERIENCE AND CAPABILITIES
We are proud of what we have achieved since Precision Approach Engineering was established 2oo8. We have completed over do
airport projects for 16 clients with whom we have multi-year contracts. Our success is founded upon a team of professionals with experience
spanning four decades. The subconsultants we have chosen for your projects have a history of working with us on numerous projects. Our
projects include:
• Runway and Taxiway Design and Construction • Road Construction and/or Reconstruction
• Runway and Taxiway Rehabilitation and/or Reconstruction . Parking Lot Construction and/or Reconstruction
Ramp Design and Construction, including Crack Sealing and . Storm Water and Drainage Systems and Permitting
Rehabilitation . Obstruction Removal
Terminal Apron Rehabilitation and/or Reconstruction . Aircraft De-Icing Facilities Design and Installation
• Pavement Marking and Signage • Air Cargo Facility Design and Construction
• Airport Lighting System Improvements . Equipment Purchases, Specifications, Bids
• Snow Removal Equipment . Environmental Remediation
• Security Fencing . Underground Storage Tank Installation, Assessment or
• Security Gates and Access Control Removal
EXPERIENCE AND QUALIFICATIONS OF PROJECT ENGINEERS AND PROJECT MANAGERS AND SUBCONSULTANTS
John Shute, P.E., as Project Manager, will provide leadership
tothe projectteam and be responsible for coordination withthe k Johnishute Protect Manag er,
x
City, FAA, users, and other local parties interested in the airport
improvements. His committed experience in all phases of project
production and coordination with the FAA, and in providing 'Design Team i 6onstruttion Services ,
oversight to planning, design, and construction of airport Josh Lekkerkerker 11 si.r Ken schoening
projects, enables him to foresee project complexities and design Geoffvaughri x;M Jahn Anco
John Arica J Josh~Lekkerkerker
airport projects for completion in the most cost-effective
manner.
Josh Lekkerkerker P.E., has been providing design and subconsulta~nt
construction services for the past five years. His experience
includes pavement rehabilitation, grading, horizontal and vertical survey } ~Envumental5ervlces
Geometnx,Noi[hwest JBR+Enwronmental Consultants, Inc
alignments, and preparation of contract documents. Josh has
engineering experience working on aviation projects throughout a Randy Fitch x Jooathan!Wllliams ~i
Oregon and Washington. He was the design leader for our Geotechmcalservlces .Z ; SoreFootArchaeyvology
taxiway and runway rehabilitation projects currently under r"The Galli'Groop t Jeffrey A Alen , ,11)
construction at Rogue Valley International -Medford Airport. Bill G5111 t -
PRECGION , APPROACH Page
3
=ENGINEERING-
AVIATION ENGINEERING SERVICES FOR DEVELOPMENT OF PROJECTS AT THE ASHLAND MUNICIPAL AIRPORT
Geoff Vaughn, P.E., has successfully directed engineering experience surveying for Precision Approach Engineering on
projects from concept to completion including responsibility for aviation related projects. Randy Fitch is very familiar with FAA
the production of preliminary and finished construction plans, requirements and airport operations.
construction drawings, preparation of engineering construction The Galli Group, another Southern Oregon-based
cost estimates, O&M manuals, bidding documents, subconsultant, has worked extensively within the region for
specifications, and permit applications. He is currently working many years including providing geotechnical services for the new
on fencing projects for airports at Albany, Hermiston, and Rogue Valley International - Medford Control Tower. The Galli
Tillamook. Group has over 13 years of experience and offers services in
Ken Schoening is located in the Medford office of Precision geotechnical engineering, engineering geology, civil engineering,
Approach Engineering and has provided aviation-related surface and groundwater hydrology, laboratory testing and
construction services for over 12 years. He is very familiar with construction inspection and testing services.
airport operations, FAA requirements, and technical JBR Environmental Consultants is a regional environmental
specifications. His experience in working with contractors and and natural resources consulting firm providing services in
tenants on construction projects is critical to a smooth process Southern Oregon since iggg. Their Medford office is comprised
during the disruptions to normal activities. Ken has proved a of geologists, hydrogeologists, and wetland scientists who can
valuable resource to Precision Approach and the clients for whom provide a wide range of environmental services. Staff in their
he has worked in construction administration, quality control, Medford office have recently worked as subconsultants to
technical observation, and project documentation. Precision Approach Engineering on projects for the Rogue Valley
John Arico's experience of zo years providing aviation- International-Medford Airport providing Wetland and
related construction services on numerous airport improvement Environmental Site Assessment services. Based on this
projects throughout Oregon and Washington results in his experience and our proximity to the airport, we are confident
thorough familiarity with FAA requirements and regulations, they can provide effective services and prompt responses.
airport procedures, and legal and technical specifications. Sore Foot Archaeology, located in Medford, has conducted
Randy Fitch, P.L.S., of Geometrix Northwest will lead the numerous resource studies and archaeological monitoring
survey team that will provide survey data gathering and projects throughout Southern Oregon. Earlierthis yearthey
reduction for Precision Approach Engineering. Geometrix joined ourteam on projects at Rogue Valley International-
Northwest, a Southern Oregon-based company, with state-of- Medford Airport to provide archaeological resources.
the-art scanning technology capabilities, has extensive
PROVIDING THE MOST TECHNICALLY ADVANCED SERVICES SPECIALTIES AND UNIQUE STRENGTHS
Ourdesigns will be performed using "state-of-the-art" technology. Precision Approach is a consulting firm dedicated entirelyto
AutoCAD Civil 3D is used for engineering design and aviation consulting, with our entire staff understanding the
computer aided drafting. Civil 3D is designed for civil engineers, requirements of providing a successful airport construction
drafters, designers, and technicians working on transportation project. Within our firm, we are not competing for talent or
design, land development, and water projects. We stay resources with other disciplines. Ourgoal is to use these
coordinated and explore design options, analyze project resources to act as an extension of your staff, easing the process
performance, and deliver consistent, higher-quality of airport improvements, from scoping and FAA grant
documentation-all within a familiar AutoCAD software applications to final closeout of your improvement project at
environment. Ashland Municipal Airport.
AeroTurn, is intuitive software used for simulation of aircraft our office in Medford will offer the City the unique
movements used in designing runway/taxiway connections, opportunity to have aviation design and construction staff just
apron layout, and defining aircraft clearances for facilities such as minutes away. Our hope is that the City would call on us for
hangars and vehicle access. support, relating to a specific project, orfor general guidance
relating to your airport.
RESOURCES COMMITTED AND PAST PERFORMANCE
PRINCIPAL INVOLVEMENT
John Shute, Project Manager, is Vice President of Precision consult with the design manager to verify design considerations,
Approach Engineering and will be directly involved in managing administrative actions such as permits, and overall project
all aspects of your projects to provide senior management and requirements and actions needed for a project, within budget
oversight. He will identify specialized services needed to and on time, to meet the goals of the City and airport users.
successfully complete a project that is outside of our core The role of Rob Norton, President of Precision Approach, will
activities and work with the appropriate subconsultant to provide be to provide project Quality Control and assurance of your
the technical strength needed to complete the project. He will satisfaction.
SIMILAR PROJECTS:
TaxiwayCand Taxilane Improvements- Rogue Valley The project was completed on schedule, under budget, and
International-Medford Airport with no change orders. This was the first phase of a continuing
The rehabilitation of the taxilane parallel to Taxiway Aand taxiway and apron improvement project.
the taxilane connecting the corporate hangars to the parallel "precision Approach Engineering staffanticipated andplannedfor
taxilane was an especially rewarding project for Precision contingencies throughout all phases ofpla ring, design and
Approach. The project included the widening of a 1,400-foot construction. The end result was that we got a greatproduct,
parallel taxilane and a 40o-foot connecting taxilane with completed on time and under budget with minimal inconvenience to
associated underdrain, shoulder grading, drainage, electrical, and our airport communip~ " Bern E. Case, Airport Director
pavement marking improvements.
PRECISION-,APPROACH Page 4
ENGINEE0.15G=
AVIATION ENGINEERING SERVICES FOR DEVELOPMENT OF PROJECTS AT THE ASHLAND MUNICIPAL AIRPORT AJ
HangarTaxlway and Taxilane Rehabilitation - Grant County Taxiway and Taxilane Improvements, REIL and Security Lighting,
International Airport, Part of Moses Lake, Washington and Fence Improvements- Alba ny Municipal Airport
The pavement on the T-hangar taxilanes and access taxiways This project included the construction of new taxiway, T-
was in such disrepair that it was similar to new taxiway hangar taxilane, and taxilane extension with associated grading
construction, with the added element of tying into existing and drainage. The project was broken into two additional parts;
facilities and reducing the impact on current users. Elements of REIL and Security Lighting, and Fence Improvements.
the project included evaluation of pavement rehabilitation Elements of the Taxiway and Taxilane project included new
alternatives, temporary relocation of affected tenants, and pavement, grading, underdrain installation, additional drainage
improvements to the existing drainage system. improvements, installation of concrete-encased ducts, waterline
Additional elements of the project included perimeter road improvements, pavement marking, and retroreflective markers.
construction, PCCjoint repair, painted holding position signs, and The project was originally structured for one construction
enhanced centerline marking throughout the airport. The project contract. To best serve the needs of the airport and the City, the
included non-AIP fundable components in addition to alternative project was divided into three contracts, each bid separately.
bid schedules added to best utilize funding opportunities. All of Fencing and Drainage Improvements-Tillamook Municipal Airport
the bid schedules were selected and additional items were The project consisted of construction and relocation of
added. Precision Approach assisted the Port by coordinating perimeter security fence. The total length of new or relocated
contractor pay requests with sponsor partial pay requests to the fence was approximately 2,o5o LF on the north and southwest
FAA to ensure proper reimbursements. areas of the airport property. The contractor was also required to
"We know that engineering can he challenging and PAE excels, but it modify portions of existing fence and install swing gates.
is more than that which sets them apart. Their competency, support,
and willingness to go the extra mile have made the difference. It is
this kind ojdedication that has strengthened our relationship over the
past 1 J years. " Craig Baldwin, Airport Director (fmt)
RECENTLY COMPLETED RELATED PROJECTS
Engineer's Fee Construction Costs
Sponsor Project Original Change Orders Engineers Estimate Bid Amount Actual Amount
Contract
City of Creswell Fence Improvements $59,972,00 $82,100.00 $79,88o.oo $80,920.00
City of Corvallis Apron and Fence $86,803.00 ($8538.28) $423490.00 $493,800.00 $317,778.55
Improvements
Port of Moses Lake T-Hangar Taxilane $36o,821.20 (s6,129.6o) $1,461,923.00 $934,661.6o $1,099,300.00
Port of Tillamook Bay Drainage and Fence
Improvements $99,970.00 $22S,792-00 $145.805J0 $145,456.80
Rogue Valley Taxiway and Hangar $810,000.000 $1,027,67500 $goq
International- ,g82.17
Taxilane Improvements $10,6S2.96
Medford
La Grande/Union Taxiways A and D $190,000.00 $30,800.00 $721,894.50 $853,316.13 $873,225.23
County Rehabilitation
• AVAILABILITY TO, AND FAMILIARITY WITH LOCALE
LOCATION AND STAFFING
Precision Approach Engineering is headquartered in Corvallis, and, more importantly on a "fast track" project, availability of all
Oregon, with an office in Medford. Ken Schoening, Construction project information.
Services, is located full-time in Medford while additional We have the ability to make someone immediately available
construction services and design staff are often working from the to assist in aviation-related matters, notjust during a project, but
Medford office. John Shute, the project manager slated for the at anytime the need arises to provide assistance. Construction
taxiway and fencing project for your airport, is currently spending services will be provided from the Medford office, which allows
close to 50 percent of his time in Medford. Although we are the City of Ashland to best utilize our staff both on short notice
involved in major project work at Rogue Valley International- and during the entire project construction.
Medford and expect to have continued staffing at our Medford The greatest benefit of our nearby office is that during site
office, the project at Ashland will fit well into our upcoming investigation and construction, we have the ability to quickly
schedule for 2013 and 2014 and staffing of local projects. With respond when on-site presence is required. A nearby office
our local subconsultants and an office located in Medford we reduces costs by providing great flexibility to attend or leave the
offer the City of Ashland cost effective services. Some elements job site when fluctuations in contractor scheduling occurs. This
of the design will be completed in Corvallis when this alternative eliminates the need for an individual to be committed to project
offers the most cost-effective use of our staff. Our computer cost all day due to extended travel times, even if the project
network links the Corvallis and Medford offices, providing all schedule does not warrant a full day. In addition, during periods
team members ready access to the entire resources of the firm between projects when occasional consultation is desired, we can
efficiently be on-site to provide assistance or discuss any issues.
PRECISION jr, APPROACH
Page
=ENGINEERING= I rJ
AVIATION ENGINEERING SERVICES FOR DEVELOPMENT OF PROJECTS AT THE ASHLAND MUNICIPAL AIRPORT IA®-Ii► ~i~
FAMILIARITY WITH CITY FACILITIES AND SYSTEMS PROPOSER'S OWNERSHIP STATUS
The staff of Precision Approach Engineering (previously the Precision Approach Engineering is an Oregon-based,
Aviation Services Group of David Evans and Associates) has employee-owned corporation led by Executive Officers and a
acquired a useful understanding of the facilities of Ashland Board of Directors, all of whom are employees of the firm. We
Municipal Airport through past projects. In 2004-2005 we currently have i8-full time permanent employees, of which iy
completed an improvement project that entailed many are employee-owners. All full-time permanent employees are
components of your airport facility. Project elements included eligible for ownership following a minimum period of
apron pavement overlay and reconstruction, replacement of the employment. We are committed to provide equal employment
low-intensity runway lighting system with a Medium-Intensity opportunity to all qualified persons, and to continue to recruit,
Runway Lighting (MIRL) system, electrical equipment building hire, train, promote, and compensate persons in alljobs without
improvements, beacon relocation, airplane wash facility, and regard to race, color, sex, age, religion, national origin, physical
retroreflective marker installation. We became familiar with not or mental disability, pregnancy, marital status, veteran or
only your facility, but with City staff and airport users. military status, sexual orientation or any other characteristic
Our previous experience with your airport, a site visit, and protected by applicable local, state, or federal law.
conversations with your staff, have provided us with considerable
insight and a strong foundation on which to build.
PROJECT MANAGEMENT TECHNIQUES
PROJECT MANAGER'S PROCESS FOR ENSURING COMPLETION ON SCHEDULE AND WITHIN BUDGET
Meeting the project goal on time and within budget requires • Providing the broad range of technical support (surveying,
management for the duration of the project. To reach the materials testing, construction observation, etc.) required for
desired end product, one of the first steps is to seek to the project and identifying key project elements and timelines
thoroughly understand the project objectives and identify the for each subconsultant to meet.
factors that affect reaching these objectives. To do this we utilize • Maintaining an active communication process to keep all
the experience and capabilities we have acquired in concert with parties on the same knowledge and expectation base
inputfrom stakeholders, primarily the City and FAA. To achieve regarding the project status and issues. As the project
these goals, our general approach to each proposed evolves, information and status are dynamic. Maintaining
improvement will be focused on two levels: ongoing meeting/communication as needed regarding
a. Management of the overall program, and impacts or status change keeps all stakeholders updated.
x. Execution of the individual phases of the project. Our • Using technological tools and software in data assimilation
strategy in providing effective, proactive services is based on: and management, such as MS Project for schedules.
• Assigning an experienced project manager with • Providing construction administration means to success
responsibility for the Aviation Services Group's overall - A strong preconstruction meeting to identify roles,
participation and performance responsibilities, and expectations
• Establishing an active quality management program - Monitor construction performance to meet construction
- Identify the budget for subtasks product requirements
- Identify parties/stakeholder involved in the decision process - Conductweekly meetings for stakeholder, in addition to
- Identify the decisions and corresponding timeline for ongoing communication with contractor to review project
critical path tasks status, schedule, and planning for remaining work
- Establish intermediate goals • If design errors occur, the cost can be addressed by
• Retaining Disadvantaged Business Enterprises (DBEs) and/or reimbursements, or corrected and paid directly to the
local subconsultants with appropriate skills to enhance the Contractor. If applicable and a significant issue, though never
overall capability of the team as required for the additional used, through E & O insurance.
skill set to meet project specific requirements
QUALITY CONTROL
Precision Approach Engineering has a dynamic program of background with the project, decisions can occur quickly with the
quality and cost control. Through this program, our management insight to meet the intent of the design. The resident works with
and staff have identified key issues that may affect the quality of the design engineer to bring the design on paper to the desired
work. We review previous projects to develop lessons learned and product in the field.
look to implement changes to continually improve our work. A Construction change issues take several steps. The first step is
successful project starts with a well-thought-out design and to affirm that the requested change is in fact a change and not part
specifications to address critical construction elements. of the required work. The scenario is reviewed with management,
We customarily assign a senior level project managerto monitor the design team, project manager for construction, and the resident
procedures and provide the "big picture" and management for who is experienced with the project. Once a change has been
construction administration. Each project quality control comes identified, the reason for the change is determined and solutions to
from experience in identifying critical elements for each project and address the change are reviewed. After a construction method is
identifying the solutions to the project-specific elements of work. determined and a cost proposal is received from the contractor, a
We maintain quality control during construction by the use of final cost is negotiated. The City representative would be included
experienced personnel in the management of projects. Typically, in the evaluation of the change and costs as desired. The necessary
the design engineer provides construction project management in information is sent to FAA for approval; and then a change order is
coordination with the resident observer. With the design processed.
