HomeMy WebLinkAbout2014-0303 Study Session PACKET
CITY OF
ASHLAND
CITY COUNCIL STUDY SESSION
AGENDA
Monday, March 3, 2014
Council Chambers, 1175 East Main Street
5: 30 p.m. Study Session
1. Look Ahead review
2. Discussion of seismic structural improvements to existing buildings
3. Discussion of electric vehicle pilot program, home charging stations
4. Review and discussion of agenda for March 8th Council goal-setting
Following the Study Session the City Council will hold an Executive Session for Real
Property Transaction pursuant to ORS 192.660(2)(e).
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this
meeting, please contact the City Administrator's office at (541) 488-6002 (TTY phone number 1-800-735-
2900). Notification 72 hours prior to the meeting will enable the City to make reasonable arrangements to
ensure accessibility to the meeting (28 CFR 35.102-35.104 ADA Title 1).
COUNCIL MEETINGS ARE BROADCAST LIVE ON CHANNEL 9
VISIT THE CITY OF ASHLAND'S WEB SITE AT WWW.ASHLAND.OR.US
City of Ashland Council Meeting Look Ahead
*****THIS IS A DRAFT AND SUBJECT TO CHANGE*****
Departments GOAL JNT ss cc ss cc ss cc Ss cc Ss cc ss cc Ss CC
Responsible 3t8 3112 3117 3118 3131 411 4114 4115 515 516 5/19 5120 612 613 6116 6117
3/a ~GoallSe`ttin'7Session 3/e
= 'Review, consolidation and update of current biennial goals Admin GOAL
JiB M Pgrk6/COunciLm etin°T 7i0OI•Tri U%2V
Joint meeting to discuss and finalize the MOU between the Parks Admin Parks NEW
Department and the City Dave/Don
~St'ud'ISession IZSisRi ou Room I~ 31:7
Discussion of potential wildfire hazard zone expansion John Fire as
equiar7CminTree Commission annual u date t0 Council Bill CD PRES
Risk Management Report Lee Finance CONS
6 Quarter) Economic Development Update Adam Admin CONS
Public Hearing on possible ordinance prohibiting the unlawful Legal Police
7 carrying of loaded firearms in public places (continued from 2/3 PH
and 2/18 mt s Dave L./Terry)
6 Verde Village Development Agreement Amendment (Bill) CD UNFIN ORD-2
ORD-1
s Second reading of ordinance updating Council rules and Legal ORD-2
Commissions Dave L.
V0 Sttud7Se°ssion InnTSisRl ou Room f~ Iii 3131
10 6-Month report on code compliance Bill CD SS
3131 Executive`Session after stud session 3131
11 Pursuant to ORS 192.660(2)(i) -Performance Eval. EXEC
an' ;t ; A Re tiler CounciLMee"tin w 'p, _ an
12 Appointment to Citizen Budget Committee Barbara Recorder NEW
13 Plastic bag ban recommendations Adam Admin NEW
14 Job Council contract proposal Adam Admin NEW
15 Verde Villa a Develo ment Agreement Amendment Bill CD ORD-2
aria ~Sttud'ISessloo IZSiski ou Room I~ 4n_4
16 Discussion of Electric Cost of Service Study results and Electric PW ss
upcoming utility rate increases Mark Mike Lee Finance
4/15
v Historic Commission annual report to Council Bill CD PRES
16 Annual a is to Committes & Commissions Barbara Recorder CONS
19 Annual report on Use of Force and Crime Rate (Terry) Police CONS
20 Public Hearin on CDBG Grant Award Bill CD PH
5(5 St'udy7Session IZSigki ou Room to ®®I~ ® ®®,~5T5H
,5/6„, ;`s ,.Re ular,Counc113Meetin _ A Pyy `a,r~R 2%54
21 Public Hearing and resolutions regarding utility rate increases PW/ Finance PH
Mike/Lee RES
22 Public hearing on the Normal Avenue Plan (Bill) CD PH ORD-2
ORD-1
Page 1 of 2 2/26/2014
City of Ashland Council Meeting Look Ahead
*****THIS IS A DRAFT AND SUBJECT TO CHANGE*****
Departments GOAL JNF SS cc SS cc SS cc SS cc SS cc SS cc SS cc
