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HomeMy WebLinkAbout2014-0204 Council Agenda PACKET CITY OF ASHLAND Important: Any citizen may orally address the Council on non-agenda items during the Public Forum. Any citizen may submit written comments to the Council on any item on the Agenda, unless it is the subject of a public hearing and the record is closed. Time permitting, the Presiding Officer may allow oral testimony. If you wish to speak, please fill out the Speaker Request form located near the entrance to the Council Chambers. The chair will recognize you and inform you as to the amount of time allotted to you, if any. The time granted will be dependent to some extent on the nature of the item under discussion, the number of people who wish to speak, and the length of the agenda. AGENDA FOR THE REGULAR MEETING ASHLAND CITY COUNCIL February 4, 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 Z04.030.E] 7:00 p.m. Regular Meeting 1. CALL TO ORDER II. PLEDGE OF ALLEGIANCE III. ROLL CALL IV. MAYOR'S ANNOUNCEMENTS V. APPROVAL OF MINUTES 1. Business Meeting of January 21, 2014 VI. SPECIAL PRESENTATIONS & AWARDS None VII. CONSENT AGENDA 1. Acceptance of commission minutes 2. Appointment of Keith Whitman to the Forest Lands Commission 3. Appointment of Lynn Thompson to the Planning Commission 4. Report on City of Ashland's Sweatfree Purchasing Policy, program, and participation in the Sweatfree Purchasing Consortium 5. Approval of a liquor license application for Ryan Bottano dba Granit Taphouse, LLC 6. System Development Charge Review Committee appointments VIII. PUBLIC HEARINGS (Persons wishing to speak are to submit a "speaker request form" prior to the commencement of the public hearing. All hearings must conclude by 9:00 p.m., be continued to a subsequent meeting, or be extended to 9:30 p.m. by a two-thirds vote of council {AMC §2.04.050}) None COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9 VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US IX. PUBLIC FORUM Business from the audience not included on the agenda. (Total time allowed for Public Forum is 15 minutes. The Mayor will set time limits to enable all people wishing to speak to complete their testimony.) [15 minutes maximum] X. UNFINISHED BUSINESS None. XI. NEW AND MISCELLANEOUS BUSINESS 1. Second Quarter Financial Report for year one of the 2013-2015 Biennium 2. Presentation regarding drought preparedness XII. ORDINANCES, RESOLUTIONS AND CONTRACTS 1. Second Reading by title only of an ordinance titled, "An ordinance amending AMC Chapter 6.04, Business Licenses" 2. First Reading by title only of an ordinance titled, "An ordinance amending AMC Chapter 6.36, Film and Television Productions" XIII. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS XIV. ADJOURNMENT In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Administrators office at (541) 488-6002 (TTY phone number 1-800-735-2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1). COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9 VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US Regular City Council Meeting January 21, 2014 Page 1 of4 MINUTES FOR THE REGULAR MEETING ASHLAND CITY COUNCIL January 21, 2014 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. APPROVAL OF MINUTES The minutes of the Study Session of January 6, 2014, Executive Session of January 7, 2014, and Business Meeting of January 7, 2014 were approved with the following correction to the Study Session minutes, second to last paragraph. Councilor Lemhouse called for a point of order regarding the proper use of a Study Session, not the relevance of the questions. Staff would make the appropriate changes. MAYOR'S ANNOUNCEMENTS Mayor Stromberg announced vacancies on the Tree, Public Arts, and Firewise Commissions, and the Band Board. SPECIAL PRESENTATIONS & AWARDS - None CONSENT AGENDA 1. Acceptance of Commission minutes 2. Approval of contract amendment in excess of 25% with American Industrial Door for the fixed base operator hangar door replacement project 3. Request for sewer connection to a residence located outside the City limits and within the Urban Growth Boundary 4. Approval to apply for two grants for public art Management Analyst Ann Seltzer explained the Public Arts Commission was interested in applying for two grants, one for the National Endowment of the Arts titled "Art Works," and a second through a grant foundation called ARTPlace for the Gateway public art project. Staff and two Public Arts Commissioners were writing grants the City would submit for approval when completed. Transient Occupancy Tax (TOT) funds would pay for the project. Currently there was $80,940 in TOT available through 2014. The estimate in the resolution for fiscal year 2015 was approximately $17,300 with a similar amount available Fiscal Year 2016 that would bring TOT funds up to $115,000. The total budget for the Gateway project was $110,000. Recent updates to the National Endowment of the Arts grant changed the grant amount from $25,000 to $100,000 and required a match not known at this time. The Public Arts Commission built the timeline on TOT revenues through Fiscal Year 2016. Councilor Voisin/Slattery m/s to approve the Public Arts Commission to seek 2 grants, one from the National Endowment for the Arts and one for ArtPlace in the amount of $100,000 that may require matching funds to offset the cost associated with the Gateway Public Art project. Voice Vote: all AYES. Motion passed. Councilor Rosenthal/Marsh m/s to approve Consent Agenda items #1-3. Voice Vote: all AYES. Motion passed. Regular City Council Meeting January 21, 2014 Page 2 of 4 PUBLIC HEARINGS - None PUBLIC FORUM Bruce Cook/5128 Beagle Road, White City/Spoke regarding his position on gun control. He did not believe there was a problem in Ashland. The City did not have the authority to ban firearms, only to ban loaded firearms for those without proper permits and licenses. He continued to cite the law regarding the City's authority to ban or regulate firearms. Bill Skillman/635 Oak Knoll Drive/Expressed his concern regarding the possibility of Ashland being a gun free zone. He was a strong Second Amendment advocate and would not give up that right to anyone, anytime, ever. Sheriff Departments across the country were speaking in support of concealed carry. The majority of people carrying concealed weapons were not the problem. He questioned the benefit of having a list of individuals with licenses to carry concealed weapons. He categorized guns as safety equipment and provided examples. He hoped he never had to use his gun but if he did, there was no substitute for it. He opposed Ashland becoming a no gun zone. He would debate with anyone whether it was a good idea or not. UNFINISHED BUSINESS - None NEW AND MISCELLANEOUS BUSINESS 1. Approval of Council Liaisons for 2014 Mayor Stromberg and Council discussed the process that determined the following Council Liaisons assigned for 2014: • Airport - Councilor Morris • Band Board- Councilor Voisin • Conservation - Councilor Rosenthal • Fire Wise - Councilor Lemhouse • Forest Lands - Councilor Slattery • Historic - Councilor Morris • Housing and Human Service - Councilor Marsh • Parks & Recreation - Mayor Stromberg • Planning - Councilor Morris • Public Arts - Councilor Slattery • Transportation - Councilor Voisin • Tree - Councilor Voisin • Help Center - Councilor Marsh • SDC Committee - Councilor Rosenthal • Downtown Parking Management and Circulation Committee - Councilor Rosenthal and Slattery • Recycle Center & Waste Reduction Committee - Councilor Rosenthal and Slattery • Council & Parks ad hoc Committee - N/A • Parks/CC Planning - Councilor Marsh and Mayor Stromberg • Chamber of Commerce - Councilor Marsh • Mt. Ashland Board - Councilor Slattery • RVACT-Mayor Stromberg • RVCOG - CouncilorLemhouse • RVMPO -Councilor Rosenthal • SOREDI - City Administrator Dave Kanner Regular City Council Meeting January 21, 2014 Page 3 of 4 ORDINANCES, RESOLUTIONS AND CONTRACTS 1. First Reading by title only of an ordinance titled, "An ordinance amending AMC Chapter 6.04, Business Licenses" City Administrator Dave Kanner clarified the City did not have a medical marijuana license code, did not issue medical marijuana licenses and were not proposing to issue medical marijuana licenses. Medical marijuana dispensaries were legal under state law but still illegal under federal law. Current language in Ashland Municipal Code Chapter 6.04 Business Licenses would not allow the City to issue a business license to a medical marijuana dispensary. The proposed amendment would remove the following language from 6.04.100 Issuance of License, "If the city has knowledge that the applicant is engaging in, or proposes to engage in an unlawful activity, the City shall return the fee to the applicant, along with the reason for so doing, and shall refuse to issue a license," and add "Issuance of a business license shall not preclude enforcement against the license of any City ordinance, state statute, federal law or any other applicable law." This would allow the City to issue a business license to any business that applied. The fact that someone had a business license did not make his or her business legal. They still had to comply with all state and federal laws. Without the regulatory provision in the code, it would become a registry of who was conducting business in the city as well as raise revenue for the General Fund. Staff requested direction regarding zoning and suggested Council consider prohibiting dispensaries in the C-113, downtown zone and any E-1 zone with a residential overlay on it. City Attorney Dave Lohman explained the state issued temporary Oregon Administrative Rules (OARS) effective March 1, 2014 when the statute went into effect. Permanent rules would be issued later and it was unknown at this time what changes might be made. Mr. Lohman added the federal government was interpreting "Preventing the distribution of marijuana to minors" to mean they would go after a dispensary within 1,000 feet of any place where minors tended to congregate and that might include libraries. Bill Ericson/147 Blue Heron Lane/Explained he was a cancer patient with terminal cancer and wanted free and safe access to marijuana. He was looking at opening a dispensary himself and understood the intention of the state to make marijuana accessible to patients while keeping it away from kids. One problem was getting a business license in Ashland to conduct business. He encouraged Council to look at patient needs and explained how marijuana was the only drug that had worked for his cancer treatment. Councilor Lemhouse/Slattery m/s to refer the issue of Medical Marijuana Dispensaries in Ashland to the Planning Commission for review and recommendations in regards to the Land Use Code. DISCUSSION: Councilor Lemhouse explained business licenses were not regulatory and the zoning needed more discussion. It was incumbent on Council to abide state law, protect the community, and ensure proper use of legal dispensaries. Councilor Slattery agreed Council needed to know the exceptions, any zoning issues as well as protect people investing in a dispensary. Councilor Rosenthal questioned forwarding the issue to the Planning Commission and thought it should stay with Council. Mayor Stromberg clarified changes to the Land Use Ordinance had to go through the Planning Commission. Councilor Lemhouse added it was important to look at the long-term regarding future changes to state law and have a solid plan. Councilor Voisin thought Mr. Kanner was asking for direction not a full decision. This was a Council issue and she preferred not forwarding it to the Planning Commission. Councilor Marsh noted the Planning Commission would have to look at it at some point. The Commission would be able to focus on the zoning, set aside the other issues, and provide Council with the best land use recommendations. Roll Call Vote: Councilor Slattery, Lemhouse, Marsh, Rosenthal, and Morris, YES; Councilor Voisin, NO. Motion passed 5-1. Regular City Council Meeting January 21, 2014 Page 4 of 4 Councilor Slattery/Marsh m/s to approve First Reading of an ordinance by title only and place it on the agenda for Second Reading. DISCUSSION: Councilor Slattery thought the motion complied with state law and aligned the business code. Councilor Marsh explained a clerk should not have to determine the legal nature of a business. People with an illegal business most likely would test the law or the City's commitment to the law. Decisions regarding those actions were better calculated by the police, city attorneys, and elected officials. Councilor Lemhouse added the motion aligned city code to state law and would ensure compliance, whether an individual supported medical marijuana dispensaries or not. Councilor Morris noted Council earlier specified business licenses were a registry and not regulatory, the motion would clarify that. Councilor Voisin added it was an important correction and took the burden off staff. Councilor Rosenthal observed it was 15 years since the law passed, and had taken the state this long to regulate it as business. The motion reconciled local codes. Mayor Stromberg explained medical marijuana when properly regulated was a helpful and humane thing to do. Full decriminalization of marijuana could occur eventually. How the City handled it appropriately, fairly, and preserved public safety would make the difference. Roll Call: Councilor Marsh, Voisin, Rosenthal, Morris, Lemhouse, and Slattery, YES. Motion passed. OTHER BUSINESS FROM COUNCIL MEMBERS/REPORTS FROM COUNCIL LIAISONS Councilor Lemhouse announced an event the following night January 22, 2014 at the First Presbyterian Church from 7:00 p.m. - 8:30 p.m. on human trafficking in the Rogue Valley. ADJOURNMENT Meeting adjoumed at 8:11 p.m. Barbara Christensen, City Recorder John Stromberg, Mayor ASHLAND TRANSPORTATION COMMISSION MINUTES DECEMBER 19, 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, Corinne Vieville (arrived at 6:05 pm) and David Young Commissioners Absent: None Ex officio Present: Steve MacLennan Staff Present: Scott Fleury, Mike Faught and Tami De Mille-Campos Council Liaison Absent: Carol Voisin SOU Liaison Present: Honore Depew ANNOUNCEMENTS None PUBLIC FORUM Bill Heimann, 647 Siskiyou Ave. He is here to support a speed zone study & movement of the 35mph sign on Ashland Street. He would like it moved across the other side of the railroad bridge. He stated that it is just past the crosswalk that is heavily used by children going to the middle school and at the other side of the bridge you have another crosswalk that is used to get to the bike path. He doesn't think that it is conducive to children's safety. The second thing he would like to talk about is the flashing light at the high school. He said it is inconsistent with the other flashing lights on Siskiyou. The constant flashing light doesn't follow the patterns. He also mentioned that the bump- outs previously motioned are going to affect the bicyclist flow in that neighborhood. Fleury stated a fix is in the works for the flashing light at the high school. Parts will be ordered in order to complete the project in the spring. CONSENT AGENDA Approval of Minutes: November 14, 2013 and November 20, 2013 All Ayes. Approved as presented. ACTION ITEMS Orange Ave. Corridor Discussion There was concern voiced regarding safety issues in that area (vehicular speeds). A speed and volume study was conducted by City staff and then Kim Parducci from Southern Oregon Transportation Engineering performed a site review and evaluated speed data which was measured on Orange Avenue near Drager Street by the Ashland Public Works Department after citizen complaints were received regarding speeders on Orange Avenue I Drager Street. Speed data from the days counted did not show any significant speeding occurring, but a field visit revealed sight distance restrictions and an intersection skew that contributes to what was reported (see attached Memorandum). David Brabec, 440 Drager Street. Two years ago he bought the home & demolished it and has been rebuilding. He read a letter to the Commission which was submitted as public record (see attached). The Commission asked what his suggestions are for solving these issues. He feels if we start with simple things like more signage, greater police presence etc. that would be a good start. He pointed out that other neighbors have suggested speed bumps although he isn't convinced about the effectiveness of that. Douglas Falkner, 240 Orange Avenue. He used to live on Drager Street when they moved here 13 years ago (he submitted a letter as public record). His impression of the study that was conducted is that the speed strips were not placed in the proper places to accurately reflect the cars speeding through the neighborhood. He thinks that the observations are more accurate. Transportation CommrS on December 19, 2013 Page f of 5 His suggestions included greater police presence which would train people that if you are speeding you'll get cited. He stated that prevention is the key. Kampmann asked if there is a certain time of day that the speeding generally occurs. Doug answered that it is normally during commute times during the winter months and during the summer is pretty much all day long. Kampmann also asked if this has been an ongoing problem or if this was a new problem may be attributed to new traffic patterns created by the road diet. Doug answered that it's been like this for quite a long time, at least 10 years. Chapman asked where he sees the biggest problem. Doug answered that Laurel has the most speeders. Drager doesn't have as much traffic but there are still people speeding. Depew mentioned the "intersection repaid' that was done in Portland in the Share-It-Square after responding to a tragic accident. It is an intersection that is painted and causes drivers to slow down by design because it is something unusual that catches their eye. AN Falkner, 240 Orange Avenue. He spoke to the idea of trying to create an active jurisdiction of police by disrupting people's patterns and making the police presence unpredictable. Tom Pike, 248 Orange Avenue. He stated that he has lived there now for 6 or 7 years & prior to that he lived on Drager Street. He said it was apparent from the beginning that the front yard was not a safe place for their kids. He said it is troubling that the City said it was going to put out a speed trailer and after 5 months it still hasn't happened. He doesn't believe that the data collected accurately reflects what is going on out there. He would like to see the speed strips moved so that there is a more accurate reflection of what is going on. He isn't sure what the solution is but he has noticed that the narrower street on Orange Street doesn't get near as many people speeding. He isn't sure that slow down signs or children present sign is the right solution. He believes that a stop sign at Orange would be an inexpensive solution. He also likes the idea of the painted intersection that was mentioned by Depew. He would like to see that the data collected is reviewed further. Steve MacLennan asked the group of neighbors about what speed they have observed people going. They said that they feel like most people are routinely going in excess of 30 mph. They also said that because there are no sidewalks it's almost like people see pedestrians as an inconvenience and try to hurry and get around them! Steve pointed out that Scott Fleury did get in touch with him about putting the speed trailer out there in August/September but the speed trailer was actually broken and out of commission. Now that it is repaired he will get it out there, he said there are a few neighborhoods in front of them. The commission asked if the speed sign records the speed data. It does not record the speed. The speed study results do provide the speed on an hourly basis. There are definitely peaks throughout the day. Scott Fleury spoke to the elements within the Transportation System Plan (TSP) related to this neighborhood. One of the priority projects in the TSP is continuing the sidewalks along the south side from Glenn Street through Orange to Laurel. They are looking to fund this project within this biennium through one of their safety improvement projects or within the next biennium, because it ties into Laurel which is a safe route to school. The other critical component that came out of the TSP which will have the potential to relate to speed is the planned bikeway. It was designated as a high priority project in the TSP for Orange to be a bike boulevard all the way through. With relation to speed Scott and the traffic engineer talked about house bill 3150 which was passed allowing local jurisdictions to reduce the speed by 5 mph if it meets the following criteria: the road authority determines that the highway has an average volume of fewer than 2,000 motor vehicles per day, more than 85 percent of which are traveling less than 30 miles per hour; and there is a traffic control device on the highway that indicates the presence of pedestrians or bicyclists. At such time the reduced speed limit would need to be posted and ground striping put down along with sharrows. He spoke to the skewed intersection and stated that in other locations in town there are curb returns and they have striped the double yellow on the center for about 50 feet which gives people the proper visual space to shoot towards. Please see the attached Traffic Engineer & staff recommendations. Faught stated that staff would want to have discussions with the neighborhood if there were going to be design changes within the neighborhood, such as additional sidewalks which could cause a loss of on street parking on one