PRECISION 4Q APPROACH Page
- - 1150 6
=ENGINEERING=
AVIATION ENGINEERING SERVICES FOR DEVELOPMENT OF PROJECTS AT THE ASHLAND MUNICIPAL AIRPORT
MMOTM~
Precision Approach Engineering, Inc.
Bern E. Case, Airport Director
Rogue Valley International- Medford Airport
541-776-7222
casebe(a)jacksoncounty.org
Michele Bradley, General Manager
Port of Tillamook Bay, Oregon
(503) 842-2413
mbradley(a)ootb.org
Dan Mason, Corvallis Airport Manager
City of Corvallis, Oregon
(541)766-6783
dan. mason(a)corvallisoregon.gov
Heather Peck, Planning and Projects Manager
Oregon Department of Aviation
(503) 378-3168
heather. peck(a)aviation.state.or. us
Geometrix Northwest, Inc.
Joe Strahl, P.E., RH2 Engineering
(800)720-8052
istrahl(a)rhzcom
The Galli Group
Mike Thornton, Thornton Engineering
Acting City Engineer
City of Grants Pass
(541) 899-1489
mikethornton()a gwest. net
JBR Environmental Consultants, Inc.
Kathy Sperle, Region Environmental Engineer
Boise Building Solutions, Inc.
Phone: (541) 858-6783
KathvS perle(a)8oiseBuilding.com
Sore Foot Archaeology
Dennis Gray,
Cascade Research
(541) 7o8-o8gg
cascader(alashlandhome.net
PRECISION ~-~APPROAIH References
, =ENGINEERING= .
Northwest Mountain Region
U.S. Department Seattle Ahporls District Office
of Transportation 1601 Lind Avenue S.W., Suite 250
Federal Aviation Renton, Washington 98057-3356
Administration
July 3, 2013
Scott Fleury
City of Ashland
20 E Main St
Ashland, OR 97520 .
Ashland Municipal Airport
2014-2018 FIVE YEAR
STATE CAPITAL IMPROVEMENT PLAN (SLIP)
Over the past few years the Federal Aviation Administration (FAA) and the Oregon Department of
Aviation (ODA) have partnered together with sponsors in a continued effort towards developing
solid Capital Improvement Plans (CIPs). Through the development of the State Capital Improvement
Program (SCIP), ODA and the FAA have been able to work together to identify the highest priority
work which would most effectively improve the statewide airport system from a safety and
preservation perspective that is both eligible and justified in a statewide airport system.
Last November we requested that you submit your airport's CIP to the SCIP Coordinator to review
and compile a list of projects. Over the past few months your FAA PM, FAA State Planner and SCIP
Coordinator have worked together to review, analyze and coordinate your airport's CIP.
The summary below represents the plan the FAA will move forward with at this time. Our office
believes that this plan is eligible, however as in any given year, projects are dependent on the
availability of funding. We appreciate your willingness to work through this process with us, and
look forward to continuing to do so in the future. If you have any questions please call your Project
Manager at the Seattle-ADO.
Bruce Fisher - Oregon State Planner- 425-227-2649- Bruce.Fisher@faa.gov
Kevin Latschaw - Project Manager - 425-227-2654 - Kevin. Latschaw@faa.gov
Sandy Simmons - Oregon State Engineer - 425-227-2656 -Sandy.Simmons@faa.gov
Ashland Municipal Airport
Year Project Name NPE ST/DI Total
2014 Taxilanes & Perimeter Fence
$595,000 $600,000 $1,195,000
Installation
2015 Airport Master Plan $150,000 $150,000
2016 Carry Over/ Transfer
2017 Obstruction Removal (PH 1) $150,000 $150,000
Environmental
2018 Obstruction Removal (PH 2) $150,000 $150,000
Sincerely,
0
Carol Suomi
Manager, Seattle Airports District Office
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CITY OF
ASHLAND
Council Communication
January 7, 2014, Business Meeting
Liquor License Application for Ashland Food Co-op
FROM:
Barbara Christensen, City Recorder, christeb@ashland.or.us
SUMMARY
Approval of a Liquor License Application from Ashland Food Co-op at 300 N Pioneer Street
BACKGROUND AND POLICY IMPLICATIONS:
Application is for additional privileges.
The City has determined that the license application review by the city is set forth in AMC Chapter
6.32 which requires that a determination be made to determine if the applicant complies with the city's
land use, business license and restaurant registration requirements (AMC Chapter 6.32).
In May 1999, the council decided it would make the above recommendations on all liquor license
applications.
FISCAL IMPLICATIONS:
N/A
STAFF RECOMMENDATION AND REQUESTED ACTION:
Endorse the application with the following:
The city has determined that the location of this business complies with the city's land use
requirements and that the applicant has a business license and has registered as a restaurant, if
applicable. The city council recommends that the OLCC proceed with the processing of this
application.
SUGGESTED MOTION:
Under Consent agenda item, a motion to approve liquor license for Ashland Food Co-op.
ATTACHMENTS:
None
Page I of I
CITY OF
ASHLAND
Council Communication
January 7, 2014, Business Meeting
Approval of an Intergovernmental Agreement Between the Medford Area Drug
and Gang Enforcement Team and the Ashland Police Department
FROM:
Tighe O'Meara, Deputy Chief of Police, tighe.omeara@ashland.or.us
SUMMARY
The City of Ashland Police Department wishes to enter into an Intergovernmental Agreement between
the Medford Area Drug and Gang Enforcement (MADGE) team and the Ashland Police Department.
The mission of MADGE is to reduce drug and gang-related crime in Jackson County. By entering into
this partnership, Ashland gains access to the cooperation and resources of the largest law enforcement
agencies in the Rogue Valley, including Medford PD, the Jackson County Sheriffs Office and the
Oregon State Police.
BACKGROUND AND POLICY IMPLICATIONS:
The Medford Area Drug and Gang Enforcement team consists of the City of Medford Police
Department, Jackson County Sheriffs Office, the Oregon State Police, the Federal Bureau of
Investigation, the Drug Enforcement Administration, Jackson County Community Justice, the Jackson
County District Attorney's Office, the U.S. Forest Service and the Bureau of Land Management. The
agencies work cooperatively to administer federal, state and local drug and gang law enforcement
activities. The City of Ashland will assign one officer to the MADGE team, in lieu of further
participation in the Drug Enforcement Administration task force. Participation in this unit will afford
our task force officer a greater ability to enhance safety in the entire region, including the City of
Ashland. As a member of the team, our participating officer remains an employee of the City of
Ashland and is not an agent of MADGE or any other entity. The City of Medford serves as the fiscal
agent for MADGE and the Medford Police Chief serves as its administrative head. Medford also
provides office space for the team, which receives much of its funding from state and federal grants, as
well as civil forfeitures.
The attached intergovernmental agreement is the existing agreement among the participating agencies.
An additional signature line will be added for the City of Ashland.
FISCAL IMPLICATIONS:
Resources for MADGE have been budgeted and have been previously directed to a U.S. Drug
Enforcement Administration task force from which the Police Department has withdrawn. Therefore,
there is no net impact on the budget.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends that Council accept the Intergovernmental Agreement between the Medford Area
Drug and Gang Enforcement Team and the Ashland Police Department.
Page I of 2
kITAWa,
CITY OF
ASHLAND
SUGGESTED MOTION:
I move approval of the Intergovernmental Agreement between the Medford Area Drug and Gang
Enforcement Team and the Ashland Police Department as a participating entity, and authorizing the
City Administrator or the Chief of Police to sign the agreement.
ATTACHMENTS:
Intergovernmental Agreement between the Medford Area Drug and Gang Enforcement Team and
participating entities
Page 2 of 2
OSP IGA-115-2010
INTERGOVERNMENTAL AGREEMENT
} Medford Area Drug and Gang Enforcement (MADGE Team
PURPOSE
This Intergovernmental Agreement (hereinafter, referred to as "Agreement") is entered into between
the undersigned agencies under the authority of ORS 190.110, to jointly administer the performance
of functions and activities related to drug and gang law enforcement in the Jackson County area.
This Agreement is not intended to create a separate unit of government under ORS 190.010(5).
PARTICIPATING ENTITIES
The parties to this Agreement are: City of Medford Police Department, Jackson County Sheriff's
Office, Oregon State Police, Federal Bureau of Investigation, United States Drug Enforcement
Administration, Jackson County Community Justice, Jackson County District Attorney, United
States Forest Service and Bureau of Land Management and are individually referred to as a
"Participating Entity" and collectively referred to as the "Participating Entities." Other entities may
become Participating Entities as provided herein.
The Participating Entities to this Agreement will describe themselves for administrative purposes as
Medford Area Drug and Gang Enforcement Team (MADGE). Each of the undersigned
Participating Entities, represent that their officers or agents, have authority to perform in accordance
with agreed upon goals and objectives.
MISSION
"The mission of MADGE is to reduce drug and gang related crime in the Jackson County area
through cooperative efforts, enforcement and intelligence sharing by local, state and federal
law enforcement agencies."
Formation of MADGE will enhance the coordination of effort and resources among the participating
agencies to enforce laws and protect citizens from illegal drag activity and gang related criminal
acts; gather and disseminate narcotics and gang related intelligence information; and engage in
seizure and forfeiture of assets used in or derived from illegal drug activity as allowed by state and
federal law.
The Participating Entities desire to administer federal, state and local drug and gang law
enforcement activities as MADGE for the purposes described herein.
NOW THEREFORE, the Participating Entities adopt and incorporate the above recitals and agree as
follows:
SECTION 1-POWERS AND AUTHORITY.
While engaged in MADGE Team activities, team members are intended to retain all lawful powers
and duties they have individually under their respective federal, state or local positions.
Page I of 14
Medford Area Drug and Gang Enforcement (MADGE) Intergovernmental Agreement
OSP IGA-115-2010
r Furthermore, each Participating Entity, administrative officer designated herein to perform specified
functions or activities is vested with all powers, rights and duties relating to those functions and
activities that are vested by law in each separate party to the Agreement, its officers and agencies.
Nothing in this Agreement is intended to make any Team Member or Participating Entity an agent
or representative of any other Team Member or Participating Entity.
SECTION 2 - ORGANIZATION.
As set forth more fully herein, administration of MADGE shall consist of the following components:
(A) Chief Executive Officer.
(B) MADGE Advisory Board. Each Participating Entity shall have one representative on the
MADGE Advisory Board. The Board shall convene quarterly for purposes including but
not limited to: (i) planning Team activities; (ii) setting long- and short-term goals; (iii)
considering expansion opportunities and need for additional resources; and (iv)
evaluating Team strategies and success
(C) Team Commander. The Team Commander reports to the Chief and is primarily
responsible for administrative duties with respect to MADGE activities.
(D) Operations Supervisor. The Operations Supervisor reports to the Team Commander and
is primarily responsible for oversight of operations planning and execution.
(E) MADGE Team. The MADGE Team consists of at least one representative from each
signatory, designated as described below.
1
SECTION 3 - CHIEF EXECUTIVE OFFICER.
The Medford Chief of Police (Chief) is the Chief Executive Officer for MADGE activities.
The Chief shall oversee all MADGE duties and responsibilities, including but not limited to those of
the Team Commander, Operations Supervisors and the Team.
The Chief shall report quarterly to the Board. Regular quarterly reports shall contain summaries of
plans; operations, objectives, funding and forfeiture recovery and distribution.
In addition to the regular quarterly meetings, the Chief may convene a Board meeting as he sees fit
in his discretion.
SECTION 4 - MADGE ADVISORY BOARD.
4.1 Composition
Each Participating Entity will assign a representative to sit as a member on the Board following
execution of this Agreement.
The Medford Police Department representative on the board will be the Deputy Police Chief in
charge of the Operations Bureau.
Page 2 of 14
Medford Area Drug and Gang Enforcement (MADGE) Intergovernmental Agreement
OSP IGA-115-2010
J In the absence of a Participating Entity Board member, the Participating Entity may select a
substitute, who shall be deemed as having the same powers and authorities of the assigned Board
4 ' member. Although it is recognized Board members may have occasional conflicts requiring the
selection of a substitute for a Board meeting, entities should strive to provide a consistent presence
of one member to the Board.
The Chief shall serve as Chairman of the Board and shall preside over all meetings. The Chairman
shall be entitled to vote on any matter before the board.
4.2 Dudes
The MADGE Advisory Board (Board) makes recommendations to the Chief. Each Participating
Entity shall have one vote in any matter before the Board.
All matters before the Board that require a vote shall be decided by majority vote, with the exception
of adding additional entities to the Agreement, which requires a unanimous vote.
43 Regular Meetings
The Board shall meet on a regular basis at least quarterly, and otherwise as determined by the Chief
in consultation with the Board.
Without prior approval of the Chief, no Participating Entity or Board member shall represent
themselves as MADGE for any purpose including but not limited to expending MADGE funds, or
seeking to obtain or obtaining grants or funding.
The Board shall be responsible for making recommendations to the Chief concerning overall
operations including but not limited to the following:
(a) MADGE~Team.activities`
(b),Loiig iihd short t goals;
(c);Expansion opportunities and need for additional resourees;'nd
(d) Evaluation_ofteam,strategies and,succescT
SECTION 5 - TEAM COMMANDER
The MADGE Team Commander shall be selected and assigned to MADGE by the Chief.
The Team Commander shall be staffed by a sworn officer from the Medford Police Department and
have the minimum rank of Lieutenant.
The Team Commander will be the chief administrator of the MADGE Team with duties that include
but are not limited to the following:
(a) Funding acquisition, retention and expenditure;
(b) Procurement of personal services, goods, and equipment;
(c) Assignment of TEAM Members to tasks and operations;
(d) Support and oversee TEAM activities including but not limited to:
• Criminal investigations,
• Street crime suppression operations,
Page 3 of 14
Medford Area Drug and Gang Enforcement (MADGE) Intergovernmental Agreement
OSP IGA-115-2010
• Surveillance,
• Arrests,
• Making case referrals to the District Attorney and US Attorney for prosecution of
individuals and organizations involved in illegal drug trade; and
• Seizure and forfeiture of property used or derived from criminal activity;
(e) Establishment of Operational Guidelines and Policy/Procedures;
(f) Development of enforcement recommendation for MADGE operations;
(g) Evaluation of team activities and supervisory personnel;
(h) Recommending long range planning and budgeting and reporting;
(i) Administering MADGE operation funds pursuant to City of Medford Code, State and
Federal Procurement Regulations, and any Grant Limitations;
(j) Management of MADGE operating accounts and appropriate funds necessary to meet
operations;
(k) Administration of Grant applications and other revenue resources;
p) Management of federal and state civil and criminal forfeiture accounts;
(m) Accounting and disbursement of MADGE assets;
(n) Act as a liaison with Participating Entities;
(o) Completing media releases and distributing them to the public concerning Team activity
and cases of interest;
(p) Acts as Press Information Officer for MADGE; and
The Team Commander shall not participate as a member of the Board but shall instead serve as staff
to the Chief.
1 SECTION 6 - OPERATIONS SUPERVISOR
The MADGE Operations Supervisor shall be selected and assigned to MADGE by the Chief.
The Operations Supervisor shall be staffed by a sworn officer of a Participating Entity and have the
C6 nunum rank-of Serge ?
In the sole discretion of the Chief, additional Operations Supervisors may be supplied by
Participating Entities. In making his decision, the Chief shall receive input from the Team
Commander and the Board.
The Operations Supervisor will oversee daily activities to provide necessary operations management
and supervision including, but not limited to:
(a) Assigning MADGE member personnel to investigations;
(b) Scheduling and supervision of MADGE member personnel;
(c) Participating in the evaluation of MADGE personnel; however evaluations remain the
responsibility of the member's Participating Entity.
(d) Reviewing and approving of investigation reports;
(e) Managing evidence;
(f) Providing staff reports regarding MADGE activities to the Board during Board meetings
or as directed by the Board
(g) Expending MADGE operation funds for normal operations pursuant to City of Medford
and Medford Police Department policy.
Page 4 of 14
Medford Area Drug and Gang Enforcement (MADGE) Intergovernmental Agreement
OSP IGA-115-2010
(h) Ensuring team members act in a safe and tactically sound manner.
(i) Deconfliction, to include, but not limited to: entry, queries, and response.
SECTION 7 - MADGE TEAM MEMBERS.
No employees will be formally transferred pursuant to this Agreement. The Participating Entities
remain the subject employers under ORS chapter 656 or any other provision of state or federal law.
MADGE Team Members (Team Members) shall work cooperatively as a team in the area of
narcotics enforcement as well as gang enforcement and intelligence gathering.
Team Members shall be selected and assigned to MADGE by each Participating Entity after
consultation with the Team Commander, MADGE Advisory Board, and approval of the Chief.
Team Member contribution from any Participating Entity may increase or decrease in number
depending on the decision of the Chief based on information received from Team Commander and
Operations Supervisor and consultation with the Board.