Responsible 318 3112 V17 3118 3131 411 4114 4115 515 516 5119 5120 612 613 6116 6117
5/1a ~St'ud'ISession inTSlslii ou Room' ~ ~ il• ~ ~ IIIIIIII■ IIIIIIII■ il• il• ~ ~ 5/19
23 AFN business plan Mark ElectriGlT Ss
[5120 ~Re ular CouncillMeetin i~ Ilil~ srzo
24 FireWise Commission annual report to Council John Fire PRIES
25 RVCOG annual report to Council b Michael Cavallaro Dave Admin PRES
26 Unified Land Use Ordinance (ULUO) update (Bill) CD PH oRD-2
ORD-1
27 Second reading of ordinance re: Normal Avenue Plan Bill CD ORD-2
Ere ~St'ud'ISe ssion IZSI'ski ouRoom~1111111111 6/2
6t3 ~Re ula'$CounclllMeeting~ IIIIIIII■ IIIIIIII■ fillillillill a/3
28 Band Board annual report to Council Don Bie hler Admin PRES
29 Unified Land Use Ordinance ULUO update Bill CD ORD-2
30 Ordinance setting FY14-15 Tax Rate Lee Finance ORD-1 ORD-2
6/ 6 ~St'ud'ISesion 61TSiski ou Room ~iiiiiii I>• I~ IIIIIII~ I~ 6/y6
eye -Re ula'$CounclllMFetin"-~~ fiiiiiiiiiii~ 841;7
31 Ordinance settin FY14-15 Tax Rate Lee Finance ORD-2
F?i C- sl fPr -s iitationZatee-2014 a 7 - X
February 18-Transportation Commission
March 18 - Tree Commission
April 15 - Historic Commission
May 20- FlneWise Commission
June 3 - Band Board
Jul 15 - Forest Lands Commission -
August 19 - Conservation Commission
September 16 - Airport Commission
October 21 - Public Arts Commission
November 16 - Housing and Human Services Commission
December 16 - Planning Commission
Page 2 of 2 2/26/2014
CITY OF
ASHLAND
Council Communication
March 3, 2014, Study Session
Seismic Structural Improvements to Existing Buildings
FROM:
Michael Grubbs, Building Official, Community Development Department,
michael.grubbs@ashland.or.us
SUMMARY
Community Development staff is interested in developing an amendment to our local building code for
City Council's consideration regarding the protection of one of the community's greatest resources, its
buildings. Specifically, this would entail amendments to, the Ashland Municipal Code, Buildings and
Construction section, requiring seismic improvements when buildings undergo remodel or
reconstruction. Many buildings within the City of Ashland are vulnerable to the destructive effects of
an earthquake. Extreme damage or collapse will result, all due to their age and construction type. If an
ordinance is in place, the survival rate of these buildings and the persons who occupy them will greatly
be improved.
BACKGROUND AND POLICY IMPLICATIONS:
The major earthquake projected to take place in Oregon sometime in the not so distant future would
have a devastating effect on older existing non-code-compliant buildings within the City of Ashland.
To preserve Ashland's building stock and provide a safer environment for all, the Building Division
proposes consideration of an ordinance which would require structural improvements to existing
buildings when a planned alteration or remodel takes place. Such an ordinance reduces the likelihood
of severe damage to Ashland's distinctive buildings. Currently, the cities of Medford and Portland
have similar ordinances enacted and enforced.
Stakeholder outreach would target local building owners, construction specialists, and interested
parties through our local media, Ashland web page, mailings, open public meetings, and email
messaging - all designed to inform and allow public input into the crafting of this ordinance.