side. With regards to installing a stop sign, the Average Daily Traffic (ADT's) does not show that it meets warrants to do so. Transportation Commission December 19, 2013 Page 2 e15 Kampmann spoke to the visual solution that was previously mentioned by Depew. He personally thinks that is an effective solution as well, at least to start. One idea that he also had was the diagonal orange stripes on Orange for visual effect. He likes the orange color because it generally means caution and is a bold color to gain attention. Chapman asked if Willow has the same problem. Fleury stated that the intersection is more aligned at Willow. The only stop signs are at the Railroad tracks and at Laurel. Faught pointed out that there are opportunities for future traffic calming ideas in regards to sidewalks etc. but the recommendation from the Transportation Commission should be a short term solution while staff continues to work with the residents to find a more feasible long term solution. Anderson stated that he lives in this neighborhood. He would like to see an investigation of a bulled out intersection. He feels that necking down the street could have some traffic calming. Anderson/Chapman m/s to further investigate feasibility of a bulb-out intersection on the westside of Drager and Orange, support staffs recommendation to paint curb returns to increase sight distances and investigate the feasibility of a mini roundabout (traffic circle) at Laurel/Orange. Discussion: Kampmann stated that the intersection at Laurel/Orange is offset and he doesn't think a mini roundabout would work. Graf likes the idea of sharrows. Young also likes the idea of the sharrows and the speed limit reduction. Graf/Anderson mis to amend the main motion and add sharrows, reducing the speed limit to 20mph and staff examine with the residents the idea of putting in rumble strips. Discussion: Chapman would like to look at lowering the speed limit but he sees the need to adopt a future policy for how the speed limit reduction would be used. All in favor. All Ayes. Chapman/Graf m/s to amend the wording of the amendment and add that staff and the commission will look at a future policy for reducing the speed limit. All in favor. All Ayes. Chair Young went back to Public Forum since we had someone come in to speak. Election of Officers Fleury pointed out that we do have a new Transportation Commissioner, Alan Bender. He will be in attendance at the January meeting. Faught stated that the term limit for the chair is 3 annual years. Young can be chair for one more year based on the codification. Vieville would like to see Young continue as chair. She also stated that she will not be interested in stepping up to chair due to personal reasons. Chapman/Vieville m/s to nominate Young as chair and Kampmann as vice chair. All AYES. NON ACTION ITEMS Walker Ave/Hersey St. sidewalk improvements Project will bid in the spring of 2014.OBEC the consultant engineer is in the final negotiations with the Railroad for access & easements. The Railroad wanted to charge the City 50k for the crossing improvement so we put together a packet of similar projects & costs for crossing improvements to help finalize the deal. If they don't agree there is enough money in the budget to pay the 50k for the easement. The Hersey Street prospectus was changed to match what was in the grant with sidewalk being constructed on one side of the street. Project has a 2 year window for engineering & construction. Nevada St. Bridge Extension Transportation Commission December 19, 2013 Page 3 015 They are going to be submitting an application for STP and CMAQ funds. The applications are due January 2, 2014. There is approximately 3 1l2 million dollars available through the MPO for this year for funding of approved projects. Chip Seal CMAQ Grant Application Over the years numerous residents who live along dirt roads have complained but there isn't enough interest to do an LID, so the chip seal is a good option. They've identified the roads that can be chip sealed. This meets some of CMAQ's requirements such as reducing pollution. There are approximately 20 dirt roads on the list. Fleury stated that this is our first time going after grant money for this type of project. Downtown Parking Study Anderson and Young are the two TC liaisons. Faught stated that he thinks this is a great group based on the first meeting. He is very excited about the consultants working on this project. Anderson agrees and is optimistic and excited about the process. Young stated that he is optimistic as well. He hopes everyone will work together to accomplish something. He thinks that everyone agrees that something needs to be changed. FOLLOW UP ITEMS Walker/Tolman bike path jurisdiction Fleury said he isn't sure yet and he hasn't found anything in our records that states whose responsible for it. He emailed Jerry Marmon at ODOT because it is in their jurisdiction but he hasn't heard back from them yet. Right now nobody is doing anything with the repairs out there. He isn't sure if there have been any claims made against the City and will look into it. INFORMATIONAL ITEMS Action Summary Oregon Impact October and November Newsletter Traffic Crash Summary Depew stated that one of the bike accidents involved his friend on a bike with a vehicle turning right. The driver was cited. MacLennan stated that there is a statute that states that a bicyclist cannot pass on the right if it is unsafe to do so. If the car ahead of you isn't turning right with their signal on then it is safe for the cyclist to pass. Young requested that bike lane marking be added as a future agenda item. COMMISSION OPEN DISCUSSION Vieville asked if the lights at the high school will be audible as well. Scott said they will be the same as the rest of the system. Depew asked whether there is any City wide policy to clear sidewalks during inclement weather. Faught explained that it is the responsibility of the property owner. The problem with the snow storm that we had is that it snowed and then froze. So unless it was cleared right away then you would have needed tools to remove the ice from the sidewalks. Fleury stated that as a property owner you need to be careful with what you do/put on the sidewalks because you could damage the concrete and have to pay to replace it. Anderson asked if Normal Avenue was going to brought back up for further discussion. Faught pointed out that the commission stated that they didn't want to revisit it which is reflected in the approved minutes. Chapman would like to see Grandview added as a future agenda topic. There is a ditch on the side that people got caught in during the snow storm. He thinks that there needs to be flags sticking up or something to indicate the ditch. He also asked when it was going to be changed to a shared road. Young asked Officer MacLennan about the video that was posted of him on the internet where he was citing a cyclist for riding in the street. The person cited purchased the dash cam footage from the officer. It will be going to court in January. FUTURE AGENDA TOPICS Transportation Commmon December 19, 2013 Page 4 015 Transportation Safety Public Outreach SOU Multi-Modal Future Lithia and 3r' Intersection Analysis Iowa St. 20mph zone Siskiyou Blvd. Signal Timing Project financing and funding mechanisms ADJOURNMENT Meeting adjourned at 8:22 pm Respectfully submitted, Tami De Mille-Campos, Administrative Assistant Transportation Commission December 19, 2013 Page 5 of 5 1aquap0uoO uopejodjoz) swelsAS oid3 0WZ-LOOZ Ashland is a hillside community. Most people go to school, work and run errands by first getting in their car. Its what happens when yo build a house on a hill. Nice view but few ways of getting up that hill without a motor. This is not the case in Quite Village. Quite village is built in a part of Ashland here it is flat. We ride our bikes to the store. We ride our scooters to school. Ou kids play ball in the front yard because they know if it goes in the street its not goi g to roll 5 blocks down the hill. This is why my neighbors and I have decided to ive here. They are not the most beautiful homes in Ashland, they are not the bigg st homes, they are not the most expensive but they are in an area where we know our kids can ride to the park, scoot to school, and run over to a friends house. The are over 30 kids from 19 different families within a block of my house. In the p st year, on two separate occasion's two different children where hit by cars. T ank God by some miracle none were seriously injured. One was riding his bike a other one was parked, at a corner, on the correct side of the street and hit hea on. I had already spoken to the city 5 months prior to the second accident and nothing had been done. I was told the city would put up a portable speed sign to remin drivers of how fast they were going, it didn't happen. I have neighbors who have called the police to report re eat offenders speeding and running the stop signs. Compared to the hillside streets our streets are very easy to drive but people bringing their kids to school f om above the boulevard or driving through our neighborhood to get to I-5 d 't realize the amount of children in this area. They think a wide street allow them to drive fast, with one eye on their phone. They've been chased down by m neighbors and told 1eguappoo uoi;ejodioo swelsAS oid3 MOZ-LOOZ gets parked on it won't work. But then two weeks later they oved the strip to a place where cars could be parked but they put it less than 30 y rds from the only stop sign on the whole street. I called and e-mailed again butt ey never moved the strip. If you want to know the maximum speed people are going on our street the strips should be placed where people can actually go fast. In the end, l want the city to be held accountable to its r sponsibilities. This has been made public record and if something happens again t ey cannot act unaware of the current situation. I have seen no changes by th city since my first report over 9 months ago. I have seen my own child hit by a ca in that time, I have seen numerous cars cut corners, drive at unfathomable speeds and neighbors confront some of those drivers with words best described as unkindly. One neighbor who walks her kid to the preschool on Willow descri es the walk as "scary." My wife is an emergency room doctor and if you need a in depth description of a child after they have been struck by a vehicle she can do it or you. She can handle telling a family that an elderly loved one has passed, sh can handle the drunk taking a swing at her, she can handle the rape kits, the blind pouring out of a throat as she tries to stick a tube down in it so they can breath. But when she has to inform a family the child is dead, that she has done everything he can but it wasn't enough, that she knows they will dig a hole and put their kid in It. That's when she isn't the same again. She can't be the same again. I'm now stan ling in front ofyou with the signatures of my neighbors, I'm showing you how man y kids live within a block of this intersection, and I'm asking you to do something t calm down the eiluapgu00 'uoileaodaoo swalsAS oid3 OIOZ-LOOZ to slow down but they have never been seen being pulled over and cited for speeding or running a stop sign. Longtime residents of quite village say traffic has gotte much worse. Drager used to be a dead end street and Orange used to be a dirt road fter crossing Laurel. They say the traffic has gotten much worse and so has the spe of the vehicles. The traffic engineer's proposal to paint street corners orange to "in rease visibility" demonstrates the inability of the city to understand our situation. Those trailers were put there by the residents to make people slow down wh n they turn down Drager from Orange. Since it is angled (down hill) like the on- imp of a freeway, if my child decides to ride his bike out of the driveway onto the s eet he would be hit by the oncoming traffic no matter how careful he was. This neon colored yellow man with the red cap and orange flag is placed out on the corn r when my children are in front of the house but he has been routinely run over by eople taking the corner too fast. This happens when no cars are parked on the orner and the "visibility is increased." If you increase the visibility of that cor er, you will increase the speed that people take it at. So 1 placed the contractors trai er there (with cones-like this one-which regularly get hit) while they build m house but the house is almost done and the trailer will soon be gone. As for your speed data you collected 1 find both studies i accurate and here is why. When the first strip was placed 1 immediately notified Scott by phone and e- mail about its placement. It was too close to the 90-degree tur of Glenn onto Orange; nobody could speed at that section. The person 1 was irected to informed me it's the only place it could be because people could not park there and if the strip Jeiluappoo 'uoalejodioO swalsRS o!d3 OIOZ-LOOZ traffic. Because if a parent has an option of protecting their chi d or letting someone get to WHEREVER faster, they are going to protect the child. We have a Moral justification to protect our children. You have a legal obligation to enforce the law. If you are good servers of our community, then you also have a moral justification to act prudently, effectively, and with the knowled a that you are doing the right thing. I hope this problem is quickly taken care of an if whatever you try, if it doesn't work, then I expect you to try something else. David Brabec 440 Drager St 12/19/2013 Introduction: Hello my name is Douglas Falkner. I live at 240 orange avenue, the first house from on Orange after the intersection. For a year I used to live on Drager st, three houses from the corner at Orange. I want to thank all of you for being here tonight to listen to our comments on this very important safety issue By way of background, I am trained emergency medicine physician. When my family moved here 13 years ago, we had two children age 3 and 5. Over the course of time we have seen traffic in oiArnnei~ghborhood increase dramaticall~, along with in increase in speeding and-aMu driving. Compared to then, the overall - situation has gotten much worse theso4ags. I 1v wket, ufZ {~'rrt m,wW Gen", As many of you know, Orange Avenue, West of Laurel, is an extension of a what 1 have heard called a substandard intersection. Orange Avenue is also an extension of Glenn Street off of North main. It feeds Laurel street in the Heiman School district; which we discovered is a federally designated safety route. If anyone would simply spend just an hour observing traffic patterns on our neighborhood streets, especially Orange Avenue, during heavier traffic times, this is what you would see: Speeding along Orange and Laurel, running stop signs at the intersection of these two streets, racing around the corner from Laurel to Orange westbound, and careening, yes careening, around the corner to enter Drager Street off of Orange~aA a vent, common, d A4 occurrences. Orange Avenue is a cut through for many commuters to access N. Main or Hersey street, so traffic in our neighborhood has been getting heavier year by year, even moreso with the new developments being built just now. For example the Heiman Springs and Billings Ranch developments, which have no other easier route to North Main than going right through our neighborhood and using Orange Avenue. People these days all seem to be in a hurry to get somewhere, while they talk on their cell phones and ignore the speed limits in our neighborhood. Even when we signal and plead to speeders to SLOW DOWN, please, they often go all the faster, they even gun it in apparent spite, sometimes yelling obscenities and make poignant hand gestures in our direction, if you know what I mean. Our kids are certainly at risk from drivers in our neighborhood--, already 2 children have been hit by cars. As you heard before, fortunately neither child was badly hurt. But all pedestrians are at risk, not just our kids. Do we really need to wait for a tragedy before we take effective preventive action on this issue. As an emergency physician I know that an ounce of prevention in this case of speeding throu ur uiet family neighborhood is worth not a pound,' but j7n1~ e- 1'~ Wa all the anguish and tearhe 1dhen, god forbid, a child's life is irrevocably lost when traffic is not calmed in a neighborhood like ours. When a pedestrian is killed by a car, there is simply no taking it back. It is just too late. We in our neighborhood feel that it is the obligation of the city traffic commission and law enforcement personelle to hold dangerous and irresponsible drivers in our neighborhood accountable and to make sure that they obey the traffic laws, notably stopping at the intersections, slowing down for turns onto side streets, and driving within safe speed limits. We appreciate the traffic study you performed, but know that it doesn't accurately represent the true picture-we see people speeding and driving recklessly all the time. While we know the study was well-intended, the placement of the measuring strips were simply not in the positions where maximum speeds and unsafe driving behavior are generally observed. What we are asking for is something quite simple: traffic calming. While we may not be traffic experts, it seems logical thatputting up several highly visible "Slow Children Signs" and having a regular, sporadic hidden presence of a traffic police officer giving real tickets to violators, just like they do on Hersey Street, would alert, and train drivers that this is not an area where you can speed and drive recklessly without paying the price. We all know that a few sting operations of ticketing drivers alongside proper signage works! Let's give it a try and see if we can not only calm the traffic in our family neighborhood, but also prevent the unspeakable horror and unnecessary accidental deaths of our vulnerable children and their parents. CITY OF ASHLAND Council Communication February 4, 2014, Business Meeting Appointment to Forest Lands Commission FROM: Barbara Christensen, City Recorder, christeb o,ashland.or.us SUMMARY Confirm Mayor's appointment of Keith Whitman to the Forest Lands Commission with a term to expire April 30, 2015. BACKGROUND AND POLICY IMPLICATIONS: This is confirmation by the City Council on the Mayor's appointment to the Forest Lands Commission. Ashland Municipal Code (AMC) Chapter 2.17.020 FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: None SUGGESTED MOTION: Motion to approve appointment of Keith Whitman to the Forest Lands Commission with a term to expire April 30, 2015. ATTACHMENTS: Application received Page 1 of 1 ~r, CITY OF ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City r at City Hall, 20 E Main Street, or email christeb@ashland.or.us. If you have any q n Q> please feel free to contact the City Recorder at 488-5307. Attach additional s 61 l i Y~ necessary. 90N Name: Keith Whitman Requesting to serve on: Forest Lands (Commission/Committee) Address: 712 Benjamin Ct Ashland, OR 97520 Occupation: Retired Phone: Home: (541) 708-0078 Work Email: keithwhitman@me.com Fax 1. Education Backeround What schools have you attended? San Jose State University What degrees do you hold? B.S., M.S. Civil Engineering, Water Resources Master Of Public Administration What additional training or education have you had that would apply to this position? I completed a two week training program in Water and Wastewater Leadership at the University of North Carolina, Chapel Hill. 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? Thirty years of professional experience in the field of water resources planning, engineering, and management. This includes water supply planning and operations, flood management, stormwater and urban runoff programs, and watershed management. I also have training and experience in collaborative problem solving and policy governance. Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? Yes. I would like to learn more about forestry and wildland fire management and gain the benefits of people experienced in these areas. Or, 3. Interests Why are you applying for this position? After living in Ashland for just over a year now, I would like to participate more actively and directly in our community. My key areas of interest are water resources and the natural environment. I have volunteered as a program instructor at North Mountain Park and given thought to the best way that I can contribute to and learn more about Ashland. After looking into the City's various committees and commissions, I am most interested in the Forest Lands Commission and believe I can participate in and effectively contribute to its purpose and goals. 