Upon adoption by authorized signature, and subject to the provisions herein, each Participating
Entity shall provide Team Members.
7.1 Workers Compensation And Other Insurance
For all other purposes, including, but not limited to, Workers Compensation, employee benefits and
insurances, and collective bargaining matters (including discipline and discharge) personnel
assigned to MADGE shall continue as employees of their Participating Entities, which shall be
solely responsible for those employees. Additionally, each Participating Entity shall be responsible
for liability insurance, salary compensation, overtime, and equipment (vehicle, cell phone, computer,
and uniforms) of its MADGE member.
7.2 Team Member Time Allocated To MADGE
It is expected that a Team Member assigned to MADGE is assigned in a full-time capacity, unless
otherwise agreed to by the Chief. Length of assignment and number ofhours/days of MADGE
members shall be determined by the Participating Entity in consultation with the Chief and the Team
Commander.
7.3 Overtime
When a Team Member seeks overtime and time-off from its respective Participating Entity, such
overtime and time off requests made during MADGE assignment shall be administratively reviewed
by the MADGE Operations Supervisor.
7.4 Conflicts With Team Members
Any conflicts that are deemed by the Team Commander to be detrimental to the overall operation of
the team that are not resolved through normal supervision, will be addressed and resolved through
Page 5 of 14
Medford Area Drug and Gang Enforcement (MADGE) Intergovernmental Agreement
OSP IGA-115-2010
consultation with the team member's Participating Entity and the Team Commander. If resolution is
not achieved, the conflict will be brought before the Board for recommendation to the Chief.
Ultimately, the Chief has final decision-maldng authority on composition of MADGE Team
membership.
7.5 Conflicting Policies
If there are conflicting policies and procedures (including but not limited to bargaining agreements,
personnel regulations, or other administrative regulations) between MADGE and a Participating
Entity, members shall comply with their own Participating Entity, and as soon as practical, notify
the Operations Supervisor of the differences. The policies and procedures of the Participating Entity
take precedence over the MADGE policies and procedures.
SECTION 8 - EFFECTIVE DATE.
This Agreement shall be effective as to each Participating Entity immediately upon execution and
authorization by the governing body of that Participating Entity.
SECTION 9 - DURATION, WITHDRAWAL AND TERMINATION.
9.1 Duration.
The term or duration of this Agreement is perpetual; however, this Agreement shall be reviewed by
the participating members and the Board, or their legal representatives, for legal sufficiency once
every five (5) years, beginning from the date the Agreement is executed.
9.2 Withdrawal.
Any Participating Entity may withdraw from MADGE upon providing not less than 90 days written
notice to the Chief. In the event of such withdrawal, the Agreement shall remain in full force and
effect as to all remaining Participating Entities.
9.3 Temporary Staffing Recall.
Participating Entities may temporarily remove their designated team member, which will not
constitute withdrawal.
Within one week of the temporary removal or reassignment, the Participating Entity will notify the
MADGE Team Commander in writing and estimate the length of time the Participating Entity will
not have a member assigned to MADGE. The Team Commander will report this information to the
Chief and the Board.
If, on the 90th day following the written notification the Participating Entity has not replaced their
member in MADGE, the Participating Entity will be deemed to have withdrawn from MADGE.
The Chief has the authority to grant an extension beyond 90 days upon written request by the
Participating Entity.
Page 6 of 14
Medford Area Drug and Gang Enforcement (MADGE) Intergovernmental Agreement
OSP IGA-115-2010
If written notification is not provided to the Chief by the Participating Entity and the entity has not
replaced their member within a 90 day period, the entity will be deemed to have withdrawn from
MADGE.
9.4 Termination.
If the Team Commander or Board deems a Participating Entity to be detrimental to the overall
success of MADGE, termination of the Participating Entity may occur at the discretion of the Chief.
All reasonable attempts at conciliation will be made.
The Chief shall notify the involved agency in writing the date of the termination and conditions of
division of asset forfeiture, if applicable.
SECTION 10 - INTEROPERABILITY & DATA SHARING.
All Participating Entities shall have interoperable communications devices.
Signatory Jurisdictions will share information to carry out the Mission.
SECTION 11- FISCAL RESPONSIBILITIES.
C i The apportionment among the parties to the Agreement of the responsibility for providing funds to
f
1 pay for expenses incurred in the performance of the functions or activities will be as set forth herein.
Administrative Functions
Fiscal Agent: The City of Medford will act as fiscal agent for MADGE and shall account for the
MADGE funds including but not limited to the following: operating expenditures; seizures; state
civil forfeitures; state criminal forfeitures; and federal forfeitures.
All financial record keeping will make reference to MADGE on all transactions.
Financial reports will be completed on a quarterly basis along with any financial reports required for
grants. The City of Medford will provide additional financial reports to the Board upon reasonable
request.
MADGE will apply for, receive and facilitate grants from state and federal agencies to include:
High-Intensity Drug Traffic Area (HIDTA), National Marijuana Initiative (NMI), and other grants
as appropriate consistent with the MADGE mission.
Jackson County Sheriffs Department shall be reimbursed for their MADGE participation with grant
money and funds obtained specifically for the purpose of seasonal marijuana grow enforcement in
forested and rural areas for the actual costs associated that are grant funded.
r'
t
Page 7 of 14
Medford Area Drug and Gang Enforcement (MADGE) Intergovernmental Agreement
OSP IGA-115-2010
SECTION 12 - ACCOUNTING AND APPORTIONING REVENUE AND PROPERTY.
The Participating Entities shall account for and apportion fees or other revenue, including but not
limited to forfeiture proceeds, derived from the functions or activities, and transfer possession of or
title to real or personal property as set forth herein.
12.1 Funding
12_11 Team Members
Team Members shall be funded by each Participating Entity as set forth below.
All team members provided to MADGE by a Participating Member remains an employee of his or
her originating Participating Entity. Each Participating Entity shall be solely responsible for their
respective team members' compensation, including but not limited to: wages, salaries, benefits,
overtime and insurance.
12_1.2 Overhead and Office Space
The City of Medford will provide space at the Medford Police Department for MADGE Team
Operations.
In all other cases, each Participating Entity will be responsible for its own overhead.
12.2 Equipment
Each Participating Entity shall provide all equipment used by its own Team Member. This
equipment shall include but not be limited to: vehicle, cell phone, computer, and uniforms.
123 Forfeiture
For purposes of this Agreement property seized includes money and the proceeds of the sale of
tangible property, including real property.
12_3.1 -Designation of Forfeiture Counsel
The civil and criminal forfeiture counsel for MADGE shall be either the Jackson County District
Attorney or the United States Attorney for Oregon. The District Attorney may delegate one or more,
deputy district attorneys to act in that capacity. The United States Attorney may likewise delegate
one or more assistant United States attorneys to act in that capacity. The decision to pursue
forfeiture in either the state or federal system will initially be made by the MADGE commander,
and must be approved by the District Attorney for state forfeitures, by the United States Attorney
for federal forfeitures, or by their designees.
12_3.2 Designation of Forfeiture Entity for Forfeitures Initiated in State Court
Any property seized for criminal or civil forfeiture under state law as a result of a MADGE
investigation shall name the Medford Police Department as the seizing and forfeiting agency. All
forfeited property will be designated by the Medford Police Department for use and distribution as
Page 8 of 14
Medford Area Drug and Gang Enforcement (MADGE) Intergovernmental Agreement
OSP IGA-115-2010
determined by the Chief, after consultation with the Board, in accordance with state and federal law.
12.33 Desle nation of Forfeiture Entity for Forfeitures Initiated In Federal Court
The designated lead federal agency shall be responsible for the adoption and processing of assets
seized for federal criminal and civil forfeiture in conjunction with MADGE operations. The
designated federal agency will process assets seized for forfeiture that meet or exceed the minimum
threshold values established by the federal agency and the United States Attorney's office for the
District of Oregon (USAOR). Such asset forfeiture shall be conducted in accordance with the rules
and regulations set forth by the United States Department of Justice (DOJ)'s Guide to Equitable
Sharing for State and Local Law Enforcement Agencies.
The City of Medford Police Department shall be designated as the local seizing and forfeiting
agency for the purpose of establishing a single entity responsible for distributing MADGE's
equitable share of assets seized pursuant the federal adoption process.
12_3A Distribution of Forfeiture Proceeds
Of the Forfeiture proceeds received by the City of Medford that result from MADGE operations,
distribution shall be as set forth herein.
Monies realized by participants through asset forfeiture resulting from MADGE activities shall be
used to offset the costs of MADGE operations, =withth` ve,petcenf ofthemo
eezception-that•fi
realized through.asset.forfefture_shall be distributed to the Jackson County Di strictAttomey's
O_ffice~3 - - - Any sums accumulated by MADGE.in.excess of,$150,000 shall be distributed to the participating
agencies in accbidance'with-the Oregon law, nd based upon a formula agreed upon by the Chief
and the Board.
All MADGE forfeiture funds shall be separately accounted for.
For forfeiture actions taken in federal court, acceptable factors to consider whether a Participating
Entity receives a greater share of the forfeiture proceeds are the requirements fisted in the DOI
Guide to Equitable Sharing of Federally Forfeited Property for State and Local Law Enforcement
Agencies.
SECTION 13 - INDEMNIFICATION AND INSURANCE.
13.1 Subject to the provisions of the Oregon Constitution, the Oregon Tort Claims Act (OTCA),
ORS 30.260 to 30.300, and the Federal Tort Claims Act, 28 USC §2671 to §2680, and any
other applicable Law of the state of Oregon or Federal Law, each participating entity shall
hold harmless, and indemnify the other participating entities and their Officers, Employees,
and Agents from all claim, suits, actions, losses arising solely out of the negligent acts of its
own Officers, Employees, or Agents while acting under this agreement.
Provided, however, the Oregon Attorney General must give written authorization to any Legal
Counsel purporting to act in the name of, or represent the interests of, the State police, the
Page 9 of 14
Medford Area Drug and Gang Enforcement (MADGE) Intergovernmental Agreement
OSP IGA-115-2010
State of Oregon, its Officers, Employees and Agents prior to such action or representation.
Further, the State police and the State of Oregon, acting by and through its Department of
Justice, may assume its own defense, including that of its Officers, Employees and Agents, at
any time when in the State's sole discretion it determines that: (1) Proposed Counsel is
prohibited from the particular representation contemplated; (II) Counsel is not adequately
defending or able to defend the interests of the State, its Officers, Employees and/or Agents;
(RD Important governmental interests are at state; or (IV) The best interests of the State are
served thereby. Each participating entities' obligation to pay for all costs and expenses shall
include those incurred by the State in assuming its own Defense and/or that of its Officers,
Employees, or Agents Under (1) and (II) above.
13.2 Each participating entity shall provide for its MADGE Team Member, General, Auto and
Professional Liability Coverage pursuant to the limits of the Oregon Tort Claims Act
(OTCA), the Federal Tort Claims Act, 28 USC §2671 to §2680, and subject to the limits of
those acts for services and acts occurring in the course and scope of activities under this
agreement. A participating entity's Self-Insurance will satisfy the requirements of this
paragraph and obligates the entity to maintain an actuarially sound Self-Insurance Fund for
that purpose.
SECTION 14 - VEHICLE USE.
14.1 Subject to subsection 14.4 all artici atin a encies.will allow they. q of their.agency
vehicles by any.participating-agency-1s.tif
em -
ber. 46a recognized that these occurrences will
tprimarily'oc- between OSP, Medford Police Department and the Jackson County Sheriffs
Office; however, by execution of this Agreement, the parties acknowledge and agree that all
participating agencies will be authorized, should the unforeseen need arise, to use any other
participating members vehicle(s).
14.2 The following restriction shall apply to the use of any and all participating members'
vehicles under this Agreement:
14_2.a Every driver of a participating member's vehicle must have a current valid driver
license and be over the age of 18;
1412.b Every driver must be an employee or agent of a participating MADGE team agency
assigned to perfomt operational duties of the MADGE team; and
142.c Participating members' vehicles shall only be used for authorized purposes related to
MADGE team operations.
14.2.d Participating members' vehicles shall only be used by other participating members'
employees or agents while a) acting within the course and scope of their employment
or agency with the other participating member, and b) performing operations or work
under the terms of this Agreement.
14.3 MADGE team participating agencies shall provide primary automobile liability and physical
damage (collision and comprehensive) coverage all of their employees and agents while
Page 10 of 14
Medford Area Drug and Gang Enforcement (MADGE) Intergovernmental Agreement
OSP IGA-115-2010
operating another participating member's vehicle. The participating member whose
1 employee or agent operates another participating member's vehicle shall assume total
responsible and liability for the vehicle and its use both during the use of the vehicle and
while the vehicle is in their care, custody or control.
14.4 Revocation of vehicle use authorization; effect.
14_4.a Any participating member may revoke its vehicle use authorization as to any or all
other participating members upon providing the participating member(s) and the
Board with 30 day written notice. The revocation shall become effective at 12:01
a.m. on the 31"day after such notice is received by a revoked participating
member(s) and the Board.
14.4.6 Notwithstanding section 13 of this Agreement, a participating member whose vehicle
use authority is revoked by another participating member shall hold harmless and
indemnify the revoking participating member for any unauthorized use of its
vehicle(s) by the revoked participating member's employees or agents.
14.5 Reinstatement of a participating member vehicle use authorization; effect.
14_5.a Any participating member may reinstate revoked participating members' vehicle use
authorization(s) by providing the participating member(s) and the Board with 30 day
written notice. The reinstatement shall become effective upon receipt of the
reinstatement by the participating member(s) and the Board.
14_5.6 A participating member's vehicle use authorization that had been revoked but
subsequently reinstated shall, subject to section 13 of this Agreement, hold harmless
and indemnify the reinstating participating member as of the date of receipt of the
vehicle use reinstatement.
SECTION 15 - DISSOLUTION.
MADGE may be dissolved upon mutual written agreement of all remaining Participating Entities.
If the composition of MADGE drops below two entities that provide sworn officers, then MADGE
will be considered dissolved and all MADGE assets shall be distributed per this Agreement.
If the status of participation in MADGE is likely to change for an exiting agency, (ex. possible
passage of an upcoming funding mechanism) they may request a six month withdrawal from
MADGE that will not cause MADGE to dissolve. The Chief may approve six-month hiatus. If, at
the end of the six months, the agency is not able to participate in MADGE, then the dissolution of
MADGE shall occur.
Page 11 of 14
Medford Area Drug and Gang Enforcement (MADGE) Intergovernmental Agreement
OSP IGA-115-2010
SECTION 16 - DIVISION OF NON-FUND ASSETS UPON TERMINATION OR
} DISSOLUTION.
16.1 Individual Entity Termination
Participating Entities who withdraw or otherwise terminate their participation in this Agreement
waive all rights to MADGE assets.
Nevertheless, the Chief, after consultation with the Team Commander and Board, has the authority
in his complete discretion, to share assets with the entity terminating their participation. In making
his decision, the Chief shall consider the operational needs of MADGE or the remaining MADGE
Team, as the case maybe.
An entity may re-affiliate with MADGE only in the same fashion as a new entity. Should an entity
be granted the authority to return as a Participating Entity, that entity has only those asset forfeiture
rights that would be assigned to a new Participating Entity, unless otherwise provided by the Chief,
after a majority vote of the Board.
16.2 Dissolution of MADGE
Upon dissolution of MADGE, possession of any shared or loaned equipment shall be immediately
returned to the Participating Entity providing it.
Assets acquired with MADGE funds will be equitably distributed as agreed upon between the Chief
and the Board.
SECTION 14 - DISTRIBUTION OF FUNDS UPON DISSOLUTION.
In the event MADGE is dissolved, assets derived from forfeiture shall be distributed to Participating
Entities in accordance with this Agreement and Oregon law. If the Participating Entities cannot
agree on distribution, the circuit court of the State of Oregon for Jackson County has jurisdiction to
determine that transfer or division.
SECTION 18 - SEVERABILITY.
If any term or provision of this Agreement is declared by a court of competent jurisdiction to be
illegal or in conflict with any law, the validity of the remaining terms or provisions shall not be
affected, and the rights and obligations of the Participating Entities shall be construed and enforced
as if the Agreement did not contain the particular tam or provisions held to be invalid.
SECTION 19 - INTERPRETATION.
The terms and conditions of this Agreement shall be construed in accordance with the general
purposes of this Agreement. This Agreement shall be construed using Oregon law.
Page 12 of 14
Medford Area Drug and Gang Enforcement (MADGE) Intergovernmental Agreement
OSP IGA-I IS-2010
SECTION 20 - AMENDMENT.
The terms of this Agreement may be amended in writing in the same manner as its adoption by
majority vote of the Participating Entities. Any amendment shall be in writing and shall refer
specifically to this Agreement and shall be effective as to each Participating Entity upon execution
and authorization by the Participating Entity.
SECTION 21- NOTICE.