Facts:
• Scientific studies have identified the Cascadia Subduction zone off the coast as the source of a
long history of earthquakes and tsunamis that have affected the State of Oregon.
• Building codes prior to 1976 did not contain adequate provisions for seismic structural safety
for structures.
• Older structures in Ashland, including its downtown core are constructed mainly of
unreinforced masonry or concrete, which makes them very vulnerable to damage or collapse
during an earthquake. Please note: Newer buildings and those currently under construction
have been designed with appropriate seismic safeguards in place.
Page 1 of 2
IFF1r,
CITY OF
ASHLAND
• The current Oregon Structural Specialty Code does not require seismic improvements when a
building is remodeled unless a more hazardous use is proposed; seismic upgrades are only
voluntary.
• This type of ordinance is endorsed by the State of Oregon Building Codes Division, Ashland
Fire Department, the City of Medford and the City of Portland
This new code could include the following triggers for seismic improvement requirements:
• When renovation costs exceed $100,000 or $15.00 per square foot.
• When re-roofing is planned, parapet walls need to be braced.
• Change of Occupancy, for example a change from a retail outlet (M-Mercantile) to a restaurant
or lounge (A-Assembly).
• T-bar ceiling seismic upgrades required when any work is planned.
• Tilt-up concrete buildings constructed prior to 1998 require the roof system to be evaluated for
connection to the walls.
• If interior ceiling materials are removed in single story buildings (thereby exposing the roof
wood framing system), the roof system could be required to be evaluated for connection to the
walls.
• If interior ceiling materials are removed in multi-story buildings, upper floor systems and roof
diaphragm systems required to be evaluated for connection to the walls.
• Most single family homes would be exempt.
Affected buildings that have undergone seismic improvements would provide a higher degree of safety
for occupants through added structural strength, thereby greatly improving personal survival. The cities
of Portland and Medford have such ordinances in place. In Portland, it is estimated that 20% of all
remodeled commercial building stock have been seismically improved.
FISCAL IMPLICATIONS:
There would be minimal fiscal impact to the City of Ashland. Buildingibusiness owners would realize
a increase in the cost of construction, depending on size and scope of work or size of the building when
an alteration or renovation is planned. City of Ashland incentives will be explored and possibly offered
to permit applicants.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Instruct staff to continue to research and draft an ordinance for Council consideration.
SUGGESTED MOTION:
N/A
ATTACHMENTS:
Link to the City of Medford Seismic Ordinance: www.ci.medford.or.us/Code.asp?CodeID=3643
Link to the City of Portland Seismic Ordinance: www.portlandonline.com/auditor/index.cfm?c=28673
Page 2 of 2
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CITY OF
ASHLAND
Council Communication
March 3, 2.014, Study Session
Electric Vehicle Pilot Program, Home Charging Stations
FROM:
Michael Grubbs, Building Official, Community Development Department,
michael.grubbs@ashland.or.us
SUMMARY
The City of Ashland Community Development Department is considering collaborating with the State
of Oregon Building Codes Division (BCD) to develop and apply on a trial basis an electrical code that
would require new single family homes and duplexes planned for construction or a major remodel with
garages or carports to be equipped with the electrical backbone to support Level 2 Electric Vehicle
(EV) charging. If approved by the City Council, BCD would grant a local amendment to the state
building codes. As contemplated, this new building code provision would be in effect for a three-year
trial period, as a pilot program. Data collected during that time would be evaluated and presented to the
City Council as the basis for a decision on whether to continue the program.
BACKGROUND AND POLICY IMPLICATIONS:
In early 2013, Governor Kitzhaber formed the Energize Oregon Coalition to implement the
recommendations in the Energizing Oregon report. Creating an EV-residential pilot is one of the key
recommendations. BCD in turn, has created an EV Pilot program and extended an invitation to all
State of Oregon jurisdictions to participate. The City of Ashland Community Development Department
sent a proposal to BCD and was approved to participate with the next step being a local code
amendment.