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? Yes. Day or evening meetings are ok Additional Information How long have you lived in this community? We moved here in October of 2012. Please use the space below to summarize any additional qualifications you have for this position In my professional career I worked on almost every aspect of water resources management and did so through both leading and participating on teams and committees. I am a strong believer in public participation and have training and experience in collaborative problem solving and policy governance. I believe the combination of training, education, experience and interests make me an ideal candidate to be considered for the Ashland Forest Lands Commission. Date Signature ~r, CITY OF ASHLAND Council Communication February 4, 2014, Business Meeting Report on City of Ashland's Sweatfree Purchasing Policy, Program and Participation in the Sweatfree Purchasing Consortium FROM: Lee Tuneberg, Administrative Services/Finance Department, tuneberl e,asland.or.us SUMMARY This is an update on purchasing activities and practices relating to uniforms and apparel and the City's cooperative efforts with other agencies as part of the Sweatfree Purchasing Consortium (SPC) that fall within the guidelines and directions provided by Resolution 2008-45 and Administrative Policy 09- 2623. BACKGROUND AND POLICY IMPLICATIONS: The City adopted Resolution No. 2008-45 for a Sweatshop Free Procurement Policy on December 16, 2008, and an administrative policy supporting the resolution on June 16, 2009. Both documents are intended to provide support to state and local governments in their fight against poor working conditions and hostile work environments around the world through collaboration and leveraged purchasing power to make changes, especially in the garment industry. In FY 2012-2013 the City spent $61,558 on uniforms, employee reimbursements, embroidery and cleaning. Of the total approximately $58,000 were direct purchases or employee reimbursements provided for by labor contracts. Other than the purchases identified above and staff's time to participate, the only cost that relates to the threshold is for the City of Ashland to be an active member in the international consortium. SPC includes the states of Maine and Pennsylvania, cities of Austin, Los Angeles, Milwaukee, New York, San Francisco, Seattle, and Portland, Oregon, to mention a few. Staff received approval from Council in January 2013 to expend up to $1,000 per year for dues and services to support this important program. Operational efforts: The policy includes five points to show compliance in the program. Generally speaking, they are to: A. require documentation from the vendor identifying production location; B. require a statement from the supplier of adherence to sweat free standards; C. require correction of violations when they are identified; D. give preference to those suppliers who readily provide proof that their product meets requirements; E. document information to support purchasing decisions within guidelines of the policy. Page] of3 pla ImAil CITY OF ASHLAND Ashland is a very small municipality buying a relatively small amount of garments and has limited funds to ensure compliance. Staff does work at reasonably meeting all items, especially B, D and E on purchases that fit within the program however, the City has virtually no real leverage to force compliance for A and C and looks to SPC and its joint governmental efforts to effect change in those areas. SPC's performance in these areas is growing and leveraged by larger government agencies that spend more in a single purchase than Ashland does in a year or two. Ashland supports SPC efforts to add new agencies to provide greater strength. The information Ashland receives from SPC efforts helps with compliance to the policy. Staff has spent a few hours each month supporting the consortium as well as reviewing City purchases in light of the policy and documenting performance. The City is one of the smallest entities in the consortium, thus leveraging Ashland's purchases to steer changes in the garment industry will not happen. Joining with many other agencies to steer the industry is more effective. The consortium held teleconferences and conducted business electronically to minimize costs. It developed databases to aid agencies of all sizes to consider existing contracts and "certified" suppliers before buying or bidding. Because Ashland purchases a small amount, comparatively speaking, this information provides anecdotal input on items purchased. It may never become absolute assurance that the items our employees wear, paid for directly or indirectly by the City, did not come from an unacceptable work environment but the cooperative work as a member of SPC provides a means of accomplishing the intent of the resolution and policy. Even if the garment says it is "sweat free" our only assurance is documentation verified by SPC. During FY 2012-2013 the City budgeted $56,725 and spent $61,558 on uniforms and apparel. Approximately 81% were bulk purchases and 14% went toward small employee reimbursements that fall outside the policy. The remaining 5% went for cleaning and repairs that also are outside the policy. Purchasing staff researched bids and assisted other departments in documenting purchases to raise the level of assurance that we are compliant with our policy. This is considerable work compared to the amount of dollars spent but it is an important effort as can be seen in the attached articles. Finally, this effort is one of awareness of working conditions and employee rights violations over the short term and improvement of conditions over the long term. The increased interest and number of participating jurisdictions is growing and beginning to generate positive influence on manufacturers through cooperative efforts, buying power and onsite inspections. The end result will be better working conditions for employees brought about by the leveraged purchasing power and awareness nationally. Co-operational efforts through SPC: The Sweatfree Purchasing Consortium (http://buysweatfree.org/) sharing information has helped Ashland pursue awareness and compliance from our vendors. Recently, City of Madison, Wisconsin, demonstrated their bid approach to compliance from vendors with the eventual benefit of confirmed compliance by audit. This is being done without making it onerous for vendors and factory owners to participate. City of Ashland will eventually be a significant winner in this program in that we can go to this bid and those that follow to seek compliance to our policies when buying uniforms. This will not happen over night or without awareness and participation from departments. It is an improvement in this area and assists the global effort to end public agencies enabling bad work conditions. Page 2 of 3 Imo, CITY OF ASHLAND Attached are recent editorials on government spending from the New York Times, the agenda for the January 7 session demonstrating Madison's program and Ashland's resolution and policy. Added information is available from the SPC (sweatfreepurchasing.org) including articles about factory losses and the federal government's inconsistent sweat free purchasing practices. You will find them informative and, to a certain degree, shocking. FISCAL IMPLICATIONS: Hard costs of participation in the consortium have been limited to $1000 annually. Staff supportis limited to time (no travel costs have been realized to date) and effort to raise awareness in other departments and work toward sufficient documentation to adhere to the policy guidelines. Information garnered from the consortium is likely to help contain such costs in the future. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends continued participation in the Sweatfree Purchasing Consortium. SUGGESTED MOTION: I move to accept this report and approve continued participation in the Sweatfree Purchasing Consortium Program through staff participation and authorize dues and fees not to exceed $1000 per year. ATTACHMENTS: New York Times editorials on Sweatfree purchasing City of Madison, Wisconsin, Information on Pilot Cooperative Responsible Manufacturer Program Resolution 2008-45 Sweatshop Free Procurement Policy Administrative Policy 09-06.01 Sweatshop Free Procurement per Resolution 2008-45 Page 3 of 3 ~r, HTTP://WW W.NYTI MES.COM/2013/12/28/OPI NION/SWEATSHOPS-AND-OUR-TAX- DOLLARS.HTML?PARTNER=RSSNYT&EMC=RSS& R=0 LETTERS Sweatshops and Our Tax Dollars Yubikhed: December V, 2013 To the Editor: Enlarge This Image I 1 I IM . .x~ ty ~4 i i may,: David Suter Re "Buying Overseas Clothing. U.S. Flouts Its Own Advice" (front page, Dec. 23): The tragedies in Bangladesh - a killer fire in November 2012 and a terrible building collapse in April this year - have put conditions in the global garment industry in the spotlight. Your report on United States government procurement practices shows that the federal government is no better than the retail giants - they all depend on ineffective and outmoded means of enforcing labor and safety standards. There is another way, as pioneered in the Accord on Fire and Building Safety in Bangladesh. It is legally binding on signatories and includes the workers' voice in safety arrangements. Over a hundred retailers and brands have joined. The United States government could require procurement from companies that have signed the accord, but a requirement to do so was excluded from the recently passed defense authorization act. The principles for procurement should be supply chain transparency; adoption and enforcement of labor standards in procurement and licensing; and ensuring these standards along the supply chain of retail stores on our military bases. In addition, federal procurement should address the root causes of labor violations through fair pricing and related responsible purchasing practices. Unless things change, our tax dollars are supporting dangerous sweatshop conditions. ROBERT J. S. ROSS Worcester, Mass., Dec. 23, 2013 The writer is a professor of sociology at Clark University and vice president of the Sweatfree Purchasing Consortium. htto•//www nvtimes com/2013/12/30/opinion/uncle-sams-sweatshops html7ref=opinion& r=0 Uncle Sam's Sweatshops By THE EDITORIAL BOARD Published: December 29, 2013 The American government has pushed retailers like Walmart and Gap to demand better working conditions at factories in the developing world that make their merchandise. But it turns out that the government, which buys more than $1.5 billion of clothes from overseas factories, does not follow its own advice. Related News • U .S. Flouts Its Own Advice in Procuring Overseas Clothing(December 23, 2013) Today's Editorials • Editorial- The Slow Demise of Capital Punishment (December 30, 2013) • Editorial, A Tool Consumers Need (December 30, 2013) • Editorial Mr de Blasio Picks His Smaker (December 30, 2013) Factories in Bangladesh, Haiti, Cambodia and elsewhere that make uniforms for federal workers often violate basic labor standards, according to a report in The Times by Ian Urbina. (Most American military uniforms are made in the United States.) One Cambodian factory that makes clothes sold on Army and Air Force bases has employed children as young as 15. A factory in Bangladesh that makes uniforms for the General Services Administration beats workers to keep them in line. These conditions are common in poor countries where local and national governments are too weak or corrupt to enforce their own labor laws. That is why it's important that retailers and American government agencies inspect and monitor factories to make sure they are not buying from businesses that exploit workers or put them in harm's way. A building collapse . in Bangladesh that killed more than t,too workers in April drove that message home to many clothes companies. More than 120 Western retailers have to seek better conditions. Administration officials say they understand the importance of this issue; a presidential executive order last year tightened rules against using factories that employ forced labor. But many government agencies that use middlemen exercise little or no oversight over the factories that are used. And stores that sell more than $t billion in clothes on military bases every year outsource factory inspections to private retailers that have done a poor job of monitoring suppliers. The government must do better. Federal agencies can start by disclosing the names of all factories they use; Congress could then order an investigation of the labor violations in those facilities. Next, agencies should jointly develop a code of conduct for overseas factories as well as an inspection regimen. Washington might also consider joining the retailers who have agreed to improve building safety in Bangladesh. In these and other ways, the federal government would improve the lives of millions of workers and set an example for the private sector to follow. Meet The New York Times's Editorial Board J C JWEATFREE PURCHASING NSORTIUM CO Mai o~r• INFORMATIONAL SESSION City of Madison Pilot Sweatfree Cooperative Contract Sweatfree Purchasing Consortium Responsible Manufacturer Program For Apparel Industry Vendors, Manufacturers and Supply Chain Stakeholders, Public/Private Entities, Public Procurement, Labor Organizations i When: Tuesday,January 7,2014-COMPLETED k ~r, W r,• Tircie: 10:00 AM - 11:30 AM CST "•,r * °Method: j Via Teleconference Call number and pass code will be provided to those who RSVP 5f z P,~r Tx. 's ~ Event/Type i Presentation and Dialogue i~~~Topics j Invitation to: _ • Comment on the Draft City of Madison Cooperative Sweatfree Contract and - • Participate in the Sweatfree Purchasing Consortium Responsible Manufacturer Program `Industry'.1 Uniform Apparel Vendors, Manufacturers, Brands, Factories, Labor organizations, ia(Jy public/private entities s Orgyan¢Sweatfree Purchasing Consortium and City of Madison Purchasing Services ti RSVPS/',a Bjorn Claeson, (240) 221-1121, biorn@buvsweatfree.org or Questions r.,r:~~ Monette McGuire, (608) 267-4969, mmcFuire@citvofmadison.com v 4 ~y fi2~ N Q , H~( AGENDA: 1. Purpose. Engage the vendor community and apparel industry in discussing i new tools and opportunities for cooperation among government institutions, labor organizations, vendors and manufacturers in all levels of the supply chain to influence the working conditions in the global marketplace. 2. Pilot Cooperative Sweatfree Contract The City of Madison, in consultation with the Sweatfree Purchasing Consortium, is inviting input and comment from potential proposers on the draft Request for Proposal for a Comprehensive Uniform Management Program. r Interested bidders are encouraged to review the draft specifically for the following: - t Ability of proposers to comply with stated sweatfree requirements k'` a ? • Language that is unclear • Requirements that increase costs # 4 & 1 3. New Responsible Manufacturer Program. A proactive approach towards a sustainable sweatfree solution. Vendors can demonstrate compliance by working with manufacturers that participate in the program. RESOLUTION NO. 2008-`L7 A RESOLUTION FOR A SWEATSHOP FREE PROCUREMENT POLICY Recitals: A. The City spends approximately, $85,000 annually in public funds on uniforms and clothing. B. Some vendors of uniforms and clothing obtain clothing through their supply chain from contractors that utilize sweatshop labor. C. "Sweatshop Labor" means serious and repeated violations of laws of the jurisdiction where the work is performed or violations of core labor rights as defined by the International Labor Organization pertaining to non-poverty wages; employee benefits; health and safety, including exposure to hazardous toxic substances; labor, including collective bargaining rights; environmental conditions; nondiscrimination, harassment or retaliation, including laws prohibiting workplace and employment discrimination; freedom of association, and building and fire codes. In addition, it includes work performed by any person under a contract or subcontract that constitutes foreign convict or forced labor or abusive forms of child labor or slave labor. D. Contractors who engage in such serious and repeated violations are not "responsible" contractors as defined by ORS 279C.375(3) because such contractors do not have a satisfactory record of performance or a satisfactory record of integrity. E. The City does not wish to purchase goods and services that depend on sweatshop conditions that deprive people of their legal rights and dignity. F. The City Council wishes to ensure that the firms it contracts with to provide uniforms and clothing act with integrity and follow applicable local laws of the country of production and International Labor Organization standards, and that other subcontractors in the uniform and clothing supply chain also act with integrity and follow the local labor laws and International Labor Organization standards (hereafter referenced as "Sweat Free Procurement"). G. The City Council wishes to ensure the integrity of its procurement process by not using contractors or subcontractors who engage in Sweatshop Labor practices. Such practices place responsible contractors at a competitive disadvantage and dissuade them from doing business with the City. H. By adopting this resolution, the City Council does not preclude the City or its contractors or subcontractors from doing business with any foreign country. by leveraging buying power on behalf of government entities affiliated with the Consortium. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. The City Council wishes to create and implement a detailed Sweat Free Uniform and Clothing Procurement Policy. SECTION 2. City staff will develop a policy for City Council approval within six months. SECTION 3. The City supports the creation of the State and local Government Sweat Free Consortium to collaborate with other public agencies to share information and cost of independent monitoring of working conditions in supplier factories. The City Council intends on becoming a member of this Consortium after it is created. SECTION 6. This resolution was duly PASSED and ADOPTED this 16`h day of December, 2008, nd takes effect upon signing by the Mayor. Barbara Christensen, City Recorder SIGNED and APPROVED this L day of Aao& //0~-7 , 2008. Jo n W. Morri on, Mayor Reviewed as orm: Rich rd Appicell , Attorney Page 2 of 2 ADMINISTRATIVE POLICY LAST MODIFICATION: June 16,2009 PPoficy # 09-06.01 ORIGINATING DEPARTMENT: Administrative Services Department SUBJECT: Sweatshop Free Procurement per Resolution 2008-45 PURPOSE: To ensure the integrity of the City's purchasing program in regards to purchases of uniforms and clothing by not acquiring such items that are proved to be the product of sweatshop labor and to support joint efforts for Sweat Free Procurement with peer agencies where financially feasible. STATEMENT OF POLICY: The City will use its purchasing procedures and spending authority to promote the improvement of working conditions in the world by avoiding the acquisition of uniform and clothing items that cannot be certified as being the product of a .,sweat free" environment (not the product of sweatshop labor as defined in Resolution 2008- 45). In order to do this, the City, through the Purchasing Agent, department heads and others authorized to directly purchase or approve the purchase of clothing and uniforms will: 1. Require a signed statement from all potential bidders or suppliers of subject items with the names, complete physical addresses, phone numbers, and contact persons of each production facility to be involved in the production of the proposed products. 2. Require a statement by any potential supplier that it understands its obligation to ensure that all applicable production facilities adhere to the sweat free environment standards as defined in Resolution 2008-45. 3. Require any vendor, contractor or subcontractor remedy noncompliance if evidence is found that the product (or material portions of the product) was manufactured in a sweat shop environment. Upon determination of a violation of the sweat free standard at a production facility of a contractor or its supplier, the intention is for the situation to be corrected in order to comply with the sweat free requirement. If The Consortium or its authorized agent finds that a violation has occurred and that the contractor refuses or fails to ensure that the violation is expeditiously remedied, the City may terminate the contract without notice. 