Except as otherwise expressly provided in this Agreement, any communications between the parties
hereto or notices to be given hereunder shall be given in writing by email, personal delivery,
facsimile, or mailing the same, postage prepaid. Any communication or notice so addressed and
mailed shall be deemed received five (5) days after mailing. Any communication or notice
delivered by facsimile shall be deemed received on the day the transmitting machine generates a
receipt of the successful transmission, if transmission was during normal business hours, or on the
next business day, if transmission was outside normal business hours of the recipient. Any
communication or notice given by personal delivery shall be deemed received when actually
delivered. Any communication or notice given by email shall be deemed received upon the sender's
receipt of confirmation generated by the recipient's email system that the notice has been received
by the recipient's email system.
Page 13 of 14
Medford Area Drug and Gang Enforcement (MADGE) Intergovernmental Agreement
OSP IGA-115-2010
SIGNATURES
- By their signatures below, the Participating Entities to this Agreement consent to the terms,
conditions, and content expressed her and have executed this Agreement by their authorized
representatives:
City of ford Tie Date
Mayo Gary eler
Jackson Co Ad inistrator Title ate
Danny Jord
Oregon State Police Title Date
A A3n : 4 /l t _
Federal Bureau of Investigation Title Date
i
Drug Enforcement Administration Title Date
U.S. Forest Service Tide Date
Bureau of Land Management Tide Date
t Le I Sufficiency:
Jy Kirchoff
SetiorAssistant County Counsel.
\ Page 14 of 14
Medford Area Drug and Gang Enforcement (MADGE) Intergovernmental Agreement
OSP H: IGA-179-2011
^~r
MEMORANDUM OF UNDERSTANDING
BETWEEN OREGON DEPARTMENT OF STATE POLICE
AND
MEDFORD AREA DRUG AND GANG ENFORCMENT TEAM
FOR
Administration of Byrne-JAG Grant Funds
This Memorandum of Understanding (MOU) between the Medford Area Drug and Gang Enforcement
Team ("MADGE") and the Oregon Department of State Police ("OSP") regarding the distribution of
funds from Grant LEO 11-10 JAG.
1. MADGE Responsibilities.
MADGE will reimburse OSP a maximum not-to-exceed amount of $17,022.25 in grant funds and
prepare and provide all quarterly and final reports required under the Grant.
2. OSP Responsibilities.
The OSP understands and agrees that it will provide personnel costs and timesheet documentation for
quarterly reports and requests for reimbursement for OSP staff assigned to MADGE. In addition the
OSP will assist MADGE in compiling and tracking all statistical data associated with its respective
r narcotics team. OSP will provide information on personnel, including costs, timesheets, and other
pertinent statistical data to MADGE within 21 days of the end of each quarter beginning with the quarter
ending March, 2011.
3. OSP-MADGE Joint Responsibilities.
The OSP and MADGE understand that the reimbursement shall be based upon actual overtime costs
which include wages and other payroll costs directly associated with overtime hours worked.
Each party, by execution of this MOU, hereby acknowledges that he/she has read this MOU,
understands it, agrees to be bound by its terms and conditions, and has the authority to sign and bind its
agency.
DEPA TMENT OF STATE POLICE ADGE
l 5 ~G1 L(~/
S nntenden , tns P. Brown Date ~i George Chie Police, Medford, egon Date
Page I of I MADGE MOU
O egon Department of State Police
r
General Headquarters
John A. Kitzhaber, MD, Governor 255 Capitol Street NE, 4th Floor
Salem, OR 97310
(503) 378-3720
June 8, 2011 General FAX (503) 363-5475
Supt.'s Office FAX (503) 378-8282
Personnel/Payroll FAX (503) 378-2360
V/TTY (503) 585-1452
Tim Doney, Lieutenant
MADGE
C/O Medford Police Department
411 West 8i"
Medford, OR 97501
Subject: MADGE Byrne-Jag Grant Funds
Lieutenant Doney,
I have enclosed the MADGE Byrne/JAG Agreement which is singed by Oregon State Police
Superintendent Chris Brown.
Please have Randy Schoen, Chief of Police in Medford sign the agreement. Once the
agreement is signed please send the original copy back to me at the address below.
If you have any questions please give me a call at (503) 934-0192. Thank you for your
assistance and patience while we moved this through our process.
Sincerely,
Teed Phillips, Lieutenant
Oregon State Police
Drug Enforcement Section
255 Capitol Street NE, 4' Floor
Salem, OR 97310
(503) 934-0192
IW
enc.
i Addendum to Intergovernmental Agreement Executed in 2011
Medford Area Drug and Gang Enforcement (MADGE) Team
This addendum to the Intergovernmental Agreement executed in 2011 addresses the removal
of the $iS0,000 cap on forfeiture proceeds mentioned In Section 12.3.4 Distribution of
Forfeiture Proceeds.
During the MADGE Advisory Board Meeting on 11/7/12, there was discussion on this topic with
the decision being made to remove the cap and continue to utilize the seized/forfeited funds
for drug enforcement related purposes. It was further agreed that decisions on the
expenditure of the funds could be made when participating agencies bring a request before the
board. The advisory board could then entertain a vote.
This addendum will become e J'as fFebruary 20`s, 2013.
Chief Tim George Date: D.AZZOI-3
} Sheriff Mike Winters Date: ZO
Lieutenant Darin Lux Date:
District Attorney Beth Heckert d` Date:
}'d
Community Justice Shane Hagey Date: O.2.3o•i_;
Deputy Chief Tim Doney Date: 3 /y° I t
Addendum to Intergovernmental Agreement Executed In 2011
Medford Area Drug and Gang Enforcement (MADGE) Team
This addendum to the Intergovernmental Agreement executed In 2011 addresses the removal
of the $150,000 cap on forfeiture proceeds mentioned In Section 12.3.4 Distribution of
Forfeiture Proceeds.
During the MADGE Advisory Board Meeting on 11/7/12, there was discussion on this topic with
the decision being made to remove the cap and continue to utilize the selzed/forfeited funds
for drug enforcement related purposes. It was further agreed that decisions on the
expenditure of the funds could be made when participating agencies bring a request before the
board. The advisory board could then entertain a vote.
This addendum will become effective as of February 20th, 2013.
Chief Tim George Date:
Sheriff Mike Winters Date:
IJeutenant Darin Lux Date:
District Attorney Beth Heckert Date:
Community Justice Shane Hagey Date:
Deputy Chief Tim Doney Date:
CITY OF
-ASHLAND
Council Communication
January 7, 2014, Business Meeting
A Resolution Accepting Changes to the Financial Management Policies and
Accounting Methodologies
FROM:
Lee Tuneberg, Finance Director, lee.tuneberg_@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 92010-05 Establishing Target Ending Fund Balances and Resolution 42011-17 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 REOUESTED ACTION:
Staff recommends that Council approve the attached resolution.
Page ] of 2
,r,
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
~r,
RESOLUTION NO. 2014-
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 oversight 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 2014, and
takes effect upon signing by the Mayor.
Barbara Christensen, City Recorder
SIGNED and APPROVED this _ day of 2014.
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 any 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 reouired 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).
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 officers) 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:
I ) 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
2
sheFtr°"-'- ed -°v 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 lax, 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 an umvsirkeied and tindesigneued 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 _ °a Fwvpnues. 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 9H.4 (fated 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
^--h-•tf"° i- Pfeje ed Fe venues. The minimum contingency will be maintained at not less than 3 percent
of annual operating expenditures.
3
Capital 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. The eh) ee ned esighligh-4 FeYN' h'9Hs oft thi° ` nd,
. eh _ff ..a_u_ heii..:__ °-a ,.m__ pace `eedB (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 5110AMIS in FFOjeeied . The minimum contingency will be maintained at not less than 3 percent
of annual-revenues-operating exnenditure~ (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 -epaid `k, d-`' o -.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 of the Water 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
er sheFtf _Faje ed Feven es The minimum contingency will be maintained at not less than 3 percent
of annual revermesoperatine expenditures.-(Correction to be consistent with policy on contingencies.)
Wastewater Fund This fund accounts for wastewater treatment and collection. Revenues are from charges and
tares. Expenditures are for operations, capital construction, and retirement of debt.
• The Wastewater Fund will maintain an unrestricted and undesignated balance of annual revenue of at 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.
ei- st•°-'r 4 ° ' • °d The minimum contingency will be maintained at not less than 3 percent
of annual revenuesoeratinoendilures-; (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
sh°-'"'° in ed es. 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.
The 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 nercent 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 sh "ls in pFej ed 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
shenfalls in ed -°v en es The minimum contingency will be maintained at not less than 3 percent of annual
operating expenditures.
HealUr Benefits Fund Revenues in this fund are nrimarily 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 employee health benefits program.
The City will budget a contingency appropriation to provide for unanticipated non-recurring expenditurese
ShOFffillIS in ed re en es. 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 shertl'°"° in --°j°ed FeN,en es The minimum contingency will be maintained at not less than 3 percent
of annual reverxees- operating 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 frompeeperiti Laces. charges for services,
and miscellaneous sources. Expenditures are for parks, recreational, and golf course operations.
• 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 operating exnenditures.
(Correction to be consistent with policy on contingencies.)
• A fund balance nolicy 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 Capital 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 yroiect 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 portions of a fund balance. Council action equivalent to that taken
to commit or assien fund balance can be done to unassign 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 Suslainability 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 self 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-ihe Building Division, Cemetery and other administrative
oroerams as needed. Gem of °-a administrative neede 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 services 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.
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
(a-) (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 pert16R Of the
prepet4)4 Aesy-cbarges 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 svereare from a three-year Ashland
Youth Activities local option property tax levy. Expenditures wereare for community and youth activities and
recreation. This fund closed to the Parks and Recreation fund as of July I, 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 ofaccountine-(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/Garry 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 I~
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 (217) Restricted State Restriction
TOT (517) Committed Council Resolution
.Parking Surcharge Committed Council Resolution
Public Art Committed Council Resolution
Fiscal Stabillty 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 I 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 & 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 day of June, 2011.
Barbara Christensen, City Recorder
SIGNED and APPROVED this day of 2011.
n Stromberg, Mayor
Revi ed11as to forum:
tJ Ol/t C--
avid Lo an, City Attorney
Page 2 of 2
RESOLUTION NO. CR01(~ -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 NIA
Debt - restricted 2,400,000 NIA
Water 900,000 20%
Wastewater 750,000 16%
Electric 1,488,950 12%
Telecommunications 372,000 20%
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 N/A
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.
f '
Barbara Christensen, City Recorder
SIGNED and APPROVED this day of ~OP 2010.
n Stromberg, Mayor
Rev' wed s to f rrrr~
M
Richard Appicello, Ci ttorney
Page 2 of 2
CITY OF
ASHLAND
Council Communication
January 7, 2014, Business Meeting
Letter to the Jackson County Board of Commissioners requesting a referral of the
question of non-partisan commissioner positions
FROM:
Dave Kanner, city administrator, dave.kanner@ashland.or.us
SUMMARY
The Jackson County Board of Commissioners has been discussing a proposal to refer to the voters a
charter amendment that would make Commissioner positions non-partisan. Currently, Commission
nominees are selected in party primaries and run as Democrats and Republicans, although it is possible
for a non-affiliated candidate to qualify for the ballot via alternative means. At its November 5, 2013,
meeting, the Council directed staff to draft a letter from the City of Ashland to the Commissioners,
requesting that the Commissioners refer the matter to the ballot.
BACKGROUND AND POLICY IMPLICATIONS:
Jackson County Commissioners have historically run for office on a partisan basis, with political
parties holding primaries (or some other form of nominating convention) to select candidates for the
general election ballot. Candidates then appear on the ballot as "Republican," "Democrat," or some
other party affiliation or non-affiliation. There is no requirement in the Jackson County Charter
requiring that Commissioner candidates be nominated in this way or to appear on the ballot with a
party affiliation. However, state law provides a method for the nomination of candidates by political
parties and further specifies that certain county officers are non-partisan. Since county commissioners
are not designated as non-partisan under state law or by the Jackson County home rule charter, the
Jackson County Commissioners are partisan by default.
The majority of commissioner-form Counties in Oregon, 20 of 28, elect their commissioners in non-
partisan elections. Seven of the eight county judge-form Counties in Oregon elect their county judge
in non-partisan elections.
The Jackson County Commissioners this past fall began discussing the idea of referring a charter
amendment to the voters in the May 2014 election that would make elections for Commissioner
positions non-partisan. That is, candidates would qualify for the ballot in the manner prescribed by
state law and would appear on the ballot without a party affiliation. Per Jackson County staff, the
Board of Commissioners put this discussion on hold while waiting to see what else would appear on
the May 2014 ballot. (A charter amendment can be referred only in a primary or general election.)
At its November 5, 2013, meeting, the City Council directed staff to draft a letter to the Board of
Commissioners requesting that the Commissioners refer this matter to the voters. The Council stated
that it did not wish to take a position on the question of non-partisan commission positions, but felt that
it is important enough to warrant voter approval or rejection.
Page I of 2
Ir,
CITY OF
ASHLAND
FISCAL IMPLICATIONS:
N/A
STAFF RECOMMENDATION AND REQUESTED ACTION:
Staff recommends approval of the attached letter.
SUGGESTED MOTION:
Move to approve mayor's signature of a letter to the Jackson County Board of Commissioners
requesting that they refer to the voters a County Charter amendment to make Commissioner positions
non-partisan.
ATTACHMENTS:
Draft letter to the Board of Commissioners
Page 2 of 2
r,
CITY OF
ASHLAND
January 7, 2014
Jackson County Board of Commissioners
10 S. Oakdale
Jackson County, OR 97501
Honorable Commissioners:
The Ashland City Council requests that you refer to the voters a County Charter
amendment to make Commissioner offices non-partisan.
While taking no position on this issue, we believe it is important enough to warrant voter
approval or rejection. We note that Jackson County is now in the minority of counties in
which the governing body is elected in partisan elections, with 20 of Oregon's 28
commissioner-form counties electing their Commissioners in non-partisan elections. Seven
of the eight Bounty court-form counties elect their County Judges on anon-part isan basis.
In the November 5, 2013, election, voters in Lake and Lincoln Counties approved the
conversion to non-partisan commissioner elections with majorities of 62% and 74%,
respectively.
We do not know if similar majorities support this switch in Jackson County, but we feel it
is reasonable to let the voters of Jackson County have their say.
Thank you for your consideration in this matter.
Sincerely,
John Stromberg, mayor
On behalf of the Ashland City Council
OFFICE OF THE MAYOR Tel: 54148&6002
20 East Main Sheet Fax: 5414885311
Ashland, Omgon 97520 TTY: 800-7352900 ~r
www.ashland.or.us
IOOY PUSS{OniYmn Conllnl
CITY OF
ASHLAND
Council Communication
January 6, 2014, Study Session
Discussion of Ordinance Updates: City Council Rules (Chapter 2.04), Boards and
Commissions Rules and Procedures (Chapter 2.10),
and Miscellaneous Chapters (2.18 and 2.28)
FROM:
David H. Lohman, City Attorney, lohmand@ashland.or.us
SUMMARY
This item is for the Council to continue consideration of miscellaneous ordinance amendments the
Council began work on at its December 2, 2013 study session. These ordinance amendments would
effect changes previously discussed in concept to ordinances on Council meeting procedures and on
Boards and Commissions. The proposed amendments in those chapters also include some suggested
modifications the Council has not previously discussed but which are intended to clarify procedural
questions that have arisen in the recent past. Finally, a few updates in the descriptions of the functions
of City departments are proposed.
NOTE: The Attachment shows all the proposed ordinance changes. It is a replacement for Exhibits A,
B and C to the agenda item sent to the Council for discussion at the December 2, 2013 in December
16, 2013 study sessions. The Attachment is in the standard format used for ordinance changes, with
explanatory comments in the margin. This format change is intended to make it easier to identify and
follow proposed wording changes and relocations.
BACKGROUND AND POLICY IMPLICATIONS:
At several meetings over the past year, Council has discussed various conceptual changes to the
procedural rules for Council meetings and to the policies and operating procedures for advisory bodies.
The Attachment shows ordinance amendments that would effect those previously-discussed conceptual
changes. In addition, proposed ordinance revisions include some clarifications and additions to the
Rules of City Council in AMC 2.04. While many of these proposed changes to the Rules of City
Council had not been discussed with the Council prior to be December 2, 2013 study session, they are
intended to address actual procedural questions and problems the Council has wrestled with in the
eighteen months or so. Revisions of these rules should streamline meetings by reducing procedural
ambiguities and aligning expectations about the conduct of meetings.
One significant proposed change is in the rules for study sessions. Study sessions are creatures of local
law. Nothing in state public meetings law precludes the Council from taking any actions in study
sessions that would be permissible in other public meetings. At the December 2, 2013 study session,
the Council considered a revision that would have allowed voting at study sessions under certain
circumstances. Per the discussion at that session, Section 2.04.020C has been rewritten to further
clarify and narrow the circumstances under which voting would be allowed at study sessions. Under
Page 1 oft
1prTFAIR
CITY OF
ASHLAND
the rewritten proposal, the Council could vote to give staff direction on items to be brought to Council
for decisions at subsequent meetings. By consensus, the Council could also direct staff to take action
on administrative matters that do not require Council decision by ordinance or resolution. If even one
counselor objected to such direction in a study session, the matter would have to be addressed in a
regular meeting.