Scope:
• This provision would be required for all new homes, townhouses and duplexes planned for
construction or major remodel.
• The pilot would be limited to new residential construction and major remodels. (Residential
construction is defined as single family dwellings or townhouses and duplexes with garages or
carports.)
• An EV ready garage or carport would be outfitted to accommodate the future installation of a
Level 2, 240 volt, EV home charging station with minimal preparation and include the
following:
o Dedicated branch circuit, or raceway or wires from the main service or sub panel to the
proposed location of a future charging station.
o The raceways or wires terminating at the proposed future charging station enclosed in a
listed cabinet or box.
Page I of 2
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CITY OF
ASHLAND
o Label stating "EV Capable" to be posted in a conspicuous place next to the listed
. cabinet or box and at the service panel.
• The timeline for evaluating the pilot would be three years.
The possible benefits of such a pilot building code provision would include encouraging individual
citizen action to curb greenhouse gas emissions and energy consumption and Ashland's reputation for
welcoming technological experimentation and innovators. The pilot program is also consistent with the
2012 Council Goal to "adopt land use codes, building codes, green building standards and fee
structures that create strong incentives for development that is energy, water and land efficient and
supports multi-modal transportation." A potential negative consequence would be addition of a new
regulatory and cost impediment to construction of medium-cost housing (multi-family housing would
not.be affected.) If ultimately successful in encouraging greater use of electric vehicles, the new
building code provision could also have the negative impact of increasing the City's demand for
electricity so as to trigger higher rates for wholesale power from the Bonneville Power Administration.
Forty-five new homes were built in Ashland in 2013. If adopted, the pilot code provision could result
in perhaps 150 new EV-ready homes in the City within three years.
FISCAL IMPLICATIONS:
There will be minimal fiscal impact to the City of Ashland. Owners/builders will realize a construction
cost increase of approximately $100.00 to $500.00 on average. This estimate is dependent upon the
distance and wiring method employed from the main electrical panel to the charging outlet location.
The actual battery charging unit would not required to be installed and is not part of this estimate.
The City of Ashland Community Development Department and Conservation Division have
considered possible incentives for owneribuilders. One such incentive could be a $100.00 cash rebate
if the home has a complete system installed.
STAFF RECOMMENDATION AND REQUESTED ACTION:
Instruct staff to continue to investigate the benefits and drawbacks of implementing for a trial period of
three years an EV-ready building code requirement and, if warranted, draft an ordinance for Council
consideration.
SUGGESTED MOTION:
N/A
ATTACHMENTS:
BCD invitation to take part in the EV Pilot program
BCD approval letter with conditions
Community Development Department EV Pilot proposal
Page 2 of 2
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Michael Grubbs
From: Schiffer Gabrielle M fabrielle.m.schiffer@state.or.us)
Sent: Monday, November 04, 2013 1:00 PM
To: grubbsm@ashland.or.us; Adam Hanks (adam@ashland.or.us)
Cc: 'Simmons Andrea P; HUNTINGTON Chris S
Subject: Invitation to apply to EV-ready Residential Pilot
Attachments: EV-ready residential pilot application - final.docx
A
Follow Up Flag: Follow up
Flag Status: Flagged
i
Good Afternoon, '
Thank you for your letter of interest in the EV-ready residential pilot.
The State Building Codes Division (BCD) is excited to announce the application phase of the EV-ready pilot
process. As a jurisdiction interested in requiring EV-ready residential construction, we invite you to send us a
proposal that indicates how you intend to develop and implement the pilot including details about proposed
regulatory incentives to off-set the cost to the builder and to streamline the regulatory process (see attached
EV-ready application).
Please note that the EV-pilot is a competitive process. Your proposal will be judged against other proposals t
received from the pool of jurisdictions who submitted letters of interest. Selection will be based on the strength
of the regulatory incentive package and the overall quality of the proposal.