4. Give preference to any vendor and product that meets the required minimum standards of the purchase if certification is readily provided that proves location of manufacture and there is a belief that it is a product of a sweat free environment. ADMINISTRATION Tel: 541488$5= 20 Earl Main Sheet Fax: 54148&5311 Ashland, Oregon 97520 TTY: MD-735.2900 ~ eshland.or.us ADMINSTRATIVE POLICY °re ~•~'r 2 5. Document information provided to support the selection of the vendor and product purchased. City agents may take advantage of procurement processes or research by other government agencies in Oregon and Washington that confirm the product is from a sweat free environment and, where feasible and allowable, purchase such products that meet the City's need directly from that supplier. Government Services Administration (GSA) contracts may also followed if the contract bid documents certify the product is from a sweat free environment supplier. City will allow other government agencies to take advantage of its research and purchasing decisions to support their efforts to implement sweat free procurement. The City will join the Sweat Free Purchasing Consortium and pay annual dues as required provided no specific loss of funding for this program, membership or related activities through the annual budget process of the City. This policy pertains to uniforms and articles of clothing purchased directly by the City for its employee use or distribution to the public. Reimbursement by the City to individuals for purchases under $500 is exempt. Approved: Date: Martha Bennett, City Administrator Reviewed as to form: Date: Richard Appicello, City Attomey ADMINISTRATION Tel: 541488, W2 20E Maim Street Fax: 541-488.5311 Ashland, Oregon 97520 TTY: 800-735-29W w .ashlard.orms CITY OF -ASHLAND Council Communication February 4, 2014, Business Meeting Liquor License Application for Ryan Bottano dba Granite Taphouse, LLC FROM: Barbara Christensen, City Recorder, christeb@ashland.or.us SUMMARY Approval of a Liquor License Application from Ryan Bottano dba Granite Taphouse, LLC at 23 North Main Street. BACKGROUND AND POLICY IMPLICATIONS: Application is for new license. The City has determined that the license application review by the city is set forth in AMC Chapter 6.32 which requires that a determination be made to determine if the applicant complies with the city's land use, business license and restaurant registration requirements (AMC Chapter 6.32). In May 1999, the council decided it would make the above recommendations on all liquor license applications. FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: Endorse the application with the following: The city has determined that the location of this business complies with the city's land use requirements and that the applicant has a business license and has registered as a restaurant, if applicable. The city council recommends that the OLCC proceed with the processing of this application. SUGGESTED MOTION: Under Consent agenda item, a motion to approve liquor license for Ryan Bottano dba Granite Taphouse. ATTACHMENTS: None Page I of 1 11FAWA CITY OF ASHLAND Council Communication February 4, 2014, Business Meeting System Development Charge (SDC) Review Committee Appointments FROM: Michael R. Faught, Public Works Director, faughtm@ashland.or.us SUMMARY The Mayor is seeking City Council ratification of his appointments to the SDC Review Committee. The Committee will work with the City's hired consultant on proposed SDCs based on recently adopted Water, Wastewater and Transportation System Plans. BACKGROUND AND POLICY IMPLICATIONS: The recently adopted Water, Wastewater and Transportation Master Plans included Capital Improvement projects (CIP) that differ from the existing CIP, which was used to establish current SDCs. Pursuant to Resolution No. 2001-17, all proposed methods of computing SDCs must be reviewed by a SDC review committee. To that end, the Mayor is recommending the following appointments to the SDC review committee. SDC Committee Representation Recommended Appointments (2) Homebuilders Carlos Reichenshammer and Dan Jovick (2) "Public at large" Russ Silbiger and Allen Douma (1) Chamber of Commerce Jac Nickels (1) Planning Commission or budget committee Troy Brown, Jr. SDC Committee Ex-Officio Members (1) City Council representative Rich Rosenthal (2) City Staff Community Development Director or designee Public Works Director or designee FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends Council confirm the Mayor's appointments to the committee. SUGGESTED MOTION: Move to confirm the Mayor's appointments to the SDC Review Committee. ATTACHMENTS: Resolution 2001-17 Page 1 of 1 I`, RESOLUTION NO. 2001-17 A RESOLUTION MODIFYING SECTION 4 OF RESOLUTION 9647 TO CHANGE THE COMPOSITION OF THE SDC REVIEW COMMITTEE Recitals: A. On November 19, 1996, the council adopted resolution 96-47 entitled "A Resolution Adopting a Methodology to Calculate Systems Development Charges And Adopting Systems Development Charges, Pursuant to Sections 4.20.050 And 4.20.040 of The Ashland Municipal Code, And Repealing Resolutions 92-12, 92-13 and 96-11." B. Section 4 of this resolution provides: "A review committee composed of two representatives of the homebullders, two representatives from the public at large, two members of the City Council, one member to represent the Chamber of Commerce, and two ex-officio members of the City staff shall be appointed by the Mayor and confirmed by the City Council. An ex-officio member representing multi-family housing shall also be invited to attend. The committee shall review the method of computing the system development charges and recommend such changes as they deem necessary to the City Council. C. The council now desires to change the composition of the review committee as set forth in this resolution. THE CITY OF ASHLAND RESOLVES AS FOLLOWS: SECTION 1. The composition of the SDC Review Committee established In section 4 of Resolution 96-47 is changed to: A review committee composed of two representatives of the homebuilders, two representatives from the public at large, one member of either the planning commission or the budget committee, one member of the City Council, one member to represent the Chamber of Commerce, and two ex-officio members of the City staff shall be appointed by the Mayor and confirmed by the City Council. The committee's charge as set forth in Resolution 96-47 remains the same: The committee shall review the method of computing the system development charges and recommend such changes as it deems necessary to the City Council. This re lution was read by title only in accordance with Ashland Municipal Code §2.04.090 duly SSE and AD~T D this 5`" day of June , 2001. Barbara Christensen, City Recorder SIGNED and APPROVED this 401 day of 2001. e d as to form: Alan W. DeBoer, Mayor Paul Nolte, City Attorney 1- Resolution G:MegaNPAUL%ORD%SDC committee res.wpd CITY OF ASHLAND Council Communication February 4, 2014, Business Meeting Appointment to Planning Commission FROM: Barbara Christensen, City Recorder, christeb@ashland.or.us SUMMARY Confirm Mayor's appointment of Lynn Thompson to the Planning Commission with a term to expire April 30, 2015. BACKGROUND AND POLICY IMPLICATIONS: This is confirmation by the City Council on the Mayor's appointment to the Planning Commission on application received. Ashland Municipal Code (AMC) Chapter 2.17.020 FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: None SUGGESTED MOTION: Motion to approve appointment of Lynn Thompson to the Planning Commission with a term to expire April 30, 2015. ATTACHMENTS: Application received Page 1 of 1 k97`, CITY OF ASHLAND APPLICATION FOR APPOINTMENT TO CITY COMMISSION/COMMITTEE Please type or print answers to the following questions and submit to the City Recorder at City Hall, 20 E Main Street, or email christeb a ashland.or.us. If you have any questions, please feel free to contact the City Recorder at 488-5307. Attach additional sheets if necessary. Name: Lynn Thompson Requesting to serve on: Planning Commission Address 125 N. Main Street, Ashland, OR 97520 Occupation Attorney, Retired Phone Home 552-0889 Phone Cell 818-669-6270 Email lkthompson@hotmail.com 1. Education Background What schools have you attended? University of California, Hastings Coll. of Law Stanford University What degrees do you hold? J.D., A.B. (Human Biology) What additional training or education have you had that would apply to this position? None specific to land use planning, but my legal training generally will apply. 2. Related Experience What prior work experience have you had that would help you if you were appointed to this position? From my 30+ year career as a practicing attorney, I have expertise in reading and interpreting statutes and regulations. My legal specialty of labor & employment law included a significant amount of administrative adjudication at various state and federal agencies. I understand how to evaluate evidence and testimony, how to determine the relevance of facts to the case at hand, and how apply the law to the facts. I know how to make and articulate decisions within the appropriate legal framework. From participating on the Citizens Budget Committee for over eight years, I understand the role of the Planning Commission in the context of our city's structure. I am familiar with the budget of the Planning & Development Department, and its functions. Since moving to Ashland, I have emphasized service through involvement in various community organizations in which I have held a number of leadership positions. These include: The Rogue Valley Symphony Association (currently Treasurer, Chair of the Finance Committee, Chair of the Search Committee, formerly Secretary of the Board); The Rotary Club of Ashland (currently President Elect, formerly Secretary of the Club, member of the Board of Directors and Chair of various service projects); Second Street Musicians, Inc. (Treasurer and Board member of amateur community orchestra); and Citizens Budget Committee (member, formerly Chair). At my law firm, I held a number of leadership positions within the partnership, including member of the Management Committee. I believe my experience in these various organizations and leadership positions will bring value to, and help me to work effectively with other members of the Planning Commission. Do you feel it would be advantageous for you to have further training in this field, such as attending conferences or seminars? Why? Yes. Land use is a specialized and complex field. While my legal background provides me with the ability to read, understand and apply the Municipal Code and other relevant laws and regulations, I definitely will want to obtain additional training in the underlying framework. 3. Interests Why are you applying for this position? Since moving to Ashland, I have found many ways to participate in the community in positions where my skills and background have added value. I have enjoyed serving on the Citizens Budget Committee and embrace opportunities to build on the knowledge and relationships I have gained within the City. The Planning Commission represents an interesting new area for me. I feel that I can contribute effectively to the work of this commission by using my skills as an attorney and experience as a collaborative leader. 4. Availability Are you available to attend special meetings, in addition to the regularly scheduled meetings? Do you prefer day or evening meetings? I am available for either day or evening meetings. I generally prefer daytime. I understand the commission regularly meets on Tuesday evenings, which is fine with me. 5. Additional Information How long have you lived in this community? I moved here with my children in August 2000. 1 continued to practice law part-time as a California attorney, based in the Los Angeles office of the international law firm Bryan Cave LLP, through 2008, when I fully retired. Please use the space below to summarize any additional qualifications you have for this position January 16, 2014 s/Lynn Thompson Date Signature rr, CITY OF ASHLAND Council Communication February 4, 2014, Business Meeting Second Quarter Financial Report for Year One of the 2013-2015 Biennium FROM: Lee Tuneberg, Finance Director, lee.tuneberp,@ashland.or.us SUMMARY The Administrative Services Department submits reports to Council on a quarterly basis to provide assurance of budget compliance and for informational and comparative purposes throughout the year. This report covers July through December 2013 with emphasis on the second quarter (October - December, 2013) of year one in the 2013-2015 biennium and provides comparative information to the same time frame in the prior year. BACKGROUND AND POLICY IMPLICATIONS: This is the "routine" report presented about this time each year but has been modified for changes necessary to address the first half of the first biennium budget prepared by the City. However, the general focus of the quarterly reports on a fiscal year remains the same. Most of the information in this report is on year one (July, 2013 through June 30, 2014), however there are also comparisons necessary for the 24 month budget. The reports are intended to present information in formats consistent with the department, fund and business activity presentations included in end of (fiscal) year report. Unaudited, detailed balance sheets, revenues and expenditure reports are available for your review in the Administrative Service Department office should you require any additional information. This is trial and error period for the reports generated, timing and level of detail. If Council would like changes in what is presented, or how and when it is presented, please let staff know. FISCAL IMPLICATIONS: There is no fiscal impact from Council accepting this report. The report and accompanying narratives indicates a general improvement in the financial condition of the City similar to what was incorporated in the budget process. The presented amounts will change throughout the year, and the biennium. Different reports may be needed to assist the Council, staff and readers from the general public in understanding the information provided. This need for added reports and different formats should diminish as we all acclimate to fiscal reports within a biennium budget process. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends that Council accept the quarterly report. Page I of 2 Ir, CITY OF ASHLAND SUGGESTED MOTION: I move to accept the second quarter financial report for FY 2013-2014. ATTACHMENTS: Quarterly Financial Report (Narrative) Financial Statements Page 2 of 2 ~r, c l r r o r Quarterly F~isnanc>a~l Reps'©"rt ASHLAND Second ~ ua eof ' ti013-ti0 4 This Quarterly Financial Report includes information from July 2013 through December 2013 with an emphasis on the last three months. SUMMARY OF CASH AND INVESTMENTS This summary is intended to give the reader an understanding of changes in the City's cash position across funds and investment types. During the first six months of this year, the city- wide cash balance increased $5,200,587 (July to December), and increased $5,997,811 at the end of the second quarter of this year compared to the same point in the prior year. (See page one of the attached financial statements) Material changes in cash balances between fiscal years: The bulk of the $6.0 million increase was from the bond issues in February, 2013 to finance the capital projects. The largest changes in cash by fund were in the General, Street, Water, Wastewater, and the Parks and Recreation funds. 1. The primary causes for the significant increase in the General Fund and decrease in Parks and Recreation was the budgeted change in cash flow between the two. All property tax proceeds were budgeted as a revenue source in the General Fund and paid to the Parks and Recreation for services and to the Debt Service Fund as needed. 2. The Street, Water and Wastewater Funds increased as a result of the financing for projects and rate increases for operations and debt service. City of Ashland and Parks Second Quarter Cash Balances $35,976,753 $40,000,000 $30,442,658 $29,978,942 $35,000,000 $25,395,499 $30,000,000 $22,216,629 $25,000,000 $20,000,000 $15,000,000 $10,000,000 $5,000,000 12/31/2009 12/31/2010 12/31/2011 12/31/2012 12/31/2013 Page 1 of 9 Material changes in cash balances during the first half of this current fiscal year: More details of the changes in cash from July 151 to December 3151 of 2013 are found in the individual fund statements entitled "Statement of Resources, Requirements, and Changes in Fund Balance" (See pages 7 - 24 of the attached financial statements). Please note that the differences between cash changes and the "net income (loss)" are a result of changes between respective receivables and payables. 1. The majority of the receivable difference in the General Fund was the hotel/motel tax revenue recorded in June and deposited in July 2013. 2. The majority of the receivable difference in the Wastewater Fund was the food and beverage tax revenue recorded in June and deposited in July 2013. Reconciliation of Cash Changes to Net Sources over Uses (Net Income (Loss)) Net Changes in Cash Changes Net Inc. (Loss) Receivables in first 2 Qtr's in first 2 Qtr's and Pavables General Fund $4,410,622 $4,046,945 $363,677 CDBG Fund 19,142 (13,104) 32,246 Reserve Fund (412,246) (412,246) 0 Street Fund 212,577 124,741 87,836 Airport Fund (2,369) (12,208) 9,839 Capital Improvements Fund (180,181) (94,689) (85,492) Debt Service Fund (142,033) (142,033) 0 Water Fund 869,545 744,645 124,900 Wastewater Fund 2,272,197 195,042 2,077,155 Electric Fund (424,660) (387,854) (36,806) Telecommunications Fund 46,714 (52,935) 99,649 Central Services Fund (21,551) 26,103 (47,654) Insurance Fund 209,499 215,941 (6,442) Health Benefits 366,989 433,499 (66,510) Equipment Fund (705,545) (531,593) (173,952) Cemetery Trust Fund 9,279 9,364 (85) Total City 6,527,979 4,149,618 2,378,361 Parks (1,327,392) (1,360,658) 33,266 Total City-Wide $5,200,587 $2,788,960 $2,411,627 Cash and investment balances at the end of December: Total cash was $36.0 million with 97.5% held in the local government investment pool, and 2.5% in general banking accounts. No money was held in investments outside the Pool in the first half of this year because no other securities were available in the market to match the interest rate of the LGIP while meeting liquidity goals. Page 2 of 9 MA, Statement of Revenues and Expenditures - Citywide (Page 2 of the financial statements) This schedule is intended to provide an overall sense of the City's financial activity for the first six months of this fiscal year, compared to Year 1 of the biennial budget 2013-15, and to the first half of last year. Total Resources (Revenues and Budgetary Resources) were 51.8% of the budget. Revenues were 53.8% of the budget and the budgetary resources were 16.2%. There was a 12.0% increase in revenues and other resources from $38.1 million at the end of the first half of last year to $42.7 million for the first half of this year. Citywide revenue grew 11.9% over the prior year, resulting in a $4.5 million increase. The second quarter increase was once again due to additional internal charges paid from one fund as an expense to another fund (treated as revenue) inflating the total. Payments to the Health Benefits Fund ($2.0 million) and to Parks and Recreation ($1.4 million) are prime examples. Removing those from citywide revenue reduces the growth to 2.7%. Elements of this net increase are described below: 1. Charges for services grew by $4.0 million (19.8%). The bulk of the growth ($3.4 million) was a result of internal charges received in the newly created Health Benefits Fund, and the internal charges for services paid by the General Fund to Parks. The charges for service within the business activities increased $1.1 million (9.4%) primarily as a result of increased utility rates and higher usage. 2. Intergovernmental revenue is lower again this quarter. The decline continuing from last quarter is primarily in the Street and Capital Improvements funds and due to more project grants revenue ($912,458) last year. 3. Miscellaneous revenue also continued the trend from the first quarter with an increase of $341,778. The increase was primarily in the Insurance and the Health Benefits. The Insurance Fund's additional miscellaneous revenues were from PERS reserve payments. The Health Benefit Fund's miscellaneous revenue was a refund of premiums from Pacific Source. Total Requirements (Operating Expenditures, Capital Outlay, and Budgetary Requirements) were 42.7% of the Year 1 budget. Operating expenditures were 48.9% of budget, capital outlay was 21.4% of budget, and the budgetary requirements (excluding contingencies) were 36.2%. No contingency has been used to date. Citywide operating expenditures grew 15.6% over the prior year, resulting in $4.8 million increase. The bulk of this significant increase is due to the self insured health insurance. 1. Personnel services increased by $1.7 million (13.9%) between the first halves of the years and were 50.8% of the budget at the first half of this year. Fewer vacant positions, adjustments to labor contracts, and higher PERS plus reserves contribute to the increase. 2. Materials and services increased $3.4 million (21.4%) between first halves of the years and were 47.8% of Year 1 budget at the half-way mark. The majority of this increase was from spending on health claims, premiums and contract services in the newly created Health Page 3 of 9 lopyrW, Benefits Fund. (These expenditures cause a doubling effect due to self-insuring... the departments pay this fund and it pays the vendors.) 3. Debt Service decreased $316,651 (12.0%) between first halves of the years and was 48.2% of budget. 2nd Qtr FY 2012-13 Total Requirements 2nd Qtr FY 2013.14 Total Requirements Interfund Ending Fund Interfund Ending Fund 95 Transfers, $ 00 ,755,589 loan, $5913 Balance*Material $30 loan, $226,0 Balance, $36 Transfers, $ 495,739 21,114 Capital Capital Outlay, $5,1 Outlay, $3,4 07,961 61,706 Personnel Debt Personnel Debt services, $1 service, $2,6 ervices, $1 Service, $2, Material& 3,900,470 36,247 2,207,623 319,696 Services, $1 Services, $1 6,065,116 9,506,630 Operating Expenditures $30,908,986 Operating Expenditures $35,726,798 Schedule of Budgetary Compliance (Pages 3 - 6 of the financial statements) The Schedule of Budgetary Compliance presents expenditures on a budget basis by fund, consistent with the resolution # 2013-19 adopting appropriation levels for the biennial budget. This report is biennium presentation thus the two quarters were 1/4th of the total budget and less than 25% is the target for expenditures. 1. Total Citywide expenditures in aggregate were below the anticipated 25% level expended for the first six months of the biennial budget 2013-15. 2. The normal exceptions to the anticipated 25% level expended were the of economic and cultural grants, debt service payments, association dues, insurance premiums, and capital outlay 3. Some of the expenditures which are not the normal exceptions (Fire Department, Airport, IT- personnel services, City Recorder, health benefit costs, and equipment maintenance) are slightly over the anticipated 25% level but at explainable levels given recent activities. Staff is waiting to see if budget adjustments will be needed later in the biennium. FINANCIAL ANALYSIS OF MAJOR FUNDS The analyses of the funds below highlight a few of the changes in revenue and expenditures between the first six months of this year and last year and the biennial budget. General Fund (Page 7 of the financial statements) This fund's net revenues-over-expenditures in the first half of this year were $4.0 million compared to last year's amount of $1.2 million. As mentioned earlier, revenues and expenditures are inflated due to the additional internal charges and payments/revenues. Page 4 of 9 ~r, 1. Property tax revenue in the General Fund is up $4.7 million from this time last year. The contractual services payment to Parks out of the General Fund was $1.4 million based on cash requirements. 