Another significant proposed change is the recommended codification of motion practice. Robert's
Rules of Order has been the source of rules for the conduct of Council meetings, except for a few
provisions already set forth in the current AMC 2.04. The amendments on Council Deliberations in
proposed AMC 2.04.040C(4) are an attempt to distill the essential parliamentary tools for handling
Council business into a readily accessible, abridged motion practice framework. Some parliamentary
procedures not covered in the proposed ordinance revisions still would be governed by Robert's Rules.
The expectation is that they would be invoked only rarely. The proposed ordinance revisions in the
Attachment reflect Council input at the December 2 study session.
Proposed amendments to parts of AMC 2. 10, Uniform Policies and Operating Procedures for Advisory
Commissions and Boards, are shown starting near the middle of page 19 of the Attachment. For the
most part, these amendments have been tentatively endorsed in concept in previous study sessions.
The middle part of revised Section 2.10.025, however, addresses for the first time the possibility of
allowing an alternate when a member who represents another entity is not able to attend a meeting.
Also, the last part of the Section 2.10.040 in the Attachment has not been discussed previously. It
attempts to clarify how advisory bodies should handle scheduled meetings when a quorum is lacking.
Near the top of page 22 of the Attachment is a simple update of AMC 2.18. 10 concerning staff liaison
to the Conservation Commission.
The proposed ordinance revisions shown on the rest of page 22 and on pages 23 and 24 of the
Attachment consist of updates of City department functions to reflect real world changes that have
occurred already.
FISCAL IMPLICATIONS:
N/A
STAFF RECOMMENDATION AND REQUESTED ACTION:
N/A. Staff seeks confirmation that the proposed ordinance amendments reflect Council's intent.
SUGGESTED MOTION:
N/A
ATTACHMENTS:
• Draft "Ordinance No. An Ordinance Amending AMC Chapter 2: Rules of City Council,
Uniform Policies and Operating Procedures for Advisory Commissions and Boards, Conservation
Commission, and Administrative and Operating Departments"
Page 2 of 2
11VA1,
ORDINANCE NO.
AN ORDINANCE AMENDING AMC CHAPTER 2: RULES OF CITY
COUNCIL, UNIFORM POLICIES AND OPERATING PROCEDURES FOR
ADVISORY COMMISSIONS AND BOARDS, CONSERVATION
COMMISSION, AND ADMINISTRATIVE AND OPERATING
DEPARTMENTS
Annotated to show delet and additions to the code sections being modified. Deletions are
bold lined -through and additions are bold underlined.
WHEREAS, Article 2. Section 1 of the Ashland City Charter provides: -
Powers of the City. The City shall have all powers which the constitutions, statutes, and
common law of the United States and of this State expressly or impliedly grant or allow
municipalities, as fully as though this Charter specifically enumerated each of those
powers, as well as all powers not inconsistent with the foregoing; and, in addition thereto,
shall possess all powers hereinafter specifically granted. All the authority thereof shall - - -
have perpetual succession.
WHEREAS,
WHEREAS,
THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS:
SECTION 1. Ashland Municipal Code Chapter 2 is hereby amended to read as follows:
Section 2.04.010 Authority. - -
A. Oreeon Revised Statutes, Tthe Municipal Charter of the City, r'-,z''..-'- 41111 Section 3, and the
Ashland Municipal Code as - as the Oregon R sed Statutes governs many the meeting
requirements and actions of the Council.
B. These operating policies and procedures are established and adopted under the authority granted in the
Ashland City Charter, Article VII I, Section 3. = -
u
C. koherPs Ruleslof=Order Newly Revised shall be the authority for. deciding an : auestions: on
mectinevepmremenis and actions not COVered.hv the rules in AMC2.04ocOrrnoa Statutes Cwnmetit pt];Th n`. moGfiM rs oofpen;",
rcuRen anto2oa a2ox.
D. ['nJUre'to"s trietWfollow;the rules in AN1C 2.04torlRobert's Rulcs of Order Newly .
Revised `shall nofbe cause to void or otherwtse'disturti a`dectsion or.actton of the-Council
t [I2] gTh gap xrsw of
ei
oon Cowni I (nottust 'H -
~ Mal
E [Fhe rule's on•mectine procedures in AMC 2.04.020A and C, 2404.0400, and 2.04.050F( d) ui~>_ n turn ro_ ~~duuo
nnJ`iWRobcrt'`'Rules of Order Newly Revised may be suspended temporarily upon a
Ordinance No. _ Page I of 24
motion: that is seconded and Passed bv. a two-thirds vote in favor. A motion to suspend
theserules is' not or amenJablaCharteF provisions may be suspended or
re`ealedonl `tiy a vote of the ppeople] Comment[li "is new yrroviso wleanly;,.}
1 4 posMlet zuspend medlo, d
esrablshed by d guably ih ly h..
F. 47he City>Attorneyis designated as parliamentarian for the Council. Council` members'. procedures tom www be su:cewd~a are tense to
rciM-est f6irJafilrmation and on meeting reouirements'Or Possible Couucll actions may be apben'saules
reCe'rreJ to the`'0itysAttornev!throughtheoresidineofficcrfor interpretatioP. >Aftctakine
infnPaecounl am' opinion of the City Attorpev: the presiding officer must rule on-uuestioas
aboufine'etin 'rc uirements'or Possible Council actions. A rolm I:of the residin r officer r.:.
ma be challenged b a point of order as set forth. in AMC1.04.040C 4 c 1 [wmmemfta7 rn ~9mem r wrem'
AMC 209.0201, n I C tlfmu CiyA nay's 1.
' opwwn on mn9aluro7 peo`~w'W minters rs
Section 2.04.020 Meetings. >ia.iswry,oaiy
A. Regular Meetings.
The regular sessions of the Council are on the first and third Tuesday of each month unless otherwise
arranged, beginning at 7:00 p.m. Meetings are required to end no later than 10:30 p.m.
B. Special Meeting.
A special meeting may be called either by the Mayor or two members of the Council. Notice of the
time and place of such special meeting and the subjects to be acted upon shall be delivered to all
members of the Council at least 36 hours in advance of the time of the meeting, except in the case Comment [IS) This ad~an2en t '.iremcm
of an emergency, and the Council may consider and act only upon such matters as contained in the ~+xm «.;sed 1 2nart,cewdl mvN'u me
Ducemtier 2 s dy see n Pllose ote that proposed
notice.
Sedwn 20ko209`prondes forPewiegenry saswm +
vnth less iwiia th mt'ofdD lacer nwf,
C. Study Sessions. e~smey'absw K p«i syec~at
Hines thisp wvWd govern the adance
The-M,yop oF tv, a 11111-MbIRM -F the G, meil may eel' a study session at any time with 36 lam
mwtt required fwimiY Splnilmer ga
notiee Far the purpose of informing members of the Gralaneil as to Gity athe Its.
Still sessions are held a- that GO-Ifle" @RHF1 .041211F 11 ith SlIll find Elthell ellpffill on items trader
emAde -ritim that may eventually require official motions. Count" may not deliberate lo"mad
Study sessions are for Council members to receive background information and
recommendations from staff or invitees with expertise on City business: to ask questions,
discuss options, express their individual views on matters that may he voted on i subsequent
regular or special meetings: and to Provide guidance to staff. 'heCouncil may-vote in study
sessions on guidance to staff concernine'-matters. to be presented to Council for. decision at
subse uentmectin Es. B consensus the Council also':ma A sect .staff to take action on other
:
matters that d0 net rf atre Council dlelSi Op b ordinance or resolution. NO particular fa5C5 rAmtltell[[I6] Th p WaedO h be
Inyolylne amed-711dlclal decisions may be discussed at study sessions. mvN to rtnmC lvt ut 9th Dee no e 2
study swssmrt it ssill Intuntio h g fi nhe'1
em lowly servo ewes thv'il do alb
Study sessions are held on the first and third Monday of each month unless otherwise arranged, demsiommtkiny bow 1 tel.lope f d Hers
be innin at 5:30 .m. The Mayor or two Councilors ma y call a study session at an y time with
2-hours advance notif command: [171: ThUP ad:once not rm re"~itcnt"
P been«v dw cl putntlie
Daembet 2 study session
D. Executive Sessions.
I_All meetings of the City Council shall be held in open sessions, except meetings that may be
closed for those purposes specified in the Oregon Public Meetings Law (ORS 192.610 to 192.690).
'T'hese purposes include, but are not limited to, the employment and dismissal of public employees,
Ordinance No. _ Page 2 of 24
the performance evaluation of the City Administrator and City Attorney, labor negotiations, real
property transaction negotiations, and consulting with legal counsel on pending or threatened ditto
in Pxep litigation i nn C.,.__is___ °d do __t f_ that an should . _ session the~
s`-'" state so In t`- t' a Kt any time during an executive session, . Councilor session who feels a. matter under consideration should Abe. addressed exc]usivelv'in openlsessicn
may
`state a'oint of order, which shall he ruled upon in the executive session as set forth in AMC
104.040000(1). Comment[l8] Th hmgeis t aedt k'e,.
clear howio iewlved Remg nexs wh th -.ii e 2_ Notice of executive sessions shall be given as required by Slate law and such notice must same the it. should x the
i m e t
resaooainem so t r m ~8 m e ro eaw`-
specific provision of law authorizing the session. The Mayor and City Councilors will act in revision the greed goRscu ac cu ors
hu. oao
a goi eh 5i hym c rynu mgr".
"o
accordance with State law regarding confidentiality of information discussed in Executive Sessions. two
ma pofi cym~d to s
3. At the commencement of each executive session, the presiding officer must state on the record that
executive session information is confidential and may not be reported. }Fat does not 58 speeity 4T_he
proceedings may be reported if no such statement is made.
F. N?mereeney Meetines~ Comment [l9]Thswaz abettedh "C',;,,
The City Administrator is responsible for implementation of the Emergency Management Plan. zaozoe' i,d tmmrsa ifi hl,-
When the City Administrator determines that a state of emereencv exists, the administrator
will make a declaration to that effect and request the Mnvor to call such a special meeting of the
Council in order to ratify the declaration of ememencs. The special meetine of the Council will
occur as soon as possible after the declaration of emergency. A auorum of the Council may not
be possible due to emereencv circumstances and is not required for this special meeting
Notwithstanding the advance notice reauirements in Section 2.04.0206. C and F. notice of the
s ecial mec[in can be made in the most expedient manner determined b the Ma yor and need
not be 2 hours n advance, but notice of the ememency special meeting must be given at least eomme pap] lrm notioe '.ey t
24-hour in advance if feasible In any case, minutes of any emereencv special meetine must subsedwmB do ud!M1 rg MWd
also bere' ti
n Tw Yk-k• ,
meet the reauirements of ORS 192.640(3) and 192.650.
F. Notice of Meetings.
Advance notice of at leas[ 72 hour shall be provided for all meetings, except for emereencv Commebt[1113 Rm 5'ice pis ,nmism
meetings. Notice shall be sent to a newspaper with general local circulation and posted prominently subsenarts amac are renied,•ih fguro`shouW
on the City's Web site. In the case of an emergency or when a state of emergency has been declared, a1'9 befC""a °'t
public notice appropriate to the circumstances shall be provided and reasons justifying the lack of 36.
hour notice shall be included in the minutes of such meeting.
Note: Subsecfions F, H, 1, J, &K below have been revised and relocated to AMC 2.04.040.
Subsection L below has been revised and relocated to AMC 2.04.010.E
;1. Quorum.
determines nefqen on any motion, ordinance, or resolution. 0_ questions
requiring a twe 1hirds N,ale of the Cemseil, as provided On the Gty Charter, there shall be
required an affirmative vaie of at least four Gouneilers to eNereise an), sueh speeial powers. 1
ahe Poll eall shows no quorum present, as defined by Seetion 4 of AFtiele ArIll of the CR5
Charter, n._ G_..__: in attend amity _ df___t Chief of pollee t_ __ta'y the _b___.
members, esueept those known le he unnevaidably detained, lbat their presenee as required to
enable the Ciasneil to preeeed with business. Should any then fail seen to appear, the raenthems
present shall adjourn to a date Fisted by them and all agenda items m 611 he emotinued to the me%
xgUIOF I get ^s
Ordinance No. Page 3 of 24
Commentj1121 nss tseno 1 `Iglxty:.;
T i...__.,._:.. responsible for implementation _r.._ c__-"___ n.__ evised'foemi subsennnE shave k;;.+~"R-L~,r
When the Gity Administrator determines that n state of enuergeney exists, the , liainislv -ter
GaunM in order to ratik, the declarntion of emerge"e". The special meeting of the-COMMe
be possible due to emeFgeney eireumstanees find is not requi ed for the speeds' meeting. Netiee
of the speeial meeting enn he made on the m8s! e*pedient manner determined by the Mayer "Rd
need not be 36 hours in advanee.
Reber!' s Rules of Opad~.
Robert' s Rules of Order she" be the nuthark) to=, the government of Ahe Gouneil duri"g its
sessions, m hen not on eon-fiet with the Gib, Charter nnd these code rules. Fail"Fe to StFiell)
h Vot.°s
When a questien o , motion is put to a vate h) the ehair, caeh member present shall vote for or
ngainst the motion unless the Couned emeuses that member From so doing. if thereafter the
Alayer or nuay menther eal's for a rHII eel' vate, then eneh member must vote. The Mayer eon
only %ete in the ease efa too, nnd then is requi -ed to iote~.
j. Reeensidew-ing a Vote.
A motion to reeensader a vole can he made only onee and nt the session at m hieh the motion or
matter m as adepted, o - at Ae next regular meeting of !he Ceume", proi ided that no vok to
meensodem shall he ninde after the erd*"nnee, resoluflon, or net has been affleme"y
filed or transmitted aF Whem ise gone outekhe possessien eFthe Counted.
IC Gourd! -1kliheFatieR.
R is the duty eF the Alayer or presiding offieeF to ens 6FP that Paph GeMpil member has the
apportunity to speak. Gou veilers should asly the Mayer ta he reeognized. No member Shall
spent; more tha" enee until evef~, membew- ehoesing to speoli shall have spoke" of " dii ed thei
_._h.._ a_ No shat on a met ion the floor ..h_..leave ..h_
right to
Counem' nuennhets speak enly for theniseh es and shall be open, direel and cam did. The), wark to
Ireep discussion moving, and call for a "process ebeek" iF the diseussion beeemnes bogged do% H.
Time limits may be set ea tapies by the Mayor, by the presiding officer, oF by a eonsensHs of the
Come".
The G:ty ....o._nzy...rdesignated parliamentarian fee -the Coune". Quea.-,t:ees of
parliamentow-) rules he referred to the Gil) Attow-ne) through the tamid ng Offleer kr
Section 2.04.030 Agendas.
The City Administrator is responsible for the preparation of the Council agenda.
Ordinance No. Page 4 of 24
A. Topics will be added to a Council agenda based on timeliness of the topic and with consideration of
the number of items already scheduled for the Council. Matters to be considered by the Council shall
be placed on an agenda to be prepared by the City Administrator from the following:
1. All items considered by the Council during study sessions, which require a subsequent of vial
aetien-feem-the Council vote,
2. All items which are required by law or policy to be presented to the Council
3. All other items that the City Administrator, City Attorney or Mayor present to the Council for
action.
4. Items placed on the agenda in accordance with paragraphs B and C of this Section.
5. Requests of City Boards, Commissions, and Committees.
B. 4 Any Councilor may request-that Place an item C_..__, dise_....:__ be _ eed on the
Council's agenda tkat does not _ aW, Feseafeh, _ dmAitig - - - provided
that nrenarme the matter for Council consideration would not require more than two hours of
staff time, includine nolicv research and document draftine. The Councilor shall notify the City
Administrator of such an addition to the aeenda no later than noon of the Wednesday prior to the
Council meeting. The City Administrator shall determine the order of business of the item. The City
Administrator may request that the matter be deferred until a later meeting if the agenda of a
particular meeting is already lengthy. Council members will endeavor to have subjects and any,
materials they wish considered submitted prior to finalization of the Council packet] Comment [I13]: nispmPwsd ire.&J to
el rify the currmt provision wtnom mtlnm
C. ~ Councilor who wants tg ` mss i"s~"OC
add to the Council's amends an item requiring more than two hours of preparation b staff
includine nolicv research and document drafting, should first <_-se the issue propose the addition
at a reeular meeting under Other Business from Council members or at a study session. prior -te
mane than two houps of an5 staff time being spent an the issue. The Getineilef mt, else Fequest that
Seetimr The Council should consider items such additions to the Council aeenda in light of City
priorities, including adopted City Council Goals, and workload. The Council most agree to proceed
with an issue or ordinance before staff time is spent preparing the matter for Council action. The
Councilor may present information or a position paper or ask for a department report or committee
recommendation Councilors who agree that staff time can be spent on a particular item are not
bound to support the issue when it comes before the Council for a vote.) Comment [114]: This purposed h immded to
cla,ifymecmmipo.;,sien. taow.„trom
D. During a meeting. A" topic may be added to as the agenda by a majority vote of the Councilors etwrgmq na snbsvrce_
present. Generally these items should be limited to items of timeliness or emergencies. Advance
notice of executive sessions, however- must be eiven as required by State law.