The successful applicant will receive limited approval from BCD for a local amendment to the state building,
code that will allow the jurisdiction to require residential construction to be EV-ready. Information on the Local
Amendment Request is available at: j '
http://www cbs state or.us/external/bcd/notices/Hearings/2013/20130927 localamendmentreguest cp.pdf
Please send me your pilot proposal by Monday, December 16, 2013.
Feel free to contact me if you have any questions. a
All the Best,
Gabrielle
Gabrielle Schiffer I Green Building Coordinator I State of Oregon Building Codes Division 1503-373-7418 1 j
Gabrielle. M. Schiffe(ostate. or.us
i
Boter Buildings for Oregon
Moog=
http://betterbuildingsoregon.org/ 4.
j
,1.. J
t !
regon Department of Consumer and Business Services
Building Codes Division
John A. Kitzhabe MD, Governor 1535 Edgewater Street MW
P.O. Box 14470
Salem, OR 97309-0404
January 31, 2014 503-378-4133
Fax: 503-378-23??
Michael Grubbs, Building Official www.bcd.oregon.gov
Dept. of Community Development
20 E. Main Street
Ashland, Oregon 97520
Re: EV-Ready Pilot
Dear Mr. Grubbs:
We appreciate the City of Ashland's interest in participating in the State of Oregon Building Codes
Division's (BCD) EV-ready residential pilot. The pilot will allow BCD to gather information regarding
the adoption of new technology in a targeted and `real world' application which will be used to inform
future state code adoption decisions around electric vehicle (EV) charging equipment.
A review committee recommended approval of the city's EV-ready pilot proposal with the following
conditions:
• Adopt a city ordinance that requires, rather than encourages, new residential construction within
parts or all of the city of Ashland to be EV-ready
• Clarify the scope of EV-ready - the city's proposal describes EV-ready as both pre-wire and
raceway with a termination box. Adequate labeling also needs to be addressed.
• Work with BCD to develop a process for sharing data
Because EV-ready residential construction exceeds the state building code, the city will also need to
complete a local amendment request as set out in OAR 918-020-0370. While much of the information
contained in the city's EV-ready pilot proposal can be used in the local amendment request, the city will
need to strengthen their outreach to the city's contracting community to ensure that all residential
builders are aware of the EV-ready pilot. BCD is prepared to work with the city to refine the estimate it
has already provided in its proposal of the fiscal impact of EV-ready.
BCD is looking forward to partnering with the city on the exciting opportunity afforded by the EV-ready
pilot to be at the forefront of the transportation electrification movement. Once the city begins its
process to adopt the local amendment BCD will work with the city to develop the pilot agreement.
Please feel free to contact BCD if you have questions or need assistance.
Sincerely,
Gabrielle Schiffer
Green Building Coordinator
CITY OF
ASHLAND
The City of Ashland 02/22/2014
Community Development Department
EV Pilot Proposal
Submitted to the State of Oregon Building Codes Division
Background:
The State of Oregon and its Building Codes Division is dedicated to sustainability and as part of that commitment
they support and promote Electric Vehicle (EV) usage. EV charging stations in the home is another step in its
endorsement of EV ownership. The City of Ashland is excited to be part of this promotion by offering incentives
to General Contractors or Owners to pre-wire their new or remodeled homes for future EV battery chargers.
Purpose:
To promote Electric Vehicle ease of usage within the City of Ashland by implementing a program and creating a
new ordinance by which all new single family homes be provided with EV ready garages and carports.
Process:
General contractors and owner builders who wish to construct a new single family home with a carport or
garage will be required to make these carports and garages EV ready by installing a complete EV Level II battery
charger circuit or by the installation of raceways, boxes, or pre-wire in anticipation of a future charging station.
As part of their permit application they would need to check the appropriate box and complete the installation
of necessary parts. Verification will be accomplished by a City of Ashland, Building Division electrical inspector.
Estimated Cost impact to the Home Builder:
$100.00 to $500.00; this estimate is dependent upon the distance and wiring method employed from the main
electrical panel to the charging outlet location. This estimate does not include the actual battery charging unit.