2. New this year is the one-time transfer of $100,000 from the Reserve Fund as approved in the budget for the Help Center. 3. Personnel Services continue the trend as seen in the first quarter with a 14.9% increase at the end of the first six months. This increase was primarily from contract adjustments, and PERS payments. The materials and services expenditures (excluding payments to Parks) increased 4.9%. The bulk of that increase was in public safety. Street Fund (Page 10 of the financial statements) This fund's net revenues-over-expenditures in the first six months of this year was a $322,609 change between years, moving from a loss to a gain. A $955,345 decrease in capital project spending (drawing down on amounts held in reserve) provided a more favorable relationship between revenues and expenditures this year resulting in a surplus of $124,741. 1. The decrease in intergovernmental revenue of $569,521 represents no ODOT payments for jurisdictional project work received this year thus leaving only gas tax receipts recorded at approximately $600,000 for the first two quarters, 54.1 % of its budget. 2. Operating expenditures increased 19.1%. This increase was primarily from an increase for debt service on the recent financing. The Street Fund did not have debt service in the prior year. Capital Improvements Fund (Page 12 of the financial statements) This fund's net expenditures-over-revenue for the first six months of this year was $1,884,935 less than last year bringing the deficit from <$1,979,623> to <$94,689>. A $2,111,639 decrease in capital project spending (no longer constructing Fire Station 2 or remodeling the Police Station), and the prior year annual $208,000 interfund loan repayment for Clay Street open space no longer being required were contributions to this improvement. Water Fund (Page 14 of the financial statements) This fund's net revenues-over-expenditures for the first six months was $744,645 or $163,503 less than this time last year. Both revenue and expenditures are down from last year due to a reduction of the AFR program. 1. Water sales revenue increased by $274,032 or 8.4% over the prior year. During the first quarter of this fiscal year (summer months) the City sold more water than the previous year's first quarter with a corresponding increase in revenue of $340,485. During the second quarter of this fiscal year the City sold less water with a corresponding decrease in revenue of $66,452. 2. The increase in operating expenses without the decrease in AFR was 11.1 These increases were in debt service, central service fees, and on chemicals for the treatment plant. Page 5 of 9 M Water Sales Revenue Water Sales Cubic Feet $2,500,000.00 60,000,000 $2,000,000.00 50,000,000 $1,500,000.00 - ANN 40,000,000 $1,000,000.00 30,000,000 $500,000.00 20,000,000 10,000,000 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr fia 1 st Qtr 2nd Qtr 3rd Qtr 4th Qtr ■ FY 2011-12 ■ FY 2012-13 ■ FY 2013-14 ■ FY 2011-12 ■ FY 2012-13 ■ FY 2013-14 Wastewater Fund (Page 15 of the financial statements) This fund's net revenues-over-expenditures for the first six months was $248,302 more than last year. A $343,468 decrease in capital project spending contributed to the net revenues-over- expenditures of $195,042. 1. Revenue from rates increased $118,361 (5.9%). There was a rate increase of 10% in July of 2013. 2. The second quarter results of the food and beverage tax revenue are not available as of the preparation of this report, although the first quarter results were a 3.8% increase. Electric Fund (Page 16 of the financial statements) This fund's net expenditures-over-revenues for the first half of this first year was $103,151 worse than this time last year. Increased electric supply, transmission, and distribution costs outpaced the increase in sales revenue. 1. Demand for electricity in the first quarter was 8.8% higher than the prior year, and the second quarter was only 2.9% higher for a net increase over the prior year of 5.8%. Electric Sales Revenue Electric Sales kWh $4,000,000.00 $3,000,000.00 45,000,000 $2,000,000.00 30,000,000 $1,000,000.00 15,00 000 IM - 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr 1st Qtr 2nd Qtr 3rd Qtr 4th Qtr ■ FY 2011-12 ■ FY 2012-13 ■ FY 2013-14 ■ FY 2011-12 ■ FY 2012-13 ■ FY 2013-14 Page 6 of 9 Ir, Telecommunications Fund (Page 17 of the financial statements) This fund's deficit for the first six months was $129,635 less than last year. 1. The increase in charges for services revenue for the first half this year was 5.9%. 2. The change in personnel cost has slowed down from an increase of 45.7% in the first quarter to an increase of 24.0% over the same periods last year and continues to be 51.7% of budget. These changes were caused by the timing of filling the vacant director and installer positions. 3. The technology debt fee paid to the Debt Service Fund is $209,000 less as of the first half of this year compared to last year. The remaining amount will be paid as cash flows allow. Central Service Fund (Page 18 of the financial statements) This fund's bottom line turned around from a deficit of <$204,690> at this time last year to a positive $26,103. 1. Internal charges increased across the board by 2%. Additional internal central service fees were charged to the Street, Water and Wastewater Funds to fund positions added to Public Works Support. Total increase in internal central service revenue was 3.0%. 2. A transfer from the Reserve Fund of $90,000 was received this year to fund computer upgrades approved in the budget. $62,000 has been spent in the "computer' category of materials and services so far this year. 3. Personnel costs increased over this time last year as open positions were filled. Materials & services increased in Utility Billing software licensing, and increases in professional services in the legal department. Insurance Fund (Page 19 of the financial statements) The fund's bottom line turned around from a deficit of <$92,695> this time last year to a positive $215,941. 1. The additional PIERS reserve payments helped revenue outpace the increase in premiums resulting in the improvement of the bottom line for the first six months of this year. Health Benefits Fund (Page 20 of the financial statements) This fund accounts for employee health benefits and premiums, self insurance direct claims and administration. Revenues are from departmental payments per FTE. The fund was established July 1, 2013. 1. Revenue in the first six months was from the budgeted internal charges, and a refund from Pacific Source in the amount $211,795. 2. This fund received $225,000 of an interfund loan from the Reserve Fund in the second quarter of this year. Page 7 of 9 3. The expenditures were for $2,035,010 spent on health claims, premiums and contract services. The expenditures were 52.1 % of the Year 1 budget, excluding Contingency. Equipment Fund (Page 21 of the financial statements) This fund went from excess revenues of $604,138 in the prior year to excess expenditures of <$531,593> or 34.3% of this year's budget. The Year 1 budget for net revenues-over- expenditures is <$1,597,181>. This shift was anticipated in the budget. 1. No Intergovernmental revenue such as grants was budgeted this year and interfund loan repayments ended in the prior year. 2. There were no materials and services cost in the acquisition department this year. Last year there was a purchase of Fire Department uniforms which were funded by intergovernmental revenue. 3. Equipment purchases (including down payments) were more this year than last for a total of $921,780 which is 38.4% of the $2.4 million budget. a. Eight pickup trucks were purchased in the first half of this year, two each for the Water and the Electric funds, and one each for Street, Community Development, Engineering, and Telecommunications. This fund also acquired a Police vehicle, a cemetery mower, an excavator for Electric and a mobile fire pump test system. A down payment was also made for two fire pumpers. Parks & Recreation Fund (Page 23 of the financial statements) The Parks and Recreation went from excess revenues-over-expenditures of $1,601,492 in the first half of last year to excess expenditures-over-revenues of <$1,200,039> for the first half of this year as was planned in the budget. 1. Tax revenue in the first six months of last year was $3.9 million. The tax revenue is now shown in the City's General Fund. Parks received $1,428,911 from the General Fund to maintain adequate cash levels. This payment to Parks is 37.6% of the $3,798,000 Year 1 budget amount. Other revenue items remain fairly consistent with the prior year amount. 2. Total expenditures are also consistent with the prior year. However, in addition to the expenditures, a transfer of $300,000 was made to Parks Capital Fund in the second quarter of this year. Parks Capital Improvement Fund (Page 24 of the financial statements) This year the Parks Capital Improvement Fund received a transfer of food & beverage taxes from the City Capital Improvements Fund in the amount of $368,383, reimbursing project expenditures. The fund spent $795,505 on equipment and projects this year in the first six months of this year: 1. Three 2014 Chevy Silverado Pickup Trucks were purchased for $64,066. 2. A Toro Grounds master mower was purchased for $58,098. Page 8 of 9 ~r, 3. During the first six months of this year, Parks made improvements such as the Enders Shelter, the ice rink, the Calle Guanajuato, Ozark flush toilet building installation, Atkinson Bridge reconstruction, golf greens, and HVAC system at the Senior Center. Unaudited, detailed balance sheets, revenue and expenditure reports, and fund statements were available for your review in the Administrative Services Department office at City Hall should you require any additional information. Page 9 of 9 ~r, City of Ashland Summary of Cash and Investments December 31, 2013 Balance Balance Change From Fund December 31, 2013 December 31, 2012 FY 2013 General Fund $ 7,575,685 $ 4,990,046 $ 2,585,639 Commurity Block Grant Fund 22,572 23,725 (1,153) Reserve Fund 607,333 1,016,859 (409,526) Street Fund 4,525,063 2,128,308 2,396,755 Airport Fund 110,774 112,161 (1,387) Capital Improvements Fund 2,083,683 2,997,284 (913,601) Debt Service Fund 998,847 1,358,156 (359,309) Water Fund 6,569,453 2,898,191 3,671,262 Wastewater Fund 4,256,476 2,498,290 1,758,186 Electric Fund 1,305,477 1,534,174 (228,697) Telecommunications Fund 364,805 257,506 107,299 Central Services Fund 1,057,464 1,059,768 (2,304) Insurance Services Fund 1,292,016 922,367 369,649 Health Benefits Fund 366,989 - 366,989 Equipment Fund 2,870,967 3,087,542 (216,575) Cemetery Trust Fund 882,919 865,583 17,336 $ 34,890,525 $ 25,749,960 $ 9,140,565 Parks 8 Recreation Agency Fund 1,086,228 4,228,982 (3,142,754) 1,086,228 4,228,982 (3,142,754) Total Cash Distribution $ 35,976,753 $ 29,978,942 $ 5,997,811 Manner of Investment General Banking Accounts $ 894,778 $ 756,738 $ 138,040 Local Government Inv. Pool 35,081,975 29,222,204 5,859,771 City Investments - - Total Cash and Investments $ 35,976,753 $ 29,978,942 $ 5,997,811 Dollar Distribution Cash Balance Distribution CenV9 serui®s, PerksaM li .rrtd Recrealgn FuMS Ll.-& CqulprzM F"S Judgments. 15% 3% $3.682.567.10% $661.263,2% Trust 5883,408, 3% _ OeEl Reserved. $3230,075,6% iz058 587 , 56% Bti mTyw O er Reserved, ftW F.ftt d, W,tls N OtlW IG9KKal $7,519275,31% $14,579,0% % cd+an7gdp To7TO„dam 4M .0% 6.0.a FY11 FircnoulRga,I Nex FO,mal,laa 1 1292011 City of Ashland Statement of Revenues and Expenditures - City Wide For the sixth month ended December 31, 2013 Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Dale lsl Year of CollectedI Year-To-Date End-of-Year Resource Summary Actuals Biennial Budget Expended Balance Acluals Acluals Revenues Taxes $ 13,742,763 $ 20,474,421 67.1% $ (6,731,658) $ 13,080,969 $ 19,998,715 Licenses and Permits 328,306 847,275 38.7% (518,969) 289,327 583,679 Intergovernmental Revenues 1,695,815 5,607,107 30.2% (3,911,292) 2,608,273 4,743,846 Charges for Services - Rate B Internal 23,893,908 47,961,599 49.8% (24,067,691) 19,942,484 39,181,461 Charges for Services- Misc. Service fees 814,057 1,700,970 47.9% (886,913) 435,537 692,381 System Development Charges 267,268 305,000 87.6% (37,732) 298,346 538,560 Fines and Forfeitures 84,434 166,000 50.9% (81,566) 80,439 196,535 Assessment Payments 50,632 146,000 34.7% (95,368) 13,811 41,048 Interest an Investments 91,195 166,700 54.7% (75,505) 84,306 174,495 Miscellaneous Revenues 1,009,082 644,902 156.5% 364,180 667,304 3,181,710 Total Revenues 41,977,460 78,019,974 53.8% (36,042,514) 37,500,796 69,332,430 Budgetary Resources: Other Financing Sources - 2,456,000 0.0% (2,456,000) - 4,907,401 Interfund Loans 226,000 1,039,000 21.8% (813,000) 591,795 791,795 Transfers In 495,739 955,362 51.9% (459,623) 21,114 411,786 Total Budgetary Resources 721,739 4,450,362 16.2% (3,728,623) 612,909 6,110,982 Total Resources 42,699,199 82,470,336 51.8% (39,771,137) 38,113,705 75,443,412 Requirements by Classification Personal Services 13,900,470 27,388,399 50.8% 13,487,929 12,207,623 24,488,516 Materials and Services 19,506,630 40,843,362 47.8% 21,336,732 16,065,116 31,718,463 Debt Service 2,319,696 4,811,707 48.2% 2,492,011 2,636,247 4,885,465 Total Operating Expenditures 35,726,796 73,043,468 48.9% 37,316,672 30,908,986 61,092,444 Capital Construction Capital Oueay 3,461,706 16,175,588 21.4% 12,713,882 5,107,961 8,590,776 Inlerfund Loans 226,000 1,039,000 21.8% 813,000 591,795 791,795 Transfers Out 495,739 955,362 51.9% 459,623 21,114 411,786 Contingencies 2,277,000 0.0% 2,277,000 Total Budgetary Requirements 721,739 4,271,362 16.9% 3,549,623 612,909 1,203,581 Total Requirements 39,910,241 93,490,418 42.7% 53,580,177 36,629,856 70,886,801 Excess (Deficiency) of Resources over Requirements 2,788,958 (11,020,082) 125.3% 13,809,040 1,483,849 4,556,611 Working Capital Carryover 33,966.631 29,998,454 113.2% 3,968,177 29,410,020 29,410,020 Unappropriated Ending Fund Balance $ 36,755,589 $ 18,978,372 193.7% $ 17,777,217 $ 30,893,869 f 33,966,631 e.o.mrr..a. vyarr wvmu r~.ffi 2 City of Ashland Schedule of Budgetary Compliance Per Resolution #2013-19 For the sixth month ended December 31, 2013 Fiscal Year 2014 Year-To-Date Biennial Budget Percent Actuals 2013-2015 Used Balance General Fund Administration $ 70,565 $ 553,465 12.7% $ 482,900 Administration - Library 194,031 812,000 23.9% 617,969 Administration - Municipal Court 244,881 994,970 24.6% 750,089 Administrative Services - Social Services Grants 127,213 257,688 49.4% 130,475 Administrative Services - Economic 8 Cultural Grants 433,334 1,433,226 30.2% 999,892 Administrative Services - Miscellaneous 30,364 610,208 5.0% 579,844 Administrative Services - Band 35,636 120,390 29.6% 84,754 Administrative Services - Parks 1,428,911 8,856,000 16.1% 7,427,089 Police Department 3,146,405 12,391,656 25.4% 9,245,251 Fire and Rescue Department 3,352,811 13,053,484 25.7% 9,700,673 Public Works- Cemetery Division 170,330 704,551 24.2% 534,221 Community Development- Planning Division 622,196 2,730,822 22.8% 2,108,626 Community Development- Building Division 334,293 1,390,632 24.0% 1,056,339 Transfers 500 192,824 0.3% 192,324 Contingency - 1,041,000 0.0% 1,041,000 Total General Fund 10,191,471 45,142,916 22.6% 34,951,445 Community Development Block Grant Fund Personal Services 13,015 61,100 21.3% 48,085 Materials and Services 177,622 406,735 43.7% 229,113 Total Community Development Grant Fund 190,637 467,835 40.7% 277,198 Reserve Fund Interfund Loan 225,000 900,000 25.0% 675,000 Transfers 190,000 190,000 100.0% Total Reserve Fund 415,000 1,090,000 38.1% 675,000 Street Fund Public Works- Street Operations 1,394,735 7,628,710 18.3% 6,233,975 Public Works- Street Operations Debt 102,588 341,750 30.0% 239,162 Public Works- Stonn Water Operations 285,517 1,247,230 22.9% 961,713 Public Works- Storm Water Operations Debt 11,842 26,317 45.0% 14,475 Public Works- Transportation SDC's 31,553 446,613 7.1% 415,060 Public Works - Storm Water SDC's 105 80,600 0.1% 80,495 Contingency 215,000 0.0% 215,000 Total Street Fund 1,826,340 9,986,220 18.3% 8,159,880 Airport Fund Materials and Services 42,109 143,310 29.4% 101,201 Capital Outlay 18,583 65,000 28.6% 46,417 Debt Service 19,268 77,072 25.0% 57,804 Interfund Loan - 19,000 0.0% 19,000 Contingency - 10,000 0.0% 10,000 Total Airport Fund 79,960 314,382 25.4% 234,422 e.e. M4n~F.ft 3 1R 14 Schedule of Budgetary Compliance Per Resolution #2013-19 For the sixth month ended December 31, 2013 Fiscal Year 2014 Year-To-Dale Biennial Budget Percent Acluals 2013.2015 Used Balance Capital Improvements Fund Public Works - Facilities 399,281 2,406,460 16.6% 2,007,179 Administrative Services - SDC(Parks) - - N/A - Administrative Services -Open Space (Parks) 376,917 3,929,000 9.6% 3,552,083 Transfers 3,018 466,900 0.6% 463,882 Other Financing Uses (Intedund Loan) 1,000 - NIA (1,000) Contingency 200,000 0.0% 200,000 Total Capital Improvements Fund 780,216 7,002,360 11.1% 6,222,144 Debt Service Fund Materials and Services 5,494 - N/A (5,494) Debt Service 1,243,276 4,548,084 0.1% 3,304,808 Intedund Loan 370,000 0.0% 370,000 Total Debt Service Fund 1,248,770 4,918,084 25.4% 3,669,314 Water Fund Administration - Conservation 93,245 449,010 20.8% 355,765 Fire- Forest Lands Management Division 214,982 887,265 24.2% 672,283 Public Works - Water Supply 241,056 2,951,820 8.2% 2,710,764 Public Works - Water Supply Debt 21,640 44,985 48.1% 23,345 Public Works - Water Treatment 558,521 2,570,700 21.7% 2,012,179 Public Works - Water Treatment Debt 194,232 467,427 41.6% 273,195 Public Works - Water Division 1,305,725 8,570,680 15.2% 7,264,955 Public Works - Water Division Debt 303,139 662,995 45.7% 359,856 Public Works- Reimbursement SDC's - - N/A - PublicWorks - Improvement SDC's 90,920 282,750 32.2% 191,830 Public Works - Debt SDC's 116,855 241,845 48.3% 124,990 Other Financing Uses (Intedund Loan) - 150,000 0.0% 150,000 Contingency 403,000 0.0% 403,000 Total Water Fund 3,140,316 17,682,477 17.8% 14,542,161 Wastewater Fund Public Works- Wastewater Collection 1,058,369 5,298,621 20.0% 4,240,252 Public Works - Wastewater Collection Debt 56,231 151,075 37.2% 94,844 Public Works- Wastewater Treatment 1,261,005 6,527,385 19.3% 5,266,380 Public Works- Wastewater Treatment Debt 222,134 3,253,250 6.8% 3,031,116 Public Works- Reimbursemems SDC's - 117,500 0.0% 117,500 Public Works- Improvements SDC's 11,271 1,383,491 0.8% 1,372,220 Debt Service - 30,000 0.0% 30,000 Contingency - 440,000 0.0% 440,000 Total Wastewater Fund 2,609,010 17,201,322 15.2% 14,592,312 Electric Fund Administration - Conservation 304,045 1,494,890 20.3% 1,190,645 Electric - Supply 3,299,615 13,628,373 24.2% 10,328,758 Electric - Distribution 3,110,522 13,398,521 23.2% 10,287,999 Electric - Transmission 509,161 2,177,635 23.4% 1,668,474 Debt Service 22,936 47,774 48.0% 24,838 Contingency 923,000 0.0% 923,000 Total Electric Fund 7,246,279 31,670,193 22.9% 24,423,914 6.q HA H. R4 !b Fpmel..i 1MA4 4 Schedule of Budgetary Compliance Per Resolution #2013-19 For the sixth month ended December 31, 2013 Fiscal Year 2014 Year-To-Date Biennial Budget Percent Actuals 2013.2015 Used Balance Telecommunications Fund IT - Personal Services 329,552 1,288,560 25.6% 959,008 IT - Materials&Services 420,722 2,258,283 18.6% 1,837,561 IT-Capital Outlay 71,397 308,000 23.2% 236,603 Debt- To Debt Service Fund" 200,000 409,000 48.9% 209,000 Contingency 150,000 0.0% 150,000 Total- Telecommunications Fund 1,021,672 4,413,843 23.1% 3,392,171 "Note. In Internet appropriation Central Services Fund Administration Department 680,334 3,015,362 22.6% 2,335,028 Information Technology- Into Services Division 607,744 2,537,128 24.0% 1,929,384 Administrative Services Department 915,204 4,084,194 22.4% 3,168,990 City Recorder 209,894 708,330 29.6% 498,436 Public Works -Administratim and Engineering 813,884 3,362,420 24.2% 2,548,536 Contingency 104,000 0.0% 104,000 Total Central Services Fund 3,227,060 13,811,434 23.4% 10,584,374 Insurance Services Fund Personal Services 44,696 178,080 25.1% 133,384 Materials and Services 480,846 1,446,500 33.2% 965,654 Contingency 300,000 0.0% 300,000 Total Insurance Services Fund 525,542 1,924,580 27.3% 1,399,038 Health Benefits Fund Materials and Services 2,035,010 7,816,992 26.0% 5,781,982 Intedund Loan 510,000 0.0% 510,000 Contingency 500,000 0.0% 500,000 Total Health Benefits Fund 2,035,010 8,826,992 23.1% 6,791,982 Equipment Fund Public Works - Maintenance 538,550 2,054,460 26.2% 1,515,910 Public Works- Purchasing and Acquisition 921,780 3,113,000 29.6% 2,191,220 Contingency - 156,000 0.0% 156,000 Total Equipment Fund 1,460,330 5,323,460 27.4% 3,863,130 Cemetery Trust Fund Transfers 2,221 10,600 20.9% 8,379 Total Cemetery Trust Fund 2,221 10,600 20.9% 8,379 5 . 