E. Postponing Agenda Items Before Consideration.
I. If a Councilor will be absent from an upcoming regular meeting, the Councilor may request
during a regular meeting that consideration of an agenda item be postponed to a future regular
meeting. The request will be honored if the majority of the Council votes in favor of
postponement and the matter is not time-sensitive.
1 If the request to postpone is made outside a regular Council meeting the Councilor requesting the
postponement shall submit a request to the Mayor or City Administrator in writing or by email as
early as possible. The request to postpone will be honored unless the majority of the Council at
the public meeting votes not to postpone the item or if the matter is time-sensitive.
3. pf time expires before the City Council can consider an item on the agenda including an
advertised item, the unaddressed item shall automatically be continued to the next reguler+y
heduled meeting -aft;,., Gaut eil scheduled regular meeting or study session; re-advertisement
Ordinance No. - Page 5 of 24
shallmot be required for such continued, items A hate shall be placedy'on the Agendaa.referencing
this continuance rule "Items on the Agenda' not! considered due to it 'me consuamts are
r, cJontinued 4o the next ' " scheduled reeular
tmane]oncallys[u
tir session' of the Council. AMC 20.40.030.F' Cglnmenf[115] ThspmposWU tended to
clanfy the <urrenlp vsan'wilMut M1o t"
ehnn&~e is subn v^i`'aet„e'P, Uaa ?G 9
P. Council Packers.
Written materials, from Councilors, staff and citizens, which are related to agenda items to be
included in the Council packet, most be submitted to the City Administrator' s office no later than
12:00 noon six days in advance of the Council meeting for which it is intended. Materials submitted
must include author's name and address.
G. Study Session Agenda Preparation.
The City Administrator prepares the agenda for the study sessions from
1. Items requested by the Mayor and members of the Council to be listed on the agenda. -
2. Items deemed appropriate by the City Administrator.
3. Business from the Council pertaining to committee reports and other business.
4. Items requested by City Commissions, Committees or Boards. '
Items appearing on the Council study session agenda shall be assigned a time limit and the Mayor
shall hold discussion to within the time frame, unless the consensus of the Council is to extend the
time limit until an issue or item is discussed and resolved.
Section 2.04.040 Conduct of Meetings.
' u`orum
'A's"Sni'oSiaedkinYArticle.V[IISSection 4-of.the CiWChnrter, four+Couhcilors:•or,the'-Mavoeand
n'ot"11e`ss~than~th er a Gotiticilo`rs constitute,nf tmrum.i°'If-the'Criniieil member's'<"re'se'nt`'dnl~ot
cons[ipljea°sPuiiorum"°the5members nrecti[imasdtourn on.AmaioriN'°X'o`ffieitiem0ers in
nttendaneemdue"etstaff to n`tifs `''the'atisent `members 'ezce fTlM1osei"knnwh tm be
unnroiahtil-':JetRfined 'tha['thcir presence is're air d'to enable the Couneil tn' ioceedwith
bns`inc"ss` Commen[[Ilb].'Ifiis wx relocmed ciao M1'Q
2ounwfirk[matfiNilii ly, ylE
B. [Attendaneebv!Elictronic Communication.
~,r$;,"Ex eeolalo "tha eserit'of'a s6sriension,of<nJesYOnrsuant to AMC 2.04.010E, members of the-City '
Council!`mav:nutZattena or. vote nb public=mechni%'s'fbvmeans.of'tclerihonesor°+'othe clectronie
fnmrllnnlf8hhrl( +TIIC'YnlfS on meetm9'nrUCednnBB~And' Council aetlon3 shall OfhefWlSn remain
ihl`effeCk n0tWlth9taOdln Aij such sA3 'COSiOd'Of'Yltlefi'IU e11pW fPR9tlendAnfCb 'PleflrOnle
eprtlmllnifA[illd t:ommant [II]] alb _pmpo~dw
p -.ear ry nanai swr'rrq m` r~p~,=.
mia 8 nn danc~b~~C 1 mbe '~Z. s
AC. Council Deliberation. l a at
1-. Presiding Officer. The Mayor, or in the Mayor's absence, the Chair of the Council, shall preside
be the presidium officer at the meetings of the City Council. In the absence of these officers at any
meeting, the Councilors present shall appoint a Chair Pro-Tern and proceed with the meeting. The
Chair, exeepa the Mayor, May vate an all motions other than presiding officer may not vote on -
appeals from decisions made while acting as presiding officer. The Chair Pro-rem may vote on all
other motions, but the Mayor may vote only as Provided in City Charter Article 4. Section 3.
The presiding offieer shft" he responsible for ensuring riFiler and deearum Is maintained;
Comments and distigreemenis should be firldressed to !he tattle fit hand and avoid negative
person"! Fern"Fla. Attendees "Hill speakers "re required 10 StFietl~'abide li~ the directions afthe
P disruptive shall be enuse
Ordinance No. Page 6 of 24
eent "disruption of a lo"Ful assembly" as provided in 0118 166.02,9(1)(e). Disruptive
using loud or disrtt I inguage, alld refusing to 6h.- Meer. Sign
see he eansidered disrupfive
~he pFesiding officer may set tame limits on agenda kurs~ f consent, [116]: M.'ed w 2.oa oaoc(2).
2. Wscourse Rules. The gresidine officer shall ensure that each Council member has the
opportunity to sneak on each issue before the Council. Councilors must ask the nresidine
officer to be recognized. Unless otherwise Permitted by the gresidine officer, no member may
sneak more than once on an issue and may do so only after every other member has spoken on
or declined to address the issue. Time limits may be set on tonics by the nresidine officer or bd
a consensus of the Council. Council members, as well as members of the public speaking on
Council agenda items, shall confine their remarks to the question tinder deliberation, avoid
redundancy, speak only for themselves and make non alive personal remarks or comments
about the motives or personal traits of others [ Mnoent[119]: this pmpomd pmAsion hu
been resist io refit,. Cowt,il input .,k
D<cemb. 2 study session. It h a modified version of
3. ~)ecorum. The presidine officer shall be responsible for ensurine order and decorum is ,out tAMC 204020K.
maintained. Any Person's failure to abide by the presiding officer's instructions constitutes
"disruption of a lawful assembly° as provided in ORS 166.025(I)(c) and may be cause for the
presiding officer, or a majority of the Councilors, to direct a city official to remove the Person
from a Council meeting. Disruptive behavior includes eneagine in violent or dislractine action:
makin loud or disru liye noise or usin loud or disruptive Profane Ian m a makin n ativ'e
personal remarks or comments about the motives or personal traits of others, and refusine to
obey an order of the presiding officer. Signs are not permitted and will be considered
disru five. A direction or order of the residin officer may be challen ed b a Point of order
as set forth in AMC 2.04.040C 4 c I Comrnem [Rq]: rniz isamod~rea vasu~of
w AMC 2.0 a.040A, peragaph 2
4. Motions and Permissible Intervenine Actions
a. Councilor Actions Durine Debate. No motion or intervening action shall be
received or recognized by the presiding officer when a question is under debate,
except for the ten secondary motions and intervening actions listed below. The
disposition of any motion or action listed below must occur before consideration of
any other action lower on the list.
(1) Point of order, reauest for information, or objection to consideration of a
matter
iF) Motion to ad iourl~Comment [121): this has x n saa<d sm« me
(3) Withdrawal of a motion ~l Dece'nla 2%My s nom
(4) Motion to lay the matter on the table
(5) Motion to divide a motion under debate
(6) Motion to refer
(7) Motion to call for the previous question
S Motion to os[ one to a certain time
9 lotion to fist one indefini[eI rosnnafnt pzz7:'rnis nvc nem aaaedwrenen
(10) Motion to amend cowedm moot, Dec<mb.2swdy session
b. Permissible Intervening Actions While a Speaker Has the Floor
Ordinance No. Page 7 of 24
(I) Point of Order. Any member may interrupt a speaker who has the floor
to raise a oint of order if mectin procedure rules appear to have been
broken. he.:point of order. must be addressed to the'presiiline'officer and
may not be addressed directly to the speaker The speaker must immediately Comment [123]: This has been added snce the
cease speaking, and the issue identified in the Point of order must be resoPoed ~p«e,xvoey pump
before business continues. No second is required, and no debate is allowed
on the point of order. The presiding officer may seek clarification on the
oint of order from its maker from the speaker who had the floor when it
was made, r from the Parliamentarian Before proceeding further, the Conunent 17247: me h.~um added`:mm me
presidine officer must sustain or overrule the point of order or submit it to lpeaembe,x udyse oo =.,.,y,fe. +l
Council decision by majority vote with no debate. A member who disagrees
with the presiding officer's decision to sustain or overrule a point of order
may move immediately following the ruling to overturn it. The motion to
overturn a ruling on a point of order may not be debated, and the Presiding
officer may not vote on it. Approval of the motion requires a mainrity of
affirmative votes: the motion fails in the event of a tie vote.
(2) Request for Information. Any member may interrupt a sneaker who has
the floor to seek Permission to make a request for information from the
sneaker or from staff or invitees with expertise on the subject under
discussion. The request must be addressed to the Presiding officer and may
not be addressed directly to the speaker. The information sought must
concern either the subject under discussion or meeting Procedure rules. The
presiding officer may ask the requestor for a statement of the nature of the
information sought. A request for information must not contain statements
of fact unless they are necessary to make the request intellieible and must not
contain arguments. Upon inquiry from the presiding officer, the person who
had the floor when the request for information was made has sole discretion
whether to temporarily relinquish the floor to allow the requested
information to be provided. -
(3) Objection to Consideration of a Matter. A member who contends a
matter about to be discussed is irrelevant or for any other reason not
advisable to consider, may object to consideration of the matter. The
objection may be made before or after another member has been assigned
the floor, but only if debate has not vet beeun and none of the motions in
AMC 2.04.040C(4)(a) has been made. An objection to consideration ofa
matter does not require a second and is not debatable or amendable.
Immediately after the objection is made, a vote on sustaininL the objection
must be taken. The obiection fails unless at least two-thirds of the
Councilors Present vote to sustain it.
c. Main Motion. A main motion is a proposed action that brines business before
the Council when no other motion is [)ending. The actions listed in AMC
2.04.040C(40) may be undertaken while the main motion is [)endine, and, if
Passed, may affect the Council's consideration of the main motion. A main motion
Ordinance No. Page 8 of 24
reouires a second, is amendable and debatable, and passes upon a maiority vote in '
favor.
d. [Adiourn. A successful motion to adiourn4crminates,a,meetimt and iransfersithe
remainin'e unfini"shcd`business to the agenda"of fhc nert`rceular meetine ocstudv
session ''*It rc `uires a: second'-. is not debatable or.wriendablc and misses upon a
ma'orit~ vote in favor Comsnenf pzs7 'rn n Iroed dma m s t
Dsemher25 d,5e55W :m'Rrt ~'.t•'.,3
e. Withdrawal: A motion may be withdrawn~bvathe mover atanv timcbefore anII
amendment is made to it or, if no amendment is made. heforea Vote is taken on itJ Comment[126]Q f i,eo,,,po nn +
p a2sron alp P d 1 r f . I
t aepl a "fnendlY dmenl." Thwh a _
f. Motion to Lav a Matter on the'1'ablc. A motion to lay a matter on the table i% a stloWe Ina"" m t am ,
proposal to suspend consideration of a main motion and all pendine related motions
d.r twin copse . fmn,bn no se<o d~a l
until later in the same meeting in order to deal with another matter that has come
p pose then gnil msl lurt¢ei[ herself scen3'
up unexpectedly and which must be dealt with before the pending motion can be 910 NATaa d;rea mouo t 'In ; '
properly addressed. A motion to lay a matter on the table rcauires a second. is not .&&.,M,
amendable or debatable, and passes upon a maiority vote. Before the meeting
ad 4ourns a subsequent non-amendable non-debatable motion ma take the matter
from the table if seconded and passed by a maiority vote in favor. f the meetine
ad'ourns without considering ?thetabled item,itwllbbe,c&ittiimed [o the next regain
r
ineetin or stud session in accordance With AMC 20:04AME Comsnent[1271 m nu leed aaal eaen`
Cmmed mpw W the D'M-C ,2 gwy sessroo
e Division of a Motion. Any member may move to split a motion under
consideration into two or more independent motions that are taken up in sequence.
Each new motion is deliberated, possibly subjected to secondary motions, and voted
upon before taking up the next part. The mover may desiunate in the motion the
order in which the parts are considered. The motion requires a second, is
amendable, is not debatable. and passes upon a maiority vote in favor.
h. Referral. A motion to refer is a proposal to refer a matter to a subcommittee or
another body for further study and and Possible recommendations to the Council
'rhe motion requires a second, is debatable and amendable, and Passes upon a
maiority vote in favor. Any proposed amendments to a main motion on the referred
matter that are pendine at the time are also referred.
i. Previous Ouestion. A motion to call the previous question ks a Proposal to en,d
debate on :a pending motion. -it precludes all amendments aml debate oh,the
' codin 'motion until it is decided. The motion to'call iWe revlous"uestiou itself is
not debatable or amendable and requires a second and a o,6-thirds vote in lava Conunern[IM) m`h.; a Mine
Psember. 2 md,..ro toe Wdo p ng
j. Postpone to a Certain Time. This motion is a proposal to postpone a matter to a
articular future meetin ream res a second is debatable and amendable and
asses upon a maiority vote in favor. One function of this motion can he to continue
consideration of an agenda item at a desienated subsequent meeting ronmterit[aa7 an n epond dine
P~erotet i nod> ro sdd'el Ir r
Ordinance No. Page 9 of 24
""°ii"
~~aP.oslponc.inJefihi[elv:~AShccessful mo[io"n'~[ Enos'toorieta'~`mat[erm'9°°deefiwmlel6
:P
rirevent's`f"achon o"n°ttheYma['ferfpr+fh"Te re-strofAheine~ii. ItTmu'st'lbe s"1'econJe°d~'"mav ~
be debn[ed?ma Snotibe amendeda'¢d assesT"~9aTm'•a oritTote MUavPhc
a'ebate may ad4esi-the su bsta~'`nce ofdhc m io4m°otion7A surer °essfulro`tio-n to
as[ nhe§atmat' tc'rlinde'fi°ni['elidac"'ls.nn"tP°re°c1uJeTconsiaeeatiuTO[he mTatter7aG'`$ _
subse"auetii,,meetineSi0itlts nroueilI 7,a`dded tt To the aaeendTfrthatmetin 2'+
1' 1
1. Amendment. Any main motion and any amendment to a main motion may be
amended to add or omit words. A proposed amendment must be eermane, must be
seconded and is debatable if the motion to be amended is itself debatable. The
amendment passes upon a maiority vote in favor. Other amendments may also b
- On
proposed, provided that they do not nullify the amendments already passed or `
attemnl to amend a motion to amend a motion to amend.
wMEK0
a...
6. Restatement of Motion. Before a vote is taken on a motion, it must be restated by the
presiding officer or the City Recorder. '
7. Votine. rum i
a. When a question or motion is put to a vote by the nresidine officer, each member
41
Hnu
resent must vote for or a ainst the motion unless a ma'orit of the Council excuses
that member from so doing, lnless a JTfromCv'oline, a membe~Tr whoTis o'Y rese'nl
Tndlidoes not vMe for or a
ainstTthe motionTShallllbe counteed aa-s Navin cast a as,~"-.~
g ML.
ne ati e~°°Cv`nte The Ma or can only vote in the case of a tie and then is re aired [o - Comment [I31]}- edmrenect
c i pit m,ne oecenm~m v ar -n the €
rote.,®eme~y~w~. cd:re:wer
m v, t Il~u, t ~.~K1,reorna.ms
bee ea by th C I. Thn , Nd
aamm; uo
h. A sim le ma'ori of the uarum resent determines the action on ordinance or ye n to nn 1,. I- 1. ,e
resolution and on most motions. n°`~gucstion ire IR C-itvTGhanier. Cih. ,co ii e-''_~n~,~^'Miwt _M2~of~ter<s.
Ordinances or a licatile°fcovis"ionsOf7Robert'TRulesrofTOrdeZr Newl'yll-i-'Fi,o '
be'Tdeciaed4b a two-tFiir°J's votccof he'TCouncil a roval rre ires an affirmative
yote'~gEa[ileast four Councilors' Comment [ux]y>~n~~ ,.gym t
pm I 'f ih po i ut R 1 Jai to . ;
wN ie sinvvea q~d Prop fvi It h ds Pth e
.:ter.Yi - U
8. econlde'ration'Aim`e`mberwhoYvotedtin .fa'vorlof a@ou"n "dlac[ionmamoyeifor ro an..~m eaan dreu~a torm',1
reconsiaeeatationlbeforefadiournmm-eentdo0[he'Tme°etint!ratTwAichTttheTacttmmwa^" :sTa oveo'vJor °p""41 e~aiesorm ksst fo~Coimc brs
Ul-t nc la in~iunl heSit Ircad7haTbeen a roved orT~TtocdTb he
Ma or u Cif SCha-rter°"TgrtideT4y[Sectioon 3l.%TheTm°Mion~° m-ustIbe s"T econ`de`dl,qi"s
d'eba[abllif$heTaetio-nTnnder re ccomideeatio7iTdebafa6i,ewis no amendUlTand nt~'a'sses
upoonra m ioritvT iZfavor,:~.wAnvbcr mated ionTfor riaeration
i1TPmo`tion tTo7rcconsiacCouncilaaction'Tm'abe'lmade'rnnI "rq"""nceA.vetoedlne-m-T,=--ay, notTbe°v°thcTsul iect fo fion for,i"c"constderatioif` tommenf [R33 su] rn
w 1 rcmp,
ehWt ~ae.able
ra boa > axo
Section 2.04.050 Order of Business,
Al the first meeting in January, after the roll call, the presentation of the Mayor's State of the
City address shall be first in order. '
The Mayor or presiding officer may change the order of business on the agenda. The required
order of business has been established by ordinance is as follows:
.