Estimated Cost Impact to the City Of Ashland Building Division:
Minimal staff time, $100 cash rebate
Public Outreach:
• This program will be posted on the City of Ashland web site, Community Development Building Division
page
• Flyers will be posted in the Community Development building lobby
• Notice will be posted in the City Source, a local news letter sent to all Ashland residents
• Information shall be sent via E-mail to all contractors in our data base
r This new requirement will be marked on the blue prints for each home; a line item describing this
requirement will be added to our plan review check list
DEPT. OF COMMUNITY DEVELOPMENT Tel: 54148&5305
20 E. Main Street Fax: 541-552-2050
As
Ashlandnd, Oregon 97520 TTY: 800.7352900
w .ashland.orms
Data Collection Procedures:
A specific field and/or permit type will be added to our Building Permit software which will allow or provide
tracking data. Rebate incentive funds will be tracked by the City's Conservation staff through their program
management software.
Incentive offered by the City of Ashland:
• When installed complete with an electric vehicle charger, $100.00 cash rebate
Local Amendment Process
Submit proposal to State of Oregon Building Codes Division for approval in accordance with ORS 918-020-0370.
Once approved submit the same to City of Ashland City Council for local adoption.
DEPT. OF COMMUNITY DEVELOPMENT Tel: 541-088-5305
20 E. Main Street Fax: 541-552-2050
Ashland, Oregon 97520 TTY: 800.735-2900
w .ashland.orxs
CITY OF
ASHLAND
-Council Communication
March 3, 2014, Study Session
Review and discussion of agenda for March 81h Council goal-setting
FROM:
Dave Kanner, city administrator, dave.kanner@ashland.or.us
SUMMARY
The Council will meet in a day-long goal-setting retreat on March 8"h and an agenda has been prepared
for that meeting. The agenda is intended to provide guidance to the retreat facilitator as he leads the
Council through the conversation about Ashland's long-term goals. Council feedback about the
agenda can be conveyed to the facilitator in advance of the meeting.
BACKGROUND AND POLICY IMPLICATIONS:
The Council's goal-setting retreat on March 8 is intended to focus on a longer-term look at where the
City is going and the issues that will require the focus of the Council, the boards/commissions and the
community over the next five years and beyond. Rather than preparing an agenda with specific
subjects and firni timeframes for discussion, this agenda is intended to allow for a more free-flowing
conversation that's moderated by the retreat facilitator and results in Council consensus on those long-
term goals. The agenda is also intended to allow greater flexibility for the facilitator as the day
progresses. Thus, the agenda is a guide (not a directive) for both the Council and the facilitator.
FISCAL IMPLICATIONS:
None.
STAFF RECOMMENDATION AND REQUESTED ACTION:
This item is scheduled for discussion only, for the purpose of understanding how the day will work on
March 81h. Modifications to the agenda as requested by the Council will be forwarded to the retreat
facilitator.
SUGGESTED MOTION
N/A
ATTACHMENTS:
Draft goal-setting retreat agenda
Page 1 of 1
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CITY OF ASHLAND COUNCIL RETREAT
DRAFT AGENDA
Siskiyou Room, 51 Winburn Way
March 8, 2014, 8:30 a.m.
8:15 a.m. Refreshments
8:30 a.m. Goal setting discussion
• What are our areas of agreement?
• What are the points on which we need to have more discussion?
• How are we doing on achieving current goals? Do the current objectives need to be modified?
• What issues are going to be most important to the Council and community over the next year?
• What issues are going to be most important to the Council and community over the next five years and
beyond?
• What are the action items that will drive budget, staff time, board & commission work and community
dialogue?
• How do we continue this goal-setting conversation?
• How will we weave the boards/commissions and other organizations into goal-setting and the ongoing
goal-setting dialogue?
• Are there items discussed today that need to be carried forward to thejoint meeting with the Parks
Commission?
5:00 p.m. Adjourn