6.o m6n.oa~ 1n41oM Schedule of Budgetary Compliance Per Resolution #2013-19 For the sixth month ended December 31, 2013 Fiscal Year 2014 Year-To-Date Biennial Budget Percent Actuals 2013-2015 Used Balance Parks and Recreation Fund Parks Division 1,902,352 7,469,390 25.5% 5,567,038 Recreation Division 616,090 2,547,830 24.2% 1,931,740 Golf Division 261,749 1,012,880 25.8% 751,131 Transfers 300,000 922,000 32.5% 622,000 Contingency 100,000 0.0% 100,000 Total Parks and Recreation Fund 3,080,191 12,052,100 25.6% 8,971,909 Parks Capital Improvement Fund Materials and Services 34,713 - NIA (34,713) Capital Ouday 795,505 4,851,000 16.4% 4,055,495 Total Parks Capital Improvement Fund 830,218 4,851,000 17.1% 4,020,782 Total Appropriations $ 39,910,241 186,689,798 21.4% 146,779,557 a c«ria~mr~on xe,. w,.um 6 iaanon City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance December 31, 2013 Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date 1st Yearof Collectedl Year-To-Dale Emd-of-Year Actuals Biennial Budget Expended Balance Actuals Actuals 110 General Fund Taxes $ 12,508,299 $ 17,714,683 70.6% $ (5,206,384) $ 7,614,597 $ 12,278,716 Licenses and Permits 328,306 847,275 38.7% (518,969) 289,327 583,679 Intergovernmental 346,584 634,145 543% (287,561) 292,882 571,513 Charges for Services 792,981 1,543,225 51.4% (750,244) 970,863 1,896,943 Fines 84,434 166,000 50.9% (81,566) 80,439 196,535 Interest on Investments 11,896 21,000 56.6% (9,104) 10,343 22,045 Miscellaneous 63,695 62,000 102.7% 1,695 29,714 75,991 Transfer in (Reserve Fund) 100,000 100,000 100.0% - - - Transfer ln(Cemetery Fund) 2,221 105,200 2.1% (102,979) 2,505 4,826 Total Revenues and Other Sources 14,238,415 21,193,528 67.2% (6,955,113) 9,290,670 15,630,249 Administration 70,565 218,552 32.3% 147,987 44,714 306,625 Administration - Library 194,031 400,000 48.5% 205,969 188,380 376,759 Administration - Municipal Court 244,881 491,840 49.8% 246,959 218,343 437,057 Administrative Services- Social Services Grants 127,213 127,588 99.7% 375 123,305 123,394 Administrative Services- Economic B Cultural Gr 433,334 704,236 61.5% 270,902 419,437 623,419 Administrative ServicesMiscellaneous 30,364 495,957 6.1% 465,593 25,503 43,776 Administrative Services - Band 35,636 59,670 59.7% 24,034 37,929 55,594 Administrative Services - Parks 1,428,911 3,798,000 37.6% 2,369,089 - - Police Department 3,146,405 6,141,365 51.2% 2,994,960 3,062,337 5,876,126 Fire and Rescue Department 3,352,811 6,434,541 52.1% 3,081,730 2,957,272 5,804,808 Public Works- Cemetery Division 170,330 341,183 49.9% 170,853 139,450 282,274 Community Development- Planning Division 622,196 1,344,863 46.3% 722,667 567,385 1,160,288 Community Development- Building Division 334,293 686,921 48.7% 352,628 310,339 649,768 Transfer; (Cemetery) 500 1,262 39.6% 762 5D0 500 Contingency 513,000 0.0% 513,000 Total Expenditures and Other Uses 10,191,471 21,758,978 46.8% 11,567,507 8,094,894 15,740,388 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 4,046,945 (565,450) 8153% 4,612,395 1,195,776 (110,139) Fund Balance, Jul 1, 2013 3,385,680 3,259,706 103.9% 125,974 3,495,819 3,495,819 Fund Balance, Dec 31, 2013 $ 7.432,625 $ 2,694,256 275,9% $ 4,738,369 $ 4,691,594 $ 3,385,680 Reconciliation of Fund Balance: Restricted and Committed Funds 515,809 Unassigned Fund Balance $ 6,916,816 eo.m~r.,.~ao.,rrv~am 7 vxx,. City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance December 31, 2013 Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date 1st Yearof Collectedl Year-To-Date Endof-Year Actuals Biennial Budget Expended Balance Actuals Actuals 250 Community Development Block Fund Intergovernmental $ 177,533 $ 253,262 70.1% $ (75,729) $ 31,016 $ 101,915 Total Revenues and Other Sources 177,533 253,262 70.1% (75,729) 31,016 101,915 Personal Services 13,015 30,550 42.6% 17,535 11,682 32,446 Materials and Services 177,622 243,901 72.8% 66,279 31.062 69,466 Total Expenditures and Other Uses 190,637 274,451 69.5% 83,814 42,744 101,912 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (13,104) (21,189) 61.8% 8,085 (11,728) 3 Fund Balance, Jul 1, 2013 33,801 21,189 159.5% 12,612 33,798 33,798 Fund Balance, Dec 31, 2013 $ 20,697 $ NIA $ 20,697 $ 22,070 $ 33,801 Reconciliation of Fund Balance- Restricted and Committed Funds - 20,697 Unassigned Fund Balance $ P. DxfYl~fYUgr PWI1kw FVn6 W V1YNir 8 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance December 31, 2013 Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Dale 1st Yearof Collected/ Year-To-Dale End-of-Year Actuals Biennial Budget Expended Balance Actuals Actuals 255 Reserve Fund Interest on Investments $ 2,754 $ 7,000 39.3% $ (4,246) $ 2,949 $ 5,670 Total Revenues and Other Sources 2,754 7,000 39.3% (4,246) 2,949 5,670 Intedund Loan 225,000 500,000 45.0% 275,000 - - Operating Transfer out 190,000 190,000 100.0% Total Expenditures and Other Uses 415,000 690,000 60.1% 275,000 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (412,246) (683,000) 39.6% 270,754 2,949 5,670 Fund Balance, Jul 1, 2013 1,019,580 1,019,910 100.0% (330) 1,013.910 1,013,910 Fund Balance, Dec 31, 2013 $ 607,334 $ 336,910 180.3% $ 270,424 $ 1,016859 $ 1,019,580 Reconciliation of Fund Balance: Restricted and Committed Funds 607,334 Unassigned Fund Balance $ (0) weFY14F,,.,m R. Hw Fm„ee4. 9 1rz0014 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance December 31, 2013 Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date 1st Year of Collectedl Year-To-Date End-of-Year Acluals Biennial Budget Expended Balance Actuals Acluals 260 Street Fund Taxes $ 13,871 $ 23,000 60.3% $ (9,129) $ 13,536 $ 55,504 Intergovernmental 600,387 1,776,700 33.8% (1,176,313) 1,169,908 1,729,083 Charges for Services - Rates 984,331 1,981,100 49.7% (996,769) 948,846 1,897,438 Charges for Services- Misc. Service Fees 17,999 20,000 90.0% (2,001) 10,904 23,249 System Development Charges 43,513 65,000 66.9% (21,487) 75,723 129,172 Assessments 50,632 20,000 253.2% 30,632 13,811 41,048 Interest on Investments 11,081 10,000 110.8% 1,081 7,461 16,283 Miscellaneous 229,268 110,000 208.4% 119,268 111,662 160,740 Other Financing Sources NIA 1,189,603 Total Revenues and Other Sources 1,951,081 4,005,800 48.7% (2,054,719) 2,351,871 5,242,121 Public Works- Street Operations 1,394,735 4,426,254 31.5% 3,031,519 1,942,752 2,951,935 Public Works- Street Operations Debt 102,588 172,187 59.6% 69,599 - - PublicWorks - Storm Water Operations 285,517 651,890 43.8% 366,373 395,773 672,923 Public Works- Storm Water Operations Debt 11,842 13,367 88.6% 1,525 - - PublicWorks - Transportation SDC's 31,553 342,079 9.2% 310,526 60,497 83,061 Public Works- Storm Water SDC's 105 65,000 0.2% 64.895 150,717 160,372 Contingency 117,000 0.0% 117,000 Total Expenditures and Other Uses 1,826,340 5,787,777 31.6% 3,961,437 2,549,739 3,868,291 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 124,741 (1,781,977) 107.0% 1,906,718 (197,868) 1,373,830 Fund Balance, Jul 1, 2013 4,417,122 3,185,314 138.7% 1,231,808 3,043.292 3,043,292 Fund Balance, Dec 31, 2013 $ 4,541,863 $ 1,403,337 323.6% $ 3.138.526 $ 2,845.424 $ 4,417,122 Reconciliation of Fund Balance: Restricted and Committed Funds 4,541,863 Unassigned Fund Balance $ 0 ianou 10 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance December 31, 2013 Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date 1st Year of CollectedI Year-To-Date End-of-Year Actuals Biennial Budget Expended Balance Acluals Acluals 280 Airport Fund Charges for Services - Rates $ 67,473 $ 131,100 51.5% $ (63,627) $ 63,128 $ 124,492 Interest on Investments 279 500 55.7% (221) 267 570 Intedund Loan NIA 19,000 19,000 Total Revenues and Other Sources 67,752 131,600 51.5% (63,848) 82,395 144,062 Materials and Services 42,109 71,050 59.3% 28,941 31,178 72,540 Capital Outlay 18,583 65,000 28.6% 46,417 - - DebtService 19,268 38,536 500% 19,268 19,268 38,536 Interlard Loan - 19,000 0.0% 19,000 - - Contingency 5,000 0.0% 5,000 Total Expenditures and Other Uses 79,960 198,586 40.3% 118,626 50,446 111,076 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (12,208) (66,986) 81.8% 54,778 31,950 32,986 Fund Balance, Jul 1, 2013 116,697 101,550 114.9% 15,147 83,711 83,711 Fund Balance, Dec 31, 2013 $ 104,489 $ 34,564 302.3% $ 69,925 $ 115,661 $ 116,697 Reconciliation of Fund Balance: Restricted and Committed Funds 104,489 Unassigned Fund Balance $ (01 e. o.omar mwomro.rm,em~,. 11 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance December 31, 2013 Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-TO-Date 1st Yearof Collected) Year-TO-Dale End-of-Year Actuals Biennial Budget Expended Balance Actuals Acluals 410 Capital Improvements Fund Taxes $ 149,014 $ 456,300 32.7% $ (307,286) $ 146,347 $ 459,918 Intergovernmental - 650,000 0.0% (650,000) 86,194 97,786 Charges for Services - Internal 464,313 928,627 50.0% (464,314) 464,313 928,627 Charges for Services - Misc. Service Fees 37,750 50,000 75.5% (12,250) 34,615 30,752 System Development Charges 27,890 25,000 111.6% 2,890 26,406 48,059 Interest on Investments 5,642 12,000 47.0% (6,358) 11,436 18,181 Miscellaneous 918 10,600 8.7% (9,682) 1,891 12,682 Other Financing Sources 1,643,000 0.0% (1,643,000) 506.005 Total Revenues and Other Sources 685,527 3,775,527 18.2% (3,090,000) 771,202 2,102,009 Public Works - Facilities 399,281 1,206,255 33.1% 806,974 2,445,723 3,975,987 Administrative Services- Open Space (Parks) 376,917 2,143,000 17.6% 1,766,083 78,993 236,466 Transfers (Debt Service Fund) 3,018 156,900 1.9% 153,882 18,109 36,135 Intedund Loan (Equipment Fund) 1,000 - NIA (1,000) 208,000 208,000 Contingency 100,000 0.0% 100,000 - Total Expenditures and Other Uses 780,216 3,606,155 21.6% 2,726,939 2,750,825 4,456,587 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (94,689) 169,372 -55.9% (264,061) (1,979,623) (2,354,578) Fund Balance, Jul 1, 2013 2,094,707 1,689,114 124.0% 405,593 4,449,285 4,449,285 Fund Balance, Dec 31, 2013 $ 2,000,018 $ 1,858,486 107.6% $ 141,532 $ 2,469,662 $ 2,094,707 Reconciliation of Fund Balance: Restricted and Committed Funds 2,000,018 Unassigned Fund Balance $ 0 e. o. o m a r~., m w p m ,a. r o„a. e,. irzmou 12 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance December 31, 2013 Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-TO-Date 1st Year of CollectedI Year-TO-Dale End-of-Year Actuals Biennial Budget Expended Balance Acluals Actuals 530 Debt Services Taxes $ 453,983 $ 477,938 95.0% $ (23,955) $ 765,862 $ 867,848 Charges for Services - Internal 572,650 1,154,300 49.6% (581,650) 781,650 1,154,300 Charges for Services- Misc. Service Fees 75,336 74,520 101.1% 816 37,255 74,172 Assessments - 126,000 0.0% (126,000) - - Interest on lnvestmenfs 1,749 10,000 17.5% (8,251) 2,044 4,737 Miscellaneous - 29,302 0.0% (29,302) 309,698 309,782 Inlerfund Loan - - N/A - 364,795 364,795 Transfer In (CIP) 3,018 157,662 1.9% (154,644) 18,109 36,135 Other Financing Sources NIA 71,851 Total Revenues and Other Sources 1,106,737 2,029,722 54.5% (922,985) 2,279,413 2,863,619 Materials and Services 5,494 - N/A - - 55,676 Debt Service 1,243,276 2,144,212 58.0% 900,936 1,888,296 2,659,975 Interfund Loan (Central Service Fund) 370,000 0.0% 370,000 Total Expenditures and Other Uses 1,248,770 2,514,212 49.7% 1,270,936 1,888,296 2,715,651 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (142,033) (484,490) 70.7% 342,457 391,117 167,968 Fund Balance, Jul 1, 2013 1,150,618 1,121.533 102.6% 29,085 982.650 982.650 Fund Balance, Dec 31, 2013 $ 1,008,585 $ 637,043 158.3% $ 371,542 $ 1,373,767 $ 1,150,618 Reconciliation of Fund Balance: Restricted and Committed Funds 1,008,585 Unassigned Fund Balance $ vnx rnar..wxyo~x,. rm aa~ irzaama 13 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance December 31, 2013 Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-TO-Dale 1st Year of CollectedI Yearjoo-Date End-of-Year Acluals Biennial Budget Expended Balance Actuals Acluals 670 Water Fund Taxes $ 33 $ - NIA $ 33 $ 16 $ 38 Intergovernmental 135,523 - N/A 135,523 871,443 1,969,979 Charges for Services - Rates 3,533,494 5,8481100 60.4% (2,314,606) 3,259,462 5,490,712 Charges for Services- Misc. Service Fees 39,760 50,000 N/A (10,240) 32,344 56,849 System Development Charges 155,539 150,000 1033% 5,539 147,947 266,196 Interest on Investments 15,997 10,000 160.0% 5,997 7,704 19,542 Miscellaneous 4,614 5,000 92.3% (386) 2,246 477,199 Other Financing Sources NIA 2,547,791 Total Revenues and Other Sources 3,884,960 6,063,100 64.1% (2,178,140) 4,321,162 10,828,306 Administration - Conservation 93,245 212,925 43.8% 119,680 67,940 140,014 Fire- Forest Lands Management Division 214,982 619,257 34.7% 404,275 1,020,876 2,460,085 Public Works - Water Supply 241,056 356,020 67.7% 114,964 139,005 270,552 Public Works - Water Supply Debt 21,640 22,712 95.3% 1,072 - - PublicWorks - Water Treatment 558,521 1,344,120 41.6% 785,599 512,924 1,097,662 Public Works- Water Treatment Debt 194,232 235,312 82,5% 41,080 - - PublicWorks - Water Operations 1,305,725 4,398,420 29.7% 3,092,695 1,205,801 2,404,199 Public Works- Water Operations Debt 303,139 333,555 90.9% 30,416 - - PublicWorks - Reimbursement SDC's - - NIA - - - PublicWorks - Improvement SDC's 90,920 235,250 38.6% 144,330 14,692 32,137 Public Works - Debt SDC's 116,855 122,107 95.7% 5,252 112,980 115,648 Debt Service - - NIA - 338,796 379,343 Interfund Loan (Equipment) - 150,000 0.0% 150,000 - 200,000 Contingency 200,000 0.0% 200,000 Total Expenditures and Other Uses 3,140,316 8,229,678 38.2% 5,089,362 3,413,014 7,099,639 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 744,645 (2,166,578) 134.4% 2,911,223 908,148 3,728,667 Fund Balance, Jul 1, 2013 6,437,575 5,741,693 112.1% 695,882 2,708,907 2,708.907 Fund Balance, Dec 31, 2013 $ 7,182,219 $ 3,575,115 200.9% $ 3,607,104 $ 3,617,055 $ 6,437,575 Reconciliation of Fund Balance: Restricted and Committed Funds 4,080,940 Unassigned Fund Balance $ 3,101,279 i fi. h[fVltlrls,a9 PqN fY~ramltlv vmoitl 14 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance December 31, 2013 Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-TO-Date 1st Year of Collected) Year-To-Date End-of-Year Actuals Biennial Budget Expended Balance Actuals Actuals 675 Wastewater Fund Taxes $ 596,057 $ 1,734,600 34.4% $ (1,138,543) $ 585,388 $ 1,839,673 Charges for Services - Rates 2,140,502 4,299,100 49.8% (2,158,598) 2,022,141 3,915,092 Charges for Services - Misc. Service Fees 13,250 10,000 132.5% 3,250 13,250 13,250 System Development Charges 40,327 65,000 62,0% (24,673) 48,270 95,132 Interest on Investments 9,412 18,000 52.3% (8,588) 7,912 14,328 Miscellaneous 4,505 2,500 180.2% 2,005 5,094 1,650,374 Other Financing Sources 813,000 0.0% (813,000) 592,151 Total Revenues and Other Sources 2,804,052 6,942,200 404% (4,138,148) 2,682,054 8,120,000 Public Works- Wastewater Collection 1,058,369 2,284,361 46.3% 1,225,992 1,222,614 2,041,610 Public Works - Wastewater Collection Debt 56,231 76,296 73.7% 20,065 - - PublicWorks - Wastewater Treatment 1,261,005 3,244,215 38.9% 1,983,210 1,223,070 2,827,871 Public Works- Wastewater Treatment Debt 222,134 1,629,400 13.6% 1,407,266 - - PublicWorks - Reimbursemetns SDC's - 110,000 0,0% 110,000 - - PublicWorks - Improvements SDC's 11,271 528,891 2.1% 517,620 50,081 115,454 Debt Service - - NIA 239,550 1,639,100 Contingency 200,000 0.0% 200,000 - - Total Expenditures and Other Uses 2,609,010 8,073,163 32.3% 5,464,153 2,735,315 6,624,035 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 195,042 (1,130,963) 117.2% 1,326,005 (53,261) 1,495,965 Fund Balance, Jul 1, 2013 4,290,774 3,546,633 121.0% 744,141 2,794809 2,794,809 Fund Balance, Dec 31, 2013 $ 4,485,816 $ 2,415,670 185.7% $ 2,070,146 $ 2,741,548 $ 4,290,774 Reconciliation of Fund Balance: Restricted and Committed Funds 1,129,288 Unassigned Fund Balance $ 3,356,528 e. o: rv„r..,m aw,x..r~reu .114 15 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance December 31, 2013 Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date 1st Year of Collectedl Year-To-Date End-of-Year Actuals Biennial Budget Expended Balance Acluals Acluals 690 Electric Fund Intergovernmental $ 67,405 $ 150,000 44.9% $ (82,595) $ 31,903 $ 148,642 Charges for Services - Rates 6,640,293 13,960,000 47.6% (7,319,707) 5,945,236 12,680,992 Charges for Services- Miss, Service Fees 77,344 280,000 27.6% (202,656) 185,446 257,047 Interest on Investments 4,529 11,000 41.2% (6,471) 5,466 10,536 Miscellaneous 68,854 192,000 35.9% (123,146) 96,058 244,442 Total Revenues and Other Sources 6,858,425 14,593,000 4Z0% (7,734,575) 6,264,109 13,341,659 Administration - Conservation 304,045 829,160 36,7% 525,115 211,298 469,545 Electric - Supply 3,299,615 6,762,610 48.8% 3,462,995 2,953,684 6,091,977 Electric - Distribution 3,110,522 6,754,394 46.1% 3,643,672 2,896,082 5,980,019 Electric - Transmission 509,161 1,080,712 47.1% 571,551 464,677 866,385 Debt Service 22,936 24,023 95.5% 1,087 23,071 24,293 Contingency 464,000 H% 464,000 Total Expenditures and Other Uses 7,246,279 15,914,899 45.5% 8,668,620 6.548,812 13,432,219 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (387,854) (1,321,899) 70.7% 934,045 (284,703) (90,560) Fund Balance, Jul 1, 2013 2,327,540 2,334,310 99.7% (6,770) 2,418.100 2,418,100 Fund Balance, Dec 31, 2013 $ 1,939,686 $ 1,012,411 191.6% $ 927,275 $ 2,133,398 $ 2,327,540 Reconciliation of Fund Balance: Restricted and Committed Funds Unassigned Fund Balance $ 1,939,686 e. o. rw,a Fw+lu..,rmvlm .14 14 16 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance December 31, 2013 Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-TO-Date 1st Year of CollectedI Year-TO-Dale End-of-Year Acluals Biennial Budget Expended Balance Acluals Acluals 691 Telecommunications Fund Charges for Services - Rates $ 968,146 $ 1,935,843 50.0% $ (967,697) $ 914,595 $ 1,896,106 Interest on Investments 590 1,000 59.0% (410) 1,009 1,733 Miscellaneous 500 0.0% (500) 13,092 13,092 Total Revenues and Other Sources 968,737 1,937,343 50.0% (968,606) 928,695 1,910,931 Personal Services 329,552 636,960 51.7% 307,408 265,717 575,775 Materials & Services 420,722 918,881 45.8% 498,159 415,601 851,943 Capital Outlay 71,397 193,000 37.0% 121,603 20,948 73,531 Debt- Transfer to Debt Service Fund 200,000 409,000 48.9% 209,000 409,000 409,000 Contingency 75,000 0.0% 75,000 Total Expenditures and Other Uses 1,021,672 2,232,841 45.8% 1,211,169 1,111,267 1,910,249 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (52,935) (295,498) 17.9% 242,563 (182,572) 682 Fund Balance, Jul 1, 2013 587,625 506,092 116.1% 81,533 586,943 586,943 Fund Balance, Dec 31, 2013 $ 534,690 $ 210,594 253.9% $ 324,096 $ 404,372 $ 587,625 Reconciliation of Fund Balance: Restricted and Committed Funds Unassigned Fund Balance $ 534,690 e. o..111aF. aawFmw. FO In 17 irzermia City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance December 31, 2013 Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date list Year of Collected) Year-To-Dale End-of-Year Acluals Biennial Budget Expended Balance Actuals Acluals 710 Central Service Fund Taxes $ 21,506 $ 67,900 31.7% $ (46,394) $ 22,421 $ 62,793 Intergovernmental - - NIA - - - ChargesforServices - Internal 2,978,625 5,965,250 49.9% (2,986,625) 2,892,398 5,748,800 Charges for Services- Misc. Service Fees 102,715 298,000 34.5% (195,285) 74,654 163,828 Interest on Investments 6,704 5,000 134.1% 1,704 3,927 11,121 Miscellaneous 53,613 113,000 47.4% (59,387) 55,096 107,103 Inledund Loan (Debt Service) - 370,000 0.0% 370,000 - Operating Transfer in 90,000 90,000 100.0% Total Revenues and Other Sources 3,253,163 6,909,150 47.1% (2,915,987) 3,048,496 6,093,646 Administration Department 680,334 1,488,066 453% 807,732 638,957 1,288,745 Information Technology- Info Services Division 607,744 1,309,819 46.4% 702,075 440,657 896,008 Administrative Services Department 915,204 2,020,472 45.3% 1,105,268 927,278 1,874,269 City Recorder Division 209,894 350,890 59.8% 140,996 164,126 360,310 Public Works- Administration and Engineering 813,884 1,657,040 49.1% 843,155 717,373 1,440,649 Intefund Loan - - NIA - 364,795 364,795 Contingency 50,000 0.0% 50,000 Total Expenditures and Other Uses 3,227,060 6,876,287 46.9% 3,649,227 3,253,186 6,224,776 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 26,103 32,863 79.4% (6,760) (204,590) (131,130) Fund Balance , Jul 1, 2013 853,281 721,405 118.3% 131,876 984,411 984,411 Fund Balance, Dec 31, 2013 $ 879,384 $ 754,268 116.6% 8 125,116 $ 779,721 $ 853,281 Reconciliation of Fund Balance: Restricted and Committed Funds Unassigned Fund Balance $ 879,384 6 ou 18 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance December 31, 2013 Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date 1st Year of CollectedI Year-To-Dale End-of-Year Acluals Biennial Budget Expended Balance Actuals Actuals 720 Insurance Service Fund Charges for Services - Internal $ 379,937 $ 729,705 52.1% $ (349,768) $ 374,631 $ 742,548 Interest on Investments 2,492 5,000 49.8% (2,506) 2,532 5,116 Miscellaneous 359,053 30,000 1196.8% 329,053 (184) 35,759 Total Revenues and Other Sources 741,483 764,705 97.0% (23,222) 376,979 783,423 Personal Services 44,696 88,310 50.6% 43,614 39,158 77,722 Materials and Services 480,846 723,250 66.5% 242,404 430,516 618,396 Contingency 150,000 0.0% 150,000 Total Expenditures and Other Uses 525,542 961,560 54.7% 436,018 469,674 696,118 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 215,941 (196,855) 209.7% 412,796 (92,695) 87,305 Fund Balance, Jul 1, 2013 848,857 819,457 103.6% 29,400 761,552 761,552 Fund Balance, Dec 31, 2013 $ 1,064,798 $ 622,602 171.0% $ 442,196 $ 668,857 $ 848,857 Reconciliation of Fund Balance- Restricted and Committed Funds Unassigned Fund Balance $ 1,064,798 e a.rn.Fm,atlnq .Fm.l.m 19 wmou City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance December 31, 2013 Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date 1st Year of Collected) Year-To-Dale End-of-Year Acluals Biennial Budget Expended Balance Actuals Acluals 725 Health Benefits Fund Charges for Services - Internal $ 2,031,191 $ 3,996,855 50.6% $ (1,965,664) $ - $ - Interest on Investments 523 10,000 5.2% (9,477) - - Miscellaneous 211,795 - NIA 211,795 - - Intedund Loan (Reserve Fund) 225,000 500,000 45.0% (275,000) Total Revenues and Other Sources 2,468,508 4,506,855 54.8% (2,038,347) - - Personal Services - - NIA - - - Materials and Services 2,035,010 3,908,496 52,1% 1,873,486 - - IntedundLoan - NIA - - - Contingency 250,000 0.0% 250,000 - - Total Expenditures and Other Uses 2,035,010 4,158,496 48.9% 2,123,486 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 433,499 348,359 