Ordinance No. Page 10 of24
F
A. Roll Call.
B. Approval of minutes of the previous meeting. If there are no corrections or objections to the
minutes, they shall be considered approved; otherwise, to be approved by vote. The minutes
as approved shall be signed by the Mayor and City Recorder.
C. Special presentations, proclamations and awards. This item on the agenda is used to
acknowledge special recognition and awards given to the City or for the Mayor to announce
proclamations, which serve to encourage and educate the community. Proclamations shall be -
made and placed on the agenda at the discretion of the Mayor. Requests for recognition
under this agenda item should be submitted in writing to the Mayor.
D. Consent agenda. Routine business items may be listed by the City Administrator under this
item, which shall be acted upon in its entirety, except that the Mayor or any member of the -
Council may request that any item be moved to the regular agenda under the appropriate
section of business.
E. Public Hearings
a. Public hearings shall conclude at 9;00 p.m. and be continued to a future date to be set by
the Council, unless the Council by a hvo-thirds vote of those present, extends the
hearing(s) for one-half hour until 9:30 p.m. at which time the Council shall set a dale for
continuance and shall proceed with the balance of the agenda.
b. Not more than two land-use appeal hearings shall be scheduled for any regular meeting of
the Council. The City Administrator may, in the administrator's discretion, schedule
additional legislative hearings depending on the anticipated length of the Council
meeting. - - -
c. Persons wishing to speak at public hearings are to submit a "speaker request form" prior
to the commencement of the hearing and deliver the form to the City Recorder. The
Mayor or presiding officer is to inform the audience of this requirement to submit the -
form prior to the commencement of the hearing. No testimony will be accepted on public
hearings that have been closed.
F. ublic Forum Caminent [u~a7 0., c~,n~,.n
ggmW=%i gN t Fo=t ern earl ei spot one=
,u e_-~m"r..: a m°?
1:. ♦L`.. !`:ti ~ TL :ding afF r is to the On
_e"U'Femenis for submission Ofth-fopm
:x.1.....1 ~L.........:.1..
for the .......l:~.: :..L.:..
Ordinance No. Page 11 of 24
~pesk on on agenda 3, may do so at the.time set aside In
fi .:1 .....1 ~..aa~.. D..LI... a.:~a `r ...11 ...l ....AI... A..
u
D
TL.. \f... 1 ....a a.....: '1. .a... f.. ..~I~ A.. ....1. ..~~..1.~8A:: ~..Ll.~.: f..~.~
tS`.4l~LW1P'g <^s;' a ( Wyf~m.F'n alFliYl"./V".M.~d'§ e~. Raaa'''ai;
thc
A A....a to not ..11.... h A..3 . to a4:1 tA..:p
ffel:ate'- ..L..11 net..
Comment [13$] Th t on`has bee '
'rgan uaim vA t thm ~tbeb Md
imdtfcd sliBhaY~.~
A. Members of the public may sneak during public forum about any tonic not on the
aaenda for the same meetine. The a enda for ublic forum is 15 minutes unless a -
maiority of the Council votes to extend the time. O n'gtiehalfaof~°the'Git an° -
Councifo`rmsre uesldha[ an:.m`a[[er"Discussed dufin u6hfo'rumbe-'laced~on
a ' fpture `"'Council''""' " agenda ~mnw•~~[gb1 "!i~snny a~rBd
I SIN¢IIMIt a014 CUrtMl$Mp02040]0 vti ~,1
It. Public forum is not to be used to provide or anther additional testimony or
information on a quasi-judicial matter. Public testimony will not be accepted on a -
matter subject to a public hearing where the record has been closed if the matter is
still pending.
L. Persons wishing to speak during public forum are to submit a "speaker request
form" prior to the commencement of the public forum and deliver the form to the
City Recorder. The Mayor or presiding officer is to inform the audience on
requirements for submission of the form.
G. Public Testimony on Agenda Items
a. D1embers of the public who wish to speak on an agenda item that is not the subject
of a public hearin at the same meeting See Section E. above re ardin ublic
hearing testimony) may do so at the time set aside for that agenda item. fa
mein Aecof the~oublic or. a:.C$IineD merntier'-'Eha'strea'pas'ted hmefo"sneak on n."
consent? enda item ific" icsidin 54ffiee`rr shallFinake fimc'for a 6ti`cfs rcsc`ntation
by .tlie 7'reuuestoi~ --prior to the Coiih6l 3 `vote on the con'sen't aeenda: Cominent[67RTh nn -oa i a~ dear s
mek 1 ~d n n ba ell "
comment aa,,u item dpWig µ~=>.'.'A coment n. Persons wishing to speak on an aeenda item arc to submit a "speaker request form" f'°ida ` s a _r'T,sM a
prior to Council consideration of the agenda item and deliver the form to the City
Recorder. The Mayor or presiding officer is to inform the audience on
requirements for submission of the form. "
L. The presiding officer will set time limits for People who ask to sneak on agenda -
items. In eeneral the time limits should be set to enable all people who wish Present
testimonv. Time limits shall not be so short as to not allow speakers to address their
topics.
Ordinance No. Page 12 of 24
d. When possible and feasible, preference will be given to individuals who reside within the
Ashland city limits. Persons who do not reside in the City may be placed at the end of
the list of those wishing to speak at public forum.
G. Unfinished business.
N. Newbusiness.
1. Ordinances, resolutions and contracts.
a. Every ordinance is to be enacted in accordance with Article X of the City Charter.
Copies of the ordinance shall be e-mailed to Council members and the Mayor at least
fourteen days prior to the meeting, Council members may review the ordinance and
forward suggestions for changes to the City Attorney for consideration. Minor changes
may be incorporated, substantive changes will be considered at the time of first reading.
Any substantive changes to the ordinance must be verbally noted at first reading.
Council members must submit comments to the City Attorney no later than 12:00 noon
on the Wednesday prior to Council meeting.
Titles of lengthy ordinances will be published in the local paper at least seven days in
advance of the Council meeting thus allowing the ordinance to be read by title only at the
Council meeting.
b. Resolutions may be placed on the consent agenda and voted upon. Resolutions do not
require a roll-call vote.
c. The voting on all ordinances may be by roll-call vote and recorded in the minutes
showing those numbers voting for and those voting against.
1. Other business from Council members.
Section 2.04.060 Identification of Fiscal Impact of Policy Decisions.
A. When the City Council adopts a program or policy, it shall indicate how it expects that
program or policy will be funded; e.g., which existing taxes or fees the Council expects to
increase and by how much, or which current City programs or department expenditures the
Council expects to reduce to fund the new program or policy. However, if the Council
cannot reasonably identify a potential funding source, it shall so indicate.
B. As used in this Section the tern "program or policy with significant revenue implications"
includes an ordinance or a resolution in which implementation may entail expenditures in
any budget year in excess of one and one-half percent (1.5%) of the City's annual General
Fund budget, and which may require an increase to existing taxes or fees or an imposition of
new taxes or fees.
C. The provisions of this Section shall not apply to extraordinary expenditures in situations of,
or necessitated by, public emergencies.
Ordinance No. _ Page 13 of 24
ti a,2 oa~e~eA'~` Iligtif het Eitizens
t _sa c 'a`~g` ~CO'mmenf [r381it~-;V.'.oW,.~ cMnges io
R. ge'd 261.OSOF~ h v th cedf t~h man.
A sl ghat' wd fed sw ofthe laa srntence s
a nosedO ~u°s~msxwnz wowrll
Section 2.04.080 Conduct with City Employees.
The City Council will work with City staff in a spirit of teamwork and mutual cooperation.
A. Councilors may make inquiries of staff to increase their understanding of an issue or action. °
Councilors should limit requests for information from staff to questions that may be
answered with minimal research. Requests that require significant staff time or resources
((we hours or more) should be directed to the City Administrator and must be approved by
the Mayor, City Administrator, City Attorney or by a majority vole of the City Council
B. Written information given by the Mayor, Councilors, City Administrator, City Attorney, or
City Staff, including materials requested by individual Councilors and the Mayor, generally , .
will be distributed to all Councilors with a notation indicating who has requested that the
information be provided.
C. Individual Councilors should respect the separation between policy-making and
administration. They shall not pressure or direct City employees in a way that could
contravene the will of the Council as a whole or limits the options of the council. They must
not interfere with work performance, undermine the authority of supervisors, or prevent the
full council from having access to relevant information. Notwithstanding this paragraph,
nothing shall hamper the Council's ability to evaluate the performance of the City
Administrator or the City Attorney.
D. The Mayor and council members should strive not to criticize any person in a public meeting
or in public electronic mail messages. The same expectation applies to City staff in the
exercise of their official duties. Discussions and disagreements should focus on the content
of the topic at hand. Nothing should limit a Councilor or staff person' s right to report
wrongdoing. .
E. Councilors with a concern about the performance of a particular staff person should express
that concern to the Mayor, City Administrator, City Attorney.
Section 2.04.090 Commissions and Boards. -
A. Establishing Commissions and Boards.
Commissions and boards originate from different sources, including Oregon Stale Statute, City
Charter and Municipal Code; others arc established by direction of the Mayor or the City
Council. Advisory Commissions and Boards which are permanent [Regular] shall be codified in _
AMC Chapter 2, including but not limited to Forest Lands Commission, Planning Commission,
Transportation Commission, Planning Hearings Board, Recreation Commission, Public Caameat`[r39] ~~'°a d~w~+~
Arts Commission, Conservation Commission, Ashland Airport Commission, Housing br«Z spay eu1O1 a-
Ordinance No. Page 14 of 24
Commission, Historic Commission, Tree Commission, and the Municipal Audit Commission.
AMC 2.10 contains code common to all Appointed Commissions and Boards.
B. Ad-hoc Committees and Task Forces.
The Mayor shall have the authority, with the consent of the Council, to form ad-hoc committees
or task forces to deal with specific tasks within specific time frames. Such ad hoc committees or
task forces shall abide by uniform rules and procedures set forth in AMC 2.10 and such other
rules as prescribed by the order establishing such ad hoc entities. Committees or task forces
shall make recommendations by way of a formal report to the City Council. The Mayor or City
Administrator may refer matters to the appropriate ad hoc committee or task force. 't'he Mayor
with the consent of the Council shall appoint the membership of such committees or task forces.
Members of Regular Boards and Commissions may be appointed to ad hoc committees and task
forces. The City Administrator shall by order establish the ad hoc body' s scope of the work and
rules of procedure, if necessary. The Council has the authority to follow the recommendations,
change the recommendations, take no action, remand the matter back to the ad hoc body or take
any other action it sees fit. The Council by majority vote may remove a member of an ad hoc
committee or task force at any time, with or without cause. The City Council by majority vote
may amend or dissolve an ad hoc committee or task force.
C. Regular Commission and Board Membership Appointments.
Except for the Municipal Audit Commission (AMC 2.11) bnd the Recreation Commission all eminent [140): Added perdu nzufie.
committees and boards not required by slate law to be appointed by the City Council shall be °e"vber 2 mdy. mm
appointed by the Mayor with the consent of the Council. The Mayor may request assistance or
recommendations from Councilors in making appointments. In the Mayor's absence, any
necessary appointment may be made by the presiding officer with the consent of the Council.
When necessary, the Mayor shall stagger the initial expiration of tennis of appointees, such as in
the case of a new commission or board. The Mayor shall not appoint, nor shall the Council
consent to the appointment of a person to more than two (2) regular board or commission
positions at a time. This rule shall not apply to the Planning Hearing Board. Because broad
citizen participation is encouraged, the Mayor and Council shall give due consideration to
appointment of new qualified members before re-appointing a person to more than three (3) full
terns on any single regular board or commission.
O. Mayor Membership on Ashland Budget Committee.
For the purpose of local budget law, the Mayor is a member of the governing body of the City of
Ashland. and shall be a voting member of the budget committee.
E. Student Membership on Regular Commission s. and Boards.
The Mayor with the consent of the City Council may add to the membership of any city -
commission or board up to two positions for student liaisons. The student liaisons shall be non-
voting ex officio members of their respective commissions or boards. Once the liaison positions
have been added, the liaison from the high school shall be a high school student chosen by the
Ashland High School Leadership class and the liaison from the university shall be a university
student chosen by the Associated Students of Southern Oregon University Student Senate.
Student Liaisons need not be appointed to every advisory commission or board,
F. Regular Membership Removal Process.
Ordinance No. Page 15 of 24
The City Council, with or without cause, may by majority vote of the City Council at a regular
meeting, remove any regular commission or board member prior to the expiration of the term of
the appointment. Written notice of removal to the affected member shall be provided. Removal
shall be handled with respect and courtesy. If a member resigns or is removed, the Mayor shall
appoint a replacement for the remainder of the term in accordance with paragraph C. above.
Notwithstanding the above procedure. removal of a ['tanning Commissioner shall be governed
by the procedures in ORS 227.030 and- rcmovak ofs,mv member of; tliii;4Wcreatiou
Commission: is not sub'ecl this section Hearin sunder ORS 227.030 are hereb dele ated b eommenF[wr]'Tnd`ded a, ti,.e~o v1~
the governing body to the City Administrator or Hearings Officer in accordance with the AMC. o~ ~<<i~=mcr uo~a, =7s.
2.30, the Uniform Administrative Appeals Ordinance.
G. Changing or Dissolving a Regular Commission, Committee or Board.
After the commission, committee or board has been formed and codified, any change or
dissolution requires an ordinance amending the Municipal Code.
Section 2.04.100 Council Liaisons to City Adviso" Boards and Commissions. "
A. Role and Responsibilities of Council Liaisons. -
1. The primary role of a Council liaison is to facilitate communication between the City
advisory body and the Council. A Council Liaison is an ex officio non-voting member of -
the advisory body, not a regular voting member and shall not serve as Chair, unless the
Ashland Municipal Code specifically requires the Liaison to serve as Chair or in a voting
capacity. Notwithstanding the above, the Council Liaison to the Planning Commission
shall be considered a non-member Liaison and not an ex-officio member as regards
quasi-judicial matters.
2. City Councilors serve as liaisons to City commissions and boards, as well as ad hoc
committees and task forces and are expected to represent the full City Council in
interacting with these sueh entities.
3. City Councilors may attend meetings of City Advisory Boards and Commissions and
other ad hoc entities as citizens of Ashland. When attending as a citizen, Council
members must identify their comments as personal views or opinions not a representation -
of City Council policy.
B. Attendance.
Liaisons should attend eB regular meetings of the Commissions and Boards, or Ad hoc
Committees or Task Forces to which they have assigned 6s' time.nermts'mruLsl mr ld make
special efforts. to attend meetin s in res"ons'e`lo`s ecific~rc "uesfsi[o aitici- a[e:in _ -
discm35i6non tonics the Council may need to tie aivarc of<oc=n~o~ ide ~n oufon"? Comment
m
c sti"x m a snn~~e.mthe linison should find an n1termae t"
attending,
Read o
m i'wahth drug mbseno sPmdH,~
reassigned. Liaisons shall -
not attend quasi-judicial proceedings when the final appeal or final decision is or could come '
before the City Council
C. Deliberations.
The City Council values diversity of opinion. A significant role of" advisory body is to
represent many points of view in the community and to provide the Council with advice -
based on a full spectrum of concerns and perspectives. Accordingly, Council liaisons to City
Ordinance No. Page 16 of 24
advisory bodies should not attempt to direct debate, lobby, or otherwise influence the
direction or decisions of any advisory body to which he or she has been assigned. Council
liaisons are encouraged to field and answer questions as appropriate for an ex-officio
member of the advisory body. Undue influence over the decisions of any City advisory body
shall be grounds for removal of a Liaison assignment under paragraph 1 below.
D. Respect for Presiding Officer.
City Councilors attending advisory body meetings as liaisons shall accord the same respect -
toward the Chair and other members as they do towards the Mayor, Presiding officer or each
other.
B. Council Information.
City Councilors will inform the advisory bodies to which they have been appointed liaison of
about Council agenda items and Council decisions that may be of interest to the advisory
body. Liaisons shall also encourage advisory board members to attend Council meetings to
keep abreast of Council action, policy matters and the activities of the city. To Itie"Rate-tire
diew, and nom iflisimiling my other provision afthe Code, the Chaim efoo "d%isa -3 body
shall periodies"y pluee on theAgendn fer the adN ise", bed~, an item labeled "Report a
Crime" Unison".