124.4% 65,140 - - Fund Balance, Jul 1, 2013 0,0% Fund Balance, Dec 31, 2013 $ 433,499 $ 348,359 124,4% $ 85,140 $ - $ Reconciliation of Fund Balance- Restricted and Committed Funds 433,499 Unassigned Fund Balance $ 0. Cs 1Y1<flnmY Pp~l Iw imv.tln vmat, 20 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance December 31, 2013 Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date 1st Year of Collected) Year-To-Date End-of-Year Actuals Biennial Budget Expended Balance Actuals Actuals 730 Equipment Fund Intergovernmental $ - $ - NIA $ - $ 124,928 $ 124,928 Charges for Services - Internal 902,197 1.636,394 55.1% (734,197) 880,781 1,760,874 Charges for Services - Misc. Service Fees 15,130 35,000 43.2% (19,870) 47,069 73,235 Interest on Investments 10,138 26,000 39.0% (15,862) 11,845 23,675 Miscellaneous 272 56,000 0.5% (55,728) 235 26,856 Intedund Loan (Airport & Water Fund) 1,000 169,000 0.6% _ (168,00(1) 208,000 408,000 Total Revenues and Other Sources 928,737 1,922,394 48.3% (993,657) 1,272,857 2,417,568 Public Works - Maintenance 538,550 1,018,575 52.9% 480,025 509,233 1,001,756 Public Works- Purchasing and Acquisition 921,780 2,398,000 38.4% 1,476,220 140,487 519,054 Intedund Loan - - NIA - 19,000 19,000 Contingency 103,000 0.0% 103,000 Total Expenditures and Other Uses 1,460,330 3,519,575 41.5% 2,059,245 668,720 1,539,810 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (531,593) (1,597,181) 66.7% 1,065,588 604,137 877,758 Fund Balance, Jul 1, 2013 3,357,663 2,831,016 118.6% 526,647 2,479,905 2,479,905 Fund Balance, Dec 31, 2013 $ 2,826,070 $ 1,233,835 229.0% $ 1,592,235 $ 3,084,042 $ 3,357,663 Reconciliation of Fund Balance: Restricted and Committed Funds Unassigned Fund Balance $ 2,826,070 vscoo' rr cwix.. roam rm~a 21 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance December 31, 2013 Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Date 1st Year of Collected/ Year-To-Date End-of-Year Actuals Biennial Budget Expended Balance Actuals Actuals 810 Cemetery Fund Charges for Services $ 8,864 $ 25,000 35.5% $ (16,136) $ 6,283 $ 12,301 Interest on Investments 2,221 5,200 42.7% (2,979) 2,505 4,826 Transfer In (General Fund) 500 500 100.0% 500 500 Total Revenues and Other Sources 11,584 30,700 37.7% (19,116) 9,289 17,627 Transfers 2,221 5200 ,42.7% 2,979 2,505 4.826 Total Expenditures and Other Uses 2,221 5,200 42.7% 2,979 2,505 4,826 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses 9,364 25,500 36.7% (16.136) 6,784 12,801 Fund Balance, Jul 1, 2013 874,045 686,744 98.6% (12,699) 861,244 861,244 Fund Balance , Dec 31, 2013 $ 883,409 $ 912,244 96.8% $ (28,835) $ 868,027 $ 874,045 Reconciliation of Fund Balance: Restdcted and Committed Funds 883,408 Unassigned Fund Balance $ 0 e. R. rY14 rl. Rp R Fa,,,.,e.. 1.014 22 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance December 31, 2013 Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-TO-Date 1st Year of Collected) Year-To-Date End-of-Year Actuals Biennial Budget Expended Balance Acluals Actuals 211 Parks and Recreation Fund Taxes $ - $ - N/A $ - $ 3,931,681 $ 4,434,223 Charges for Services - Internal 1,428,911 3,798,000 37.6% (2,369,089) - - ChargesforServices - Misc. Service Fees 434,773 883,450 49,2% (448,677) 418,157 839,835 Interest on Investments 3,974 13,000 30.6% (9,026) 5,768 14,178 Miscellaneous 12,494 34,000 363% (21,506) 42,702 42,501 Total Revenues and Other Sources 1,880,152 4,728,450 39.8% (2,848,298) 4,398,308 5,330,737 Parks Division 1,902,352 3,704,790 51.3% 1,802,438 2,018,413 3,855,745 Recreation Division 616,090 1,262,610 48.8% 646,520 559,160 1,184,861 Golf Division 261,749 499,410 52.4% 237,661 219,242 419,248 Other Financing Uses - Transfers 300,000 602,000 49.8% 302,000 - 350,000 Contingency 50,000 0.0% 50,000 Total Expenditures and Other Uses 3,080,191 6,118,810 50.3% 3,038,619 2,796,815 5,809,854 Excess(Defriency) of Revenues and Other Sources over Expenditures and Other Uses (1,200,039) (1,390,360) 117% 190,321 1,601,493 (479,117) Fund Balance, Jul 1, 2013 1,783,435 1,973,756 90.4% (190,321) 2,242,227 2,242,227 Fund Balance, Dec 31, 2013 $ 583,396 $ 583,396 100.0% $ 0 $ 3,843,720 $ 1,783,435 1 Reconciliation of Fund Balance: Restricted and Committed Funds Unassigned Fund Balance $ 583,396 n o. rvnrrm e.mx..romex. .14 23 City of Ashland Statement of Resources, Requirements, and Changes in Fund Balance December 31, 2013 Fiscal Year 2014 Percent Fiscal Year 2013 Fiscal Year 2013 Year-To-Dale 1st Year of Collected/ Year-TO-Date End-of-Year Actuals Biennial Budget Expended Balance Actuals Actuals 411 Parks Capital Improvement Fund Charges for Services $ - $ 29,000 0.0% $ (29,000) $ - $ 96,635 Intergovernmental 368,383 2,143,000 17.2% (1,774,617) - - Interest on Investments 1,216 2,000 60.8% (784) 1,118 1,955 Miscellaneous - - N/A - - 20,954 Transfer In (Park Fund) 300,000 602,000 49.8% (302,000) 350,000 Total Revenues and Other Sources 669,599 2,776,000 24.1% (2,106,401) 1,118 469,544 Materials and Services 34,713 - N/A (34,713) 11,183 25,081 Capital Outlay 795,505 2,745,000 29.0% 1,949,495 242,421 505,963 Total Expenditures and Other Uses 830,218 2,745,000 30.2% 1,914,782 253,604 531,044 Excess(Deficiency) of Revenues and Other Sources over Expenditures and Other Uses (160,619) 31,000 -518.1% (191,619) (252,486) (61,500) Fund Balance, Jul 1, 2013 387,632 239,032 162.2% 148,600 449,132 449,132 Fund Balance, Dec 31, 2013 $ 227,013 $ 270,032 84.1% $ (43,019) $ 196,646 $ 387,632 Reconciliation of Fund Balance: Restricted and Committed Funds 100,000 Unassigned Fund Balance $ 127,013 24 irznou CITY OF ASHLAND Council Communication February 4, 2014, Business Meeting Second reading by title only of an ordinance amending AMC Chapter 6.04, Business Licenses FROM: Dave Kanner, city administrator, dave.kanner@ashland.or.us SUMMARY The Ashland City Council approved first reading of this ordinance at the January 21, 2014 business meeting. The Ashland Municipal Code states that the City will not issue a business license to any business engaged in an "unlawful activity." Business license codes are intended to be registration and revenue codes. This provision makes our business license code regulatory and exclusionary. This issue comes to the fore at this time because the Oregon Legislature in 2013 passed HB 3460, which makes medical marijuana dispensaries explicitly legal and establishes certain conditions under which they must operate. Such dispensaries are an "unlawful activity" under federal law. This proposed code amendment removes the "unlawful activity" provision from the business license code, thus relieving City staff of the potentially awkward responsibility for possibly having to shut down a business that is explicitly legal and regulated under state law. This code amendment would not preclude the possibility of federal prosecution of such a business. BACKGROUND AND POLICY IMPLICATIONS: Business license ordinances have traditionally been adopted by municipalities for the purpose of creating and maintaining a registry of all of the entities, whether for-profit or non-profit, doing business within the municipality. Such ordinances are also revenue-raising measures. Many cities, including Ashland, base business license fees on the number of employees, in recognition of the fact that a business with a larger number of employees has a greater impact on city services and infrastructure. Ashland's business license code contains a provision that states, "If the City has knowledge that the applicant is engaging in, or proposes to engage in an unlawful activity, the City shall return the fee to the applicant, along with the reason for so doing, and shall refuse to issue a license." In order to apply this provision equitably to all applicants, City staff would need to have encyclopedic knowledge of all state and federal laws in order to determine whether to apply this provision to a particular application. This issue comes to the fore at this time because of the recent change in Oregon's medical marijuana law. Oregon has allowed physicians to prescribe marijuana for medicinal purposes since 1999. This has resulted in the establishment of medical marijuana dispensaries throughout the state that are not subject to any regulatory regimen, except that they must conform to the provisions of Oregon's medical marijuana law (ORS 475.300 et seq.). The 2013 Oregon Legislature passed HB 3460, sponsored by Rep. Peter Buckley, D.- Ashland, to provide this regulatory regimen. Page I of 2 119TWr, CITY OF ASHLAND Under this new law, the Oregon Health Authority must create a registration system for medical marijuana dispensaries to ensure that the operators of such facilities are residents of the State of Oregon and have been subject to criminal background checks. The law further requires that licensed medical marijuana dispensaries must (among other things): • Be located at least 1,000 feet from any public or private primary or secondary school; • Be located at least 1,000 feet from any other licensed dispensary; • Be located in an area that is zoned for commercial, industrial, mixed use or agricultural land; • Be registered as a business with the Secretary of State's Office; and • Install a minimum security system, including a video surveillance system, alarm system and safe. The bill further gives the Oregon Health Authority the authority to establish administrative rules for the registration system, and those rules are expected to be published in March. In 2012, the City received a business license application froin a medical marijuana dispensary that had opened on Hersey Street. Given this "unlawful activity" provision in the AMC and given that the business activity was (and is) illegal under federal law, staff declined to issue the business license. This put City staff in the uncomfortable position of potentially having to take enforcement action against a business that was arguably (now explicitly) legal under state law. This situation was resolved when the business moved to another City that does not have this "unlawful activity" provision in its business license code. Though illegal under federal law, the U.S. Department of Justice has taken the position that it will not interfere with marijuana businesses in compliance with state law as long as their activities do not result in distribution of marijuana to minors; serve as a cover for the trafficking of other illegal drugs; generate revenue used for criminal enterprises; or lead to five other prescribed outcomes described in an August 29, 2013, DOJ memo (attached). Here in Ashland, the Police Department reports there were no problems generated by or complaints about the medical marijuana dispensary that operated here in 2012. FISCAL IMPLICATIONS: N/A STAFF RECOMMENDATION AND REQUESTED ACTION: Staff has brought this proposal forward because we do not believe the business license code is the appropriate venue for determining the legality or illegality of a particular business venture. The business license is merely intended to provide a small general fund revenue stream and a registry for the City of who is conducting which businesses within our borders. An activity that is illegal will continue to be illegal whether staff issues a business license or not. Therefore, staff recommends adoption of this ordinance amending the business license chapter of the AMC. SUGGESTED MOTION: I move second reading by title only of an ordinance amending AMC Chapter 6.04, Business Licenses ATTACHMENTS: Draft ordinance Page 2 of 2 11TAW&A ORDINANCE NO. AN ORDINANCE AMENDING AMC CHAPTER 6.04, BUSINESS LICENSES Annotated to show deletions 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, the Ashland Municipal Code, §6.04.010, with regard to business licenses, states, "The business license taxes imposed by the terms of this Chapter are for revenue purposes only," and further states "Neither the acceptance of the prescribed tax nor the issuance of the applicable license shall be constructed to constitute a regulation or approval of any business activity or a permit to engage in any activity otherwise prohibited by law or ordinance;" and WHEREAS, the Ashland Municipal Code, §6.04.100, in contrast to the assertion of revenue purposes only in §6.04.010, states, "If the City has knowledge that the applicant is engaging in, or proposes to engage in an unlawful activity, the City shall return the fee to the applicant, along with the reason for so doing, and shall refuse to issue a license;" and WHEREAS, the inconsistency between the revenue purpose declared in §6.04.010 and the regulatory purpose implicit in §6.04.100 is confusing to business license applicants as well as issuers, especially when there are discrepancies between state and federal laws; THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. Chapter 6.04 is hereby amended to read as follows: SECTION 6.04.100 Issuance of License Upon receipt of an application duly signed and executed as hereinabove prescribed, together with the required fee, the Finance Department shall issue a business license to any applicant desiring to conduct any lawful business activity within the City. if the City has knowledge that the appheant is enga-i - i I s to engage in an unlawful netivity, the City shall retum the fee to the applieant, alongwith the reason for so doing, and shall refuse to issue a lieense. Issuance of a business license shall not preclude enforcement against the licensee of any City ordinance, state statute, federal law or any other applicable law. Ordinance No. Page 1 of 2 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 "bode", "article", "section", "chapter" 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 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 2014, and duly PASSED and ADOPTED this day of 12014. Barbara M. Christensen, City Recorder SIGNED and APPROVED this day of 2014. John Stromberg, Mayor Reviewed as to form David H. Lohman, City Attorney Ordinance No. Page 2 of 2 CITY OF ASHLAND Council Communication February 4, 2014, Business Meeting First Reading of an ordinance amending Ashland Municipal Code 6.36 Film and Television Production Ordinance FROM: Ann Seltzer, Management Analyst, seltzera@ashland.or.us SUMMARY The existing film ordinance was adopted in 1984. Filming in Ashland over the past several years has underscored the need to clarify and update the City's ordinance related to film production in Ashland. The revised ordinance is modeled, in part, on the Model Filming Ordinance developed by the Oregon Governor's Office of Film and Television. It modifies and updates requirements for permits, insurance, traffic control and clean-up, among other items. BACKGROUND AND POLICY IMPLICATIONS: Film production was identified by the Economic Development Technical Team as an economic development tool. Chanves to the existing ordinance: • Definitions: This section has been expanded to include not only motion picture, television and photography, but also charitable films, news media, classes and studio filming. • Permit Required - Application: This section requires applications to be submitted at least 10 working days prior to filming and, if special event services are required, the application must be submitted four weeks in advance or the applicant must pay a rush fee. This section now includes a list of exemptions from the permit requirements as well as a list of activities requiring a permit but no fee. • Permit Fees: This section includes a new paragraph for additional fees for other services. • Liability Issues: In addition to liability insurance, this section has been expanded to include workers compensation insurance and indemnification. • Filming Regulation: This is a new section and covers a range of expectations and requirements including cleanup, sanitation, traffic control etc. Staff has done considerable research on film production ordinances, permitting and fees in other cities in Oregon and California as well as cities that are similar to Ashland in terms of population, tourism- dependent economies, and dense and heavily used downtowns. Generally, the permit and regulations are broad and don't include specifics. The Governor's Office of Film and Television recommends leaving the ordinance broad to allow flexibility when working with each separate film project. Staff has met with representatives of the local film industry: Gary Kout of Southern Oregon Film and Television and Anne Lundgren of JOMA films. Both provided valuable input - particularly on the fee Page 1 of 2 OW 1,7111 CITY OF ASHLAND schedule, which will come to Council in the form of a resolution after second reading of this ordinance. For informational purposes staff has included in this packet the draft Film and Television Production Guidelines and Policy. This document will be included for adoption with the resolution setting fees. FISCAL IMPLICATIONS: The proposed changes to the ordinance do not have a fiscal impact the City. STAFF RECOMMENDATION AND REQUESTED ACTION: Staff recommends Council move the ordinance to second reading and provide direction for any changes to be made. SUGGESTED MOTIONS: I move approval of first reading by title only of an ordinance amending Ashland Municipal Code 6.36 Film and Television Production. ATTACHMENTS: • Draft Film and Television Production Ordinance • Draft Film and Television Production Guidelines and Policy Page 2 of 2 ~r, ORDINANCE NO. AN ORDINANCE AMENDING AMC CHAPTER 6.36 FILM AND TELEVISION PRODUCTIONS Annotated to show deletions 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, the City has for many years regulated commercial film and television production to ensure the safety of the participants, spectators, and general public and to minimize disruption of public services and inconvenience to Ashland Citizens, businesses, and visitors. WHEREAS, updated and clarification of ordinances and guidelines concerning film and television production activities are needed to address the industry's current practices and to protect citizens' interests. THE PEOPLE OF THE CITY OF ASHLAND DO ORDAIN AS FOLLOWS: SECTION 1. Chapter 6.36 is hereby amended to read as follows: SECTION 6.36.010 Definitions Ffor Purposes of this Chapter., the following definitions shall may, A. "Motion pieture, radio or- television pr-oduetions" means all aetivi", attendant to A. "Motion picture, television, still photography" means and includes all activity pertaining to staging or shooting commercial motion pictures, television shows or programs, and commercials in any medium including film, tape or digital format. " 1 B. "Charitable films" means commercials, motion pictures, television, videotapes, or still photography produced by a nonprofit organization, which qualifies under Section 5-1(c)(3) of the Internal Revenue Code as a charitable organization. C. "News Media" means the photographing, filming or videotaping for the purpose of spontaneous television news broadcast or reporting for print media by reporters, photographers or camera operators. D. "Studio" means a fixed place of business where filming activities (motion or still Ordinance No. _ Page 1 of 7 photography) are regularly conducted upon the premises. SECTION 6.36.020 Permit Required. No per-son shall use an), publie or private property, faeility or r-esidenee for the purpes produeing, taking or making any eommer-eial motion pietures Or television produetion-or for the purpose o f any radio broadeast without ^ permit issued pursuant to the provisions for the liua Yvon v any .uv of this Chapter. SECTION 6.36.030 Permit Exemptiens. The provisions of this Chapter shail not apply to the followingi ineluding A. Cu.. uu. uu..o p. uv ub..vuo reporters, photographers or eamernmen in the employ of a newspaper, news sen,iee, breadeasting station or similar entity engage' in the brendeasting of news events-. B. Produetoons within studies inelvding motion pieture, television, radio broadeasting ..t u establis ed or fixed ..1^^^ o f {...mess within the City. studios, operating u C. Produetions fo c hucicu abnlcc y 1'av: d•. d..rccro ^.zc,^~ hi 1m are cm-rccd rovucrina cm purposes :nclcrg-~~ivcrt-=i~ni--vo. wholly for a eharitable purpose or from whieh no profit is derived, either direetly o indireetly by any individual; provided, however, that sueh eharitable produetion shall he exempt enl.. from the provisions of Seel:,... 6.36.050. D. Classes in audio visual related work, ineluding student, noneommereial or teftehin SECTION 6.36.040 Permit Applieatiens Requirements. Any person desiring a permit under the provisions of this Chnpter shall make applieation on the appropriate form provided by the City Administrator, or a designee. S applieation shall be submitted at least five (5) working days prior- to the dftte on Whieh per-son -desires-to eanduet-an aetivity for whieh a permit is required. if sueh ^Reti'v required_a sp i_u,se permit, appl•eat•e. should be made trr o t2' weeks in adv anee. The City Administrator- may waive the requirement that applieations be filed five (5) da"A. City Administrator, either the City nor the . 1 advanee when, in the opinion of the public will be : eed or harmed by s eh waiver. A. Unless exempted pursuant to Section 6.36.040C, no person may use any public or private facility for the purpose of taking motion pictures, television, or still photography without first applying for and receiving a permit from the officer designated by the City Administrator. B. Any person desiring a permit under the provisions of this Chapter must make application on the appropriate form provided by the City Administrator or a designee. Such application must be submitted at least ten (10) working days prior to the date on which such person desires to conduct an activity for which a permit is required. If such activity requires a special use permit, application should be made four (4) weeks in advance or the applicant must pay the established rush fee. The City Administrator may waive the requirement that applications be filed (10) days Ordinance No. _ Page 2 of 7 ~6 in advance when, in the opinion of the City Administrator, neither the City nor the general public will be inconvenienced or harmed by such waiver. C. Permit Exemptions. o ermit is required for the following: 1) News Media; 2 amil Video: The filming or videotaping of motion Pictures sole) for rivate-f use. 19~ Co 3) Studio Filming: Filming Activities (motion or still photography) conducted at a studio. D. ee Exemptions. o fee is charged for permits for the followin : 1) Charitable Films; 2) Classes in audio visual related work, including student, noncommercial or teaching productions; wtiea~u /6CCUhta n Q 3) Filming on private property. C6Y MUQ'1,U SECTION 6.36.050 Permit Fees. Eneh appliention shall be aeeompanied by a fee, as estabfished by Resolution of the Gib, Couneil, and shall augment and be in addition to the regular- Business hieense required in Chapter- 6.04 of this Code. Unless exempted pursuant Section 6.36.040D, each application must be accompanied by a fee, as established by Resolution of the City Council. This permit fee will be in addition to the regular Business License required in Chapter 6.04 of this Code. Additional fees will be charged for services related to special events and the use of public property. In addition, the applicant must pay the actual costs for all City employees the City determines are needed to monitor safety and code compliance for the benefit of film participants and the general public. SECTION 6.36.060 Permit Issuance--Conditions. The City Administrator shall issue a permit as provided for in this Chapter when, from a consideration of the application and from such other information as may be otherwise obtained, it is found that: A. The conduct of such activity will not unduly interfere with traffic or pedestrian movement or endanger public safety. That no residential streets will be eempletely elosed to traffie, and that prior- to any filming, the eoneerned residents Will be notified, in writing, two (2) weeks beforehand. B. The eonduet of sueh aetivib, will not unduly interfere with normal governmental o City operations, threaten or result in damage or- detriment to privnte or- publie property, nor result in the City ineurring eosts or expenditures in either money o personnel not reimbursed in advanee by the appliennt. No residential streets will be completely closed to traffic. C. precautions will be taken. Directly affected residents and businesses will be notified, in writing, at least forty-eight (48) hours prior to any filming. Ordinance No. Page 3 of 7 D. The eonduet of such setivib, will not require the diversion of so great a number- of purr.,, „aa..,,. s of the City its to interfere with normal poliee proteet on of other ar-eas- in the City. The conduct of such activity will not unduly interfere with normal Governmental or City operations; threaten or result in damage or detriment to private or public property; or result in the City incurring costs or expenditures for special accommodations and services, for consequent repairs and maintenance, or for personnel not reimbursed in advance by the applicant. E. The conduct of such activity would not un a affect the publie health, safiet y generalwelfare of residents o- businesses i the immediate area will not constitute a fire hazard and all proper safety precautions will be taken. F. The decision of the City Administrator- to issue, eoHditionnil), issue, or not issue a permit shall be final unless appealed in wr-itingwithin five (5) wor-king days of the decision, by requesting a hearing before the City Couneil at the next available meeting. The conduct of such activity will not require the diversion of so great a number of police officers of the City as to interfere with normal police protection of other areas in the City. G. The conduct of such activity would not unduly affect the public health, safety or general welfare of residents or businesses in the immediate area. SECTION 6.36.065 Appeal. The decision of the City Administrator to issue, conditionally issue, or not issue a permit is final unless appealed within five (5) working days of the decision. Any appeal must be in the form of a written request to the City Council for a hearing at the next available Council meeting. SECTION 6.36.070 Cost of Additional Services. If deemed necessary by the City Administrator, additional police, fire, lifeguard and other City services shall be provided for the purpose of protecting, assisting and regulating the proposed activity. The cost of providing such additional services shall be paid to the City by the applicant. Any additional City services will be provided/coordinated through the City Administrator or a designee. SECTION 6.36.080 Insuranee Liability Issues. The City shall r-e o, as a eendition of issuing .eh a permit, that the a .Bonn. furnish a eertifiente of :ns--;-AnP-e in an amn-n-nt- of fi",e hundred thousand ($500,000.00) dollars fo n) dollars aggregate to protect the r:4.. any one (1) oeeur-r-enee or- one million against elaims of third per-sons for- personal injury, wrongful death or- property damage arising out of the permittee's aetivities. The City shall be named in the poliey as an additional insured -and eopy of the~ lie shall remain on file with the application. The «..av««. of .a.o«. «....u may be u.... ..«uev by the City Administrator- i f it is dote.-mined 41...4 the proposed netivity warrants a higher amount. The °°-47c°°4° required by this sect ° shall state that it is not eaneelable, nor the coverage r-editeible exeept on ten (10) days p written notiee to the City Administrator-. Ordinance No. _ Page 4 of 7 I A. Liability Insurance: Before a permit for a film and video productions is issued, the applicant must show proof of insurance coverage in an amount not less than two million ($2,000,000) naming the City of Ashland and its officers and employees as additional insureds for protection against claims of third parties for personal injuries, wrongful deaths, and property damage. The insurance coverage must not be subject to cancellation or modification until at least thirty days after written notice to the City of Ashland. The applicant must provide a certificate of insurance verifying such coverage. B. Worker's Compensation Insurance: An applicant must conform to all applicable Federal and State requirements for Worker's Compensation Insurance for all persons operating under a permit. C. Indemnification: An applicant must execute an indemnification and hold harmless agreement as provided by the City of Ashland prior to the issuance of a permit under this ordinance. SECTION 6.36.090 Hold Harmless Agreemen . Filming Regulations. The applienat shall eyeetite a hold harmless agreement as provided by the City prior- to the issunnee of any permit. A. Advance Notice for Approval: An applicant will be required to submit a permit request ten (10) working days prior to the date on which filming is due to begin. B. Cleanup: The permttee must conduct operations in an orderly fashion with continuous attention to the storage of equipment not in use and the cleanup of trash and debris. The area used must be clean of trash and debris within four (4) hours after completion of shooting at the scene and restored to the original condition before leaving the site. The applicant is responsible for restoring any area damaged or disrupted before leaving the site. If the site is not cleaned, repaired and restored to the City's satisfaction, the City Administrator will arrange to have the necessary work performed and charge the costs of the work to the permittee. C. Filming on Private Property: An applicant is required to obtain the property owner's permission, consent, and/or lease for use of property not owned or controlled by the City. D. Public Works Department: If the applicant must park equipment, trucks, and/or cars for extended period where parking is typically not permitted, temporary "No Parking" Signs must be posted. The applicant must also obtain permission if there is a need to string cable across sidewalks, or from a generator to a service point. E. Traffic Control: For filming that would impair traffic flow, an applicant must use certified flaggers or local law enforcement personnel and comply with all traffic control requirements deemed by the City to be necessary. a. An applicant shall furnish and install advance warning signs and any other traffic control devices in conformance with the Oregon Temporary Traffic Control Handbook, State of Oregon Department of Transportation. All appropriate safety precautions must be taken. b. Traffic may be restricted to one 12-foot lane of traffic and/or stopped intermittently. The period of time that traffic may be restricted will be determined by the City Administrator, based on location and time of day. c. Any emergency roadwork or construction by the City of Ashland and/or Ordinance No. Page 5 of 7 private contractors, under permit or contract to the City, will have priority over filming activities. d. Parking Lots: When parking in a City parking lot, an applicant may be billed according to the current rate schedule established by the City of Ashland. In order to assure the safety of citizens, roads which serve as emergency service roads, must never be blocked. No relocation, alteration, or moving of signage or structure will be permitted without prior approval. e. Notification: All resident and merchants within a two hundred (200) feet radius of the Film location must receive notice of filming at least 48 hours prior to the first day of filming. F. Sanitary Facilities: The applicant must furnish one (1) portable toilet facility for each twenty-five (25) persons or fraction thereof employed if the activity site is over five hundred (500) feet from a public toilet facility or private toilet facility which is made available to applicant and employees and kept open during said activity. SECTION 6.36.100 Conditions--Restrictions. The applicant shall comply with any conditions or restrictions the City Administrator may impose as a condition to issuing a permit pursuant to the provisions of this Chapter when such conditions or restrictions relate to the provisions of Section 6.36.060. No changes in the date for which the permit has been issued shall be made without first obtaining approval of the City Administrator, and compliance with the established time limitations. The appliennt shall eonduet operations in an orderly fashion with continuous fittentio the storage of equipment not in use and the eleanup of trash and debris The area used shall be cleaned of trash and debriswithin four (4) hours of the eempletion of the netivity-. The appliefint shall be responsible for- restoring any area damaged or disrupted before leaving the site. if the site is not ad or restored to the City's satisfaetion, the City Administrator shall have the neeessary restoration and/or- r-epairs pel4armed and shall eharge the neeessary work to the per-mittee. SECTION 636.120 Sanitary Foeilities. The applicant shall furnish one (1) portable toilet fneility for- eneh twenty five (25) per-sons or- f-Fnetion thereof employed if the aetivity site is r five hundred (500) feat from ......l.l:a e toilet foeility or pr-ivate toilet faeflity made swailable to applicant and must be open during said aetivity. SECTION 6.36.130 Violation A. Violation of AMC 6.364)20-[Permit Required] shall be considered a Class I violation, subject to the limitations of AMC 1.08. Ordinance No. Page 6 of 7 B. Any violation of the requirements of this chapter, not addressed in A above, including violation of permit conditions, shall be a Class III violation as defined by AMC 1.08 and punishable as set forth in that section. (Ord 3024, amended, 08/03/2010) SECTION 6.36.140 Revocation. Anything that is done by the lieensee Any conduct that is prohibited by 6.36.060 is a violation of this Chapter and also authorizes constitutes grounds for the City Council to revoke the licensee's permit for up to one (1) subsequent year. (Ord. 2319 S1, 1984) 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 2014, and duly PASSED and ADOPTED this day of 2014. Barbara M. Christensen, City Recorder SIGNED and APPROVED this _ day of 2014. John Stromberg, Mayor Reviewed as to form: David H. Lohman, City Attorney Ordinance No. Page 7 of 7 CITY OF ASHLAND DRAFT Film and Television Production Guidelines and Policies February 2014 Overview Ashland recognizes and welcomes the positive economic impact of commercial filming of motion pictures, television shows or commercials in Ashland. The City regulates filming to ensure the safety of the film participants, spectators, general public, and to minimize inconvenience to Ashland citizens, businesses, visitors and disruption of public services. A film permit is required for most film productions even if the production is not requesting the use of a public right of way or City services. This helps the City provide better service, answer questions about the production, and confirm to other parties that the project has appropriate City approvals. Commercial filming in City parks and park facilities is subject to additional requirements established by the Ashland Parks and Recreation Commission. Depending on the nature of the production activities, additional City permits may be required, as described below. i Generally, downtown Ashland is not available for filming on Halloween, the day after Thanksgiving (Festival Lights), July 4, or any day on which a conflicting event has previously been scheduled. Production companies are encouraged to contact Southern Oregon Film and Television (SOFAT) at 877-434-5676 during production planning and prior to applying for City of Ashland approvals. 1. Film Permits Unless exempted as described below, a film production in the City of Ashland must have a City film permit, as well as certain other required City approvals determined by the nature of the production activities. A. Exemptions from Requirement to Obtain a Film Permit • News Media • Family Video • In Studio Filming Film and Television Production Guidelines and Policies Page I of 5 III B. Application and Deadline 1. Where to obtain an Application. The application for a film permit is posted on the City's website at www.ashland.or.us/filmpermit or can be obtained from the City Administration office by calling 541-488-6002. 2. Application Submission Deadlines. Completed applications should be submitted no later than ten (10) days in advance of filming. If the production requires a street to be closed or any other special needs, the completed application, including payment, must be received at least four weeks in advance. 3. Criteria for Approval/Denial of Film Permit Application: • Is another event scheduled for the same day? • Is injury to persons or damage to property foreseeable? • Will production activities substantially interfere with the safe and orderly movement of pedestrians and vehicular traffic? • Is the proposed location adequate for the size and nature of the production activities? • To what extent will City equipment, staff and services be required? • Have insurance and indemnification requirements been met? • Have all other City permit requirements been met? • Have all required ODOT and/or Jackson County permits been secured? C. Film Permit Fees 1. Basic Film Permit Fee. All applicants (excluding those that are exempt) must pay a basic film permit fee detailed in the table below. The amount of the fee depends on how far in advance of filming the application is submitted, the number of cast and crew involved in the production, the number of large vehicles, the number of days for production and whether the production will include areas in the downtown core. Total vehNumber of days Discounted Fee Downtown Core (if submitted more than Premium t1610 days in advance gre1-10 1-2 1-3 $50 $25 N/A 11-24 3-4 3-4 $150 $75 $100 25 or more 5 or more 5 or more $300 $150 $250 Film and Television Production Guidelines and Policies Page 2 of 5 Basic film permit fees are determined by the greater of (1) the number of cast and crew; (2) the number of vehicles, or (3) the number of production days in Ashland and activity in the downtown. 2. Exemptions from Basic Film Permit Fee: • Charitable Films (501(c)(3) • Classes in audio visual work • Filming on private property 3. Contingent Film Permit Fees. Based on the information provided in the permit application and the required meeting with City staff, additional fees will be charged for City personnel, street and sidewalk closures, reserved parking, and the use of public property. The cost for providing City personnel will be based on the number of City employees determined by the City to be required for overseeing the production to ensure the safety of the film participants and general public; and the amount the City pays for the hours worked by those employees at their normal wage rates. The final decisions on public safety requirements and security rests with the Ashland Police Department, Public Works Department, and the Ashland Fire Department. 4. Refunds. If the application is not approved, or if the applicant withdraws the request, the City Administrator and/or staff designee will evaluate and determine if a refund is appropriate. D. Additional Film Permit Requirements 1. Insurance and Indemnification. • The City of Ashland requires a Certificate of Insurance in the amount of at least two million ($2,000,000) dollars to protect the City against claims for personal injury or property damage that could occur because of production activities. The certificate must also name the City as an additional insured. A copy of the certificate must be submitted with the completed film permit application. • The Oregon Department of Transportation (ODOT) also requires a Certificate of Insurance if the filming occurs on ODOT right-of-way. • A film permit applicant must sign a City-provided indemnification agreement holding the City and its officers, employees and agents harmless from all liabilities, obligations and claims arising out of the applicant's production activities. • All applicants must conform to all applicable Federal and State requirements for Worker's Compensation Insurance for all persons operating under a permit. 2. Notifications. Notification of proposed filming must be provided to affected residents and businesses in the surrounding area forty-eight (48) hours in advance of filming. Film and Television Production Guidelines and Policies Page 3 of 5 • Notification letters to businesses must be hand delivered directly to the store owner/manager/employee and may not be posted on the door or window of the business. • Notification letters to residents may be left at the front door of the property but not in the mailbox of the residence. • Filming Notification forms are available from the City. 3. Meeting with City Staff. After receiving the completed Film Permit application and Special Event Permit application (if required), a meeting between City staff and the applicant will occur so both parties can review the proposed film location and identify other needs/permits etc. 4. Toilets. Arrangements must be made for toilets to accommodate the film crew. If portable toilets are used, their placement must comply with all local requirements. 5. Clean Up. The location(s) of the production activities must be cleaned and restored to original conditions. II. Other Required Permits/Approvals A. Business License A business license is required to film in Ashland. A temporary Business License is $25.00 and is valid for 30 days. In addition to the business license for the film production company, any subcontractors also must have a business license, including security companies, caterers etc. B. Special Event Permit If film production activities require the involvement of multiple city departments for example police, fire, public works, and parks the applicant may be required to secure a Special Event Permit and comply with all associated requirements and fees, in addition to the film permit and its fees. C. Food and Beverage Tax Caterers must pay the City Food and Beverage Tax. D. Miscellaneous Regulations The following table outlines other regulations that may apply to film production activities: Film and Television Production Guidelines and Policies Page 4 of 5 Questions Contact Phone Possible Permit Will filming occur in a city park? Parks and Recreation 541-488-5340 Will a public address system or Administration 541-488-6002 Noise amplified music be used? Will filming interfere with a bus route RVTD, Field Operation Coordinator 541-779-2877 or schedule? Will food be served (e.g. open flame, Ashland Fire & Rescue 541-482-2770 Fire propane tank etc)? Will alcoholic beverages be served? Oregon Liquor Control Commission 541-776-6191 OLCC temporary City Recorder 541-488-5307 license Ashland Fire & Rescue 541-482-2770 Will filming include tents, canopies, Ashland Fire & Rescue 541-482-2770 Fire booths, cooking, pyrotechnics etc.? Does your event involve the Plaza? Administration 541-488-6002 Plaza Will filming occur on Highway 99 (e.g. Oregon Department of 541-774-6328 North Main, East Main, Lithia Way, Transportation 541-774-6360 Siskiyou Blvd.) or on Highway 66 (e.g. Ashland Street)? Jackson County Roads 541-774-8184 Do you need reserved parking, street or Public Works 541-488-5857 sidewalk closures? Included in this packet: 1. Business License Application 2. Film Permit Application 3. Indemnity Agreement 4. Copy of Ashland Municipal Code Chapter 6.36 regarding Motion Picture and Television Productions Film and Television Production Guidelines and Policies Page 5 of 5