I'. Advice on Filling Vacancies.
assigned staff liaison Advisory body chairs, alone with assigned staff liaisons and
Council liaisons, if any, will make recommendations to the Mayor for appointment of
citizens to fill vacancies on their respective advisory bodies.
G. Reporting to the Council.
I ouncil liaisons shall -peFiodieaHy may report to the entire Council on significant and -
important activities ofeaeh any, advisory body to which they have been assigned.' The chair
of€each. advisory body should be invited expect to give at least one short annual
presentation to the Council each year on the advisory body's annual goals and
'accomplishments and on recommended eoals for the Council to consider adontine.
Liaisons may seek' assistance from the relevant staff liaison to accomplish this reporting
responsibility. r d=. [tool m ma~rvoro=ed
nndlficetiods Flttlthe mtedl oflhe COwsel+
11. Liaison Appointment Process and Term.
The Mayor will appoint a Councilors to act as a Council liaisons to eaeh andeveFy advisory
eemmission of -beard bodies, as the Mayor deems advisable. Councilors interested in a
particular subject area should inform the Mayor of their interest and the Mayor should take
the expression of interest and/or a Councilor's preference into account when making
appointment decisions. Liaison appointments shall be for a term of one year unless
otherwise expressly staled. Appointments are generally made on an annual basis in January
and the Mayor shall make an effort to rotate liaison assignments if there is more than one
Councilor expressing a preference for as specific appointment.
L Removal from a Liaison Assignment
The Mayor or a Councilor may be removed for any reason from a specific liaison position or
assignment upon two-thirds vote of the entire Council.
Section 2.04.110 Council Representatives to State, Regional, Community and other
Ordinance No. Page 17 of 24
External Organizations.
A. Role and Responsibilities of Council Representatives.
1. City Councilors may be appointed, either by the City or by another entity, to serve as the - "
City of Ashland's representative to State, Regional, and Community organizations. In all
cases, the City's representative will follow the bylaws and guidelines for service of the
organization to which they have been appointed. '
2. The purposes of serving as an official Representative to State, Regional, Community, and
other external organizations are to ensure effective working relationships with other
agencies and organizations, ensure that Ashland uses all possible avenues to achieve
community goals; achieve City Council goals both within the community and in the
Rogue Valley; protect the home rule authority of the City of Ashland to make decisions
that are best for the community; ensure that key City revenue streams are protected; and
secure federal and stale funds for projects that benefit the City of Ashland and other
community institutions.
3. City Councilors are expected to represent the full City Council in their work as
Representatives. Representing a position other din the official position of the City of
Ashland is grounds for removal under paragraph E.
4. City Representatives serving as voting members on another organization' s Board of
Directors (such as the Rogue Valley Council of Governments) should work in the best
interest of that organization when not in conflict with best interest of the City of Ashland.
When presented with a conflict, the member shall declare the conflict and, if necessary,
recuse himself/herself from the matter.
5. If the City Councilor serving as a Representative is asked to take an official position on
an issue that affects the City of Ashland and the City' s official position is unknown or
unclear, the City Councilor should request that the item be placed on a City Council
agenda in accordance with AMC 2.04.030 for full City Council action.
6. City Council members may attend meetings of state, regional, and community
organizations as citizens of Ashland . When attending as a citizen, Council members
must identify their comments as personal views or opinions not a representation of City
Council Policy.
B. Attendance.
Representatives should attend all regular meetings of the organizations to which they have
assigned. In the event a Councilor has difficulty attending, the Representative should find an
alternate to attend on the City's behalf. In the event of a continuing scheduling conflict, the
City Representative should ask the Mayor to be reassigned.
C. Reporting to the Council
Council Representatives shall periodically report to the entire Council on significant and
important decisions activities of each slate, regional, and community organizations to which
they have been assigned. Council members may also request that representatives of these
organizations may be invited to give a short annual presentation to the Council.
Ordinance No. Page 18 of 24
I). City Representative Appointment Process and Term.
1. The Mayor will appoint a Councilor to represent the City to state, regional, and
community organizations to which the City is entitled to an official delegate. The City
Council shall confirm these appointments.
2. The Mayor and City Councilors may also be invited by external organizations to
represent either the City of Ashland or "Cities" in general. In these cases, the Mayor or
Councilor that has been asked to serve will inform the City Council in a regular meeting
of the assignment and request that the City Council confirm the appointment.
3. Councilors interested in a particular subject area should inform die Mayor of their interest
and the Mayor should take the expression of interest and/or a Councilor' s preference into
account when making appointment decisions. City Representative appointments shall be
for a term of one year unless otherwise expressly stated. Appointments are generally
made on an annual basis in January and the Mayor shall make an effort to rotate liaison
assignments if them is more than one Councilor expressing a preference for an specific
appointment.
E. Removal from a Representative Assignment.
The Mayor or a Councilor may be removed for any reason from a specific representative
position or assignment upon two-thirds vote of the entire Council
Section 2.04.120 Councilor Expenses.
A. ]'he City will reimburse a Councilor or the Mayor for expenses that are directly related to
City business in accordance with the City's reimbursement policy.
Councilors are required to submit all statements as required by ORS 244.
Section 2.10.005 Purpose.
Advisory commissions and boards (advisory bodies) require uniform rules, policies and
operating procedures to assure maximum productivity and fairness for members and the public.
Except where otherwise provided in this Code, the following policies and procedures govern all
the City's commissions and boards, as well as ad hoc entities. Nothing herein removes the
requirement for compliance with more specific regulations and guidelines set forth by stale
statute, administrative rate, ordinance, or resolution specific to the advisory body. These rates
do not apply to the elected Parks and Recreation Commission.
Section 2.10.020 Terms, Term Limits and-Vacancies.
All successors to original members of an advisory commission or board, shall have a three (3)
year term, except as otherwise provided in the appointment order. Notwithstanding the three
year limitation, Planning Commissioners and Budget Committee members not on City
Council shall serve four (4) year terms. All regular terms shall commence with appointment and
shall expire on April 30 of the third year, unless otherwise provided in the appointment order.
The appointing authority may stagger terns in the original appointment order as necessary.
Members may serve three (3) terms on any single commission or board, after which time the
Mayor and Council will give due consideration to other qualified candidates before making a
Ordinance No. Page 19 of 24
reappointment. Any vacancy shall be filled by appointment by the Mayor, with confirmation by
the City Council, for any unexpired portion of the term as provided in AMC 2.04.090.C.
Section 2.10.025 Meetings and Attendance.
Unless otherwise provided by law, the number of meetings related to business needs of an
advisory commission, or boards may be set by the advisory body. All Each members are
expected to must attend all at least seventy-five percent (75%) of the full advisory body's
regularly scheduled meetings, study sessions and special meetings which occur within each
twelve-month period from May I to April 30 and while the person is a member of the
advisorv bodv. Cenerally, advisory bodies may not alloy alternates to represent or stand
in for a member at a meeting. Notwithstanding the foregoing preclusion of alternates, on
advisory bodies with some members who are appointed by an entity other than the Mayor
and City Council and who serve as a renresentalive of the appointing entity, an alternate
may participate and vote for the named member by proxy at any meetimg of the advisorv
body, and such Participation by the alternate will be deemed to be attendance by the
named member. A member should Provide at least 48-hour notice to both the chair of the
advisorv body and the staff liaison rcearding any planned absence from a scheduled
meeting of the advisory body. In the event an unexpected emereencv will cause a member
to If -,>--a-member ii i" be absent from a meeting, the member must notify the chair or the staff
liaison at least two hours prior to the meeting. Any member ° he hn a or more unme °-•1
aLsenee. in a month period 1:.... 1 uHe 30 or ...1. 1 Deeember 311 shall be
considered in active and the peAtion vaeant. Further any member Hot attending 1i
minim im of a th._A (213) of all scheduled meetings (:....1..':v a of study sessions and
_ _:_I shall be eensidemil a and .he position . aeom Each advisory body
should review member Aartendance shall he reiiewed by the eemmission or boaFd du
he _.._..1__l. _ebeth.l_d meetings in and in')-, approximately every six months
with -a-repoA sent and report to the Mayor and City ouncil advising -af on the need for
appointments or re-appointments, if necessary.
Section 2.10.040 Quorum and Effect of Lack Thereof
Unless -the_ ase ordained, A meeting quorum shall consist of more than one-half of the total
number of authorized members of the body, including any vacant positions. Non-voting ex
officio members, staff and liaisons do not count toward the quorum. A mnjeFio, of the quorum
tm to adopt - motion. Members need not be physically present at a meeting if
another means of attendance (e.g. telephonic, internet etc.) has been established by the
membership and public meetings law requirements am met. At least a maiority of the quorum _
is necessary to adopt any motion; some motions require the affirmative vote of at least two-
thirds of the members present. If the members in attendance do not constitute a quorum,
if there :S _ . - f°' ° no deliberations towards a decision or any other
official business may be conducted, except for informational presentations by staff or
invitees, meted and the members present may leave.
Section 2.10.050. Election of Officers, Secretary, and Subcommittees.
At its first meeting following the appointment or reappointment of members each year, of
the-year the advisory commission or board shall elect a chair and a vice chair who shall hold
office at the pleasure of the advisory body. Neither the chair nor vice-chair shall serve as an
Ordinance No. Page 20 of 24
officer for more than two three consecutive annual terms. Without the need for an
appointment, the head of the City Department staffing the commission, committee or board shall
be the Secretary and shall be responsible for keeping an accurate record of all proceedings. The
Department head may delegate such tasks to a staff liaison. Subcommittees may be formed for -
the purpose of gathering information and forming a recommendation to be brought forward to
the full advisory body. manly the full body can make recommendations to
the City Council. Subcommittees must comply fully with the requirements of Oregon Public
Meetings law.
Section 2.10.060 Agendas and Minutes.
The chair or staff liaison will be responsible for the agenda of all meetings of advisory
commissions and boards. A member or staff liaison will be responsible for taking minutes.
Agendas and minutes will be posted on the eCity's web site. Members are encouraged to access
those documents from the web site. Staff will email or mail documents to members upon
request. If the advisory body has a current Council Liaison the Liaison sh i4-periodically
should be given the opportunity to report to the commission or board neriodically.
Section 2.10.065. Goals.
Advisory commissions and boards are encouraged to establish annual goals and action items that
reflect the body's charge as stated in the specific commission ordinance. Advisory bodies are
expected to suggest, support and advance Council goals and are encouraged to look for ways
within their own unique responsibilities to do so.
Section 2.10.070. Rules and Regulations.
The advisory commission or board may make such rules and regulations as are necessary for its
governance, including the conduct of meetings, when not inconsistent with Ashland City
Charter, Ashland Municipal Code or Oregon law. These rules may be less formal than the
_.r__ In the event of conflicts
meetine procedure rules in AMC 2.04.40 Roberts Rules ales of r,o.
that cannot be resolved less formally, p_b__._ Rules of ^_.1_e.._..__ AMC 2.04.040 shall be used as
the standard for meeting rules and procedures. Failure to strictly feNeaw comply with Reherts
Rates-ef Order the rules on meetine nrocedure in AMC 2.04.040 shall not be cause to void or
otherwise disturb a decision or action. The body will strive to be clear in its proceedings.
Section 2.10w+n nee De"he"tions.
OPPOFtUflit) tOSpeHlL Menthem speak only for themselves and shall be open, direct Bud
eandid. Allenihem shall strive to deliberate to a deeision and shall rely upon the Ph-ir #9
keep • ie this ssien moving. No MC_'beF shall .......1.'...._' than ..nee __t.1 eve", member
ehaosiiig to speak shall have spoken or % aii ed their right to do so. No member shall spend
more lhfln twiee on !he same mation m ithout leave of the presiding Offieen
Section 2.10.105 Reports.
Each Aadvisory commissions and boards shall submit copies of its minutes to the eCily
eCouncil and shall prepare and submit such reports and make such presentations to Council as
Ordinance No. _ Page 21 of 24
from time to time may be requested by the Mayor and City Council. The chair of each
advisory body should expect to make at least one presentation to the Council each year on
the advisory body's eoals and accomplishments and on recommended eoals for the Council
to consider adoptine. Unless otherwise expressly provide in the Ashland Municipal Code or
State Law, all reports or recommendations of City advisory bodies committee shall be considered
advisory in nature and shall not be binding on the mayor or eCity eCouncil.
Section 2.18.10 Established Membership (Conservation Commission).
The Conservation Commission is established and shall consist of nine (9) voting members including one
representative of the solid waste franchisee for the city; and one representative from Southern Oregon
University; and one representative from the Ashland School District and six (6) other voting members. Al
least five (5) of the other members shall reside within the city. The commission shall also consist of
certain non-voting ex officio members, including the mayor or one council member serving as council
liaison, the Department of Community Development Director and the Electric Utility Director, the
Director of Public Works, the Building Official and City Administrator. The Kleetrie Utility Pireeier
..h_, _ as the primary staff Li_i..__ See-..._... of the Commission The Primary staff liaison
shall be appointed by the City Administrator and shall serve as Secretary of the Commission.
Voting members shall be appointed by the Mayor with confirmation by the City Council.
Section 2.28.100 Electric Utilities Department - Functions.
The functions of the Electric Utilities Department are the construction, operation, and
maintenance of the electric distribution system: the installation of all new lines, services and
meters; the maintenance of the hydro-generation plant; the preparation and submission of
proposed work programs including estimates of cost; and the installation, maintenance and
operation of all electrical equipment and facilities of the City, the of
progmuts for energy eansen-fition required by state or federal
or as approved by th
ity-Courted. , City
Section 2.28.130 Finance Department - Functions.
The functions of the Finance Department are the administration and collection of various City
taxes, licenses, and permits and the administration of ordinances and state laws applicable
thereto; the receipt and safekeeping of all City money; preparation and control of the City
budget; procurement of materials, supplies, equipment and services for all departments,,e e
receipt, storage and issuance of supplies, materials and
equipment the disposal of surplus property; fiscal and property accounting for all departments
data processing; financial estimating,
except the Ashland Parla and Recreation Commission; planning and programming; billing and collecting; investment of temporarily idle funds in
cooperation with the City Recorder; dispatching of utility connect and disconnect orders; risk
management and insurance administration; operation of the switelibe
general administrative purposes; establishing and operating a eentFHlized warehouse;
genera' administration mail PoMfol of the Cemetery Department; the performance of all
duties prescribed by the City Charter and ordinances and the laws of the State for those officers
Ordinance No. Page 22 of 24
and officials included in the Finance Department; and the performance of such other functions as
may be assigned by the City Administrator or prescribed by the City Council.
Section 2.28.340 Public Works Department- Functions.
The functions of the Public Works Department are the construction and maintenance of all
streets, alleys, sidewalks, paths, bike paths, rights-of-way, and courts now open or which -
hereafter may be opened; the cleaning of streets; the construction, maintenance, and operation of
'
the sewer and storm drain systems; the maintenance and operation of the sewage disposal plant;
the construction, maintenance and operation of the water distribution systems, the maintenance
and operation of the water filtration plant; the supervision of all work done on streets, alleys, or '
other public ways, land, buildings, or other structures by anyone other than the City; supervision
of the repair and maintenance of all motor equipment of the City, eseept equipment Of the
the perfortnance of traffic engineering; the planning,
improvement and maintenance of the Ashland Municipal Airport; the performance of all phases
of engineering work required in connection with all the functions of said Department; the
keeping of records of all surveys and measurements made, which records shall be open for public "
inspection.
Section 2.28.354 Community Development Department - Functions.
The functions of the Community Development Department are the preparation and maintenance
of the Comprehensive Land Use Plan of the City as required by State Law; the preparation of
ordinances, policies, maps and studies implementing said plan; the processing of applications for
planning actions set forth in Title 18 of this Code; with the assistance of the Police Department, '
the enforcement of all laws, ordinances and regulations governing the erection and occupancy of
buildings and structures, and the alteration of or additions to buildings and structures as required -
in Title 15 of this code; and, with the assistance of the Police Department, the enforcement of all
laws and ordinances governing zoning and land-use as set forth in Title 18 of this code, and !he
development and implementation of enefgy eoasenntia" pFograms us may he appFoved by
nit- Administrator or City C,.uneil
!be SECTION 2. Severability. The sections, subsections, paragraphs and clauses of this ordinance
are severable. The invalidity of one section, subsection, paragraph, or clause shall not affect the
validity of the remaining sections, subsections, paragraphs and clauses.
SECTION 3. Codification. Provisions of this Ordinance shall be incorporated in the City Code,
and the word "ordinance" may be changed to "code", "article", "section", or another word, and
the sections of this Ordinance may be renumbered or re-lettered, provided however, that any
Whereas clauses and boilerplate provisions (i.e., Sections [Nos. 2-3] need not be codified, and
the City Recorder is authorized to correct any cross-references and any typographical errors.
The foregoing ordinance was first read by title only in accordance with Article X,
Section 2(C) of the City Charter on the day of 2013,
and duly PASSED and ADOPTED this day of 2013. "
Ordinance No. Page 23 of 24
!
Barbara M. Christensen, City Recorder
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SIGNED and APPROVED this _ day of 2013. Ma
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tlESE'3k~vSv ➢'eE:
John Stromberg, Mayor : *n~." T,FU E E
Reviewed as to form:
David H. Lohman, City Attorney ~Y
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